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Financial Accounting in SAP
S/4HANA – Academy Part I - Part II
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PARTICIPANT HANDBOOK
INSTRUCTOR-LED TRAINING
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Course Version: 08
Course Duration: 5 Day(s)
Material Number: 50145278
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SAP Copyrights and Trademarks
© 2018 SAP SE or an SAP affiliate company. All rights reserved.
No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of
SAP SE or an SAP affiliate company.
SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered
http://global12.sap.com/
trademarks of SAP SE (or an SAP affiliate company) in Germany and other countries. Please see
corporate-en/legal/copyright/index.epx
for additional trademark information and notices.
Some software products marketed by SAP SE and its distributors contain proprietary software components of other software
vendors.
National product specifications may vary.
These materials are provided by SAP SE or an SAP affiliate company for informational purposes only, without representation or
warranty of any kind, and SAP SE or its affiliated companies shall not be liable for errors or omissions with respect to the materials.
The only warranties for SAP SE or SAP affiliate company products and services are those that are set forth in the express warranty
statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional
warranty.
In particular, SAP SE or its affiliated companies have no obligation to pursue any course of business outlined in this document or
any related presentation, or to develop or release any functionality mentioned therein. This document, or any related presentation,
and SAP SE’s or its affiliated companies’ strategy and possible future developments, products, and/or platform directions and
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functionality. All forward-looking statements are subject to various risks and uncertainties that could cause actual results to differ
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speak only as of their dates, and they should not be relied upon in making purchasing decisions.
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Typographic Conventions
American English is the standard used in this handbook.
The following typographic conventions are also used.
This information is displayed in the instructor’s presentation
Demonstration
Procedure
Warning or Caution
Hint
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Related or Additional Information
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Facilitated Discussion
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User interface control
Example text
Window title
Example text
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Contents
vii
Course Overview
1
Unit 1:
Automatic Payments
3
Lesson: Executing an Automatic Payment Run
6
Lesson: Using Bank Accounts
11
Lesson: Modifying Master Records and Financial Accounting
18
Documents
Lesson: Implementing SEPA
26
Lesson: Configuring the Payment Program
31
Lesson: Configuring the Bank Selection
34
Lesson: Running the Payment Program
41
Lesson: Executing a Payment Run
50
Lesson: Automating a Payment Run
57
Unit 2:
The Dunning Program
58
Lesson: Executing the Dunning Program
60
Lesson: Updating Master Records and Financial
Accounting
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64
Documents
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Lesson: Configuring the Dunning Program
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101
Lesson: Running the Dunning Program
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Unit 3:
e
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Correspondence
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102
Lesson: Explaining cCorrespondence
103
Lesson: Modifying Master Records
105
Lesson: Configuring Options for Correspondence Types
107
Lesson: Creating a Correspondence
116
Unit 4:
117
Special General Ledger Transactions
Lesson: Managing the Application View for Special General Ledger
Transactions
132
Lesson: Maintaining Special General Ledger Transactions
139
Lesson: Understanding Purchasing (MM Integration)
142
Lesson: Understanding Sales and Distribution Integration
156
Unit 5:
Parking Documents
157
Lesson: Managing Document Parking Basics and Document Holding
162
Lesson: Processing Parked Documents
167
Lesson: Managing Document Parking and Workflow
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186
Unit 6:
Validations and Substitutions
187
Lesson: Understanding the Basics of Validation and Substitution
194
Lesson: Maintaining and Executing Validations
200
Lesson: Maintaining and Executing Substitutions
204
Lesson: Using Additional Techniques for Substitutions and
Validations
218
Unit 7:
Data Archiving in FI
219
222
Lesson: Outlining the Basics and Classifications of Data Archiving
Lesson: Maintaining Data Archiving
225
Lesson: Executing Data Archiving for Specific FI Objects
235
Unit 8:
236
Data Aging in FI
Lesson: Using Data Aging
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Course Overview
TARGET AUDIENCE
This course is intended for the following audiences:
●
Application Consultant
●
IT Support
●
Business Analyst
●
Business Process Architect
●
Business Process Owner/Team Lead/Power User
●
Super / Key / Power User
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viii
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UNIT 1
Automatic Payments
Lesson 1
Executing an Automatic Payment Run
3
Lesson 2
Using Bank Accounts
6
Lesson 3
Modifying Master Records and Financial Accounting Documents
11
Lesson 4
Implementing SEPA
18
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Lesson 5
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Configuring the Payment Program
26
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Lesson 6
Configuring the Bank Selection
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31
Lesson 7
Running the Payment Program
34
Lesson 8
Executing a Payment Run
41
Lesson 9
Automating a Payment Run
50
UNIT OBJECTIVES
●
Explain the automatic payment run
●
Modify the bank directory
1
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Unit 1: Automatic Payments
●
Define house banks
●
Create customer and vendor bank accounts
●
Modify the general master record settings
●
Manage the relationships between master records
●
Identify the implications of SEPA
●
Describe SEPA credit transfer
●
Describe SEPA direct debit
●
Create a SEPA mandate
●
Configure the payment program
●
Modify the settings for company codes
●
Modify the payment methods
●
Configure the bank selection
●
Modify the payment run parameters
●
Create a payment proposal
●
Edit the proposal run
●
Execute a payment run
●
Explain payment media
●
Automate a payment run
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Unit 1
Lesson 1
Executing an Automatic Payment Run
LESSON OVERVIEW
This lesson explains how to execute an automatic payment run.
Business Example
As an employee in the accounting department, you need to be aware of the extent to which
the payment process can be automated. For this reason, you require the following knowledge:
●
An understanding of the automatic payment process
●
An understanding of how to execute an automatic payment run
LESSON OBJECTIVES
After completing this lesson, you will be able to:
●
Explain the automatic payment run
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Automatic Payment Run Overview
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The following is an overview of the automatic payment
run.
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Automatic Payment Run Tasks
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During the automatic payment run, therfollowing
tasks are carried out:
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1. Invoices are entered.
2. Open invoices are analyzed for due date.
3. Invoices due for payment are prepared for review.
4. Payments are approved or rejected.
5. Invoices are paid.
The automatic payment program is a tool that helps handle mass transactions and manage
payables. The program runs in accounting at user-defined intervals and processes the
relevant transactions.
The SAP payment program allows you to perform the following tasks automatically:
1. Select open invoices to be paid or collected.
2. Post payment documents.
3. Print payment media, use Data Medium Exchange (DME), or initiate Electronic Data
Interchange (EDI).
3
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Unit 1: Automatic Payments
Characteristics of the payment program
●
●
●
The payment program has been developed for both national and international payment
transactions with vendors and customers.
The payment program handles both outgoing and incoming payments.
The payment program is flexible and allows you to configure the payment features that
vary from country to country, such as payment methods, payment forms, or data carrier
specifications.
The Payment Program Processing Steps
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Figure 1: The Payment Program Processing Steps
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The main processing steps of the payment program are as follows:
1. Maintain the payment run parameters
This step answers the following questions:
●
Which open items will be selected to be evaluated for payment?
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Which payment method will be used?
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When will the payment be made?
●
Which company codes need to be considered?
●
When is the next payment run scheduled?
2. Schedule the proposal run
After entering the parameters, you schedule the proposal run. The proposal run generates
a list of business partners and open invoices that are due for payment.
3. Revise the payment proposal
You can further analyze the proposal to view the details of any proposed payment, change
the payment terms, or add a payment block.
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Lesson: Executing an Automatic Payment Run
4. Schedule the payment run
Once the payment list is verified and the debit balance check is performed, you schedule
the payment run. The system creates a payment document, and the general ledger and
subledger accounts are updated.
5. Schedule the print
A separate print program is run automatically to generate the payment media.
LESSON SUMMARY
You should now be able to:
●
Explain the automatic payment run
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Unit 1
Lesson 2
Using Bank Accounts
LESSON OVERVIEW
This lesson explains how to use house bank accounts, customer bank accounts, and vendor
bank accounts.
Business Example
Each bank in the system has a bank master record in the bank directory. You need to create a
new bank in the system and work with bank master data and accounts. For this reason, you
require the following knowledge:
●
An understanding of bank master data
●
An understanding of the different bank accounts
●
Skills in how to create and maintain different bank accounts
LESSON OBJECTIVES
After completing this lesson, you will be able to:
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Modify the bank directory
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Define house banks
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Create customer and vendor bank aaccounts
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Lesson: Using Bank Accounts
Bank Directory
Figure 2: BankDirectory Image
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The bank master data has the following characteristics:
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Each bank master record is identified by aesunique bank country and bank key.
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Each bank master record includes address
lo data and control data (such as the SWIFT BIC),
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postal giro data, and the bank group.
ca This helps optimize payments in the automatic
payment program.
Bank master records are stored centrally in the bank directory (App
report RFBKVZ00 outputs a list of banks.
Manage Banks or
You can use the report RFBKABL0 to display changes to the bank master data for all banks.
The SWIFT Bank Identifier Code (BIC) is a unique identification code for both financial and
non-financial institutions.
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Unit 1: Automatic Payments
House Bank
Figure 3: House Bank Data
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The banks your company uses are called house banks.l
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House banks contain the following information:@g
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Bank master data
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Information for electronic payment
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Bank accounts for each house bank
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General ledger accounts for each bank account
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Electronic Data Interchange (EDI) partner profiles and Data Medium Exchange (DME)
details
The payment program uses the house bank ID to determine which bank to use for payments.
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Lesson: Using Bank Accounts
House Bank Accounts
Figure 4: A House Bank Account
A combination of the house bank ID and the account ID represents
each bank account in the
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SAP S/4HANA application. This combination is entered
in
the
G/L
account that represents
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the bank account in the general ledger.
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You must define bank accounts managed at thes@house banks. You can identify these accounts
by each house bank’s unique account ID. The
yebank account data contains your bank’s
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account number, the account currency, and
lo the relevant G/L account.
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A House Bank Account and a G/L Account
Figure 5: A House Bank Account and a G/L Account
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Unit 1: Automatic Payments
A G/L account must be created for each bank account. This G/L account is assigned to the
bank account and vice versa. Both accounts must have the same account currency.
Customer and Vendor Bank Accounts
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Figure 6: Customer and Vendor Bank Master eData
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When you enter the bank details in the
banks that were already created in the bank directory. In this scenario, you only have to enter
the bank country and the bank key; the system automatically sets the name and address of
the bank. If a bank is not in the bank directory, choose the
Bank Data button in the vendor or
customer master record to add a new bank.
The following are ways to create bank master data:
●
●
●
You can enter bank information in the vendor or the customer master record, or in
Customizing for house banks.
You can import the bank directory from a disk or tape using the program RFBVALL_0,
Country-Specific Transfer of Bank Data
.
Customers who use the lockbox function can create a batch input session that
automatically updates customer banking information in the master record.
LESSON SUMMARY
You should now be able to:
●
Modify the bank directory
●
Define house banks
●
Create customer and vendor bank accounts
10
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Unit 1
Lesson 3
Modifying Master Records and Financial
Accounting Documents
LESSON OVERVIEW
This lesson describes how to modify master records and financial accounting documents.
Business Example
You have to maintain the values in the key fields in a vendor or customer master record for
automatic payments. For this reason, you require the following knowledge:
●
An understanding of the payment run relevant fields in master records and documents
●
An understanding of how to manage the relationship between master records
LESSON OBJECTIVES
After completing this lesson, you will be able to:
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Modify the general master record settings
●
Manage the relationships between master records
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Vendor Master Record Key Fields
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Key Fields for Automatic Paymentsa at Client Level
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There are some key fields in vendor and customer master records that affect the automatic
payment program.
The following are the key fields for automatic payments at client level in a vendor master
record:
●
Address details
These details include the
Street/House number
, Postal Code/City , and Country fields. The
country key contains the information that the system uses to check entries, such as length
of the postal code or the bank account number.
●
Bank country
This field identifies the country in which the vendor or customer bank is located. The
country key defines the rules according to which bank data, such as the bank account and
account numbers, is to be validated.
●
Language
In the Communication screen area, you specify the language of the vendor or customer.
Correspondence such as payment notices or checks can be created in the language of the
vendor or customer. To enable this, the form stored in the system must be translated into
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Unit 1: Automatic Payments
the appropriate language. Otherwise, the language of the company code or the language in
which the form was created is used.
●
Bank key
In this field, you specify the bank key under which the bank data from the respective
country is stored.
●
Bank account number
This field contains the number under which the account is managed at the bank.
●
IBAN
The International Bank Account Number (IBAN) is an internationally recognized and
unique number that identifies a specific bank account. It was designed by the International
Organization for Standardization (ISO) and the European Committee for Banking
Standards (ECBS) to facilitate the handling of international payment transactions. The
IBAN is required for bank accounts in the Single Euro Payments Area (SEPA).
Key Fields for Automatic Payments at Company Level
The following are the key fields for automatic payments at company code level in a
vendor master record:
●
Terms of payment
This is a key for defining payment terms composed of cash
m discount percentages and
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payment periods. It is used in sales orders, purchase.orders,
and invoices.
●
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Payment methods
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This specifies the default payment method sin automatic payment transactions to the
yedirectly in the invoice item to be paid, it takes
vendor. If you specify a payment method
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priority.
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Payment block
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This is used to block an open item or an account for payment. In automatic payment
transactions, the block takes effect when it is entered either in the master record, or on the
line item, or in the payment proposal.
Customer Master Record Key Fields
Key Fields for Automatic Payments at Client Level in a Customer Master Record
There are some key fields in a customer master record that affect the automatic payment
program.
The key fields for automatic payments at client level in a customer master record are as
follows:
●
Bank country
This key identifies the country in which the customer bank is located. The country key
defines the rules used to validate bank data, such as the bank account and the account
numbers.
●
Language
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Lesson: Modifying Master Records and Financial Accounting Documents
In the Communication screen area, you specify the language of the customer.
Correspondence such as payment notices or checks can be created in the language of the
customer. To enable this, the form stored in the system must be translated into the
appropriate language. Otherwise, the language of the company code or the language in
which the form was created is used.
●
Bank key
In this field, you specify the bank key under which the system stores bank data from each
country. When you define the country key, you also specify the country-specific definition
of the bank key.
●
Bank account number
This field contains the number under which the bank manages the account.
●
IBAN
The IBAN is an internationally recognized and unique number that identifies a specific
bank account. The International Organization for Standardization (ISO) and the European
Committee for Banking Standards (ECBS) designed it to facilitate the handling of
international payment transactions.
●
SEPA Mandate
As authorization to collect payments using the SEPA direct debit payment method, a
signed mandate is required.
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Key Fields for Automatic Payments at Company Code .Level in a Customer Master Record
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The key fields for automatic payments at companymacode level in a customer master
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record are as follows:
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Terms of payment
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●
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Payment methods
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Payment block
Note:
In the vendor or the customer master record, the system uses the
BCat (bank
category) field to distinguish between different banks. If the vendor or customer
has more than one bank, you can choose a bank by using the input help button
next to the partner bank field when processing invoices.
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Unit 1: Automatic Payments
Customer/Vendor Account Links
Figure 7: Clearing With the Customer or Vendor
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If a vendor is also a customer, or vice versa, you can have
. the payment program and the
litems
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dunning program clear the vendor and customer open
against each other. You can also
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select the customer line items when you display the
vendor
line
items for this account.
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Before you can clear items between an existing
ye vendor and customer account, you must
e
perform the following steps:
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1. Enter the customer account number
Customer field in the Vendor: General Data
ca in the
section in the BP/vendor master record.
2. Enter the vendor account number in the
section in the BP/customer master record.
Vendor field in the Customer: General Data
3. Select Clearing with vendor and Clearing with customer in the company data in both the
customer and vendor master records. In this way, each company code can decide
separately whether it wants to clear the customer with the vendor.
To determine the partner relationships for customers and vendors, choose app
Display
Customer List or Display Supplier List (Settings –> Select the field
Vendor or Customer ).
(Alternatively, set the Account Control and Status
or vendor list (RFDKVZ00 or RFKKVZ00).)
under Further Selections
for the customer
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Lesson: Modifying Master Records and Financial Accounting Documents
Alternative Payer/Payee
Figure 8: The Alternative Payer or Payee
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You can enter an alternative payer or payee at the client and
co company code level. The entry in
.
l entry at the client level.
the company code segment has a higher priority thanithe
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If you set the Individual Specifications indicator,
gm you can enter information about an individual
@
s not been created in the SAP system when
payer or payee for a customer or vendor that ehas
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processing an invoice. If the alternative payer
or payee is an existing customer or vendor, you
oe
l
can enter the customer or vendor account
number(s)
as a permitted payee or payer in the
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master record. When you enter an invoice,
you can choose one of these payers or payees
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using input help.
If you enter an alternative payer, the amount which is due is cleared in the account and is paid
by the alternative payer.
If you enter an alternative payee, the amount the company has to pay is cleared and the
amount due is paid to the alternative payee (for example, the payments that would normally
go to the vendor would go to the bankruptcy administrator).
To determine the alternative payer for the respective customer or the alternative payee for
the vendor, you can choose the app
Display Customer List or Display Supplier List (Settings –
> Select filed Alternative Payee).
(Alternatively, you can set the
Payment Data indicator under
for the customer or vendor list (RFDKVZ00 or RFKKVZ00).)
Further Selections
in the report
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Unit 1: Automatic Payments
Head Office/Branch
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Figure 9: The Head Office or Branch
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Customers in some industries place orders locally
(through their branch offices), but pay
s@is a difference here between the goods flow
invoices centrally (from the head office). There
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eySAP system using the head office and branch
and the cash flow. You can record this in othe
rl
accounts.
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All items posted to a branch account are automatically transferred to the head office account.
The system usually sends dunning notices to the head office, which handles the payment. If
the Decentralized Processing
field is selected in the head office master record, however, the
dunning and payment programs use the branch account instead.
You can see the head office for each branch when you run the customer or vendor list
(RFDKVZ00 or RFKKVZ00; set Account Control and Status under Further Selections ).
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Lesson: Modifying Master Records and Financial Accounting Documents
Financial Accounting Document Key Fields
Figure 10: The Key Fields in a Financial Accounting Document
The following are various fields in a financial accounting document that influence the
automatic payment program:
●
Payment method
Typically left blank as the payment program will refer to the settings in the master data. If a
payment method is maintained at the financial document
level, it will take precedence and
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be used by the payment program.
.
●
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Payment term
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Defaulted from the master record of the vendor
es or customer. The default payment term
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may be overwritten at document entry or
e later.
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●
Payment block
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Typically left blank at document entry. Any payment block at the master record level
applies to all the open items on the account. A payment block set at the document level
applies only to that specific document.
●
Partner bank
Initially left blank at document entry. The partner bank field allows you to specify the set of
bank details to be selected from the master data where there is more than one set of
details.
●
House bank
Typically left blank at document entry. If a house bank is specified in a document, the open
item will be paid from the specified house bank.
LESSON SUMMARY
You should now be able to:
●
Modify the general master record settings
●
Manage the relationships between master records
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Unit 1
Lesson 4
Implementing SEPA
LESSON OVERVIEW
This lesson describes the implications of the introduction of SEPA for businesses and outlines
the payment instruments of SEPA.
LESSON OBJECTIVES
After completing this lesson, you will be able to:
●
Identify the implications of SEPA
●
Describe SEPA credit transfer
●
Describe SEPA direct debit
●
Create a SEPA mandate
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SEPA Overview
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In this lesson, we will look at the European Union's Single
il Euro Payments Area (SEPA)
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initiative.
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Benefits of SEPA
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The introduction of SEPA has simplifiedlothe transfer of payments in euro as follows:
●
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Consumers can now transfer payments to and from all accounts in the SEPA region from
one home country account.
●
●
●
●
●
●
Payment by debit card is more widely accepted, replacing cash, and improving customer
safety and security.
Small and medium-sized enterprises (SMEs) can improve cash flow and reduce costs
through faster settlement and simplified processing. The initiative also enables SMEs to
deal with customers within the SEPA region on the same basis.
Merchants can now accept debit cards from all SEPA countries and back-office processes
have been simplified.
Corporations can now construct a standard platform for payments (such as a single file in
a common format that can be used to receive and send payments) throughout the SEPA
region, resulting in significant savings.
Government entities can benefit from common schemes and standards, delivering
improved services to citizens at home and abroad. The initiative also facilitates the delivery
of transaction-related e-Government services.
Banks now have the opportunity to develop innovative products, enter new markets, and
win new customers, as well as increase the efficiency of back-office processes.
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Lesson: Implementing SEPA
●
Payment sector suppliers now have the opportunity to develop new, low-cost technology
products and services to serve the single euro market.
Figure 11: SEPAMap Image
SEPA Requirements
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The introduction of SEPA brings with it a large number
of changes to the way everyday
@g
s
transactions are carried out.
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Requirements for Businesses
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The following specific requirementscapply
for businesses:
●
●
●
●
●
●
●
Fixed rules and standards apply for all credit transfers and direct debits denominated in
euro.
The IBAN is the sole payment account identifier for national and cross-border credit
transfers and direct debits in euro within the European Union.
Payment service providers cannot reject a SEPA Credit Transfer (SCT) or SEPA Direct
Debit (SDD) transaction if they currently accept equivalent transactions carried out by
national schemes.
Payers can no longer be restricted in choosing from which account in Europe they would
like to make credit transfers or direct debits in euro.
Payees can no longer be forced to receive credit transfers or direct debits in euro in an
account held in a specific country.
Additional debtor protection measures have been introduced for direct debits. You can
define instructions on how to handle incoming collections by specific billers, block direct
debit collections from your payment account, draw up black lists or white lists of billers,
set maximum amounts, and specify payment intervals.
Payment service providers must apply equal charges to comparable cross-border and
domestic payments in euro within the European Union.
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Unit 1: Automatic Payments
●
●
The use of the ISO 20022 XML message standard is mandatory between payment service
providers, and for the bundled transmission of SCTs and SDDs in euro by business users.
The use of ISO 20022 is not mandatory for microenterprises (businesses with less than
ten staff members and a turnover or a balance sheet total of up to €2 million).
Multilateral interchange fees eliminated for direct debits in euro. Multilateral Interchange
Fees (MIFs), applied between payment service providers in some European Union member
states when passing on individual direct debits, have been eliminated for cross-border
direct debits in euro. Such fees will be eliminated by 1 February 2017 for national
payments.
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Figure 12: The Elements of SEPA
SEPA Credit Transfer
A SEPA Credit Transfer (SCT), also referred to as a European Credit Transfer (ECT), is a
payment instrument for the execution of credit transfers in euro between customer payment
accounts located in the SEPA region. An SCT is executed on behalf of a payer holding a
payment account with a (payer) bank in favor of a payee holding a payment account at a
(payee) bank.
Key Elements
The following are the key elements of the SCT payment scheme:
●
●
Participants in the scheme agree to a set of interbank rules, practices and standards for
the execution of credit transfer payments in euro within the SEPA region.
The basis for credit transfer products is provided by participants to all users of massmarket, non-urgent payment services (individuals, SMEs, corporations,
and government entities).
20
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Lesson: Implementing SEPA
●
●
Transactions, including exception handling (such as returns) as well as the payment itself,
are processed electronically. At the discretion of individual participants, instructions and
notices may be exchanged with customers on a non-electronic basis. However, the
interbank elements of the scheme are always fully automated and electronic.
The scheme specifies a minimum of data elements to be provided by the payer.
Relationships and Transactions
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Figure 13: SEPA Credit Transfer
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The participants in the scheme are boundotogether
by the following relationships and
l
transactions:
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●
●
●
The payer completes and forwards the transfer order. The order is submitted by any
means agreed between the payer and the payer’s bank (2 in the figure SEPA Credit
Transfer).
The payer’s bank receives and verifies that it has sufficient information to execute a
payment instruction and that the instruction fulfills the conditions required (including the
authenticity of the instruction, the format and plausibility of the BIC and IBAN). The
payer’s bank debits the account of the payer. In accordance with the rules of the scheme,
this is followed by the sending of the Credit Transfer Instruction to ensure receipt by the
payee bank via the selected Clearing and Settlement Mechanisms (CSM) (3 and 4 in the
figure SEPA Credit Transfer).
The payee bank credits the account of the payee. The beneficiary bank makes the
information available to the beneficiary on the basis agreed between the beneficiary and
the beneficiary bank (5 in the figure SEPA Credit Transfer).
SEPA Direct Debit
An SEPA Direct Debit (SDD) is a payment instrument for making collections in euro
throughout the SEPA region from accounts designated to accept collections.
The debtor and creditor must each hold an account with a bank located within SEPA.
Transactions for the collection of funds from a debtor’s account with a debtor bank are
21
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Unit 1: Automatic Payments
initiated by a creditor via the creditor bank, following an agreement between debtor and
creditor. This is based on an authorization for the creditor and the debtor bank given by the
debtor for the debit of its account. This authorization is referred to as the mandate.
Unless the creditor and the debtor (payer) have arranged a shorter period, a pre-notification
must be sent at least 14 calendar days before the due date. In the case of recurring direct
debits of the same amount (such as rent or insurance premiums), the payer need only be
notified of a direct debit payment once, with details of all due dates.
The objective is to provide fully electronic end-to-end straight-through processing (STP) of
transactions. This also applies to the various processes for exception handling (such as
rejects, returns, reversals, refunds, refusals, and revocations).
Between banks, the handling of mandate information is only permitted electronically.
Between debtor and creditor, a mandate can be exchanged in either paper or electronic form.
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Figure 14: SEPA Direct Debit
Mandates
The mandate document contains field identifiers, followed by the blank space necessary to fill
in the required data items. The field identifiers must be in at least one of the languages of the
country of residence of the debtor. If the creditor is unable to determine with reasonable
certainty the language of the debtor in advance of creating the mandate document, the field
identifiers are also displayed in English. A sample mandate document is provided in the figure
Sample Mandate.
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Lesson: Implementing SEPA
Figure 15: Sample Mandate
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The creditor can personalize the mandate document,aito include all data items required.
gm
SAP mandate management derives many fieldss@automatically from the relevant customer and
e
company code master records. The mandateyreference
is assigned automatically through a
e
o
mandate specific number range assignment.
Type of payment field indicates whether the
l The
mandate is a one-off or recurring payment
ar agreement.
c
Mandate Document Fields
Table 1: Mandatory Fields
The mandate document must include the following fields:
Field
Derived Automatically
Unique mandate reference
No
Name of the debtor (line 1)
Yes
Address of the debtor (line 2)
Yes
Postal code/city of the debtor (line 3)
Yes
Country of residence of the debtor (line 4)
Yes
IBAN of the debtor (line 5)
Yes
BIC of the debtor bank (line 6)
Yes
Company name of the creditor (line 7)
Yes
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Unit 1: Automatic Payments
Field
Derived Automatically
Identifier of the creditor (line 8)
Yes
Address of the creditor (line 9)
Yes
Postal code/city of the creditor (line 10)
Yes
Country of residence of the creditor (line 11)
Yes
Type of payment (line 12)
No
Place and date of signature (line 13)
No
Signature(s)
No
SEPA Activities in SAP S/4HANA
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Figure 16: SEPA S/4HANA Application
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The main SEPA-relevant activities in the SAP S/4HANA application are as follows:
●
Update master data
●
Adapt data media for new formats
●
Activate mandate management
Update Master Data
The IBAN is a unique internationally recognized identification number for a certain bank
account. It usually contains the country code, bank key, and account number. Since there are
exceptions in the process, it is not always possible for SAP to generate the IBAN.
Adapt Data Media for New Formats
Data media must be adapted into EDI-compatible payment media for the new SEPA Direct
Debit (SDD) and SEPA Credit Transfer (SCT) formats in one of the following ways:
●
●
Import SEPA payment files into the SAP system and transfer them directly to the bank.
Outsource, via B2B interfaces, the generation SEPA payment files to a service provider or
external software.
24
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Lesson: Implementing SEPA
The SAP Payment Medium Workbench was devised to enable you to generate the new SDD
and SCT formats. The XML-based ISO 20022 format replaces the classic format-specific
RFFO reports and is used to exchange data media. SAP has been supporting the XML format
trees in accordance with the Common Global Implementation (CGI) initiative with selected
CGI banks since December 2012.
To import the files via the Workbench, the bank master data must be modified via FBZP. The
payment method must be adapted in relation to the SEPA format (“Payment method in the
country”). The company codes and bank determination must also be adapted.
Activate Mandate Management
Mandate management, which is integrated in contact accounts (FI-CA) and accounts
receivable (FI-AR), can be handled in one of the following ways:
●
Centralized in SAP
This requires explicit activation in Customizing. Unique Creditor Identifiers (UCIs) and
mandates must then be stored in SAP.
●
Outsourced via BAPI interfaces to an external platform
This requires different BAPIs to be set up in each case for FI-CA and FI-AR. The technical
prerequisite for importing and processing the SEPA bank statements is outlined in SAP
Note 1686264. SAP offers a series of new functions with EhP 6, including bank statement
processing, automated import, and the option of post-processing.
LESSON SUMMARY
You should now be able to:
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●
Identify the implications of SEPA
●
Describe SEPA credit transfer
●
Describe SEPA direct debit
●
Create a SEPA mandate
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Unit 1
Lesson 5
Configuring the Payment Program
LESSON OVERVIEW
This lesson describes the basic configuration settings for the payment program.
Business Example
As the manager of the accounting department, you would like to know what options you have
for configuring the payment program. For this reason, you require the following knowledge:
●
An understanding of the configuration of the payment program
●
An overview of the configuration options for the payment program
LESSON OBJECTIVES
After completing this lesson, you will be able to:
●
Configure the payment program
●
Modify the settings for company codes
●
Modify the payment methods
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Configuration Process Flow
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Most of the settings for the payment program
can be accessed directly through the user side
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of the application. The settings are divided
into categories, as shown in the figure Configure
Payment Program.
26
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Lesson: Configuring the Payment Program
Figure 17: Configure Payment Program
The main payment program configuration menu has buttons for each area. To ensure the
configuration is complete, work from top to bottom through each button.
m
The first three areas require few configuration changes. The
co standard system contains many
.
payment methods for each country and their corresponding
forms.
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Company Code Settings
@
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In this lesson, we look at the parameters that
e you are required to set for company codes.
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Table 2: Settings to Define
For all company codes, you are required to define the following parameters:
Parameter
Description
Sending company codes
If company code A pays on behalf of company code B, then company B is the sending
company code. If a company code is not
specified, the application automatically regards the sending company code as the paying company code.
Paying company codes
Here you find the company code that processes the payment transactions.
Cash discounts
You can define a minimum discount limit for
outgoing payments. If the discount is less
than this limit, it is ignored and the payment
is not made until the due date for net payment. The maximum discount setting causes
the maximum discount to be used, even if the
cash discount period has been exceeded.
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Unit 1: Automatic Payments
Parameter
Description
Tolerances days of payments
This parameter allows you to specify the
number of days by which the cash discount
period and the period for the net payment
may be exceeded (delayed payment).
If you know that your vendors usually grant a
certain number of grace days, you can enter
tolerance days for payables for every company code. These tolerance days help postpone
the payment of some due items until the next
payment run, while still receiving the appropriate discounts.
Customer and vendor transactions
The Vendor/Customer Sp. G/L Transactions
to be paid field specifies the special general
ledger transactions that can be processed
using the payment program.
Payment method supplements
If activated, it allows you to print and sort
payments.
You can create a two-character payment
method supplement that can be assigned to
customer
m or vendor master records. When
o
you
enter a document in the system, it auto.c
l
matically
assigns the relevant data to individai ual items. You can also manually enter or
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overwrite the data in the line item when you
s@
e
create a document.
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Paying Company Codes
For each paying company code, you need to define the following settings:
●
Minimum amounts for payments
You can define the minimum amount required for incoming and outgoing payments.
Payments below this cut-off amount will not be made.
●
Forms for payment advice and EDI
You can define the SAPScript or PDF form that will be used for each paying company code.
●
Bill of exchange specifications
You can define the number of bills of exchange created for each account during the
payment run for the bill of exchange payment method. In addition, you can control which
open items for the bill of exchange payment method will be considered during the payment
run using due-date specifications.
28
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Lesson: Configuring the Payment Program
Note:
On the Sender screen, you can define any company code-dependent standard
texts for the payment forms.
Payment Methods
Payment methods have two components: country-specific settings and company codespecific settings.
For each country, you need to define the valid methods of payment (such as check or bank
transfer).
For each payment method, you need to define the following basic requirements:
●
●
●
Payment type: Outgoing or incoming payment.
Characteristics for classifying the payment method:
characteristics.
The method of payment and its
Master record requirements: Requirements of a particular payment method (such as the
address requirement) which must be met for invoices to be paid with the payment method.
●
Document types: The document types used for posting and clearing documents.
●
Print program: The print program and the print datacoset for the payment method.
●
m
l.
Permitted currencies: You can restrict payment
ai methods to specific currencies. On the
m
Permitted currencies
screen, enter any currency
permitted for the payment method. If
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there are no entries on this screen, the payment
es method is valid for all currencies.
y
Company Code-Specific Settings
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Table 3: Company Code Settings
The following table summarizes the company code-specific parameters that you are required
to specify for each payment method.
Specification
Description
Minimum and maximum payment amounts
Any payment amounts lower or higher than
the minimum or maximum amount, respectively, will be excluded from the payment run.
Payments abroad and foreign currencies
●
●
Foreign business partner allowed (address): When selected, this indicator allows the system to process foreign customers and vendors using this payment
method.
Customer or vendor bank abroad allowed
(bank country): When selected, this indi-
29
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Unit 1: Automatic Payments
Specification
Description
cator allows customer and vendor banks
from abroad to make payments.
●
Grouping options
●
●
Bank group optimization
Foreign currency allowed: When selected,
this indicator allows you to use foreign
currency with this payment method.
Single payment for marked items:
Items
that use this payment method are paid individually. If an item does not contain a
payment method (in this case, the master
record determines the payment method),
it can be grouped together with other
items.
Payment per due day: This option specifies that only items due on the same day
are paid with a single payment.
The payment program will try to pay from a
bank within the same Automated Clearing
House (ACH) system.
om
Postal code optimization
You
.c can assign banks to particular postal
l
areas
by using the change icon. When you seai lect postal code optimization, the payment
m
g
program tries to make a payment from the
s@
e
y
bank based on the postcode of residence
e
o
specified in the customer or vendor account.
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Forms for payment media
You can specify the name of the SAPscript or
the PDF form for the payment media in the
Form Data area.
Note:
The specifications for each payment method can differ across company codes.
LESSON SUMMARY
You should now be able to:
●
Configure the payment program
●
Modify the settings for company codes
●
Modify the payment methods
30
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Unit 1
Lesson 6
Configuring the Bank Selection
LESSON OVERVIEW
This lesson describes the configuration settings for the bank selection.
Business Example
As the manager of the accounting department, you would like to know what options you have
for configuring the bank selection. For this reason, you require the following knowledge:
●
An understanding of the configuration of the bank selection
●
An overview of the configuration options for the bank selection
LESSON OBJECTIVES
After completing this lesson, you will be able to:
●
Configure the bank selection
m
Bank Selection
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This lesson provides an overview of the bank selection
process.
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Bank Selection Components
ye
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lo are required to take the following components
When selecting the paying house bank,ryou
into consideration:
ca
●
Ranking order
●
Amounts
●
Accounts
●
Value date
●
Expenses or charges
On the Bank Selection screen, file folders are arranged for each of the sections – ranking
order, amounts, accounts, charges, and value date. The payment program configuration is
completed when you work through each of the folders.
Ranking Order
The following is an overview of the ranking order file folder.
Ranking Order File Folder
In the ranking order file folder, you are required to define the following for each payment
method:
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Unit 1: Automatic Payments
●
The order in which house banks are to be considered for payment
●
Eligible currencies
●
Bill of exchange account
On the Ranking Order screen, enter the house banks in the order in which the payment
program must consider them for payment for each payment method.
If the bank or payment method combination does not exist, you can create a new one by
defining the following parameters:
●
Payment method
●
Currency
If the payment method for this bank applies to all currencies, this field must be empty.
Otherwise, the payment method applies only to the currency entered here.
●
Ranking order
The payment program will consider this when determining the bank from which payment
must be made.
●
The house bank identifier to be used with this payment method
Amounts and Accounts
m
The following is an overview of the amounts and accounts
co file folders.
.
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Amounts and Accounts File Folders
gm
In the amounts and accounts file folders, you are
s@ required to define the following for each
e
combination of house bank and payment method:
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●
The offsetting account to the subledger
posting
a
●
Clearing accounts for bills of exchange
●
Available funds in each bank
c
The Available Amounts screen lists the house banks and the amount of funds available at each
bank.
Hint:
Depending on the user’s requirements, the bank subaccount can either be a cash
account or a clearing account. If you use a clearing account in conjunction with
the cashed checks program, this clearing program debits the subaccount and
credits the cash account once the check clears the bank.
Value Date
The following is an overview of the value date file folder.
Value Date File Folder
For each combination of house bank and payment method, the following applies:
32
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Lesson: Configuring the Bank Selection
●
The value date is used for cash management and forecast
●
The value date is the posting date plus the number of days until the value date
Value dates are used in cash management to track the movement of funds. For example,
payments made by transfer are deducted from the bank the next day, regardless of the
amount of the payment. This means the money must be available the next day for payments
with this method. For this payment method, enter
1 in the Days until value date field.
Value date = Payment run posting date + Days until value date
The days entered here correspond to the days specified for available amounts.
Expenses or Charges
The following is an overview of the expenses or charges file folder.
Expenses or Charges File Folder
For expenses and charges, the following applies:
●
Assess additional bank charges for incoming and outgoing payments
●
Used with bills of exchange
●
Additional automatic posting configuration
The functions for incoming and outgoing payments featurema
bank charges field in which users
o
c
enter any bank charges attached to the payments made or
received. For incoming payments,
l.amount. For outgoing payments, the
i
the system subtracts the bank charges from the clearing
a
system adds the charges to the clearing amount. gm
s@
The system also posts the charges to an expense
ye account. To do this, it requires a posting key
e
and an account assignment, both of whicho are already defined in the standard system. If you
l
are not using the charts of accounts delivered
with the standard system, you are required to
ar
c
enter your own account data to post bank charges. The
Relevant to cash flow indicator must
be set in the master record of accounts to record bank charges.
LESSON SUMMARY
You should now be able to:
●
Configure the bank selection
33
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Unit 1
Lesson 7
Running the Payment Program
LESSON OVERVIEW
This lesson explains the processing steps of the payment program.
Business Example
As an employee in the accounting department, you need to know to what extent you can
automate the payment programs. For this reason, you require the following knowledge:
●
●
An understanding of each step in the payment program
An understanding of how a debit balance check prevents outgoing payments for accounts
with a debit balance
LESSON OBJECTIVES
After completing this lesson, you will be able to:
●
Modify the payment run parameters
●
Create a payment proposal
●
Edit the proposal run
Payment Run Parameters
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Figure 18: Payment Run Parameters
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Lesson: Running the Payment Program
The payment run parameters determine the accounts and documents that are included in the
payment run. You are required to set these parameters before starting the payment process.
The system selects the appropriate open items to be paid based on at least the following
parameters:
●
Run date
●
Program identification (to differentiate between program runs on the same run date)
●
Posting date of the payment documents
●
Entry date up to which invoices are to be selected
●
Relevant company codes
●
Relevant payment methods
●
Next date of payment run
●
Relevant customer/vendor accounts (optional)
●
Additional freely selectable criteria based on invoice document or master record (optional)
●
Exchange rate type (optional)
Open Item Selection
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Figure 19: Open Item Selection
The system selects the appropriate open items to be paid based on at least the following
parameters:
●
Which documents are to be paid?
All invoices or open items entered up to the
Docs entered up to date are included in the
payment run. The Docs entered up to field is automatically set to the run date. The
Posting
Date , which is the date on which the general ledger is updated with the postings, is also
35
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Unit 1: Automatic Payments
automatically set to the run date. It is possible to change the
Docs entered up to and
Posting Date fields to a date in the future, which is useful if payments are not posted daily.
●
Which company codes are to be included in the payment run?
Only company codes in the same country can be included in a payment run.
●
Which payment methods are to be used?
You are required to define the payment method(s) that can be used in each country. When
starting a payment run, you choose the payment method(s) to use from the list of
available methods.
Note:
Remember that if you use more than one payment method in the payment run,
the order you enter the payment methods is important. The first method
entered has first priority; the second method entered has second priority, and
so on. The system makes the payment using the payment method with the
highest priority possible after the check.
Proposal Run
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Figure 20: The Proposal Run
Once you have entered the payment run parameters, it is possible to schedule the proposal
run.
The following activities take place in the proposal run:
1. The invoices or open items to be paid are selected, based on the payment run parameters
entered.
2. The system groups the invoices or open items into payments and assigns the payment
methods and bank details to be used.
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Lesson: Running the Payment Program
3. If the system cannot find a valid payment method or valid bank details, it adds these items
to the exception list.
4. The system generates the proposal and exception lists, which can be printed or reviewed
online.
Note:
A vendor item is proposed for payment if the following applies at the next payment
run (taking the tolerance days into account):
1. The period the item is eligible for discount has expired.
2. The item will receive a lower discount.
3. The net due date has passed.
Proposal List
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Figure 21: The Proposal List
The proposal list shows the business partners (customers and vendors) and the amounts
each owes or is owed. Depending on the line layout you choose, the associated document
numbers and cash discounts can be displayed.
Any exceptions are also listed here. You can drill down to view and change the details of the
individual payment items.
37
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Unit 1: Automatic Payments
Exception List
Figure 22: The Exception List
The exception list displays the invoices that match the specified
m payment parameters, but
cannot be paid for some reason.
co
l.
i can check the additional log.
To find out why the invoice or item cannot be paid,ayou
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s@
Payment Blocks
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Figure 23: The Payment Blocks
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Lesson: Running the Payment Program
There are several ways to set a payment block:
Table 4: Setting Payment Blocks
Condition
Payment Block
If a problem arises during the invoice verification process, the invoice is usually blocked
for payment.
You can configure this type of block in such a
way that the block can only be removed during the invoice verification process.
If there is a reason why a vendor must not be
paid, you can create a payment block in the
master record.
The block created in the master record prevents any invoices from the vendor from being paid. You can also configure the block so
that it has to be removed manually in the
master data record before the system can
process a payment.
When you enter an accounts payable (AP) invoice, that invoice may be blocked for payment.
The type of payment block determines
whether it can be removed while editing the
payment proposal.
You can define additional payment blocks in the system. You can also specify whether the
payment block can be removed when payments are processed.
Payment Proposal Edit
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Figure 24: Editing the Payment Proposal
When you run the debit balance check after the payment proposal run, the system
automatically blocks all the debit balances included in the actual payment run.
After you create the payment proposal, accounting clerks will check and, if needed, edit it.
You can assign an accounting clerk to a customer or vendor by entering the clerk’s key in the
customer or vendor master data. When editing the payment proposal, you can enter the key
of a specific clerk. This will filter the screen to show only the customer or vendor payments
assigned to that clerk.
39
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Unit 1: Automatic Payments
Editing the Payments
Figure 25: Editing the Payments
m
When editing the payment proposal, the first screen displays
co a list of all the payments
.
proposed.
l
ai
By double-clicking a payment, you can perform the
gm following tasks:
@
●
s
Display a list of all the open items due forepayment.
●
o
Change the payment block and cash ldiscount
for each line item.
●
c
Assign the item to a different pre-existing
payment.
●
Create a new payment by choosing a payment method and a house bank.
ey
ar
After you edit the payment proposal, the system uses it as a basis for the actual payments.
What happens during the payment run?
●
Payment documents are created or posted.
●
Open items are cleared.
●
Postings are made to the General Ledger and subledgers.
LESSON SUMMARY
You should now be able to:
●
Modify the payment run parameters
●
Create a payment proposal
●
Edit the proposal run
40
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Unit 1
Lesson 8
Executing a Payment Run
LESSON OVERVIEW
This lesson describes how to execute a payment run and how to use the payment media print
programs.
LESSON OBJECTIVES
After completing this lesson, you will be able to:
●
Execute a payment run
●
Explain payment media
Payment Run
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Figure 26: The Payment Run
After editing and saving the payment proposal, you schedule the payment run to process the
payments in the proposal list. This edited payment proposal data is used as a basis for the
payment run.
There have been no postings up to this point. The documents included in this payment run
were locked against any postings. Any invoice eligible to be paid in the current payment run is
blocked for manual payment or payment in a different payment run.
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Unit 1: Automatic Payments
Payment Proposal in the Payment Run
Payment Run Activities
The payment run uses the data from the payment proposal to perform the following activities:
●
Post the payment documents to the general ledger and clear paid open items.
●
Post related postings for taxes, discounts, and exchange rate differences.
●
Select the payments that can be paid with EDI.
●
Supply the print programs with necessary data.
In the payment run, payment documents are created, open items are cleared, and postings
are made to the general and subledgers.
The payment program automatically posts payments and related postings (postings for
taxes, discounts, and exchange rate differences).
Note:
Some countries require that the payment documents not be posted before the
actual settlement (before the payment appears on the bank statement). To
generate a payment order that contains information about the paid documents
(instead of posting a payment document), in the payment method definitions for
om order only indicator. When the
such countries, select the
Generate payment
c
payment appears on the bank statement, the
l.system generates the payment
i
document by entering the payment order.
ma Until then, the paid items are blocked
g
for other clearing transactions.
@
s
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Bank Subaccounts
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Figure 27: The Bank Subaccounts
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Lesson: Executing a Payment Run
You can use separate bank subaccounts to post incoming and outgoing payments (such as
outgoing checks, outgoing transfers, incoming checks, and transfers received).
The following are the advantages of using subaccounts:
●
●
You can reconcile the bank account balance with the corresponding G/L account at any
time.
The subaccounts contain all incoming and outgoing payments until the money is actually
debited from or credited to the bank account (value date). The item is then transferred
from the subaccount to the bank account. The postings at the bank are usually entered
using the manual or electronic bank account statement.
The bank subaccounts must be assigned to the payment methods when the bank selection
settings are configured. You can differentiate between bank subaccounts by specifying a
house bank and currency. Subaccounts are generally managed on an open item basis.
The Payment Document
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Figure 28: The Payment Document
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The payment method settings for each
ca country define the document type used for payment
documents. For cross-company-code payments, you are required to use another document
type for the clearing postings, and define both document types using internal number
assignment.
Settings for the payment documents include the following:
●
●
●
Documents from the payment run contain the date and identification number (for
example, 2018XXXX-TA##) of the run in the document header text.
The system calculates the value of the clearing document by adding the number of days
until the value date to the posting date. If no entry is made, the system uses the posting
date as the value date. The number of days until the value date depends on the payment
method, bank account, currency, and the account limit. To calculate the value date of
check payments, you enter a check-cashing time in the master data. This takes priority
over the days to value date for checks.
If payments are made for individual business areas, the bank posting is made for the
business area to which the paid items belong. If payments are not made for a specific
business area, you can specify the business area for the bank postings. In all other cases,
the postings to the bank subaccounts are carried out without reference to business areas.
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Unit 1: Automatic Payments
Payment Media
Figure 29: Printing Payment Media
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The print run starts the print programs, which do theaifollowing:
●
gm
Transfer the payment media, the payment advice
@ notes, and the payment summary to the
print administration.
es
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●
●
Transfer the DME payment data to the
lo DME administration.
ar
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Create intermediate documents for the selected payments, which can be forwarded to the
EDI Subsystem.
44
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Lesson: Executing a Payment Run
Payment Medium Workbench
Figure 30: Conventional and PMW Payment Methods
The Payment Medium Workbench (PMW) is used to creatempayment media. The user is
provided with a generic payment medium program for allcopayment medium formats whose
l.create the structure of the note to
variants are to be entered in Customizing. The user can
i
payee and choose different notes to payee according
ma to their origin (vendors, customers,
g
@
personnel, travel expenses, treasury, online payments,
and so on). Developers, consultants,
eschange delivered formats without
and system administrators have simple toolsyto
oe PMW is integrated with well-known development
modification or setting up new formats. lThe
r
tools (Data Dictionary, Function Builder,
ca and so on) and the new Data Medium Exchange
(DME) Engine, which enables the PMW to function like a workbench.
After the payment media is created, the individual payment methods are processed and
the following programs are launched:
●
The new PMW programs are launched using the new PMW payment method.
Advantages of the PMW
Previously, payment media formats were programmed using approximately 60 standard
payment media print programs (RFFO*). In the PMW, however, these formats are defined
outside the payment media program. The old logic payment advice notes were also created
using the RFFO* programs. In the Payment Medium Workbench, payment advice notes are
created using the new program RFFOAVIS_FPAYM.
The advantages of the Payment Medium Workbench are as follows:
●
The Payment Medium Workbench is uniform.
●
You can easily change formats without making modifications.
●
●
You can create new formats (no programming experience is necessary if you use the DME
Engine.
All the advice notes can be output in one print file.
45
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Unit 1: Automatic Payments
●
PMW has better ways to sort advice notes.
●
You can freely define the note to the payee in Customizing.
●
●
You can assign the note to the payee according to the origin and payment method in
Customizing.
The PMW provides improved performance for mass payments.
Payment Medium Workbench Process
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Figure 31: PMW Process
When the system creates the payment media with a PMW payment method, it launches the
program SAPFPAYM_SCHEDULE. That program carries out a preservice process.
The preservice process includes the following steps:
●
●
●
The system sorts the payments according to the PMW format and other format-specific
fields.
The system creates payment groups based on the level of granularity (one payment
medium file is usually created for each group).
The system generates the note to the payee.
The payment program SAPFPAYM and advice note program RFFOAVIS_FPAYM are launched
based on the data generated by the payment program.
The program SAPFPAYM generates the payment media for the PMW payment methods, the
accompanying sheets for the payment media, an error log, and the payment summary.
The program RFFOAVIS_FPAYM generates all the required advice notes and the zero balance
notices.
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Lesson: Executing a Payment Run
Payment Medium Formats
A payment medium format contains various fields filled with content from your SAP system.
This process is called mapping and can be carried out in one of the following ways:
●
Using programmed function modules
●
Using the DME Engine
Payment Medium Formats in Data Medium Exchange Engine
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Figure 32: PM Formats in the DME Engine
The DME Engine enables you to define file formats that meet your bank’s requirements for
data medium exchange. This is particularly important, because no international or regional
standards are defined. Some countries do not have their own domestic standards, which
means the file has to follow the bank's standards. The DME Engine lets you define new
formats and change existing formats flexibly and easily, without requiring any ABAP
programming knowledge.
47
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Unit 1: Automatic Payments
Granularity and Payment Groups
Figure 33: Granularity and Payment Groups
By defining the granularity, the payment medium format specifies the definition of the
payment medium and determines how the payment media will be output separately in
m
payment groups. A payment group usually corresponds to
coone payment file.
.
l Bank are selected as the level of granularity,
For example, if the Company Code and the House
ai
m
the system creates a payment group for each company
code and house bank combination.
g
@
You have to define at least one selection variant
es in the generic payment medium program
y
SAPFPAYM for each payment group. Theoesystem processes the payment medium program
l
with all the defined variants.
ar
c
The granularity can be refined, but not reduced, for the PMW formats shipped with the
system. The reason for this is that the granularity SAP ships is based on the format
requirements (usually specified by the banks).
48
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Lesson: Executing a Payment Run
Note to Payee
Figure 34: Note to Payee
The system always assigns a PMW format to a PMW payment
method and a content template
om
c
for the note to the payee.
.
il
Every PMW format has three types of text fields for
ma reference information:
@g
●
Type 1: Invoice information (classic note etos the payee)
●
Type 2: Internal reference (in case the
lopayment media is returned)
●
c business partner)
Type 3: External reference (for the
ey
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The contents of the note to the payee are defined in a content template that is independent of
the format, either in Customizing or using a function module. In Customizing, you can define
the contents on a language-specific basis to ensure your business partners always receive the
text in their own language.
The content template supplies information to the reference fields when the system creates
the payment medium.
LESSON SUMMARY
You should now be able to:
●
Execute a payment run
●
Explain payment media
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Unit 1
Lesson 9
Automating a Payment Run
LESSON OVERVIEW
This lesson provides you with an overview of the automatic payment process.
Business Example
As an employee in the accounting department, you need to be aware of the extent to which
the payment processes can be automated. For this reason, you require the following
knowledge:
●
An understanding of the automatic payment process
●
An understanding of how to execute an automatic payment run
LESSON OBJECTIVES
After completing this lesson, you will be able to:
●
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Automate a payment run
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Payment Run Automation
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Figure 35: The Automatic Payment Run
In an automatic payment run, you can complete the payment process automatically. The
program used to automate the payment program is RFF110S.
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Lesson: Automating a Payment Run
The characteristics of the payment program RFF110S are as follows:
●
●
●
The selection screen for this program essentially features the same parameters as the
screen for the program in transaction F110. Enter the parameters on the selection screen
and save them as a variant. After you define the variant, schedule the program RFF110S to
run the payment periodically.
You have to use selection variables to automatically change the time data to the periodic
run date.
The program RFF110S can automatically run four additional programs consecutively.
The steps of the automatic payment run are as follows:
1. To prevent outgoing payments despite a due debit balance, schedule the program
RFF110S as a proposal run.
2. The system automatically calls the program RFF110SSP to perform the debit balance
check.
3. After the debit balance check, the system automatically calls the program RFF110S again.
This time, however, it uses the program for an update run with possible generation of the
payment media.
LESSON SUMMARY
You should now be able to:
●
Automate a payment run
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Unit 1
Learning Assessment
1. Bank master records are created at the client level and can be assigned in all customer
and vendor master records (BP).
Determine whether this statement is true or false.
X
True
X
False
2. If a customer is also a vendor, the payment program can clear open items between the
customer and vendor accounts.
Determine whether this statement is true or false.
X
X
True
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False
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gm
3. Alternate payer or payee information that is@entered at the client level of the master data
takes priority over data entered at the company
es code level.
ey
o or false.
Determine whether this statement isltrue
r
X
True
X
False
ca
4. Which of the following steps are parts of the process of configuring the payment program?
Choose the correct answers.
X
A Configure the paying company codes
X
B Configure the payment methods for each company code
X
C Configure the house banks
X
D Configure the G/L account field status for document entry
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Unit 1: Learning Assessment
5. All of the company codes in the payment run parameters must be in the same country.
Determine whether this statement is true or false.
X
True
X
False
6. Which of the following are possible reasons that an invoice would not be paid?
Choose the correct answers.
X
A The invoice has a debit balance.
X
B An invalid house bank is selected.
X
C The discount period has expired.
X
D The payment amount is less than the minimum amount specified for a payment.
7. You can review the exception list before executing the payment proposal.
Determine whether this statement is true or false.
X
True
X
False
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8. Which of the following activities does the ssystem
perform during the payment run?
e
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Choose the correct answers.
rl
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X
A The system exports a list of documents to be paid.
X
B The system makes postings to the G/L and AP/AR subledgers.
X
C The system clears open items.
X
D The system supplies the print programs with necessary data.
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Unit 1
Learning Assessment - Answers
1. Bank master records are created at the client level and can be assigned in all customer
and vendor master records (BP).
Determine whether this statement is true or false.
X
True
X
False
Bank master records are created at the client level and can be assigned in all customer
and vendor master records (BP).
2. If a customer is also a vendor, the payment program can clear open items between the
customer and vendor accounts.
Determine whether this statement is true or false.
X
True
X
False
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If a customer is also a vendor, the payment
oe program can clear open items between the
l
customer and vendor accounts. ar
c
3. Alternate payer or payee information that is entered at the client level of the master data
takes priority over data entered at the company code level.
Determine whether this statement is true or false.
X
True
X
False
The entry in the company code segment has a higher priority than the entry at the client
level.
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Unit 1: Learning Assessment - Answers
4. Which of the following steps are parts of the process of configuring the payment program?
Choose the correct answers.
X
A Configure the paying company codes
X
B Configure the payment methods for each company code
X
C Configure the house banks
X
D Configure the G/L account field status for document entry
All paying company codes, payment methods per company code, and house banks are
part of the configuration steps of the payment program.
5. All of the company codes in the payment run parameters must be in the same country.
Determine whether this statement is true or false.
X
True
X
False
All of the company codes in the payment run parameters must be in the same country.
6. Which of the following are possible reasons that an invoice
om would not be paid?
c
.
il
Choose the correct answers.
a
m
@g
X
A The invoice has a debit balance. es
X
C The discount period has expired.
X
D The payment amount is less than the minimum amount specified for a payment.
ey
o
X B An invalid house bank is selected.
rl
ca
Possible reasons for an invoice not to be paid are a debit balance, an invalid house band,
and a payment amount less than the minimum amount specified for a payment.
7. You can review the exception list before executing the payment proposal.
Determine whether this statement is true or false.
X
True
X
False
During the proposal run, the system generates the proposal and exception lists, which can
be printed or reviewed online.
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Unit 1: Learning Assessment - Answers
8. Which of the following activities does the system perform during the payment run?
Choose the correct answers.
X
A The system exports a list of documents to be paid.
X
B The system makes postings to the G/L and AP/AR subledgers.
X
C The system clears open items.
X
D The system supplies the print programs with necessary data.
During the payment run, postings are made to G/L and AP/AR subledgers, open items are
cleared, and the print programs are supplied with necessary data.
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UNIT 2
The Dunning Program
Lesson 1
Executing the Dunning Program
58
Lesson 2
Updating Master Records and Financial Accounting Documents
60
Lesson 3
Configuring the Dunning Program
64
Lesson 4
Running the Dunning Program
71
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UNIT OBJECTIVES
rl
ca
●
Execute the dunning program
●
Modify the key fields for the dunning program in the customer and vendor master records
●
Modify the key fields for the dunning program in financial accounting documents
●
Display the configuration structure of the dunning program
●
Create a dunning program
●
Define dunning program levels
●
Define expenses and charges
●
Define minimum amounts
●
Manage dunning text formats for sending dunning messages
●
Configure the environment settings
●
Modify the dunning program parameters
●
Execute a dunning run
●
Edit a dunning proposal
●
Print a dunning notice
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Unit 2
Lesson 1
Executing the Dunning Program
LESSON OVERVIEW
This lesson provides an overview of how to execute the dunning program.
Business Example
If you do not receive payments from your customers by the net due date, you need to check
whether you should send dunning notices. You can formulate the first dunning notice as a
friendly reminder. If your customer still fails to pay, you may want to formulate the next notice
more strongly. You want to find out how the dunning program can help you to do this. For this
reason, you require the following knowledge:
●
A general overview of the dunning program
LESSON OBJECTIVES
After completing this lesson, you will be able to:
●
m
Execute the dunning program
o
.c
il
a
gm
Dunning Program Overview
s@
Sometimes customers may fall behind on payments
by not meeting the payment terms you
ye
e
set out in your invoices. You can send them
a dunning notice to remind them of their
o
l
outstanding debts on overdue items. ar
c
The SAP S/4HANA application allows you to dun business partners automatically. The
system duns the open items from customer and vendor accounts in which the overdue items
create a debit balance. The dunning program selects the overdue open items, determines the
dunning level of the account in question, and creates a dunning notice.
It may be necessary to dun a vendor if he or she has a debit balance as a result of a credit
memo.
Note:
If a customer is also a vendor, you can offset the account balances against one
another.
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Lesson: Executing the Dunning Program
Figure 36: The Dunning Concept
The four steps of the dunning process in the SAP system are as follows:
1. Maintain the parameters.
By entering parameters in the dunning program, you can specify how it runs. You can also
m
copy the parameters from an existing dunning run andoadjust
the dates as necessary.
2. Schedule the dunning run.
c
.
il
a
During the dunning run, the dunning programgmdetermines the accounts and items that
@
must be dunned, the dunning level and allesother details required for dunning. It checks
whether a payment reminder or a dunning
ey notice (to remind business partners of their
o
outstanding debts) needs to be sent.rlAll the dunning data is saved in one dunning
ca
proposal.
3. Change the dunning proposal.
You can edit, delete, and re-create the dunning proposal as often as you need until the
accounting clerk is satisfied with the result.
4. Start the dunning printout.
Dunning notices are printed and dunning data is updated in the master records and
associated documents in just one step.
Note:
After the dunning run is complete, you can print or email the dunning notices
immediately without changing the dunning proposal.
LESSON SUMMARY
You should now be able to:
●
Execute the dunning program
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Unit 2
Lesson 2
Updating Master Records and Financial
Accounting Documents
LESSON OVERVIEW
This lesson explains how to update dunning data in master records and financial accounting
documents.
Business Example
Your company did not receive payments from your customer by the net due date. You must
send your customer dunning notices. Therefore, you need to maintain the dunning data in the
customer and vendor master records. In addition, you need to maintain data at the financial
document level. For this reason, you require the following knowledge:
●
●
An understanding of the important fields for dunning in the customer and vendor master
records
m
o
An understanding of the dunning-related fields in thecfinancial
accounting documents
.
l
ai
LESSON OBJECTIVES
m
After completing this lesson, you will be able to:
@g
●
●
es
y
Modify the key fields for the dunning program
in the customer and vendor master records
oe
l
r program in financial accounting documents
Modify the key fields for the dunning
ca
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Lesson: Updating Master Records and Financial Accounting Documents
Key Fields in Customer and Vendor Master Records
om
c
Figure 37: The Key Fields in the Customer and Vendor Master
Records
l.
i
ma
g
The Fields on the Correspondence Tab
s@
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Figure 38: The Fields on the Correspondence Tab
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Unit 2: The Dunning Program
Key fields for Dunning at Client and Company Code Level in a Customer or Vendor Master
Record
The following are the key fields for dunning at client and company code level in a customer or
vendor master record:
●
Address details
You specify the Street/House Number
, Postal Code/City , and Country fields. The country
key contains the information the system uses to check entries, such as the length of the
postal code or the bank account number.
●
Communication: Language
The Communication – language
field can be used to create dunning in the language of the
customer by translating the form stored in the system into this language.
●
Payment terms
You specify the key for defining payment terms composed of cash discount percentages
and payment periods.
●
Payment methods
If a payment method for an item has been specified for incoming payments, the item is
usually not dunned because the payment program is responsible for collecting the money.
●
Dunn. procedure
m
o
This is a predefined procedure that specifies how the customers
and vendors are dunned.
●
.c
il
Dunning block
a
gm
You specify this detail if you need to block the
@ dunning for a customer.
s
●
Last dunned
●
Dunning level
e
ey
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r
This key displays the date of the last
dunning run the account was included in. The system
ca
checks this date during the account selection for the dunning run.
The account gets the highest dunning level of all the items to be dunned. The dunning
program sets this level automatically when the customer or vendor receives a dunning
notice.
●
Dunning clerk
The field that records the clerk that deals with the dunning letter. The clerk’s name will be
printed on the dunning letter.
●
Dunning area (if dunning areas are used)
If different responsibilities or different dunning procedures exist within a company code,
you can set up corresponding dunning areas. All dunning notices are made separately
according to dunning areas with different dunning procedures, if necessary.
62
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Lesson: Updating Master Records and Financial Accounting Documents
Key Fields in Financial Accounting Documents
Figure 39: The Key Fields in a Financial Accounting Document
om
In addition to maintaining the dunning data at master record
.c level, you can maintain the
l
dunning data at financial accounting document level.i
ma
Important fields that can be maintained at document
@g level include the following:
s
●
e
ey
Dunning area
●
Dunning key
●
Dunning block
●
Payment term
o
l
ar
c
LESSON SUMMARY
You should now be able to:
●
Modify the key fields for the dunning program in the customer and vendor master records
●
Modify the key fields for the dunning program in financial accounting documents
63
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Unit 2
Lesson 3
Configuring the Dunning Program
LESSON OVERVIEW
This lesson discusses the options for configuring the dunning program.
Business Example
You want to learn how to configure the automatic dunning procedure in the SAP system. For
this reason, you require the following knowledge:
●
An understanding of the structure of the dunning program
●
An understanding of the options available in the dunning procedure
LESSON OBJECTIVES
After completing this lesson, you will be able to:
●
m
Display the configuration structure of the dunning program
co
.
●
●
l
ai
Create a dunning program
m
g
s@
Define dunning program levels
e
y
oe
●
Define expenses and charges
●
Define minimum amounts
●
Manage dunning text formats for sending dunning messages
●
Configure the environment settings
rl
ca
Configuration Structure of the Dunning Program
Dunning Program Settings
The dunning program settings are divided into the following categories:
●
Dunning procedures
●
Dunning levels
●
Expenses/charges
●
Minimum amounts
●
Dunning texts
●
Special G/L indicator
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Lesson: Configuring the Dunning Program
The main dunning program configuration menu displays icons for each of these categories.
To complete the configuration, go through each category from left to right and choose the
required settings.
The SAP standard system contains some common dunning procedures and their
corresponding forms. You only need to make minimum changes to the configuration if you
copy an existing dunning procedure and adapt only the company code specific configuration.
Dunning Procedure
For each dunning procedure, you define the settings in the following list. Further detail is given
on each setting in the table Dunning Procedure Settings.
Settings for a Dunning Procedure
●
The key for the dunning procedure to be used
●
A description of the dunning procedure
●
The dunning interval in days
●
The minimum days in arrears (account) after which a dunning notice will be sent
●
Grace periods per line item
●
Interest calculation indicator for calculation of dunning interest
●
Dunning letter even if account balance is positive
il
Table 5: Dunning Procedure Settings
a
gm
@
Setting
s
ye
e
Dunning key
Name
Dunning interval in days
m
o
.c
o
rl
ca
Description
The key for the dunning procedure (for example, 1001).
A description of the dunning procedure.
For each dunning procedure, you determine
the dunning interval, and therefore the frequency at which the dunning is to happen.
This is the minimum number of days that
must elapse after a dunning run, before an
account can be dunned again. Enter the interval at which the allocated accounts can be
dunned again.
The dunning program stores the date of the
last dunning run in the business partner master record. On the basis of this date and the
dunning interval, the dunning program determines whether the account should be included in a dunning run. If the required dunning
interval has not elapsed, even if the account
contains overdue items, the account is not
dunned.
Number of dunning levels
Enter the highest dunning level associated
with this dunning procedure.
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Unit 2: The Dunning Program
Setting
Description
Minimum days in arrears (account)
When you maintain an entry here, the system
ascertains whether an account has passed
the minimum number of days in arrears. If
so, it is included in the current dunning run.
Line item grace period
Enter the ‘grace period’ in days which will be
added to the due date of an overdue item to
determine the items that need to be dunned
during the current run.
Interest indicator
Enter an interest calculation indicator from
the dropdown list, if you want the dunning interest to be calculated.
Dunning letter even if account balance is positive
If you want to generate dunning notices for
accounts that currently have a credit balance, you have to select this option in the
dunning procedure. Otherwise, the system
will only create dunning notices for account
balances that are in debit.
Dunning Levels
m
For each dunning level, you define the settings in the following
list. Further detail is given on
co
.
l to nine dunning levels are possible in
each setting in the table Settings for Dunning Levels.iUp
a dunning procedure.
ma
@g
s
ye
Dunning Levels Settings
e
●
Days in arrears
●
Calculate interest
●
Print all items
●
Always dun
●
Payment deadline
o
rl
ca
Table 6: Settings for Dunning Levels
For each dunning process, maintain the following settings:
Setting
Description
Days in arrears
The minimum number of days in arrears is
set as a default in the system. The system
proposes Line Item Grace Periods as the first
dunning level. For additional dunning levels,
the system adds the dunning interval (measured in days) to the days in arrears of the
previous dunning level.
Calculate interest
You can specify that interest needs to be calculated for each dunning level.
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Lesson: Configuring the Dunning Program
Setting
Description
Print all items
When the Print all items indicator is selected,
you can determine that all other open items
are also printed in the dunning notice, in addition to the dunned items, to give the customer/vendor an overview of the whole account balance.
The Print all items indicator has no effect if
selections have been made to generate separate dunning notices for each dunning level in
a company code. If this is the case, open
items that are not yet due cannot be properly
assigned to a dunning notice.
Always dun
Set for the highest level of dunning. This indicates that a dunning notice is still printed
even if no change has been made to the dunning proposal since the last dunning run. A
dunning proposal is regarded as changed in
the following conditions:
●
At least one item has reached another
dunning level
om
c
. A new item was included in the dunning
●
il notice
a
gm
@
s
ye
●
e
Payment deadline
o
rl
ca
The dunning level of the account has
changed
To enter a payment deadline for payment of
the overdue items in the dunning notice, you
can enter the number of days here. These are
then added to the date of issue of the dunning run and the system creates the payment
deadline, which can be printed on the dunning notice.
Expenses and Charges
For each dunning procedure, you need to define dunning charges depending on the dunning
level.
The following are features of dunning charges:
●
You can define dunning charges for each currency.
-
●
You can use word processing features to print these charges on the dunning forms.
-
●
Dunning charges depend on the dunning level.
Dunning charges can be either a fixed amount or a percentage of the dunned amount.
You can set a minimum amount for dunning charges.
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Unit 2: The Dunning Program
Minimum Amounts
Minimum amounts are used to prevent relatively small overdue amounts from triggering high
dunning levels.
Minimum Amount Settings
For each dunning procedure, you should specify the following:
●
●
The minimum amount or percentage of the overdue items required to reach each dunning
level
The minimum amount required before interest is calculated for each dunning level
If a dunning level does not reach the minimum amount for overdue items, the items in this
dunning level are assigned to the next lowest level. The system checks whether it can create a
dunning notice in this dunning level.
If you have specified a minimum percentage of overdue items, the dunning level must also
have reached or exceeded that limit.
Dunning Texts
The dunning program can generate payment advice notes, dunning notices, and payment
forms.
Dunning Forms
m
o
.c
For each dunning program, you should specify the following:
il
ma
g
●
The name of the form that will be used at each
s@ dunning level
e
ey to generate and print forms. You can also use
o
You can use SAPscript and SAP Smart Forms
rl
PDF forms based on Adobe technology.
ca
For more information about form layout, see the SAPscript documentation and the SAPscript
course, BC460. SAP Note 526824 has a summary of the most important sources of
information about designing forms with SAP Smart Forms.
Environment Settings
Before you can start using dunning, you have to configure the global settings for dunning and
set up the dunning procedure.
Environment Settings
This list gives an overview of the environment settings for a dunning program. The following
table provides more detail on each setting:
●
Company code data
●
Sort fields
●
Sender details
●
Dunning areas
●
Dunning key
●
Dunning block reasons
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Lesson: Configuring the Dunning Program
●
Interest
●
Dunning grouping
Details of the environment settings are as follows:
Settings
Description
Company code data
This data specifies whether the dunning notices for a company code are created separately depending on the dunning area rather
than the account. In this case, the dunning
data in the business partner’s master record
is updated according to the dunning area.
In contrast to standard dunning, in which all
items at all dunning levels are dunned with
one dunning notice, you can use a separate
dunning notice with different accompanying
texts for each dunning level in an account.
Sort fields
Sort fields maintain sort variants, which arrange your dunning notices and items according to specific criteria.
Sender details
The sender details contain details about your
om such as the company logo and
company,
c
. details, in the footer.
lbank
ai
m
@g A dunning area is an organizational entity or
Dunning areas
s
e
ey
o
l
ar
c
a substructure of a company code. This entity is responsible for dunning.
You have to assign standard texts to a company code. Assigning a standard text to a
dunning area is optional. For example, the
standard text may contain the text for a letter
header, which can include a company logo
and a telephone number.
Dunning key
The dunning key indicates that the line item
can only be dunned with restrictions or must
be displayed separately on the dunning notice.
Dunning block reasons
Dunning block reasons prevent you from
dunning accounts and items.
Interest
Interest maintains the interest on debit balances. Interest is dependent on currency and
time.
Dunning grouping
Dunning grouping is a grouping key used for
document fields with identical contents. For
example, financial assets management may
be grouped with identical rental agreements.
69
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Unit 2: The Dunning Program
LESSON SUMMARY
You should now be able to:
●
Display the configuration structure of the dunning program
●
Create a dunning program
●
Define dunning program levels
●
Define expenses and charges
●
Define minimum amounts
●
Manage dunning text formats for sending dunning messages
●
Configure the environment settings
m
o
.c
il
a
gm
@
s
ye
e
o
rl
ca
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Unit 2
Lesson 4
Running the Dunning Program
LESSON OVERVIEW
This lesson describes how to run a dunning program.
Business Example
Your company wants to check the dunning notice proposals created by the system and edit
them manually, if necessary. As an employee of the accounting department, you need to
know how the system creates a dunning proposal list. For this reason, you require the
following knowledge:
●
An understanding of the steps in the dunning run
●
An understanding of the available options in each step of the dunning run
LESSON OBJECTIVES
After completing this lesson, you will be able to:
●
Modify the dunning program parameters
●
Execute a dunning run
●
Edit a dunning proposal
●
Print a dunning notice
m
o
.c
il
a
gm
@
s
ye
e
o
rl
ca
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Unit 2: The Dunning Program
Dunning Program Parameters
Figure 40: Maintaining the Dunning Program Parameters
om
After configuring the dunning program, you need to execute
.c the program. To execute the
l
program, you must follow a sequence of steps. The first
step is to enter the parameters. The
ai
m
parameters provide information about the dunning
g run. You can copy the parameters from
existing dunning runs.
s@
ye
e
Specify the following parameters to identify
the dunning run:
lo
r
●
Run date
ca
Identifies the program run.
Note:
The run date does not have to be the date when the system executes the
program, but it is recommended that it is.
●
Identification
Differentiates between programs with the same run date.
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Lesson: Running the Dunning Program
Open Item Selection
Figure 41: Open Item Selection
m
o
.c
You use the parameters to specify which company codes,
documents, and accounts the
il
a
system searches for overdue items.
m
g
You can activate an additional log to check whether
s@ the dunning run was successful. You
e
should only use this log for testing and training
ey purposes, because depending on the number
o
of open items, it can use a lot of systemrlresources.
ca
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Unit 2: The Dunning Program
Dunning Run
Figure 42: Dunning Run
om
c edit, delete, and re-create as often
The dunning run creates a dunning proposal which you.can
l
as you need to.
i
ma
g
You can automatically print the dunning notices@directly
after the dunning run, but in this
case, you cannot edit the dunning proposal. es
y
Steps in the Dunning Run
e
lo
r
ca
Figure 43: Steps in the Dunning Run
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Lesson: Running the Dunning Program
The dunning run is made up of three main steps:
1. Account selection
In this step, the program checks which accounts will be considered in the dunning run
according to the parameters and the configuration.
2. Dun line items
In this step, the system checks which line items are overdue in the selected accounts and
which dunning level needs to be applied.
3. Dun Account
In this step, the system checks whether the payments have to be dunned for an account. If
the answer is yes, then the system checks which dunning level must be used.
Account Selection
m
o
.c
il
a
gm
@
s
ye
e
o
rl
ca
Figure 44: Account Selection
The account selection is the first step in the dunning run. The program checks all the
accounts using the criteria entered in the parameters.
To be considered in the dunning run, the accounts must fulfill the following criteria:
●
●
A dunning procedure is entered in the master data.
The date of the last dunning run for the account is before the dunning interval date of the
dunning procedure.
If the accounts fulfill these criteria, the system includes them in the dunning run. Otherwise,
the system ignores them.
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Unit 2: The Dunning Program
Due Dates for Receivables and Credit Memos
Figure 45: Due Dates for Receivables and Credit Memos
m
o
.c
l
The due date is the date by which the customer has atoi pay the net liabilities.
gm
The following rules apply to due dates for receivables
and credit memos:
s@
e
y
●
Receivables
e
lo
Due by the due date for the net payment.
ar
c
●
Invoice-related credit memos
Due on the same date as the invoice. Usually, the payment terms of a credit memo do not
apply. If you want to apply the payment terms in a credit memo, enter
V in the Invoice
Reference field.
●
Other credit memos (without “V” in Invoice Reference)
Due at the baseline date.
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Lesson: Running the Dunning Program
Clearing with Credit Memos and Vendor Items
Figure 46: Clearing with Credit Memos and Vendor Items
When clearing with credit memos, the due net debit items on
the account are cleared with the
om
due net credit items. The system assigns the credit items.cto the debit items with the highest
dunning level and clears them.
il
ma
If you selected Clearing between the customer@gand the vendor
, the due net credit items in the
swith the highest dunning level. The same
vendor account are also cleared with the items
e
y
dunning procedure must be defined for both
oe the customer and vendor.
rl
a the due net credit items, the account must have a
After clearing all the due debit itemscwith
debit balance for the system to dun it. However, if you set the
Dunning Letter Even if Account
Balance Is Positive flag in Customizing, the system ignores this check and creates dunning
letters, regardless of the account balance.
Note:
The overdue items for each dunning notice must have a debit balance, otherwise,
the system does not generate a dunning notice. The dunning notice lists all the
cleared items.
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Unit 2: The Dunning Program
Dunning Dates
Figure 47: Dunning Dates
The difference between the due date and the dunning date is the following:
●
Due date
The day by which the liabilities must be paid.
●
m
Dunning date
The day when the overdue items are dunned.
o
.c
il
a
gm
Every dunned item is overdue, but not all overdue
@ items are dunned. Usually, all the overdue
s
e
items at the date of issue have to be dunned.y
e
By defining Line item grace periods lino the dunning procedure, the system only duns the items
ar grace days.
that are still overdue after deductingcthe
Dunning Block in Items or Accounts
Figure 48: The Dunning Block in Items or Accounts
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Lesson: Running the Dunning Program
Dunning blocks enable you to prevent an account or an item from being dunned. If items are
overdue, but there is a dunning block in the item, the system adds these items to the blocked
items list.
If payments have to be dunned for an account, but the account contains a dunning block, the
system adds the account to the list of blocked accounts.
Payment Method for an Item or Account
m
o
.c
il
a
gm
Figure 49: Payment Method for an Item or Account@
s
e
ey
o or for a customer account (in the master data),
If a payment method is specified for an litem
r
the system will not usually dun incoming
payments. Unless the item or account has a
ca
payment block, the payment program is responsible for collecting these payments.
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Unit 2: The Dunning Program
Dunning Levels for Line Items
Figure 50: Dunning Levels for Line Items
m
Each item to be dunned is assigned a dunning level according
co to the number of days the item
.
is in arrears. Each dunning procedure contains up to nine
l dunning levels.
ai
The wording of the dunning notice is usually influenced
by the dunning level. The higher the
gm
@
dunning level, the stricter the message in the dunning
text.
s
ye
e
For invoice-related credit memos, the system
uses the dunning level of the invoice. The
lo
dunning level can only be raised by oner from one dunning level to another. This means you
ca
cannot skip any dunning levels.
When setting up a dunning procedure, the number of days in arrears is taken as the default on
the Dunning Levels screen. The Line item grace periods value is proposed as the first dunning
level. For the rest of the dunning levels, the system adds the
Dunning interval in days value to
the number of days the previous dunning level is in arrears.
Hint:
You can overwrite these default values, but it is not recommended.
Dunning procedures with only one dunning level are referred to as payment reminders. These
procedures are used for important customers and public corporations. By using these
procedures, you can ensure these customers only receive a payment reminder.
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Lesson: Running the Dunning Program
Dunning Keys
Figure 51: DunningKeys Image
m
o
.c
By assigning dunning keys to certain items, you can prevent
those items from exceeding a
l
certain dunning level.
ai
m
Minimum Amounts per Dunning Level
g
s@
e
y
oe
rl
ca
Figure 52: Minimum Amounts per Dunning Level
The total amount of all the items in an account with a certain dunning level must be greater
than a defined minimum amount. The relationship between the total amount and the total
open items must be greater than a minimum percentage.
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Unit 2: The Dunning Program
If this is not the case, the system sets the items to a lower dunning level.
Hint:
Usually, the minimum amounts and percentages at higher dunning levels are
greater than the minimum amounts and percentages at lower levels.
Minimum Number of Days in Arrears (Account)
m
o
.c
il
a
gm
Figure 53: Minimum Number of Days in Arrears (Account)
s@
e
y
oe
You can only dun the account if at leastrlone item reaches the permitted minimum number of
days in arrears for the account.
ca
In the figure, the conditions for account dunning are as follows:
●
●
●
●
Item 1 is overdue and must be dunned, but the minimum number of days in arrears has not
been reached.
Item 2 is overdue, but it is still within the grace period.
Item 3 is overdue and must be dunned, but the minimum number of days in arrears has
not been reached.
Item 4 is overdue and the minimum number of days in arrears (account) has been
reached.
This means that items 1, 3, and 4 are dunned. Item 2 is not dunned because it is still within the
line item grace period.
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Lesson: Running the Dunning Program
The Dunning Level of an Account
Figure 54: DunningLevelinAccount Image
The account gets the highest dunning level out of all the items to be dunned. If all the items
are dunned with one dunning notice, the system words the dunning text according to the
m
highest dunning level.
co
l.
The dunning levels are not entered in the items or the
ai accounts yet. This happens later on
m
when the system prints the dunning notices. However,
the system has already determined the
@g
s
dunning levels.
e
y
e
lo
The Dunning Requirements
r
ca
Figure 55: The Dunning Requirements
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Unit 2: The Dunning Program
After the dunning data is determined, the system checks whether the dunning process is
necessary. Normally, it is not necessary to send a dunning notice if the dunning data has not
changed since the last dunning run.
The system only duns an account if it fulfills one of the following conditions:
●
The dunning data has changed since the last dunning run.
●
The Always dunning notice? indicator is selected for the dunning level. This option is
usually selected for the last dunning level and for payment reminders (dunning procedures
that comprise only one dunning level).
The Legal Dunning Procedure
Accounts in a legal dunning procedure are subject to a different rule.
If the start date of the legal dunning procedure is entered in the account master data, the
account is always dunned as long as the account fulfills one of the following conditions:
●
There have been postings made since the last dunning run.
●
The Always Dun in Legal Dunning Procedure
indicator is selected.
Hint:
The system does not send any dunning notices to a customer with a legal
dunning procedure, even if the dunning data changed. It does not make any
sense to send a dunning letter to a customer who
m has not responded to any
o
previous dunning notices. If the system duns
an account according to one of the
.c
l
criteria, it prints an internal note on a special
form and sends the note to the legal
ai Dunning Procedure indicator must be
department. The Always Dun in Legal
m
g
selected to prevent any open items
s@posted before the start of the legal dunning
e
procedure from being overlooked.
y
e
o
rl
Dunning Proposal Edit
ca
Figure 56: The Dunning Proposal Editing Process
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Lesson: Running the Dunning Program
After the system creates the dunning proposal, a clerk can edit it.
You can print the following lists to support the clerk’s work:
●
Dunning statistics
●
Dunning list
●
Blocked accounts
●
Blocked line items
●
Dunning history
You can display a sample printout on the screen. The system saves the changes to the
dunning proposal.
Note:
If you are not going to print the dunning proposal, you have to delete it. Otherwise,
it blocks the items you selected for processing in other dunning runs.
Editing the Dunning Data
m
o
.c
il
a
gm
@
s
ye
e
o
rl
ca
Figure 57: Editing the Dunning Data
The clerk can perform the following actions:
●
Block an account in the current dunning proposal or remove the dunning block.
●
Block a line item in the current dunning proposal or remove the dunning block.
●
Lower the dunning level of an item in the current dunning proposal.
●
Change the dunning and correspondence data of an account in the master record. This
change does not apply to the current dunning run, you need to delete and restart the
dunning run for the changes to take effect.
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Unit 2: The Dunning Program
●
Change a document. This change does not apply to the current dunning run, you need to
delete and restart the dunning run for the changes to take effect.
Hint:
Only changes in the dunning proposal apply to the current dunning run.
You can raise or lower the dunning level as needed in the master data and documents.
Dunning Notice Creation
m
o
.c
il
a
gm
@
s
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e
o
rl
ca
Figure 58: Scheduling the Printing
The last step in the dunning process involves printing the dunning notices.
The print program for the dunning procedure performs the following:
●
Groups items to be dunned with a dunning notice according to various rules
●
Generates a dunning notice for each group
●
Enters the dunning date and dunning level in the list of dunned items and accounts
The system prints dunning notices in a sequence defined by sort criteria.
If you need to send dunning notices to one-time customers, only update the dunning data for
relevant items. For information about undoing changes to dunning data in accounts and
documents, see SAP Note 6591.
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Lesson: Running the Dunning Program
Grouping Items in the Dunning Notices
Figure 59: Grouping Items in the Dunning Notices
Items to be dunned can be grouped together in dunning notices if they have the same
company code, dunning area, and account.
The system groups the items of a one-time account in a single dunning notice if they have the
same address.
Special Groupings
You can group items by the following criteria:
●
Dunning by dunning level
m
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In the company-code-specific settings for the dunning
program, you can choose whether
ma
g
@
to print a separate dunning notice for each dunning
level. In this case, the system selects
esthe dunning levels of the grouped items.
the text for the dunning notice accordingyto
e
●
Grouping key
o
rl
ca
You can enter a grouping key in the customer or vendor account to group items that have
the same values in the fields assigned to the grouping key in dunning notices. You can use
the fields in the index tables for the open items BSID (customers) and BSIK (vendors).
●
Decentralized processing
If a customer has a head office with several branch offices, the system posts items to the
central account. As a result, the head office usually receives one dunning notice with all the
items due from its branch offices. If
Decentralize processing
is selected in the branch
accounts, meaning the dunning is processed locally, the system sends the notices to the
branch offices.
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Unit 2: The Dunning Program
Dunning Notice for Each Group
m
o
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Figure 60: Special Groupings
il
a
gm
You can use cross-company-code dunning to combine
overdue items from different company
s@
e
codes in one dunning run. The overdue items
from
one
customer in separate company codes
ey means you do not have to send the customer a
are dunned with a single dunning notice. oThis
l
separate dunning notice for each company
ar code.
c
Note:
The system groups the overdue items according to predefined rules (dunning
levels, dunning areas, or dunning grouping) and assigns them to one or more
dunning notices.
If you want to dun separate company codes at the same time, you have to assign the relevant
company codes to a shared dunning company code. The system uses the dunning procedure
assigned to the account in the dunning company code. The system checks the dunning
frequency and dunning blocks individually, from each separate company code.
Note:
If a date for the legal dunning procedure for an account has been specified in the
dunning company code, this also affects the dependent company codes.
Dunning Text Control
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Lesson: Running the Dunning Program
Figure 61: Dunning Text Control (Based on SAPscript)
m
o
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The figure Dunning Text Control, shows a sample dunning
form. The form layout is defined
il
a
with SAPscript.
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Description of Dunning Text Controls
Table 7: Dunning Text Controls
e
o
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The following table offers a description of the various dunning text controls available:
Text Controls
Description
Texts in italics
Texts in italics are controlled by the variables
used in the dunning formulas.
Standard texts
Standard texts are available for entering the
company code or dunning area data in a
company code-independent form. The example in the figure contains the following standard texts: ADRS_HEADER, ADRS_SENDER,
ADRS_SIGNATURE, and ADRS_FOOTER.
You have to assign these to a company code
and a dunning area (optional).
Dunning recipient
The dunning recipient can be different from
the address of the dunned account.
Dunning or accounting clerk
If there is no specific dunning clerk attached
to the master data, the screen displays the
accounting clerk.
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Unit 2: The Dunning Program
Text Controls
Description
Dunning interest
The dunning interest depends on the dunning
level. The system calculates dunning interest
using an interest indicator. You can use minimum amounts for interest.
Payment deadline
To prevent the payment deadline from falling
on a holiday, the system assigns a public holiday calendar ID to the dunning procedure.
Total due items from dunning level
The system calculates the total of all the due
items from a specified dunning level using
the total in the dunning text.
Sorted list of dunned items or all items
All items are generally printed at higher dunning levels to provide the customer or vendor
with an overview of the overall account balance. Items with a dunning block or a collection method are not displayed. If you select
the dunning notices for each dunning level
option, you cannot print a list with all the
items.
Items with special dunning key
Items with a special dunning key can be
printed
m separately.
o
Dunning
charges depend on the dunning lev.c
l
i
el
and
can
be either a fixed amount or a pera
m
@g centage of the dunned amount. You can set a
minimum amount for the dunning charges.
es
Dunning charges
y
Dunning Notices
e
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r
ca
You can print dunning notices with an attached payment form for bank transfer (Germany) or
ESR payments (Switzerland). The customer can use this payment form to pay the dunned
amount.
You can attach the payment form to the dunning notice or print it on a separate page. This
means you have to change the dunning notice form so that it contains a separate window for
the payment form, or you have to create a separate form for the additional page.
The dunning notice must only contain items with the company code currency.
The payment program can create a payment advice note containing the items in the dunning
notice. When the customer pays the dunned amount, you can use this advice note to assign
the incoming payment to the relevant items.
The payment advice number has 10 digits and starts with 08. You have to define the payment
advice type 08 in the configuration settings.
You can print the payment advice number on the dunning notice and the payment form (for
example, in the Reference field).
LESSON SUMMARY
You should now be able to:
●
Modify the dunning program parameters
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Lesson: Running the Dunning Program
●
Execute a dunning run
●
Edit a dunning proposal
●
Print a dunning notice
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@
s
ye
e
o
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ca
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Unit 2
Learning Assessment
1. After you complete the dunning run, you can print out the dunning notices immediately.
Determine whether this statement is true or false.
X
True
X
False
2. There are four dunning program steps that can be performed during the automatic
dunning procedure as follows:
Arrange these steps into the correct sequence.
0 Maintain the parameters.
0 Schedule the dunning run.
m
o
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0 Change the dunning proposal.
a
gm
@
0 Start the dunning printout.
s
ye
oe
3. Customers who do not have a dunning
rl procedure in the master record are dunned using a
default dunning procedure.
ca
Determine whether this statement is true or false.
X
True
X
False
4. It is possible to dun vendors as well as customers.
Determine whether this statement is true or false.
X
True
X
False
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Unit 2: Learning Assessment
5. Which of the following objects are relevant to the dunning program configuration?
Choose the correct answers.
X
A Dunning levels
X
B Expenses or charges
X
C Minimum amounts
X
D Bank selection
6. You can define dunning charges for each currency. Dunning charges depend on the
dunning level.
Determine whether this statement is true or false.
X
True
X
False
7. Using parameters, you can specify which documents and accounts the system considers
in a dunning run for company codes.
Determine whether this statement is true or false.
X
True
X
False
m
o
.c
il
a
gm
@
s
ye
e
8. The run date is always the date whenloyou are supposed to start a dunning run.
ar
c is true or false.
Determine whether this statement
X
True
X
False
9. Every outgoing invoice the system duns is overdue, but the system does not dun all the
overdue outgoing invoices.
Determine whether this statement is true or false.
X
True
X
False
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Unit 2: Learning Assessment
10. What is the maximum dunning level that can be assigned to a dunning procedure?
Choose the correct answer.
X
A 1
X
B 7
X
C 9
X
D 11
11. You can prevent certain items from exceeding a certain dunning level by assigning
dunning keys to them.
Determine whether this statement is true or false.
X
True
X
False
12. List five reasons why the system might not dun overdue items.
m
o
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ai
m
13. List the main steps involved in creating the dunning
proposal
@g
s
ye
e
lo
r
ca
14. The payment terms of a credit memo usually do not apply and the due date is either the
due date of the associated invoice or the baseline date of the document.
Determine whether this statement is true or false.
X
True
X
False
15. Every dunning procedure must have at least four dunning levels.
Determine whether this statement is true or false.
X
True
X
False
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Unit 2: Learning Assessment
16. The system only duns an account if all the overdue items have exceeded the minimum
days in arrears.
Determine whether this statement is true or false.
X
True
X
False
17. The dunning run updates the dunning data in the dunned items and accounts.
Determine whether this statement is true or false.
X
True
X
False
18. The system only sends a dunning notice if the dunning data changed since the last
dunning run, or if Always dun? is selected.
Determine whether this statement is true or false.
X
True
X
False
m
o
.c
l
19. Which of the following lists support the dunning
aiclerk’s work?
gm
Choose the correct answers.
@
s
ye
e
o
rl
X
A The dunning history list
X
B The blocked accounts list
X
C The dunning list
X
D The list of vendor balances in local currency
ca
20. After you create the dunning proposal, the system ignores changes to the dunning data in
the items or master records in the current dunning run.
Determine whether this statement is true or false.
X
True
X
False
21. You can edit, delete, and re-create the dunning proposal as often as you need to.
Determine whether this statement is true or false.
X
True
X
False
95
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Unit 2
Learning Assessment - Answers
1. After you complete the dunning run, you can print out the dunning notices immediately.
Determine whether this statement is true or false.
X
True
X
False
After you complete the dunning run, you can print out the dunning notices immediately.
2. There are four dunning program steps that can be performed during the automatic
dunning procedure as follows:
Arrange these steps into the correct sequence.
1 Maintain the parameters.
m
o
.c
2 Schedule the dunning run.
il
a
gm
3 Change the dunning proposal.
@
s
ye
e
4 Start the dunning printout.
o
rl
ca
3. Customers who do not have a dunning procedure in the master record are dunned using a
default dunning procedure.
Determine whether this statement is true or false.
X
True
X
False
Customers who do not have a dunning procedure in the master record are not dunned
using a default dunning procedure.
4. It is possible to dun vendors as well as customers.
Determine whether this statement is true or false.
X
True
X
False
It is possible to dun vendors as well as customers.
96
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Unit 2: Learning Assessment - Answers
5. Which of the following objects are relevant to the dunning program configuration?
Choose the correct answers.
X
A Dunning levels
X
B Expenses or charges
X
C Minimum amounts
X
D Bank selection
Dunning levels, expenses or charges, and minimum amounts are relevant to the dunning
program configuration.
6. You can define dunning charges for each currency. Dunning charges depend on the
dunning level.
Determine whether this statement is true or false.
X
True
X
False
You can define dunning charges for each currency. Dunning charges depend on the
dunning level.
om
c
.
il
7. Using parameters, you can specify which documents
and accounts the system considers
ma
g
in a dunning run for company codes.
@
s
Determine whether this statement is trueyeor false.
e
X
True
X
False
o
rl
ca
Using parameters, you can specify which documents and accounts the system considers
in a dunning run for company codes.
8. The run date is always the date when you are supposed to start a dunning run.
Determine whether this statement is true or false.
X
True
X
False
The run date does not have to be the date when the system executes the program, but it is
recommended.
97
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Unit 2: Learning Assessment - Answers
9. Every outgoing invoice the system duns is overdue, but the system does not dun all the
overdue outgoing invoices.
Determine whether this statement is true or false.
X
True
X
False
Every dunned outgoing invoice must be overdue, but not all overdue outgoing invoices are
dunned.
10. What is the maximum dunning level that can be assigned to a dunning procedure?
Choose the correct answer.
X
A 1
X
B 7
X
C 9
X
D 11
9 is the maximum dunning level that can be assigned to a dunning procedure.
om
c
11. You can prevent certain items from exceeding a certain
l. dunning level by assigning
i
dunning keys to them.
ma
g
Determine whether this statement is true ors@false.
ye
e
lo
X True
r
ca
X
False
You can prevent certain items from exceeding a certain dunning level by assigning
dunning keys to them.
12. List five reasons why the system might not dun overdue items.
(1)The account is not contained in the parameters.(2)The items are within the grace
period. (3)The items or accounts are blocked for dunning. (4) The items or accounts have
a payment method for incoming payments, but no payment block. (5)The overdue
amount is less than the minimum amount. (6) The items can be cleared with overdue
items on the credit side. (7) None of the items exceed the minimum days in arrears
(account).
13. List the main steps involved in creating the dunning proposal
(1) The account selection. (2) The line item dunning. (3) The account dunning
98
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Unit 2: Learning Assessment - Answers
14. The payment terms of a credit memo usually do not apply and the due date is either the
due date of the associated invoice or the baseline date of the document.
Determine whether this statement is true or false.
X
True
X
False
The payment terms of a credit memo usually do not apply and the due date is either the
due date of the associated invoice or the baseline date of the document.
15. Every dunning procedure must have at least four dunning levels.
Determine whether this statement is true or false.
X
True
X
False
Each dunning procedure can contain up to nine dunning levels.
16. The system only duns an account if all the overdue items have exceeded the minimum
days in arrears.
Determine whether this statement is true or false.
X
True
X
False
m
o
.c
il
a
gm
@
s
ye
e
You can only dun the account if at least
lo one item reaches the permitted minimum number
r
of days in arrears for the account.
ca
17. The dunning run updates the dunning data in the dunned items and accounts.
Determine whether this statement is true or false.
X
True
X
False
The dunning run updates the dunning data in the dunned items and accounts.
18. The system only sends a dunning notice if the dunning data changed since the last
dunning run, or if Always dun? is selected.
Determine whether this statement is true or false.
X
True
X
False
The system only sends a dunning notice if the dunning data changed since the last
dunning run, or if Always dun? is selected.
99
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Unit 2: Learning Assessment - Answers
19. Which of the following lists support the dunning clerk’s work?
Choose the correct answers.
X
A The dunning history list
X
B The blocked accounts list
X
C The dunning list
X
D The list of vendor balances in local currency
The lists that support the dunning clerk’s work are dunning history, blocked accounts, and
dunning list.
20. After you create the dunning proposal, the system ignores changes to the dunning data in
the items or master records in the current dunning run.
Determine whether this statement is true or false.
X
True
X
False
After you create the dunning proposal, the system ignores changes to the dunning data in
the items or master records in the current dunning run.om
c
.
il
21. You can edit, delete, and re-create the dunning proposal
as often as you need to.
a
gm
Determine whether this statement is true ors@false.
e
X
True
X
False
y
oe
rl
ca
You can edit, delete, and re-create the dunning proposal as often as you need to.
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UNIT 3
Correspondence
Lesson 1
Explaining Correspondence
102
Lesson 2
Modifying Master Records
103
Lesson 3
Configuring Options for Correspondence Types
105
Lesson 4
Creating a Correspondence
107
m
co
.
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s@
e
y
oe
UNIT OBJECTIVES
rl
ca
●
Describe correspondence
●
Modify the key fields for correspondence in customer and vendor master records
●
Describe the different options available when creating each correspondence type
●
Create a correspondence type
●
Assign a print program
●
Link correspondence types to transactions and reason codes
101
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Unit 3
Lesson 1
Explaining Correspondence
LESSON OVERVIEW
This lesson explains the concept of correspondence in the SAP S/4HANA system.
LESSON OBJECTIVES
After completing this lesson, you will be able to:
●
Describe correspondence
Correspondence Overview
Correspondence is a form of communication between your company and the customer or
vendor.
The correspondence function allows you to automate a large part of your company’s periodic
om
correspondence by generating and sending out special correspondence
relating to the
c
.
financial transactions managed in the SAP S/4HANA lapplication.
ai
m
You can also use the correspondence function ongdemand
or set it up so that correspondence
@
is generated after specific transactions.
s
ye
e
Examples of the type of correspondence you
might send out include an account statement,
lo
an open-items list, an individual letter,ara standard letter, balance confirmation, or document
extracts. Correspondence can be sentc directly from the system (for example, via e-mail) or
printed.
Correspondence serves as a means to formally perform and document communication with
third parties. It is an effective way to verify that a company has a consistent financial
accounting view of all transactions with its business partners. This helps to proactively
correct possible errors and misunderstandings.
LESSON SUMMARY
You should now be able to:
●
Describe correspondence
102
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Unit 3
Lesson 2
Modifying Master Records
LESSON OVERVIEW
This lesson explains how to modify key fields for correspondence in customer and vendor
master records.
Business Example
You want to send correspondence to your customers and vendors. The correspondence can
be in the form of account statements, open-items lists in letter form, individual letters,
standard letters, balance confirmations, and document extracts. For this reason, you require
the following knowledge:
●
An understanding of the key fields for correspondence
LESSON OBJECTIVES
After completing this lesson, you will be able to:
●
m
Modify the key fields for correspondence in customercoand vendor master records
.
l
ai
m
Key Fields for Correspondence
g
s@
Correspondence is a mode of communication
yebetween your company and the customer or
e
vendor.
o
rl
ca
Figure 62: Key Fields for Correspondence
103
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Unit 3: Correspondence
As shown in the figure Key Fields for Correspondence, each account segment consists of
several pages with different groups of fields. These can be divided into general data and
company code data as follows:
●
●
General Data
-
Address
-
Control data
-
Payment transactions
Company Code Data
-
Account management
-
Payment transactions
-
Correspondence
-
Insurance
-
Withholding tax
The following are important fields related to correspondence in the customer and vendor
master records:
●
Address details
The Address details field is used to specify the
Street/House
number
, Postal Code/City
om
c
and Country fields. The country key contains the information
which the system uses to
.
l
check entries such as the length of the postal code
ai and the bank account number.
●
m
g
s@
Communication – language
ye
The Communication – language
field
oe can be used to create dunning in the language of the
l
customer by translating the form stored
r in the system into this language.
●
Account statement
ca
The Account Statement field is used to indicate how often the system will export a periodic
account statement for a customer. You can divide customers into groups with different
account statement intervals, for example, a group for weekly, and a separate group for
monthly account statements.
●
Accounting clerk
The Accounting clerk field is the name that can be used for correspondence (for example,
while sending open-item lists).
●
Account number at customer
The Account number at customer
for your company code.
field holds the account number that the customer uses
LESSON SUMMARY
You should now be able to:
●
Modify the key fields for correspondence in customer and vendor master records
104
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Unit 3
Lesson 3
Configuring Options for Correspondence
Types
LESSON OVERVIEW
This lesson explains the options for creating correspondence in the SAP S/4HANA system.
Business Example
Your company engages in various types of correspondence daily. You want to automate your
correspondence and create specific correspondence types for your customers. For this
reason, you require the following knowledge:
●
An understanding of the options for creating correspondence
●
An understanding of how to create various correspondence types
LESSON OBJECTIVES
After completing this lesson, you will be able to:
m
o
.c
il
Describe the different options available when creating
each correspondence type
ma
●
@g
s
ye
Correspondence Options
oe
l
Correspondence can be generated on anr ad hoc basis as required or automatically generated
ca
at a predefined time. The following table gives examples of reasons to create correspondence:
Table 8: Examples of Ad hoc and Periodic Correspondence
Ad hoc Correspondence
Automatically Generated Correspondence
●
Document creation
●
Periodic bank account statements
●
Display/change line items
●
Balance confirmation
●
Balance display
●
Line item processing
●
Payment
There are various types of correspondence in the system:
●
Periodic correspondence
You can trigger correspondence at a regular interval by making specifications in the
master record, such as invoices and account statements. The interval (weekly, monthly,
and so on) is specified in the customer or vendor master record.
105
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Unit 3: Correspondence
●
Online correspondence
You can create this type of correspondence when you process payments manually as well
as from the line item display.
●
Correspondence for postings
You can configure appropriate correspondence in Customizing for certain postings, such
as payment differences.
The correspondence-creation process consists of the following steps:
1. Request the required correspondence
Initially, the system notes the correspondence types that are to be created.
2. Print the requested correspondence type
Typically, correspondence such as dunning letters and account statements are
automatically printed at an established interval, for example, daily or weekly. In certain
cases, it is possible to print specific correspondence types individually and on demand.
The print request is sent to the spool system, and then the correspondence is printed
using selected printers. Correspondence can also be transmitted electronically, for
example, by email.
LESSON SUMMARY
You should now be able to:
●
m correspondence type
Describe the different options available when creatingoeach
c
.
il
a
m
@g
s
e
ey
o
l
ar
c
106
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Unit 3
Lesson 4
Creating a Correspondence
LESSON OVERVIEW
This lesson discusses how to create a correspondence.
Business Example
You want to use the standard SAP correspondence types and create your own. For this
reason, you require the following knowledge:
●
An understanding of correspondence types
●
An understanding of how to assign a print program
●
An understanding of how to link correspondence types to transaction and reason codes
LESSON OBJECTIVES
After completing this lesson, you will be able to:
●
Create a correspondence type
m
o
.c
il
a
gm
●
Assign a print program
●
Link correspondence types to transactions
yeand reason codes
s@
e
Correspondence Types
o
rl
ca
A correspondence type represents a type of letter in the system. You have to create a
correspondence type for every type of letter you need.
When processing business transactions, correspondence types can be manually selected by
the system user or automatically selected according to rules that the user defines.
You can use the standard correspondence types or customize them. To customize a
correspondence type, first copy it, and then make the desired changes. This is necessary
because the standard correspondence types will be overwritten by a system upgrade.
The following list outlines the standard correspondence types available:
Standard Correspondence Types
●
Payment notice: SAP01
●
Account statement: SAP06
●
Individual correspondence: SAP10
●
Open items list: SAP14
●
User-defined
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Unit 3: Correspondence
Correspondence Type Components
The following list outlines the information that can be defined for correspondence types:
Correspondence Type Information
●
Required information
-
Account number
-
Document number
●
Whether or not additional text can be added to the form
●
If the correspondence can be used across company codes
-
●
Establish intercompany relationship with the correspondence company code
The number of date fields required
The following data is required for the different types of correspondence:
Table 9: Required Data per Correspondence Type
Correspondence
Required Data
Payment notices
Document number
Account statements
Account
om number and date
.c
l
Document
number
i
Bill of exchange charges statements
a
m
@g
Internal documents
s
ye
Individual letters
Document extracts
Customer statements
e
lo
r
ca
Document number
Account number
Document number
Account number and date
The data in the table is either entered manually by the user or determined automatically by
the system after the user has selected the relevant correspondence type.
To combine data from different company codes in one letter, select the
Cross Company
checkbox in the correspondence type and assign the company codes to correspondence
company codes in Customizing.
You can use the following correspondence types in all company codes:
●
Payment notices
●
Account statements
●
Bill of exchange charges statements
●
Internal documents
●
Individual letters
●
Document extracts
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Lesson: Creating a Correspondence
Print Program
Figure 63: Printing Correspondence
m each correspondence type. The
A suitable print program and selection variant are definedofor
c
selection variant is used to print the requested correspondence.
l.
ai
The following print programs are defined for each
gmcorrespondence type:
s@
Table 10: Print Programs per Correspondence
ye Type
Correspondence Type
Payment notices
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Print Program
RFKORD00, RFKORD00_PDF
Account statements
RFKORD10, RFKORD10_PDF
Bill of exchange charges statements
RFKORD20
Internal documents
RFKORD30, RFKORD30_PDF
Individual letters
RFKORD40, RFKORD40_PDF
Document extracts
RFKORD50, RFKORD50_PDF
Customer statements
RFKORD11, RFKORD11_PDF
You can distinguish your specifications by company code. You can also choose the printer on
which you want your correspondence to be issued in the selection variant.
A correspondence type can have several form letters, and you can define the form that the
program uses to create the correspondence. The individual forms are distinguished by their
form ID. This ID is assigned to the selection variant to ensure that the correct correspondence
is printed. You can change these forms, for example, to add your company logo, address, and
additional text.
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Unit 3: Correspondence
Transaction Codes
Figure 64: Linking Correspondence Types to Transactions
You can specify which correspondence types can be used in conjunction with various online
functions. The selections you make will influence your choice of forms available during online
processing.
The following are selection examples:
●
●
Payment notices can be selected for payment transactions.
Account statements can be selected in document entry, payment
processing, document
m
display or change, and account editing (balance display
co and line item processing).
l.
i
You can make your specifications based on the company
code. If no entry exists for a
ma
g
company code, the correspondence types specified
independently
of a company code are
@
s
e
offered.
ey
o
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Reason Codes
ca
Figure 65: Linking Correspondence Types to Reason Codes
You can specify the default correspondence type for your business partner where payment
differences exist for different tolerance groups.
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Lesson: Creating a Correspondence
If you want to always issue the same type of correspondence, enter the correspondence type
in the Message Required field. If you want to choose the correspondence type during payment
settlement, leave the field blank.
If you are using different types of correspondence depending on the reason code, select the
According to Reason Code checkbox. On the reason code screen, you then define the
correspondence type for each reason code. For example, if your customer short pays an
invoice without explanation, you can follow up with a letter requesting an explanation using
the MD (Miscellaneous Deduction) reason code and a specific correspondence type.
A payment notice is created only according to the reason code as long as all of the reason
codes carry the same correspondence type. If reason codes occur with different types of
payment notices, the type of payment notice defined for the tolerance group is sent. This way
you can cover all types of reason codes.
If reason codes occur without allocated payment notices, the system again uses the tolerance
group to determine the type of payment notice.
Example of Linking Correspondence Types and Reason Codes
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Figure 66: Example of Linking Correspondence Types and Reason Codes
Assume that the tolerance group correspondence is SAP01 and your customer makes a
partial payment after a delay of two months. When you manually process this incoming
payment, you create a residual item with a reason code and request correspondence type
SAP01, payment notice.
After your correspondence request is created, you post the document. Next, you maintain
your correspondence request, that is, you print the correspondence request and the system
generates the letter using your customer’s master data and line item information.
However, if a document has several line items, some of the line items may have different
reason codes and associated correspondence types. In this case, the automatic payment
notice cannot be sent according to the reason code because the system does not know which
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Unit 3: Correspondence
correspondence type to choose. As a result, the system uses the payment notice assigned to
the tolerance group, independent of the reason codes.
LESSON SUMMARY
You should now be able to:
●
Create a correspondence type
●
Assign a print program
●
Link correspondence types to transactions and reason codes
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Unit 3
Learning Assessment
1. Payment notices are a type of correspondence with the customer.
Determine whether this statement is true or false.
X
True
X
False
2. Correspondence can — for example — be created online when you manually process
payments or from the line item display.
Determine whether this statement is true or false.
X
True
X
False
m
o
.c
l
3. A document has several line items, with different
aireason codes entered. These reason
m
g an automatic payment notice, which
codes carry different correspondence types.@For
correspondence type does the system choose?
es
y
e
lo
Choose the correct answer.
r
ca
X
A The one assigned to the tolerance group
X
B The one in the first line item
X
C The one in the line item with the largest amount
X
D The system prompts for the user to assign one
4. A customer short pays an invoice (notice: Damaged Goods). The incoming payment is
posted with the reason code
DDG — Damaged Goods. There is a correspondence type
assigned to this reason code. Which correspondence type does the system choose?
Choose the correct answer.
X
A The one assigned to the tolerance group
X
B The one assigned to the reason code
X
C The one assigned in the global settings of the Company Code
X
D The one assigned to the document type.
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Unit 3
Learning Assessment - Answers
1. Payment notices are a type of correspondence with the customer.
Determine whether this statement is true or false.
X
True
X
False
Payment notices are a type of correspondence with the customer.
2. Correspondence can — for example — be created online when you manually process
payments or from the line item display.
Determine whether this statement is true or false.
X
True
X
False
m
o
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il
a
gm
Correspondence can — for example — be created
online when you manually process
s@
e
payments or from the line item display. y
e
o
rl
3. A document has several line items,
a with different reason codes entered. These reason
c
codes carry different correspondence types. For an automatic payment notice, which
correspondence type does the system choose?
Choose the correct answer.
X
A The one assigned to the tolerance group
X
B The one in the first line item
X
C The one in the line item with the largest amount
X
D The system prompts for the user to assign one
For an automatic payment, the system uses the payment notice assigned to the tolerance
group, independent of the reason codes.
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Unit 3: Learning Assessment - Answers
4. A customer short pays an invoice (notice: Damaged Goods). The incoming payment is
posted with the reason code
DDG — Damaged Goods. There is a correspondence type
assigned to this reason code. Which correspondence type does the system choose?
Choose the correct answer.
X
A The one assigned to the tolerance group
X
B The one assigned to the reason code
X
C The one assigned in the global settings of the Company Code
X
D The one assigned to the document type.
A customer short pays an invoice (notice: Damaged Goods). The incoming payment is
posted with the reason code DDG — Damaged Goods. There is a correspondence type
assigned to this reason code. The system chooses the one assigned to the reason code.
m
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a
gm
@
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UNIT 4
Special General Ledger
Transactions
Lesson 1
Managing the Application View for Special General Ledger Transactions
117
Lesson 2
Maintaining Special General Ledger Transactions
132
Lesson 3
Understanding Purchasing (MM Integration)
139
Lesson 4
Understanding Sales and Distribution Integration
142
m
co
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s@
e
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oe
UNIT OBJECTIVES
l
ar
●
c transactions
Explain the concept of special G/L
●
Explain special G/L classes and types
●
Execute the down payment system
●
Execute individual value adjustments
●
Configure special G/L transactions
●
Understand the integrated process with Materials Management
●
Understand the integrated process with Sales and Distribution (SD)
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Unit 4
Lesson 1
Managing the Application View for Special
General Ledger Transactions
LESSON OVERVIEW
This lesson explains how to manage the application view for special general ledger (G/L)
transactions.
Business Example
You need to report certain business transactions separately in the general ledger and
subledger in Financial Accounting (FI). In this context, transactions such as down payments,
down payment requests, and individual value adjustments of doubtful receivables must be
displayed in FI. For this reason, you require the following knowledge:
●
An understanding of the special G/L transactions
●
An understanding of the particularities of special G/L transactions
om
c
An understanding of the functions of special G/L transactions
l.
i
ma
LESSON OBJECTIVES
g
s@
After completing this lesson, you will be ableeto:
ey
o
●
Explain the concept of special G/L transactions
rl
a
c
●
●
Explain special G/L classes and types
●
Execute the down payment system
●
Execute individual value adjustments
117
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Unit 4: Special General Ledger Transactions
Reconciliation Accounts
Figure 67: Display Customer: Company Code Segment – Account Management
Transactions in the subledgers, such as accounts receivable and accounts payable, are
m aim is to have the values
posted to the reconciliation accounts in the general ledger.oThe
c
available in the form of totals as well as in the general ledger
so you can quickly create a
l.
i
financial statement or income statement. To determine
the
payables
or receivables, use the
a
SAP S/4HANA application to directly display thegmbalances of the reconciliation accounts.
@
There is no need to search for the values in the
essubledger.
y
In each customer or vendor master record,oeyou must enter the reconciliation account to
l
which you want to post. The
Reconciliation
account field can be found in the company code
ar
c
segment of the customer master record or vendor master record.
Customer Invoice
Figure 68: Enter a Customer Invoice Image
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Lesson: Managing the Application View for Special General Ledger Transactions
When you enter a customer invoice or customer credit memo in accounts receivable, the
customer invoice or customer credit memo is posted to the created reconciliation account in
the same way. You can see the account number of the reconciliation account that was posted
on the FI document. The SAP S/4HANA application updates the transaction figures on the
reconciliation account in question.
Alternative Reconciliation Accounts (Special General Ledger Transactions)
m
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Figure 69: Alternative Reconciliation Accounts
rl (Special G/L Transactions)
ca
Special G/L transactions are transactions in accounts receivable and accounts payable. The
SAP S/4HANA application displays these transactions separately in the general ledger and
the subledgers.
Displaying the transactions separately may be necessary for either of the following
reasons:
●
For a company's internal reasons
●
For any specific reporting reasons
For example, down payments may not figure into the balance sheet together with receivables
and payables for goods and services.
The reconciliation account links the transactions in the subledgers to the general ledger. The
subledger master record contains the reconciliation account. If subledger account
assignments are made using a special G/L indicator, then they are posted to alternative
reconciliation accounts, such as special G/L accounts. These transactions are then displayed
separately.
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Unit 4: Special General Ledger Transactions
Special General Ledger (G/L) Classes
Figure 70: Special General Ledger Classes
m
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You can divide the purposes of special G/L transactions
il into the following three classes:
●
a
Transactions in connection with down payments
gm
s@
The SAP S/4HANA application providesyespecial, preconfigured programs and entry
e
screens used for the administration oforequested,
received, and used down payments.
l
r
Administrators can also use the SAP
S/4HANA
application
for accounts receivable or
ca menus to call preconfigured programs and entry
accounts payable. Use the standard
screens. In addition, the processing of down payments is integrated in the dunning and
payment programs.
●
Transactions in connection with bills of exchange
In the SAP S/4HANA application, you can use bills of exchange to deal with countryspecific particularities. The SAP S/4HANA application contains special preconfigured
programs and entry screens that utilize the functions of special G/L transactions. Options
for processing bills of exchange are available in the standard menus for accounts
receivable and accounts payable.
●
Other transactions
In the SAP S/4HANA application, you can use the functions of the special G/L transactions
for different types of business transactions. To control these transactions, use the
Other
option in the Document Entry menu in accounts receivable and accounts payable. The
special general ledger indicator makes it possible to pass on documents for individual
items to a reconciliation account. The indicator regulates the type of processing that is
triggered for the business transaction.
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Lesson: Managing the Application View for Special General Ledger Transactions
Special General Ledger Types
Figure 71: Special General Ledger Types
There are three ways to transfer special general ledger entries to the SAP S/4HANA
application. All three are special general ledger types.
om
.c
l
The configuration of the special G/L indicator determines
ai whether the posting is one of
m
the following:
g
s@
e
Posting Type
Description
Example
ey
o
l transactions are inAutomatic offsetting entries
These
Posting of a guarantee of
ar
c
(statistical)
cluded in notes to financial
payment
statements and are always
posted on the same offsetting account.
Noted items
Individual account assignments that are only used to
remind the respective department of due payments or
payments to be made. They
are not intended to be displayed in the general ledger.
Down payment request
Free offsetting entries
These entries are part of the
financial statements. They
are postings with freely definable offsetting entries.
Bank posting of a received
down payment
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Unit 4: Special General Ledger Transactions
Special G/L Type 1 – Automatic Offsetting Entry (Statistical)
Figure 72: Special G/L Type 1 – Automatic Offsetting Entry (Statistical)
Automatic offsetting entries (also called statistical postings)m are always made on the same
offsetting account. To simplify the posting procedure, define
co the account number for the
.
l
offsetting entry in Customizing. The SAP S/4HANAiapplication
then automatically generates
a
m
the offsetting entries.
g
@
s
When you clear open items in the respective eaccount,
the respective items in the offsetting
y
e
account are automatically cleared in the system.
o
l
r
These transactions are known as statistical
ca postings because they are either shown only in
notes to the financial statements or they are not shown at all. For example, the SAP S/4HANA
application displays the guarantees of payment made in the notes, but does not display the
guarantees received.
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Lesson: Managing the Application View for Special General Ledger Transactions
Posting – Automatic Offsetting Entry (Statistical)
om
c
Figure 73: Posting – Automatic Offsetting Entry (Statistical) .
l
ai
m
g
Here is an example of a statistical posting, or guarantee
of payment. You have made an
s@ of EUR 10000. Consequently, you have
agreement with a customer to guarantee an amount
e
eyS/4HANA application displays the liability on the
accepted liability for this amount. The SAP
o
rl account in the
customer account and on the special G/L
Guarantees of Payment Made
ca
The automatic offsetting entries are made on the clearing account for the guarantees of
payment made. The guarantee of payment is canceled once you are no longer liable for EUR
10000.
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Unit 4: Special General Ledger Transactions
Special G/L Type 2 — Noted Items
Figure 74: Special G/L Type 2 — Noted Items
m
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Noted items are special G/L transactions with informational
characteristics.
ai
gm
The noted items are used to remind the user about
s@ the following:
e
●
Due payments
●
Payments to be made that are neither
ar displayed in the general ledger nor added to it
y
oe
l
c
The creation of a noted item only updates one line item. The SAP S/4HANA application does
not make an offsetting entry. As a result, no zero balance check is made in the system.
The payment program and the dunning program can access noted items for further
processing.
Manage the noted items as open items in the SAP S/4HANA application.
You can manage the noted items as open items in the following accounts:
●
Accounts payable or receivable
●
Special G/L account
For these reasons, you should always activate the line item display for these accounts.
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Lesson: Managing the Application View for Special General Ledger Transactions
Posting Noted Items
Figure 75: Posting Noted Items
m
The following are examples of noted items:
●
●
o
.c
Down payment requests
il
Bill of exchange payment requests
a
gm
@
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ye
A down payment request is a statistical noted
item that reminds you to make a down
oe
l
payment. No transaction figures are updated
for
down payment requests. Like all special G/L
r
transactions involving down payments,
ca down payment requests can be automatically paid
and dunned. All information required by the payment or dunning program is available in the
SAP S/4HANA application.
There are customer down payment requests and vendor down payment requests. The goal of
customer down payment requests is to allow the payment program to automatically process
down payments. Collection authorization from the customer is a prerequisite.
When you enter the down payment request in the SAP S/4HANA application, the request
allows a customer to either create their own reminder or receive a reminder through an
automated process.
Vendor down payment requests are required to regulate down payments using the payment
program.
The SAP S/4HANA application does not update transaction figures when you enter the noted
items. This means that even though items can exist on the line item list, the items do not
affect the displayed balance of the customer. Furthermore, the special G/L account posted
always displays a balance of zero.
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Unit 4: Special General Ledger Transactions
Special G/L Type 3 – Free Offsetting Entries
Figure 76: Special G/L Type 3 – Free Offsetting Entry
om
c
Special G/L transactions, which are defined as free offsetting
entries, create appropriate
lof. posting, the SAP S/4HANA
i
postings in the general ledger. Depending on the type
ma
application automatically credits or debits the alternative
reconciliation account. You must
g
@
enter the G/L account for the offsetting entry.es
ey
o
Posting – Free Offsetting Entries
rl
ca
Figure 77: Posting – Free Offsetting Entries
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Lesson: Managing the Application View for Special General Ledger Transactions
In an example of a free offsetting entry for an incoming down payment, a customer responds
to a down payment request with a payment of EUR 11,000. The SAP S/4HANA application
registers the incoming payment in both the subledger account for the customer and in the
alternative reconciliation account (received down payments) of the general ledger. The bank
balance sheet account (which varies depending on the bank and account number) to be
credited with the incoming payment can be selected in the SAP S/4HANA application during
the transaction.
A down payment made by the customer prior to the performance of a service is a payable
and, therefore, must not change the receivables reconciliation account. The special G/L
account (alternative reconciliation account) for down payments made is displayed in the
payables area of the financial statements.
The down payment must be transferred or written off after generating the invoice.
Customer and Vendor Down Payment Procedures
m
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Figure 78: Down Payments in the Customer Area – Example
The procedure for making down payments in the customer area is as follows:
1. The down payment is requested.
Down payment requests are noted items. The down payment requests do not change any
account balances. You can automatically issue dunning notices and make payments
based on down payment requests.
2. The down payment is received.
The SAP S/4HANA application displays the received down payments as payables in your
accounts. The received down payments must not change the balance of the
Receivables
reconciliation account. You can administer the received down payments in the
Down
Payments Received alternative reconciliation account, which is in the
Payables area in the
financial statements.
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Unit 4: Special General Ledger Transactions
3. The customer is invoiced.
The customer receives an invoice whenever goods are supplied or services are performed.
4. The down payment is posted and cleared with invoice.
Now that it has cleared, the down payment is no longer considered a down payment.
Display the amount as a payment on the normal reconciliation account.
5. The payments are cleared.
The items are cleared when the customer's balance is paid.
Down Payments in the Vendor Area
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Figure 79: Down Payments in the Vendor Area – Example
The procedure for down payments in the vendor area is as follows:
1. The down payment request is posted.
2. The down payment made is entered.
3. The vendor invoice is created.
4. The down payment is cleared.
5. The payment is cleared when the balance is paid.
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Lesson: Managing the Application View for Special General Ledger Transactions
Individual Value Adjustment
m
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Figure 80: Individual Value Adjustment – Example
il
a
gm
@
When preparing the balance statements for the
esyear-end closing, you need to enter the
y
disputed or doubtful receivables as individual
oe value adjustments.
rl
The special general ledger procedurecaapplies here because the transaction is entered in
the following places:
●
Customer account
●
Special G/L account, Individual Value Adjustments for Receivables
The following accounting procedure is applicable for Individual Value Adjustments:
1. The receivable is entered in the customer account.
2. The individual value adjustment without tax is entered. The expenses are now in the right
place on the Expense for Individual Value Adjustment account, for income statement
reporting purposes.
3. The individual value adjustment is cleared after the key date for the balance sheets, which
means it is reversed.
4. The final value adjustment is made after you ascertain that the receivable is uncollectable.
In this case, you make a posting to the Expenses for Uncollectable Receivables account.
The special G/L account is not used here, because adjustment postings must be made to
the regular customer reconciliation account.
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Unit 4: Special General Ledger Transactions
Guarantees of Payment
Figure 81: Guarantees of Payment – Customer (Payment Guarantee Made)
The subject of guarantees of payment was previously introduced during the presentation of
m
the special general ledger type for statistical offsetting entries
co (automatic).
.
lto guarantee a sum of EUR 10,000,
You have agreed with a customer that you will assume
ai
m
thereby accepting potential liability for the amount.
You post a ‘guarantee made’ to your
@g made’ to the special G/L account
customer’s account. The system posts a ‘guarantee
s
ye entry to the “Clearing account Guarantee
automatically. The system makes the offsetting
e
made”.
lo
ar
c to the balance sheet.
Guarantees made are shown in the notes
The figure shows the following transactions:
●
Posting transaction (1) shows the posting of the guarantee made.
●
Posting transaction (2) shows the cancellation of the guarantee made.
Guarantees of payment are stored in SAP as transactions with automatic offsetting entries.
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Lesson: Managing the Application View for Special General Ledger Transactions
Guarantees of Payment – Vendor
Figure 82: Guarantees of Payment – Vendor (Guarantee Received)
You have entered into an agreement with a vendor to make the guarantee on your behalf. This
m G/L account.
transaction is displayed on the vendor account and on a special
co
.
l
ai
The figure shows the following transactions:
m
●
g guarantee made.
Posting transaction (1) shows the posting of@the
●
Posting transaction (2) shows the cancellation
of the guarantee made.
ey
es
o
LESSON SUMMARY
You should now be able to:
l
ar
c
●
Explain the concept of special G/L transactions
●
Explain special G/L classes and types
●
Execute the down payment system
●
Execute individual value adjustments
131
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Unit 4
Lesson 2
Maintaining Special General Ledger
Transactions
LESSON OVERVIEW
This lesson explains how to maintain special general ledger (G/L) transactions.
Business Example
You need to define the special G/L transactions using special G/L indicators. To do this, you
need to check any existing settings and the desired account determination. If necessary,
define the desired account determination in consultation with the respective department. For
this reason, you require the following knowledge:
●
An understanding of posting keys and alternative reconciliation accounts
●
An understanding of account determination
LESSON OBJECTIVES
After completing this lesson, you will be able to:
●
m
o
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a
gm
Configure special G/L transactions
@
s
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e
Posting Keys
o
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ca
Figure 83: Posting Keys
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Lesson: Maintaining Special General Ledger Transactions
You can use special posting keys and special G/L indicators to post special G/L transactions
from the application side. The posting keys require a special configuration for you to be able
to post this way.
The following posting keys are assigned to special G/L transactions in the standard
system:
●
09
●
19
●
29
●
39
The figure shows the configuration of posting key 09. The special G/L indicator indicates that
the posting key is used to enter special G/L transactions. Always include the special G/L
indicator in the entry.
Alternative Reconciliation Accounts
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e
o
rl
ca
Figure 84: Special General Ledger – Account Control
Post special G/L transactions to an account defined in Customizing. Do not post special G/L
transactions to the reconciliation account defined in the master record. Instead, create these
accounts as general ledger accounts in Financial Accounting (FI) and configure them
according to the requirements.
The special G/L accounts have been defined as reconciliation accounts for the D account type
or the K account type.
In contrast to normal reconciliation accounts, such as the accounts for customers or vendors,
the line item display is generally active in special G/L accounts. This means you can display a
list of line items in the SAP S/4HANA application.
Use the field status group to change the screen layout for postings that are entered.
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Unit 4: Special General Ledger Transactions
Properties and Account Determination
Figure 85: Configuration of Special General Ledger Transactions
m
o the standard SAP S/4HANA
Special G/L transactions are part of the scope of deliverycof
.
application.
il
ma
When creating special G/L transactions in the system,
@g you can make the following
individual adjustments:
es
y
●
Enter different account numbers for reconciliation
accounts or special G/L accounts
oe
●
Choose other posting keys or G/L
caindicators for individual transactions
●
rl
Choose other settings for automatic postings including the accounts to be posted to,
posting keys, and rules for account assignments with automatic postings
The special G/L indicator defines a particular configuration of a special G/L transaction and
the account type, such as customer account or vendor account.
The account type is relevant here, because customer and vendor down payments are
configured separately.
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Lesson: Maintaining Special General Ledger Transactions
Definition of Properties and Accounts
om
Figure 86: Special G/L Transactions – Definition of Properties c
and Accounts
.
l
ai
In the SAP S/4HANA application, the characteristics
gm of each special G/L indicator are defined
@
s
under Properties . These characteristics areedefined
in connection with the account type.
ey
o as follows:
The properties of special G/L indicatorslare
r
●
Noted items
ca
You can determine that a special G/L transaction does not update any account balances.
●
Relevance for credit limit check
You can include special G/L transactions in the credit limit check for customers. Noted
items are not taken into account. All other transactions can be selected accordingly.
●
Warning against commitments
You can define a warning message to notify a user of a special G/L transaction. The user
then receives the warning message when they post to a customer or vendor account.
For example, when posting a vendor invoice, it is useful to know that there is a down
payment for this vendor.
●
Target special G/L indicator
This entry is only relevant for noted items. For noted items, you can set which special G/L
indicators can be added as target special G/L indicators when you enter (apply) a payment
request. The target special general G/L indicator is used in the standard system for down
payment requests.
●
Special G/L transaction class
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Unit 4: Special General Ledger Transactions
The special G/L transaction class determines whether the transaction is a down payment,
a bill of exchange, or any other type of transaction.
●
Posting key
Only posting keys 09, 19, 29, and 39 can be used with the respective special general ledger
indicators.
The alternative special G/L account is selected when special G/L indicators are used, and it is
saved separately in account determination for each chart of accounts. The SAP S/4HANA
application operates from the reconciliation account found in the master record of the
customer or vendor. The SAP S/4HANA application then assigns the special G/L account
defined in the account determination during posting.
Automatic Statistical Offsetting Entries
m
o
.c
il
a
gm
@
s
ye
e
o
rl
ca
Figure 87: Configuration – Automatic Statistical Offsetting Entries
Statistical postings are always made on the same offsetting account. The location of the
account is based on a combination of the account type (customer or vendor account) and the
special G/L indicator used.
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Lesson: Maintaining Special General Ledger Transactions
Setting Up Your Own Special G/L Transactions – Noted Items
Figure 88: Setting Up Your Own Special G/L Transactions – Noted Items
When setting up several special G/L transactions, you can take advantage of the SAP S/
4HANA application features.
The SAP S/4HANA application does not update the transaction figures for noted items. There
is no offsetting account assignment. Information or reminders are only visible on the
customer or vendor account.
For example, if you ship goods in containers you want the SAP
m S/4HANA application to show
o
which customer currently has a container. A corresponding
special G/L indicator, defined as a
.c
l
noted item, should be created in the configuration. An
alternative
reconciliation account
i
should be stored.
ma
@g
s
e
Statistical Items with Automatic Offsetting Entries
ey
o
rl
ca
Figure 89: Statistical Items with Automatic Offsetting Entries
You can set up a special G/L transaction with automatic offsetting entry, in addition to saving
an alternative special G/L account (alternative reconciliation account) for the selected special
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Unit 4: Special General Ledger Transactions
G/L indicator. To set up a special G/L transaction, you also need to create a clearing account
in the table for accounts for automatic (offsetting) postings.
Do this using the same process used with the guarantees of payment special general ledger
transaction.
Transaction with Manual Offsetting Entry
m
Figure 90: Transaction with Manual Offsetting Entry
o
.c
il
a
gm
@
Save the alternative G/L account (also knownesas the alternative reconciliation account) for
the selected special G/L indicator. You must
eymanually enter the offsetting account during the
o
transaction.
rl
LESSON SUMMARY
You should now be able to:
●
ca
Configure special G/L transactions
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Unit 4
Lesson 3
Understanding Purchasing (MM Integration)
LESSON OVERVIEW
This lesson explains the integration of Purchasing and Materials Management (MM).
Note:
When you use Financial Accounting (FI) and MM together, note that the down
payments apply to both areas. Therefore, you should take both of these into
account when the down payment is being processed in FI and MM. The respective
order can be referred to when you enter a down payment. The system issues
a message whenever you enter a vendor invoice using logistic invoice verification.
As of enhancement package 4, when you create a purchase order, it is possible to
control down payments (or down payment requests) and to clear down payments
within the vendor invoice.
m payments within the vendor
As of enhancement package 5, the clearing of odown
c
invoice is also possible with activated document
. split.
il
The business function LOG_MMFI_P2P
ma (
g
activated.
@
MM, integration of MM and FI ) must be
s
e
ey
o
l
ar
Business Example
c
Your company uses the SAP S/4HANA FI and MM components, and is interested in the
integrative aspect of down payments.
A particular order can be referred to when you enter a down payment. A system message is
issued indicating that there is a down payment for this order when the vendor invoice is
entered using Logistics Invoice Verification. The down payment is cleared after conducting
the Logistics Invoice Verification.
When you create a purchase order, you must fill in the down payment information, post the
down payments using the Down Payment Monitor, and then clear the down payment in the
vendor invoice. In order to complete these steps, you need to be familiar with the new options
available with the activated business function. For this reason, you require the following
knowledge:
●
An understanding of the integration of down payments in special G/L transactions
LESSON OBJECTIVES
After completing this lesson, you will be able to:
●
Understand the integrated process with Materials Management
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Unit 4: Special General Ledger Transactions
Three-Step Reconciliation
Figure 91: Three-Step Reconciliation (Standard Procedure)
m
o
.c
The three-way match is the standard procedure used itol post procurement transactions.
ma
The procedure involves the following three steps:
@g
s
1. Creation of a purchase order
e
ey
o
l MM. No postings are made in FI.
This step is carried out exclusivelyrin
2. Goods receipt
ca
In the goods receipt step, you create a material document in MM to update the stock. At
the same time, a document is created in Fl within the SAP S/4HANA application. This
document describes the valuated goods that can be posted to the material stock account
or consumption account (debit) and to a goods or invoice receipt clearing account
(credit). A common abbreviation for the clearing account is the GR/IR account.
3. Invoice receipt
When a vendor invoice is posted in MM, a document is also created in Fl. This document
posts the invoice amount to the goods or invoice receipt account (debit) and the vendor
account (credit).
Depending on the order in which you receive the goods and the invoice, you can change the
order of the goods receipt and invoice receipt steps. The goods or invoice receipt clearing
account is kept as an open item account. It is used to ensure that goods have been received
for every invoice and that an invoice is issued for all goods received. Document types for FI
documents can be defined during configuration.
Three-Way Match and Down Payments
If down payments are posted in the company through special G/L transactions, this must be
taken into account in connection with MM.
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Lesson: Understanding Purchasing (MM Integration)
The accounting procedure involves the following steps:
1. The purchase order is posted. The vendor prefers a down payment from the customer for
the purchase order. Enter the down payment information on the purchase order.
2. The down payment is posted using the Down Payment Monitor (
ME2DP).
3. The goods are received and posted as usual with reference to the purchase order number.
4. The vendor sends the invoice. It is posted through Logistics Invoice Verification with
reference to the purchase order number. A message appears that there is a down
payment for this order.
If these steps are completed prior to posting, you can choose Down Payment Clearing in
this transaction.
LESSON SUMMARY
You should now be able to:
●
Understand the integrated process with Materials Management
m
o
.c
il
a
gm
@
s
ye
e
o
rl
ca
141
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Unit 4
Lesson 4
Understanding Sales and Distribution
Integration
LESSON OVERVIEW
This lesson provides an overview of the connections between Financial Accounting (FI) and
Sales and Distribution (SD) in the area of special G/L transactions down payment requests
and down payments.
Business Example
You have entered into a down payment agreement with a customer, in the areas of assets
under construction and capital goods.
You need to store the down payments and down payment requests in Sales. For this reason,
you require the following knowledge:
●
An understanding of the SD and FI down payment process
m
o
.c
LESSON OBJECTIVES
il
a
m
After completing this lesson, you will be able to:g
●
s@
Understand the integrated process with Sales
ye and Distribution (SD)
e
o
rl
ca
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Lesson: Understanding Sales and Distribution Integration
SD/FI Down Payment Process
m
o
.c
il
a
gm
Figure 92: Sales Transaction
@
s
ye
The phases of a sales transaction are as follows:
oe
1. Sale
rl
ca
The sales order is the basis for a sales transaction. As the first step of the sales
transaction, you must create a sales order after a customer has placed an order. The sales
order is a sales document, which does not result in any postings in FI.
2. Shipping
A delivery document is created on the day of the delivery. You can only bill the delivery
once you have withdrawn the goods from stock and posted them as a goods issue. This is
an independent step within the delivery procedure.
The warehouse management function is used to withdraw the inventory. You must create
a transport order to generate the pick order. The ordered goods are taken from the
warehouse and prepared for shipping.
The goods to be delivered are posted as a goods issue. A goods issue document is created
in MM and an accounting document is created in FI in order to post the goods issue on the
correct G/L accounts. The accounting document debits the account with the sold goods
and credits the account with the stock.
3. Billing
Billing is the last phase of a sales transaction. A billing document is generated in SD. The
customer receives a printed invoice. A financial document is generated simultaneously for
143
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Unit 4: Special General Ledger Transactions
the receivables and revenues to be posted on the right accounts. The accounting
document debits the account of the customer and credits the account of the company.
The document flow is an instrument that you can use to view the documents belonging to a
transaction.
SD/FI Down Payment Request
m
o
.c
il
a
gm
Figure 93: SD/FI Down Payment Process
@
s
ye
When you store a down payment in a saleseorder, a down payment request is sent to the
o payment request (Sales) is also automatically
customer for the payment due date. Theldown
r
posted in FI as a noted item, using special
ca G/L indicator F.
Down Payment Agreements in the Sales Order
Figure 94: Down Payment Agreements in the Sales Order
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Lesson: Understanding Sales and Distribution Integration
As soon as the invoice date in the billing plan is reached, a down payment invoice is created
and sent to the customer. Use the FAZ billing type to create the down payment request.
Down Payment Request
Figure 95: Down Payment Request
Down payment requests are made in SD as part of a billing plan. They are billing documents
omrequest is made in SD, a letter
with a particular billing type (FAZ). When a down payment
c
stating the anticipated amount and due date is sent to the
l. customer.
i
a
gm
Incoming Down Payment
@
s
ye
e
o
rl
ca
Figure 96: Incoming Down Payment
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Unit 4: Special General Ledger Transactions
If an incoming payment is posted for a down payment, then the down payment is assigned to
the down payment request. The amount of the down payment made is assigned to the sales
order. The line item has the special G/L indicator A.
When the down payment request is paid, the incoming payment is displayed as a down
payment in FI. The incoming payment is posted with the special G/L indicator (SHK) A.
Select the incoming payment from the open requests and then assign the incoming payment
to the transaction with the
Add Down Payment button. The SAP S/4HANA application
displays the down payments with the special G/L indicator A in the open items in accounts
receivable. After the down payment has been posted, the corresponding down payment
request appears as cleared in the document flow of the SD order.
With partial or final invoices, the down payments made are transferred as down payments
that need clearing. In FI, the down payment postings are removed from the special
reconciliation account. The documents are then added to the reconciliation account stored in
the master record of the customer account. As a result, the down payments to be cleared are
displayed with the open items of the customer. This reduces the total amount of receivables.
LESSON SUMMARY
You should now be able to:
●
Understand the integrated process with Sales and Distribution (SD)
m
o
.c
il
a
gm
@
s
ye
e
o
rl
ca
146
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Unit 4
Learning Assessment
1. Special G/L transactions are transactions in accounts receivable and accounts payable
and are separately displayed in the general ledger and subledgers.
Determine whether this statement is true or false.
X
True
X
False
2. Transactions in the subledgers (for example, accounts receivable and accounts payable)
are always also posted on the reconciliation accounts in the general ledger.
Determine whether this statement is true or false.
X
X
True
m
o
.c
False
il
a
gm
3. What sort of special general ledger types exist?
@
s
e
ey
Choose the correct answers.
o
l
ar
X
A Noted items
X
B Final payments
X
C Automatic offsetting entries (statistical)
X
D Free offsetting entries
X
E Other types
c
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Unit 4: Learning Assessment
4. Which of the following statements apply to the special general ledger types of noted
items?
Choose the correct answers.
X
A No special general ledger indicators of your own can be created of this type.
X
B The account for the offsetting entry is selected automatically.
X
C No postings are made on an offsetting account.
X
D Noted items are assigned to an alternative reconciliation account, but not posted.
X
E No zero balance check is made in the system.
5. For which of the following transactions can you use noted items?
Choose the correct answer.
X
A Late payment
X
B Down payment request
X
C Vendor payment
X
D Customer payment
m
o
.c
il
6. In the SAP S/4HANA application, the payment
maprogram and dunning program can access
g
noted items for further processing.
s@
ye
Determine whether this statement is true
oe or false.
rl
X
True
X
False
ca
7. Which of the following is an example of an automatic offsetting entry?
Choose the correct answer.
X
A Bank posting of a received down payment
X
B Posting of a guarantee of payment
X
C Down payment request
8. Transaction figures are updated for down payment requests.
Determine whether this statement is true or false.
X
True
X
False
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Unit 4: Learning Assessment
9. Which is the possible first step in the procedure of making down payments in the
customer area?
Choose the correct answer.
X
A Down payment request
X
B Down payment received
X
C Customer invoice
X
D Clearing
10. When preparing the balance statements for year-end closing, you need to enter the
disputed or doubtful receivables as flat-rate value adjustments.
Determine whether this statement is true or false.
X
True
X
False
11. You can post the special G/L transactions from the application side using special posting
keys and special general ledger indicators.
Determine whether this statement is true or false.
X
X
m
o
.c
il
a
gm
True
@
s
ye
False
e
o
rl
12. Special G/L indicators for customer
ca and vendor down payments are configured together.
Determine whether this statement is true or false.
X
True
X
False
13. For which of the following special G/L transactions does the SAP S/4HANA application
not update the transaction figures?
Choose the correct answer.
X
A Noted items
X
B Customer account
X
C Vendor account
X
D Special general ledger account
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Unit 4: Learning Assessment
14. When procurement transactions are posted, which of the following steps is exclusively
carried out in Materials Management?
Choose the correct answer.
X
A Creation of purchase order
X
B Goods receipt
X
C Invoice receipt
15. During the invoice receipt step of the three-step reconciliation, a material document is
created in Materials Management to update the stock.
Determine whether this statement is true or false.
X
True
X
False
16. The document flow is an instrument that you can use to view the documents belonging to
a purchase order.
Determine whether this statement is true or false.
X
True
X
False
m
o
.c
il
a
gm
@
s
ye
17. Where is the billing document created e(in an integrated scenario)?
Choose the correct answer.
X
A Financial Accounting
X
B Sales and Distribution
X
C Accounting
X
D Materials Management
o
l
ar
c
18. A sales order creates a Financial Accounting (FI) entry.
Determine whether this statement is true or false.
X
True
X
False
150
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Unit 4
Learning Assessment - Answers
1. Special G/L transactions are transactions in accounts receivable and accounts payable
and are separately displayed in the general ledger and subledgers.
Determine whether this statement is true or false.
X
True
X
False
Special G/L transactions are transactions in accounts receivable and accounts payable
and are separately displayed in the general ledger and subledgers.
2. Transactions in the subledgers (for example, accounts receivable and accounts payable)
are always also posted on the reconciliation accounts in the general ledger.
Determine whether this statement is true or false.
X
True
X
False
m
o
.c
il
a
gm
@
s
ye
Noted Items are not really posted on the
oe Alternative Reconciliation Account.
l
ar
c
3. What sort of special general ledger types exist?
Choose the correct answers.
X
A Noted items
X
B Final payments
X
C Automatic offsetting entries (statistical)
X
D Free offsetting entries
X
E Other types
Automatic offsetting entries (statistical), free offsetting entries, and noted items are the
three special general ledger types (down payments, bills of exchange, and other types are
referred to as special general ledger classes).
151
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Unit 4: Learning Assessment - Answers
4. Which of the following statements apply to the special general ledger types of noted
items?
Choose the correct answers.
X
A No special general ledger indicators of your own can be created of this type.
X
B The account for the offsetting entry is selected automatically.
X
C No postings are made on an offsetting account.
X
D Noted items are assigned to an alternative reconciliation account, but not posted.
X
E No zero balance check is made in the system.
Noted items are purely reminders. No zero balance check is made since no assignments
are made to offsetting accounts.
5. For which of the following transactions can you use noted items?
Choose the correct answer.
X
A Late payment
X
B Down payment request
X
X
m
o
.c
C Vendor payment
il
a
gm
D Customer payment
@
s
ye
For down payment request, you can use
e noted items.
o
l
ar
6. In the SAP S/4HANA application,
c the payment program and dunning program can access
noted items for further processing.
Determine whether this statement is true or false.
X
True
X
False
In the SAP S/4HANA application, the payment program and dunning program can access
noted items for further processing.
7. Which of the following is an example of an automatic offsetting entry?
Choose the correct answer.
X
A Bank posting of a received down payment
X
B Posting of a guarantee of payment
X
C Down payment request
Posting of a guarantee of payment is an example of an automatic offsetting entry.
152
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Unit 4: Learning Assessment - Answers
8. Transaction figures are updated for down payment requests.
Determine whether this statement is true or false.
X
True
X
False
No transaction figures are updated for down payment requests.
9. Which is the possible first step in the procedure of making down payments in the
customer area?
Choose the correct answer.
X
A Down payment request
X
B Down payment received
X
C Customer invoice
X
D Clearing
Down payment request is the first step in the procedure of making down payments in the
customer area.
om
c
10. When preparing the balance statements for year-end
l. closing, you need to enter the
i
disputed or doubtful receivables as flat-rate value
adjustments.
ma
g
Determine whether this statement is true ors@false.
ye
e
lo
X True
r
ca
X
False
When preparing the balance statements for year-end closing, you need to enter the
disputed or doubtful receivables as individual value adjustments.
11. You can post the special G/L transactions from the application side using special posting
keys and special general ledger indicators.
Determine whether this statement is true or false.
X
True
X
False
You can post the special G/L transactions from the application side using special posting
keys and special general ledger indicators.
153
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Unit 4: Learning Assessment - Answers
12. Special G/L indicators for customer and vendor down payments are configured together.
Determine whether this statement is true or false.
X
True
X
False
Special G/L indicators for customer and vendor down payments are configured
separately.
13. For which of the following special G/L transactions does the SAP S/4HANA application
not update the transaction figures?
Choose the correct answer.
X
A Noted items
X
B Customer account
X
C Vendor account
X
D Special general ledger account
The SAP S/4HANA application does not update the transaction figures for noted items.
om
c
. the following steps is exclusively
14. When procurement transactions are posted, whichlof
i
carried out in Materials Management?
ma
g
Choose the correct answer.
s@
e
ey
o
X A Creation of purchase orderrl
ca
X
B Goods receipt
X
C Invoice receipt
When procurement transactions are posted, creation of purchase order is exclusively
carried out in Materials Management.
15. During the invoice receipt step of the three-step reconciliation, a material document is
created in Materials Management to update the stock.
Determine whether this statement is true or false.
X
True
X
False
During the invoice receipt step of the three-step reconciliation, the vendor invoice is
posted in Materials Management and a document is created in Financials.
154
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Unit 4: Learning Assessment - Answers
16. The document flow is an instrument that you can use to view the documents belonging to
a purchase order.
Determine whether this statement is true or false.
X
True
X
False
The document flow is an instrument that you can use to view the documents belonging to
a purchase order.
17. Where is the billing document created (in an integrated scenario)?
Choose the correct answer.
X
A Financial Accounting
X
B Sales and Distribution
X
C Accounting
X
D Materials Management
The billing document is created in Sales and Distribution.
om
c
.
18. A sales order creates a Financial Accounting (FI) lentry.
i
Determine whether this statement is true or false.
ma
g
s@
e
X True
ey
o
rl
X False
ca
A sales order does not create a Financial Accounting (FI) entry.
155
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UNIT 5
Parking Documents
Lesson 1
Managing Document Parking Basics and Document Holding
157
Lesson 2
Processing Parked Documents
162
Lesson 3
Managing Document Parking and Workflow
167
m
UNIT OBJECTIVES
●
●
●
o
.c
l
ai
m
g and document holding
Explain the difference between document parking
s@
e
y
Create, change, delete, and post parkededocuments
o
rl
Explain workflow basics
ca
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Unit 5
Lesson 1
Managing Document Parking Basics and
Document Holding
LESSON OVERVIEW
This lesson explains the document parking and hold document functions.
Business Example
Numerous documents are entered in Financial Accounting (FI). If the information required for
the respective posting is not yet known at the time of entry, or if additional information is
required, previously entered data should not be deleted, but instead used further. The user
department is interested in the possible procedures. For this reason, you require the following
knowledge:
●
An understanding of the document parking function
●
An understanding of the differences between parking documents and holding documents
m
LESSON OBJECTIVES
After completing this lesson, you will be able to:
o
.c
il
a
gm
●
@
s
Explain the difference between documenteparking
and document holding
y
e
lo
r
Basics of Document Parking versus
ca Hold Document
Figure 97: Scenarios for Entering Documents
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Unit 5: Parking Documents
An employee in financial accounting is currently entering documents in the SAP S/4HANA
application. One of the documents that the employee is dealing with consists of ten line items.
The cost center for item nine cannot be determined exclusively from the documents. The
employee cannot save or post the document because it is incomplete, so the employee must
assign the general ledger (G/L) account to a cost center. If the posting procedure is
interrupted, then the employee will need to re-enter the data.
Holding or Parking Documents as Possible Solutions
m
o
.c
il
a
gm
@ Solutions
Figure 98: Holding or Parking Documents as Possible
s
e
ey
o
Document entry can be interrupted for alvariety
of reasons. The user department is looking
r
a
for a way to temporarily save the data
c entered up until the point of interruption so users can
resume data entry from the same point.
Holding documents and parking document allows users to retain entries without performing
complete FI posting.
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Lesson: Managing Document Parking Basics and Document Holding
Holding Documents
Figure 99: Overview of Holding Documents
The Hold Document function allows you to temporarily save
the entered data so that you can
om application holds do not have to
continue data entry later. Documents that the SAP S/4HANA
c
.
be complete.
il
ma
The account balances are not updated in the held@gdocuments, and the data of the held
s S/4HANA application does not assign any
document is not available for evaluation. TheeSAP
y
document number to the held documents.oe
l
r
The user making the data entries is prompted
to name the document after selecting the Hold
ca
Document function. The user can find the document under this name at a later time.
A user can complete, post, or delete the held document at a later point in time. However,
there is a risk of forgetting held documents and not posting them completely.
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Unit 5: Parking Documents
Parking Documents
Figure 100: Overview Parking Documents Image
Document parking enables you to enter incomplete documents
in the SAP S/4HANA
om extensive input checks on
application. With document parking, you do not have to crun
.
incomplete documents. When parking documents, theilSAP S/4HANA application assigns a
a
document number using the document type in thegmsame way as with normal FI postings. You
must pass on the document number if it has been
s@ assigned externally.
e
y
oe
Parked documents can be supplemented,l checked, and posted later on. No data, such as
r
transaction figures, can be updated when
ca parking documents. Data from parked documents
is available to the system for real-time evaluations. As a result, for example, amounts from
parked documents can be used for the advance return for tax on sales/purchases.
The Park Document function is available for conventional postings and the new posting
screen.
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Lesson: Managing Document Parking Basics and Document Holding
Additional Park Document Functions
m
Figure 101: Additional Park Document Functions
o
.c
l
ai
m
Parked documents can be completed, changed, posted,
and deleted at a later point in time.
g
s@
e
Parked documents must be complete in order
y to turn them into correct FI postings. You need
elonger
o
to delete the parked documents that are no
required.
l
r
a support substitutions. If you need to use
The document parking feature does c
not
substitutions with parked documents, you must first turn them into accounting documents.
The Park Document functions are more effective than the Hold Document functions. Many
companies use document parking to implement the dual-control principle. Authorizations
allow you to model areas of responsibility.
LESSON SUMMARY
You should now be able to:
●
Explain the difference between document parking and document holding
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Unit 5
Lesson 2
Processing Parked Documents
LESSON OVERVIEW
This lesson explains how to process parked documents.
Business Example
The user department is interested in the document parking function and needs detailed
information on documents that have been parked. You need to know the data of parked
documents that can be changed and the ones that can be deleted. For this reason, you
require the following knowledge:
●
An understanding of how to edit, delete, and post parked documents
LESSON OBJECTIVES
After completing this lesson, you will be able to:
●
Create, change, delete, and post parked documents
m
o
.c
il
a
m
Further Processes for Parked Documents (without
Workflow)
@g
s
ye
e
lo
r
ca
Figure 102: Further Processing of Parked Documents Image
You can use document parking to enter and store incomplete documents in the SAP S/
4HANA application without comprehensive input checks. Document parking can be used in
various ways.
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Lesson: Processing Parked Documents
You can use account assignment templates to park documents, but not reference
documents. You can also park cross-company-code transactions. Only one parked document
is created in the initial company code for cross-company-code transactions. Two documents
with a cross-application number are created when you post the document.
When you save a parked document, no transaction figures or asset values are updated, nor
are control totals.
In addition, automatic postings are not created, and the balance is not checked. However, the
SAP S/4HANA application displays the balance in the document overview of the parked
documents.
Uses of Document Parking
The following are the areas of use of document parking:
●
●
●
Temporary storage of input values when parking documents
Displaying multilevel models when parking documents (for example, dual control principle
and approval procedures)
Work assignment using worklists (streamlining or acceleration of workflows)
Ways of using document parking:
●
Customer accounts (invoices and credit memos)
●
Vendor accounts (invoices and credit memos)
●
General ledger accounts (general ledger account postings)
om
.c
l
You can park documents for customer accounts, vendor
accounts, and general ledger
ai
m
accounts.
g
s@
e
Documents parked in the SAP S/4HANA application
usually require further processing. While
y
e
there are various ways to process parked odocuments, the most customary procedure is to
rl can delete parked documents only in exceptional
edit and then post them, as necessary.aYou
c
cases.
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Unit 5: Parking Documents
Edit Parked Documents
m
Figure 103: Edit Parked Documents
o
.c
il
a and amounts at the header and item
You can edit parked documents. You can also edit mfields
g
level. The document-change rules that are saved
s@ for documents posted in the SAP S/4HANA
e
application do not apply to parked documents.
y
oe
You can make changes to parked documents
rl as often as required, and multiple changes to
the documents are possible. For example,
ca you can change date information, amounts,
accounts, and account assignment objects. However, you cannot change the currency, the
document type and number, or the company code in the parked documents.
Post Parked Documents
Figure 104: Post Parked Documents
You can post parked documents as standard transactions individually, or by using a selection
list. If you post several parked documents using a selection list, the SAP S/4HANA application
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Lesson: Processing Parked Documents
subsequently issues a list indicating which documents were successfully posted. Parked
documents that could not be posted due to missing information, such as cost account
assignments, can be post processed in the list. You can also create a batch input session to
post the parked documents.
Conversion of Parked Document into Proper Document
The following actions take place when a parked document is converted into a proper
document:
●
The usual document posting checks are performed.
●
A normal, complete FI document is created.
●
The history, such as changes to parked documents, is documented.
●
The document number remains the same.
●
The transaction figures are updated.
●
The parked document is deleted after a normal FI document is created.
Whenever a parked document is posted, the data from that document is deleted, a document
is written to the document database, and the respective data (transaction figures) is updated.
The document number of the parked document becomes the number of the posted
document.
The person who made the entries is noted in the document header of the FI document.
m
o
.c
Parked Documents and Reporting
il
a
gm
@
s
ye
e
o
rl
ca
Figure 105: Parked Documents and Reporting
Document parking is linked to the account display and reporting functions in FI. Numerous
reports can evaluate parked documents. You can include parked documents in the document
journal and view them in the line item display.
The following table lists the differences between parked documents and documents
posted properly:
Post Document or Posted
Document
Park Document or Parked
Document
Update transaction figures
Yes
No
Document deletion possible
No (alternative - reversal)
Yes
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Unit 5: Parking Documents
Post Document or Posted
Document
Park Document or Parked
Document
Changes to the posted or
parked documents possible
Yes (with limitations)
Yes
Amounts, account numbers,
account assignment objects,
date specifications
No
Yes
In accordance with the document change rules, taking
GAAP into account
Yes
Not relevant
LESSON SUMMARY
You should now be able to:
●
Create, change, delete, and post parked documents
m
o
.c
il
a
gm
@
s
ye
e
o
rl
ca
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Unit 5
Lesson 3
Managing Document Parking and Workflow
LESSON OVERVIEW
This lesson explains the workflow options for parking documents.
Business Example
Several employees are involved in posting Financial Accounting (FI) documents in the user
department. One employee parks the documents, while another checks the account
assignment, supplements any missing account assignment objects, and then ensures the
postings to update the transaction figures are made. The department would like to find out
the extent to which the SAP S/4HANA application supports this process flow. For this reason,
you require the following knowledge:
●
An understanding of how to use the workflow for parking documents
●
An understanding of the advantages of using workflows for parking documents
m
LESSON OBJECTIVES
After completing this lesson, you will be able to:
●
o
.c
il
a
gm
Explain workflow basics
@
s
ye
e
Workflow Processes
o
rl
ca
Figure 106: Workflow at a Glance
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Unit 5: Parking Documents
Five Essential Questions
Figure 107: Five Essential Questions about Every Business Process Image
The SAP Business Workflow has the following process dimensions:
om
●
●
●
●
c
Organizational structure: The processors who are
l. responsible for the work to be
i
performed
a
gm
@
Process structure: In what order the work
is to be performed
es
y
Function: What work is to be performed
oe
l
r
Information: What data is beingcaimplemented to perform the work
The process dimensions are combined to allow business processes to be carried out as
efficiently as possible.
The process to be modeled as a workflow is saved in the SAP S/4HANA application as
parameters, using a graphic definition tool. During the process, the workflow manager, which
is the SAP S/4HANA application, performs all the tasks, which were conceived when the
process was defined. As a result, users are relieved of any avoidable organizational tasks.
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Lesson: Managing Document Parking and Workflow
Benefits of SAP Business Workflow
Figure 108: Benefits of SAP Business Workflow
SAP Business Workflow supports your company's processes
in an SAP S/4HANA application.
om
c
The workflow supports communication between business
processes
that operate on different
.
l
systems.
i
ma
SAP Business Workflow provides you with all the
@g information you need to perform the next
step in the business process.
es
ey
The SAP S/4HANA application provides
lostandard workflow templates that model business
r
a Business Workflow templates or create your own.
processes. You can customize these cSAP
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Unit 5: Parking Documents
Workflow Management Architecture
Figure 109: Workflow Management Architecture
m
o
.c
l right employee.
Workflow means the right work at the right time for i
the
ma
SAP Business Workflow has a three-tier architecture.
@g This modularization of components
provides the foundation for a high degree of flexibility.
es
ey
The three-tier architecture of SAP Business
lo Workflow is explained as follows:
●
The right work
r
ca
The tasks or steps followed during the workflow must be implemented in the Business
Object Repository (BOR) as a method of a business object type.
●
At the right time
The process level describes the business process as a sequence of individual steps. The
workflow definition is the total of all of the steps. Individual steps can refer to methods of
the BOR, but they can also be used to control the process. For example, you can use
individual steps to enable loop-type processing, query conditions, or provide values in the
interface (container). You can use Workflow Builder to maintain the process level.
●
For the right employee
The organizational level establishes a link to the organizational structure. There is a group
of potential processors available for each task performed as part of the workflow. You can
restrict this group by specifying restrictions for the processor in the workflow step. The
selected processors receive a work item at their business workplaces at runtime. When the
work item is executed, the corresponding method of the business object type is started.
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Lesson: Managing Document Parking and Workflow
Workflow Design and Process Flow
m
Figure 110: Workflow – Design and Process Flow
o
.c
l
ai
m
Workflows are initiated by a triggering event. Events
g are used to display the changes in the
s@
status of objects within the SAP S/4HANA application.
Similar to methods, events are defined
e
yEvents are triggered in the respective
e
in the object repository for each object type.
lo
applications.
r
ca
For example, the workflow for account assignment approval, WS0100000, is initiated by
triggering the marking for organizational change event. The event is triggered when a parked
document is saved with the specification of a measure.
Work items represent single-step tasks during runtime. They are sent to the responsible
processors by the workflow manager.
Whenever a processor accepts a work item to process, the work item disappears from the
inboxes of the other processors.
The corresponding object method is called whenever a work item is processed.
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Unit 5: Parking Documents
Workflow for a Parked Document
Figure 111: Designing the Workflow for a Parked Document
Questions for a Business Step
m
o
.c
For every business step, ask yourself the following questions:
il
a
m
@g
Question
s
ye
What work has to be done?
e
o
rl
ca
Result
The answer to this question tells you the object type and method you require.
With dialog steps, who has to do the work?
The answer to this question tells you the processors that are responsible.
What text is to be displayed at the work item
recipient's workplace?
This text is maintained as a task when creating the step. Define your answers in the design.
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Lesson: Managing Document Parking and Workflow
Application Areas
Figure 112: Workflow Application Areas Image
m
o
.c
il
Workflow-related tasks:
●
a
gm
Post invoices
@
s
ye
●
Release purchase requisitions
●
Change material masters
●
Approve leave
●
Create customer accounts
●
Delete purchase orders
●
Create requirement coverage requests using the Internet
e
o
rl
ca
Tasks represent steps of the business process. During the definition of the workflow, you can
break down the process you want to model into individual tasks. The definition of the
workflow determines the tasks and the order in which they are to be carried out in the
process. A task refers to a specific object type in the BOR, and to a specific method in the
workflow definition. In exceptional cases, a business process can only have one task.
However, a workflow definition can be created even for such cases. The work items represent
tasks at flow workflow runtime. The work items appear in the recipient's inbox.
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Unit 5: Parking Documents
Task Definition – Possible Processors
Figure 113: Task Definition – Possible Processors
m
o
.c
l
Each task must be assigned to possible processors. Processors
are groups of employees in
ai
m
your company who carry out their respective tasks.
g
@
s
ye
Workflow Steps and Responsible Processors
e
o
l
ar
c
Figure 114: Workflow Steps and Responsible Processors
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Lesson: Managing Document Parking and Workflow
You can define a workflow step when you enter a job in the workflow definition. In this
workflow step, you can enter the responsible processors and explicitly exclude processors.
The figure shows you how to assign processors during the step.
The SAP S/4HANA application calculates the intersection of possible processors and
responsible processors at runtime. The system then checks and ensures that no included
user has been excluded in the workflow step definition. If the results of both inspections are
positive, the user receives a work item in the assigned inbox and then becomes a recipient of
the work item.
Business Workplace User Interface
m
o
.c
il
a
gm
@
s
ye
e
o
rl
ca
Figure 115: User Interface – Inbox in the SAP System
The Business Workplace consists of the following screen areas:
●
Selection tree
You can find the selection tree on the left side of the Business Workplace. From the
selection tree, you can select work items to be executed, workflows you have started, and
documents.
●
Worklist
The worklist is displayed on the top-right of the Business Workplace screen. The system
automatically includes the entries in groups in the Workflow folder. There are special
folders in which you can find overdue and missed deadline work items. If you select Inbox
in the selection tree, you can see all work items and documents in this area of the screen.
●
Work item preview
The work item selected from the worklist is displayed as a preview on the lower-right of the
screen. However, please note that not all the functions of Display/Log are available. It is
possible for the user to make a decision from the work item preview.
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Unit 5: Parking Documents
Inbox
Figure 116: Inbox
m
o
.c
l The corresponding applications are
The work items can be performed directly in the worklist.
ai
m
started automatically. You can access the applications
with the required data by double@g of the work item and add new ones.
clicking them. Recipients can display the attachments
s
e
You can add various types of documents toeay work item as attachments, such as SAPscript
o
documents, Microsoft Office documentsland Internet pages.
ar
The WebFlow Engine determines thec recipients of the work item. All selected recipients can
view and perform the work item by accepting it. However, only one user can perform a work
item at a time.
By selecting the Put back button, you can disable the reserved status of the work item, which
sets the work item status to
Ready and makes it accessible to all the selected processors. You
can define that concluding the processing of a workflow step has to be confirmed explicitly.
After processing a work item, a dialog box appears in which you can complete the processing
of the work item. The work item remains in the worklist and is set to
Performed if you select
Cancel at this time.
You can select Set to completed in the worklist for work items with the
work item can be performed or passed on as long as
Set to completed
Performed status. The
has not been selected.
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Lesson: Managing Document Parking and Workflow
Workflow Process for Accounting Documents
om
c
Figure 117: Assigning Workflow Variants to Company Codes.
l
ai
m
g
You can create workflow variants for document@parking
in Customizing for FI. Whether the
es
document release is active is specified inyCustomizing,
together with the minimum amount.
e
lo
The company codes can be assigned workflow
variants. No documents are released if a
r
ca
company code is not assigned a workflow variant.
Configuration of Document Parking Using Workflow
Figure 118: Calculation of the Release Approval Path
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Unit 5: Parking Documents
It is possible to apply different release procedures to various accounts receivable and
payable. You can control this by means of the
Release Group field in the master record of
accounts receivable and accounts payable.
The release group is required to determine the release approval path at the time of
processing. The release approval path is determined by the workflow variant in connection
with the document type and release group.
The subworkflow initiated by releasing the amount and user who is to release is determined
by the release approval path and the particular amount. If no release group is defined, the
initial release group is used for access.
Assignment of Subworkflows
m
o
.c
Figure 119: Assignment of Subworkflows
il
a
gm
The release procedure is represented by subworkflows
in the workflow definition. For
s@
e
document parking, workflow variants (in combination
with
release approval paths) are
ey procedures to be initiated and performed.
assigned amounts, which determine the release
o
l
The subworkflows control the individual
ar release procedures, such as the number of release
c
approval levels to be run through.
By default, subworkflows are supplied as workflow templates for reference.
The following are the subworkflows:
●
The first subworkflow (WS10000052) contains a single-level release.
●
The second subworkflow (WS10000053) contains a two-level release.
●
The third subworkflow (WS10000054) contains a three-level release.
With the single-level release, the user can release the document. The principle of dual control
can be supported with the two-level release, and the principle of triple control with the threelevel release. The respective subworkflow is triggered by parked documents during the initial
entry.
LESSON SUMMARY
You should now be able to:
●
Explain workflow basics
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Unit 5
Learning Assessment
1. Which functions allow you to temporarily save the entered data?
Choose the correct answers.
X
A Parking function
X
B Hold function
X
C Save function
X
D Insert function
2. Documents that the SAP S/4HANA application holds (without Workflow) do not have to
be complete.
Determine whether this statement is true or false.
X
True
X
False
m
o
.c
il
a
gm
@
s
ye
oe
l the parked documents at a later date.
3. You cannot supplement, check, or rpost
ca
Determine whether this statement is true or false.
X
True
X
False
4. The parking function can be utilized for dual control.
Determine whether this statement is true or false.
X
True
X
False
5. You can’t use account assignment templates to park documents.
Determine whether this statement is true or false.
X
True
X
False
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Unit 5: Learning Assessment
6. For which of the following can you park documents?
Choose the correct answers.
X
A Customer accounts
X
B General ledger accounts
X
C Material accounts
X
D Sales accounts
7. You can post parked documents (without workflow) as standard transactions individually
or using a selection list.
Determine whether this statement is true or false.
X
True
X
False
8. Identify the fields that cannot be changed while changing parked documents.
Choose the correct answers.
m
o
.c
X
A Currency
X
B Document type or document number
X
C Company code
il
a
gm
@
X
s
ye
e
o
rl
D Account assignment objects
a
c
9. The document change rules that are saved for documents posted in the SAP S/4HANA
application apply to parked documents.
Determine whether this statement is true or false.
X
True
X
False
10. It is not possible to reuse the document number of a deleted parked document.
Determine whether this statement is true or false.
X
True
X
False
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Unit 5: Learning Assessment
11. What type of architecture does SAP Business Workflow use?
Choose the correct answer.
X
A Two-tier
X
B Three-tier
X
C Single-tier
X
D Four-tier
12. Workflows are usually initiated by a triggering event.
Determine whether this statement is true or false.
X
True
X
False
13. A document number is assigned based on the document type with the Hold Document
function.
Determine whether this statement is true or false.
X
True
X
False
m
o
.c
il
a
gm
@
s
ye
14. Which of the following statements are ecorrect?
o
l
ar
Choose the correct answers.
c
X
A A company code can be assigned several workflow variants.
X
B A task can be assigned only one possible processor.
X
C It is possible to design multilevel workflow sequences.
X
D The same workflow variant can be assigned to several company codes.
15. It is not possible to apply different release procedures to different accounts receivable and
payable.
Determine whether this statement is true or false.
X
True
X
False
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Unit 5
Learning Assessment - Answers
1. Which functions allow you to temporarily save the entered data?
Choose the correct answers.
X
A Parking function
X
B Hold function
X
C Save function
X
D Insert function
Parking and hold functions allow you to temporarily save the entered data.
2. Documents that the SAP S/4HANA application holds (without Workflow) do not have to
be complete.
m
co
Determine whether this statement is true or false. l.
i
X
True
X
False
a
gm
@
s
ye
e
o
rl
a
c application holds (without Workflow) do not have to
Documents that the SAP S/4HANA
be complete.
3. You cannot supplement, check, or post the parked documents at a later date.
Determine whether this statement is true or false.
X
True
X
False
Parked documents can be supplemented, checked, and posted later on.
4. The parking function can be utilized for dual control.
Determine whether this statement is true or false.
X
True
X
False
The parking function can be utilized for dual control.
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Unit 5: Learning Assessment - Answers
5. You can’t use account assignment templates to park documents.
Determine whether this statement is true or false.
X
True
X
False
You can use account assignment templates to park documents, but not reference
documents.
6. For which of the following can you park documents?
Choose the correct answers.
X
A Customer accounts
X
B General ledger accounts
X
C Material accounts
X
D Sales accounts
You can park documents for customer accounts and general ledger accounts.
7. You can post parked documents (without workflow) asomstandard transactions individually
c
or using a selection list.
l.
i
Determine whether this statement is true or false.
ma
@g
X
True
X
False
s
ye
e
o
rl
ca
You can post parked documents (without workflow) as standard transactions individually
or using a selection list.
8. Identify the fields that cannot be changed while changing parked documents.
Choose the correct answers.
X
A Currency
X
B Document type or document number
X
C Company code
X
D Account assignment objects
You cannot change the currency, the document type and number, or the company code in
the parked documents.
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Unit 5: Learning Assessment - Answers
9. The document change rules that are saved for documents posted in the SAP S/4HANA
application apply to parked documents.
Determine whether this statement is true or false.
X
True
X
False
The document-change rules that are saved for documents posted in the SAP S/4HANA
application do not apply to parked documents.
10. It is not possible to reuse the document number of a deleted parked document.
Determine whether this statement is true or false.
X
True
X
False
It is not possible to reuse the document number of a deleted parked document.
11. What type of architecture does SAP Business Workflow use?
Choose the correct answer.
m
X
X
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A Two-tier
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B Three-tier
X
C Single-tier
X
D Four-tier
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SAP Business Workflow has a three-tier architecture.
12. Workflows are usually initiated by a triggering event.
Determine whether this statement is true or false.
X
True
X
False
Workflows are usually initiated by a triggering event.
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Unit 5: Learning Assessment - Answers
13. A document number is assigned based on the document type with the Hold Document
function.
Determine whether this statement is true or false.
X
True
X
False
A number is assigned based on the document type with the Park Document function. With
Hold Document, the user assigns a designation.
14. Which of the following statements are correct?
Choose the correct answers.
X
A A company code can be assigned several workflow variants.
X
B A task can be assigned only one possible processor.
X
C It is possible to design multilevel workflow sequences.
X
D The same workflow variant can be assigned to several company codes.
One workflow variant can be used for several company codes. It is possible to create
multilevel workflow sequences. Individual tasks can usually
be assigned several possible
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processors.
.
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15. It is not possible to apply different release procedures
to different accounts receivable and
@
payable.
es
ey
o or false.
Determine whether this statement isltrue
r
X
True
X
False
ca
It is possible to apply different release procedures to various accounts receivable and
payable.
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UNIT 6
Validations and
Substitutions
Lesson 1
Understanding the Basics of Validation and Substitution
187
Lesson 2
Maintaining and Executing Validations
194
Lesson 3
Maintaining and Executing Substitutions
200
Lesson 4
Using Additional Techniques for Substitutions and Validations
204
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UNIT OBJECTIVES
l
ar
●
c substitution
Explain the basics of validation and
●
Create and execute a validation
●
Maintain substitutions
●
Work with rules and sets in validation and substitution
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Unit 6
Lesson 1
Understanding the Basics of Validation and
Substitution
LESSON OVERVIEW
This lesson explains the basics of validation and substitution and how they are used in
Financial Accounting (FI).
Business Example
To ensure the consistency and accuracy of the data entered in FI documents, the ways in
which validation and substitution can be used, and their effects, are examined in FI itself and
for the downstream components. For this reason, you require the following knowledge:
●
●
An understanding of the ways in which validation and substitution can be used
An understanding of the areas of application and callup points of validation and
substitution in FI
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LESSON OBJECTIVES
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After completing this lesson, you will be able to:g
●
s@
Explain the basics of validation and substitution
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Comparison of Validation and Substitution
Figure 120: Comparison of Validation and Substitution
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Unit 6: Validations and Substitutions
You can use the validation and substitution tools to validate and substitute data immediately
upon entry.
The validation function helps you check the entered values and value intervals in the
following ways:
●
When you enter data in the SAP S/4HANA application, Rule Manager validates the data
according to the validation rules. Data is validated before it is posted, so only validated
data is accepted.
●
●
You define validation rules using Boolean logic. When you define a validation rule, the SAP
S/4HANA system checks the validation rule to ensure that it is syntactically correct.
You can define the result of noncompliance with the validation rule. For example, you can
specify that a message is issued, but that the user can continue processing. You can also
force the user to correct the error before processing can continue.
In substitution, the values entered into the SAP S/4HANA application are validated according
to a user-defined prerequisite. If the defined prerequisite is met, the SAP S/4HANA system
replaces the values entered with other values entered in the substitution rule.
Procedure and Application Area
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Figure 121: Procedure and Application Area Image
Measures required to execute validation and substitution:
1. Decide the area of application to which validation and substitution applies.
2. Select the correct callup point for validation and substitution.
3. Define validation and substitution.
4. Assign your validation and substitution to an appropriate organizational unit. For example,
assign validation and substitution to the company code for FI, company code or company
for FI-SL, and controlling area for CO.
5. Activate the validation and substitution.
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Lesson: Understanding the Basics of Validation and Substitution
Application Area
Using the area of application and the callup point, you can specify the fields for your validation
and substitution. You can select the fields from this pool while entering your rules for the
prerequisites and checks.
The application area is where the validation, substitution, or rule is used.
The application areas that use validations and substitutions:
●
FI – Financial Accounting
●
CO – Cost Accounting
●
AM – Asset Accounting
●
GL – Special Purpose Ledger
●
CS – Consolidation (validations only)
●
PS – Project System
●
RE – Real Estate
●
PC – Profit Center Accounting (substitutions only)
●
GA – Allocations (FI-SL) (substitutions only)
Each application defines the structures available and releases its fields for substitution.
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Callup Points
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Figure 122: Accounting Document for Callup Point 1 – Document Header
Callup points are particular places in an application that specify the exact location where a
validation and substitution occurs. If you want to validate or substitute a value, activate
validation or substitution for the callup point for which you want the validation or substitution
to occur.
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Unit 6: Validations and Substitutions
When you create validations, substitutions, and rules, assign an application area. Also assign
the callup point code to the validation, substitution, or rule. The key for the application area
specifies the general application area where the validation and substitution is used, such as FI
for FI postings. The key for the callup point establishes the point at which the processing of
the validation or substitution starts (such as 0001 for a check in the document header).
The combination of application area and callup point determines the Boolean class for a
validation, substitution, or rule. Boolean classes establish the dimensions that can be used in
the definition of validations, substitutions, and rules. They also specify the message classes
that can be used for validation messages.
The three callup points provided for FI are as follows:
●
Document header
●
Document line
●
Complete document
The example in the figure shows how to execute validation for FI-G/L account posting for
callup point 1. Document header fields can be validated at callup point 1.
Accounting Document for Callup Point 2 – Line Item
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Figure 123: Accounting Document for Callup Point 2 – Line Item
In the figure, Accounting Document for Callup Point 2 – Line Item, callup point 2 for the
validation of line item fields has been provided for an FI-G/L or an FI-SL direct entry. For
example, Account/Cost Center can be a combination of fields for validation at call up point 2.
The fields that are available for callup point 1 are also available for callup point 2 for possible
cross-validations. The system can use information you have already entered, such as user
name or document header information, in the previous callup point to validate or substitute
the values you enter. This is an example, where only certain G/L accounts can work with
certain document types.
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Lesson: Understanding the Basics of Validation and Substitution
Working with the Formula Editor
Figure 124: Defining with the Formula Editor
The formula editor provides a user-friendly interface for entering
arithmetic and logical
om
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statements.
.
l
Depending on the context and requirements, different
ai buttons are available. Using these
m
buttons, you can enter operands and operators for
@glogical statements in your formula.
es
Your entry undergoes a step-by-step inspection
ey for correctness of syntax, which includes the
o
parentheses. The SAP S/4HANA application
only permits the entry of syntactically correct
rl
statements. As a result, no errors cancaoccur when entering rules.
The use of technical names, such as table and field names, was possible in the past and is still
supported. However, you can now call the available options using buttons and texts,
simplifying the handling of a pure technical logic.
You can work in the formula editor using the following settings:
●
●
●
When you call up the formula editor, the default setting is
Short descriptions . All operands,
such as table fields, sets, and exits, are displayed using their respective descriptions.
To enter statements using the technical names of the operands, rather than their
descriptions, change the setting by choosing
Settings → Technical names .
By setting Expert mode , the technical names of the operands are displayed. You can also
enter a statement directly. In this case, the statement field is ready for input.
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Unit 6: Validations and Substitutions
Operands and Operators
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Figure 125: Operands and Operators
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The elements available for entering rules for the@prerequisites (validation and
substitution) and checks (validation) are as follows:
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●
Operands
●
Logical operators (Boolean terms)
ca
●
Comparison operators
r
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Lesson: Understanding the Basics of Validation and Substitution
Assignment and Activation
Figure 126: Assignment and Activation
You must assign your validation and substitution to an appropriate
organizational unit.
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Examples of assignments include the following:
●
Company code for FI
●
Company code or company for FI-SL
●
Controlling area for CO
.
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A validation and substitution can be valid for several company codes at the same time.
In addition to assigning the validation and substitution, you must activate the validation and
substitution for the correct callup point.
Only one validation and substitution can be activated for one company code for a callup point.
For a combination of organizational units (for example, company code) and callup point
(for example, line item), the activation levels for substitution and validation are as
follows:
●
0 - Inactive
●
1 - Active for dialog and batch
●
2 - Active, except for batch input
LESSON SUMMARY
You should now be able to:
●
Explain the basics of validation and substitution
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Unit 6
Lesson 2
Maintaining and Executing Validations
LESSON OVERVIEW
This lesson explains how to maintain and execute validations. You will also learn about
validation methods when entering Financial Accounting (FI) documents.
Business Example
When you enter data in the SAP system, almost all of it is validated by a program or checked
against tables or master data. Since some types of validations cannot be standardized, you
can use validation programs to create validations for your specific requirements. For some
closing entries, for example, utilizing a validation program will ensure that only certain
accounts are used and that certain applications can be assigned only to relevant cost centers.
Such validation applications can provide increased control for those responsible for (G/L)
accounting, accounts receivable, and accounts payable to ensure consistent data. For this
reason, you require the following knowledge:
●
m
How to create validations using your own rules and defined
system messages
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LESSON OBJECTIVES
s@
After completing this lesson, you will be ableeto:
●
y
e
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Create and execute a validation
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Lesson: Maintaining and Executing Validations
Validation Procedures
Figure 127: Validation Procedures
om
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Validation enables customer-specific validation of certain
l. fields, field combinations, and
i
document types.
ma
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@ are possible). Each step has the
Validation consists of several steps (up to 999 ssteps
e
following parts:
ey
o
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Prerequisite
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●
Check
●
Message
If the prerequisite statement is satisfied (true), a check is performed by the Rule Manager in
the system. If the result of the check is FALSE, the system posts a message. For example, in
certain invoices, the document date is compared with the posting date. If the dates do not
match, a warning is issued.
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Unit 6: Validations and Substitutions
Messages
m
Figure 128: Messages
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You can use a predefined message or create a newmmessage
for validation.
@g
s character is used as a wildcard for field
A message can contain up to four fields. The e“&”
y
values to be output in the message.
e
o
Types of messages include:
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●
I = Information
●
W = Warning
●
E = Error (requires the entry to be corrected)
●
A = Cancel
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Lesson: Maintaining and Executing Validations
Validation Examples
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Figure 129: Validation Example
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The figure, Validation Example, shows a sample
s@ validation for callup point 2. If account
e
61003000 is entered, a check is executed toeydetermine whether the cost center is an
administration center. If the cost center is
loan administration center, the relevant message is
r
the output and you must make a correction.
ca
Field Comparison
Figure 130: Field Comparison Example
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Unit 6: Validations and Substitutions
You can use Boolean logic to define different types of logical statements. You can create
simple statements that use only one of the statement types, as shown in the figure above, or
complex statements that use combinations of different statement types.
Tasks Performed in a Logical Statement
You can perform the following tasks in a logical statement using Boolean logic:
1. Compare fields with one another
BKPF-BUDAT <> BKPF-BLDAT
This statement is true if the date in the
BLDATfield.
BUDAT field is not the same as the date in the
2. Validate field contents for certain values
BKPF-BLART = SA
In this example, the document type must be SA.
3. Check or compare only a part of the field
If you want to execute a partial check, enter the following information:
●
The table name and field name
●
A blank space before the first colon
●
A colon (:)
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●
The digits that you want checked in the field name
l
●
A colon (:)
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s@
e field. The number you enter does not represent
1 always represents the first digit of ythe
e
a value; it represents the positionloof a value within the field string.
r
a
Example: BSEG-HKONT: c3:
The system checks only the third digit of the
true.
Account field to determine if a condition is
Example: BSEG-HKONT: 1-3:
The system checks only the first three digits of the
condition is true.
Account field to determine if a
Example: BSEG-HKONT: 3-:
The system checks from digit 3 to the end of the
is true.
Account field to determine if a condition
4. Compare text patterns in your statements using the LIKE keyword.
Example: BSEG-KOSTL LIKE ‘*3*3’
In this example, the * sign represents any combination of characters. The system
searches for all cost centers (field KOSTL) where the value ‘3’ is used after the first and
second combination of characters (for example, 363, 323, and 2303).
Within text-pattern searches, you can also use the + sign to represent a single character.
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Lesson: Maintaining and Executing Validations
LESSON SUMMARY
You should now be able to:
●
Create and execute a validation
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Unit 6
Lesson 3
Maintaining and Executing Substitutions
LESSON OVERVIEW
This lesson explains how to maintain and execute substitutions. This lesson also describes
the use of substitution methods when entering Financial Accounting (FI) documents.
Business Example
During document entry, the SAP S/4HANA system sometimes automatically derives values
for fields from the values that were entered for other fields, such as the business area and
profit center, on the basis of an assigned cost center or internal order.
For downstream components, as well as FI, it is sometimes necessary to execute additional
substitutions when entering documents. For example, filling the
Assign field or segment text
according to customer-specific rules, as well as providing the profit center contents using
certain combinations of expense accounts, material numbers, and regions.
You and other personnel in FI must carefully check whether you can use substitution in these
individual cases in FI document entry. For this reason, youomrequire the following knowledge:
●
.c
An understanding of the prerequisites for substitution
il
ma
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An understanding of defining your own rules,
specifying substituted values, and executing
s@
e
substitutions
ey
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LESSON OBJECTIVES
ca
●
After completing this lesson, you will be able to:
●
Maintain substitutions
Substitution Procedures
Figure 131: Substitution Procedure
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Lesson: Maintaining and Executing Substitutions
Substitution permits the customer-specific enhancement (substitution) of certain field
contents. Substitution consists of several steps (up to 999 steps are possible).
Each step can have the following parts:
●
Prerequisite
●
Replacement
If the prerequisite is satisfied (true), then substitution takes place. For example, the
Functional Area field is filled depending on the type of cost center.
Substitution Methods
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Figure 132: Substitution Methods
The field must be released for substitution. For each selected field, a dialog box appears. In
this dialog box, you can define the substitution method.
You can choose between the following substitution methods:
●
Constant value
●
Exit
●
Field-field assignment
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Unit 6: Validations and Substitutions
Substitution with a Constant
Figure 133: Substitution with a Constant
The figure above shows an example of a substitution using a constant value. In the
example, a constant value substitution is created to replace the profit center field with
Profit center 060. This type of substitution is possible when the following conditions are
true:
●
The entered values affect account 41000000 or 41001000.
●
The material number is between T-R100 and T-R1402.
.c
om
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A substitution step contains the following components:
ma
g
●
Prerequisite
s@
e
The prerequisite statement establishes the
ey conditions that must be fulfilled before the
o
lprerequisite statement is not fulfilled (false), then the
substitution can be performed. If the
ar
transaction is continued without csubstitution.
If the prerequisite statement is true, the
transaction is continued with the substituted value(s).
●
Substitution value(s)
The substitution value is a numerical value or a string of letters that replaces the value
entered. A single substitution process can replace more than one value.
When you define substitutions, you use the same syntax used with validations. The
prerequisite statement used in a substitution can consist of a simple statement or a
complex combination of statements composed of logical statements, rules, and sets.
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Lesson: Maintaining and Executing Substitutions
Substitution with Field – Field Assignment
Figure 134: Substitution with Field – Field Assignment
If the substitution step prerequisite is true at runtime, the SAP S/4HANA system substitutes
the contents of the field with the contents of the source field.
For example, the content of the
Profit Center field replaces the
contains clearing information, if certain prerequisites are satisfied.
Assignment field, which usually
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LESSON SUMMARY
You should now be able to:
●
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Maintain substitutions
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Unit 6
Lesson 4
Using Additional Techniques for Substitutions
and Validations
LESSON OVERVIEW
This lesson explains how to use additional techniques for substitutions and validations.
Business Example
Independent rules and sets provide logic that is more complex. SAP recommends that
validations, substitutions, and rules be defined only in the development or testing system.
These objects should then be transported to the production system.
Sometimes, detailed rules, as well as extensive processing, are required for entering logical
statements in prerequisites and checks, and for specifying the values to be used. For this
reason, you require the following knowledge:
●
An understanding of rules and sets to use in validations and substitutions
●
How to use rules and sets
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LESSON OBJECTIVES
s@
e
After completing this lesson, you will be able
to:
y
●
oe
Work with rules and sets in validation
rl and substitution
ca
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Lesson: Using Additional Techniques for Substitutions and Validations
Rules
Figure 135: Rules
om
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A rule is a logical statement that you can use in a prerequisite
statement, check, or another
l.
i
rule.
ma
g
A rule permits complex logic to be summarized
s@and can be reused. Technically, a rule is
e
nothing more than a prerequisite or the check
of
a validation.
ey
o
l it contains complex logic, you can create a rule for it.
If a Boolean statement is used often, orrif
ca an extensive prerequisite that is also used in a
For example, a validation that contains
substitution, as in the rule RULE1 AND BKPF-BLART <> ‘G/L Account Posting’.
Here, the name of the rule is RULE1. When the system processes this statement, it first
processes RULE1, and then checks whether the document type is not ‘G/L Account Posting’.
The name of a rule can be a maximum of 11 characters long.
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Unit 6: Validations and Substitutions
Rule in a Matrix Validation
Figure 136: Rule in a Matrix Validation (Callup Point 3)
om
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You can also use rules within a statement that uses mathematical
processing.
l.
i
For example: RULE1 AND BKPF-BLART <> ’SB’.
ma
g
s@ the system processes this statement, it first
In this example, the rule is named RULE1. When
e
processes RULE1 and then checks whethereythe document type is not SB. The rule name can
o
be a maximum of 11 characters long. rl
ca
Sets
Figure 137: Set Usage – Example 1
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Lesson: Using Additional Techniques for Substitutions and Validations
A set is a flexible data structure for mapping ordered amounts and hierarchies. Sets are
maintained and administrated centrally. They are used in almost every component of the FISpecial Purpose Ledger system.
The sets are used in the following examples:
●
In Boolean logical formulas in validation
●
In substitution and ledger selection
●
During allocation (assessment or distribution)
●
In planning
●
In roll-ups
●
In currency conversion
To improve system performance, use basic or single-dimension sets rather than long lists of
Boolean statements or user exits.
The syntax rule is
table name - field name IN set name
.
As illustrated in the figure above, if the user is contained in set USER-GROUP, the system
checks whether this user uses a corresponding account (included in the set ACCOUNTMANAGEMENT).
Set Usage
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Figure 138: Set Usage – Example 2
You can use multisets, which are a combination of sets for various fields (dimensions), to
execute cross-validation with values of different characteristics.
If the user enters one of the expense accounts 61003000, 61004000, 61005000 or
61006000, the user must use a corresponding cost center (TA##1100, TA##1200,
TA##1300 or TA##1400).
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Unit 6: Validations and Substitutions
LESSON SUMMARY
You should now be able to:
●
Work with rules and sets in validation and substitution
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Unit 6
Learning Assessment
1. The validation function helps you to check the entered values and value intervals.
Determine whether this statement is true or false.
X
True
X
False
2. Callup points are specific places in an application that specify the exact location where a
validation and substitution occurs.
Determine whether this statement is true or false.
X
True
X
False
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i you must assign an application area.
3. When you create validations, substitutions, andarules,
gm
Determine whether this statement is true ors@false.
e
X
True
X
False
y
oe
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ca
4. A validation and substitution cannot be valid for several company codes at the same time.
Determine whether this statement is true or false.
X
True
X
False
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Unit 6: Learning Assessment
5. Identify the callup points that have been provided for Financial Accounting (FI).
Choose the correct answers.
X
A Document header
X
B Controlling area
X
C Document line
X
D Organizational unit
X
E Complete Document
6. You can use Boolean logic to define different types of logical statements.
Determine whether this statement is true or false.
X
True
X
False
7. A message can contain up to six message variables.
Determine whether this statement is true or false.
X
True
X
False
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ye
e
8. You can compare text patterns in your
lo statements using the keyword LIKE.
ar
c is true or false.
Determine whether this statement
X
True
X
False
9. What is the maximum number of steps possible in validation?
Choose the correct answer.
X
A 99
X
B 199
X
C 566
X
D 999
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Unit 6: Learning Assessment
10. If the prerequisite statement is satisfied (True), a check is performed.
Determine whether this statement is true or false.
X
True
X
False
11. Substitution permits the customer-specific enhancement (substitution) of certain field
contents.
Determine whether this statement is true or false.
X
True
X
False
12. The prerequisite statement establishes which conditions must be fulfilled before the
substitution can be performed.
Determine whether this statement is true or false.
X
True
X
False
m
o
.c
l
i of letters that replaces the value
13. The substitution value is a numerical value or aastring
m
entered.
g
s@
Determine whether this statement is trueyeor false.
e
X
True
X
False
o
rl
ca
14. A single substitution process can replace only one value.
Determine whether this statement is true or false.
X
True
X
False
15. A rule permits complex logic to be summarized and can be reused.
Determine whether this statement is true or false.
X
True
X
False
211
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Unit 6: Learning Assessment
16. To improve system performance, you should use basic or single-dimension sets rather
than long lists of Boolean statements or user exits.
Determine whether this statement is true or false.
X
True
X
False
17. If a Boolean statement is used frequently, or if it contains complex logic, you can create a
rule for this statement.
Determine whether this statement is true or false.
X
True
X
False
18. To execute cross-validation with values of different characteristics, you can use single
sets.
Determine whether this statement is true or false.
X
True
X
False
m
o
.c
il
a
gm
@
s
ye
e
o
rl
ca
212
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Unit 6
Learning Assessment - Answers
1. The validation function helps you to check the entered values and value intervals.
Determine whether this statement is true or false.
X
True
X
False
The validation function helps you to check the entered values and value intervals.
2. Callup points are specific places in an application that specify the exact location where a
validation and substitution occurs.
Determine whether this statement is true or false.
X
True
X
False
m
o
.c
il
a
gm
Callup points are specific places in an application
that specify the exact location where a
s@
e
validation and substitution occurs.
y
e
o
rl
3. When you create validations, substitutions,
and rules, you must assign an application area.
a
c
Determine whether this statement is true or false.
X
True
X
False
When you create validations, substitutions, and rules, you must assign an application area.
4. A validation and substitution cannot be valid for several company codes at the same time.
Determine whether this statement is true or false.
X
True
X
False
A validation and substitution can be valid for several company codes at the same time.
213
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Unit 6: Learning Assessment - Answers
5. Identify the callup points that have been provided for Financial Accounting (FI).
Choose the correct answers.
X
A Document header
X
B Controlling area
X
C Document line
X
D Organizational unit
X
E Complete Document
The callup points that have been provided for Financial Accounting (FI) are Document
header, Document line and Complete Document.
6. You can use Boolean logic to define different types of logical statements.
Determine whether this statement is true or false.
X
True
X
False
m
You can use Boolean logic to define different types ofological
statements.
c
.
il
7. A message can contain up to six message variables.
a
gm
Determine whether this statement is true ors@false.
e
X
True
X
False
y
oe
rl
ca
A message can contain up to four fields.
8. You can compare text patterns in your statements using the keyword LIKE.
Determine whether this statement is true or false.
X
True
X
False
You can compare text patterns in your statements using the keyword LIKE.
214
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Unit 6: Learning Assessment - Answers
9. What is the maximum number of steps possible in validation?
Choose the correct answer.
X
A 99
X
B 199
X
C 566
X
D 999
The maximum number of steps possible in validation is 999.
10. If the prerequisite statement is satisfied (True), a check is performed.
Determine whether this statement is true or false.
X
True
X
False
If the prerequisite statement is satisfied (True), a check is performed.
11. Substitution permits the customer-specific enhancement (substitution) of certain field
contents.
om
.c
Determine whether this statement is true or false.il
a
X
True
X
False
m
@g
s
e
ey
o
l
ar
c
Substitution permits the customer-specific enhancement (substitution) of certain field
contents.
12. The prerequisite statement establishes which conditions must be fulfilled before the
substitution can be performed.
Determine whether this statement is true or false.
X
True
X
False
The prerequisite statement establishes which conditions must be fulfilled before the
substitution can be performed.
215
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Unit 6: Learning Assessment - Answers
13. The substitution value is a numerical value or a string of letters that replaces the value
entered.
Determine whether this statement is true or false.
X
True
X
False
The substitution value is a numerical value or a string of letters that replaces the value
entered.
14. A single substitution process can replace only one value.
Determine whether this statement is true or false.
X
True
X
False
A single substitution process can replace more than one value.
15. A rule permits complex logic to be summarized and can be reused.
Determine whether this statement is true or false.
m
X
X
o
.c
True
il
a
gm
False
@
s
ye
A rule permits complex logic to be summarized
and can be reused.
e
o
l
ar
16. To improve system performance,c you should use basic or single-dimension sets rather
than long lists of Boolean statements or user exits.
Determine whether this statement is true or false.
X
True
X
False
To improve system performance, you should use basic or single-dimension sets rather
than long lists of Boolean statements or user exits.
17. If a Boolean statement is used frequently, or if it contains complex logic, you can create a
rule for this statement.
Determine whether this statement is true or false.
X
True
X
False
If a Boolean statement is used frequently, or if it contains complex logic, you can create a
rule for this statement.
216
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Unit 6: Learning Assessment - Answers
18. To execute cross-validation with values of different characteristics, you can use single
sets.
Determine whether this statement is true or false.
X
True
X
False
You can use multisets, which are a combination of sets for various fields (dimensions), to
execute cross-validation with values of different characteristics.
m
o
.c
il
a
gm
@
s
ye
e
o
rl
ca
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UNIT 7
Data Archiving in FI
Lesson 1
Outlining the Basics and Classifications of Data Archiving
219
Lesson 2
Maintaining Data Archiving
222
Lesson 3
Executing Data Archiving for Specific FI Objects
225
m
o
.c
UNIT OBJECTIVES
●
il
a
gm
Define data archiving
@
s
ye
●
Maintain the settings for data archivinge
●
Understand FI archiving procedures
ar
●
Archive FI master data
lo
c
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Unit 7
Lesson 1
Outlining the Basics and Classifications of
Data Archiving
LESSON OVERVIEW
This lesson explains the basics and classification of data archiving. You will also learn about
possible reasons for executing an archiving project.
Business Example
In today’s database systems, large volumes of data can lead to performance bottlenecks that
cause poor performance on the user side and increased resource consumption on the
administration side. Therefore, with data archiving in SAP, you can safely remove application
data which no longer needs to be actively accessed in day-to-day activities from the database.
Simply deleting the data, however, is not an option because read access to the data still needs
to be provided. Therefore, the data needs to be transferred from the database to external
storage media so that it can be read later.
m
As a system administrator, you need to keep the data volume
co as low as possible. You need to
.
l retained in the system in Financial
verify for how long documents and master data mustibe
a Customizing is then performed for the
Accounting (FI). Based on these departmental duties,
m
@g following knowledge:
FI archiving area. For this reason, you require sthe
e
y
oe
●
An understanding of data archiving
●
An understanding of the basic configuration
of FI archiving
ca
rl
LESSON OBJECTIVES
After completing this lesson, you will be able to:
●
Define data archiving
Reasons for Archiving Data
The reasons for archiving data are as follows:
●
Ensure good and improved response times
●
More efficient database administration
●
Reduced system downtime needed for software upgrades, recoveries, and (offline)
database backups
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Unit 7: Data Archiving in FI
Statutory regulations and company-related demands pertaining to data archiving include
the following data:
●
Country-specific storage regulations
●
Data accessibility to auditors
●
Potential reusability of data
As a database grows, it requires an increasing amount of administration work for recovery
and backup. An increasing number of resources are needed to secure SAP system services.
Furthermore, upgrades to the system and database require proportionately more effort as
the database becomes larger.
For users, an increase in database size means a higher system load for individual database
queries. The increase in database size also results in increase in response times for reporting
and access to individual database records.
Data is archived independently of hardware and software. As a result, archived data can be
accessed easily even after a system upgrade takes place.
Data is archived in such a manner that the administrator can access it to respond to queries
at any time. For example, tax authorities may submit queries that involve archived data. For
such reasons statutory data-retention regulations have been enacted in every country.
There are different regulations governing how long systems retain documents, master data,
and transaction figures in different countries. In all cases, FI application managers confirm the
om
timelines they must adhere to with the department (in consultation
with auditors and other
c
.
responsible bodies). According to these regulations, the
procedures,
execution times, and
il
a
duration of retention for archiving data in FI are specified.
m
@g
s
FI application managers do not perform data earchiving
themselves; instead, a system
y
administrator performs data archiving. However,
the application manager still plays an
oe
l
important role in the projects for archiving.
The
application
manager coordinates the
r
archiving procedure with the FI department,
ensures the implementation of regulations, and
ca
executes FI-specific Customizing. The manager maintains close contact with Basis
administrators and monitors the procedure as the department representative.
Cooperation Between System Administration and Departments
Because the volume of master data can increase very quickly after live operation commences,
schedule the archiving of application data as you begin to implement SAP software.
The goal of the system administrator is to keep the database as small as possible. System
administrators delete as many data objects as possible to reduce the load on the database.
On the other hand, the goal of the FI department is to provide fast online access to as many
documents (such as queries, lists, and searches) as possible.
The data archiving process requires a mutually satisfactory compromise between these two
demands.
The long-term goals of data archiving are as follows:
●
To keep the data volume in the database as constant as possible
●
To archive data proactively rather than as a reaction
220
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Lesson: Outlining the Basics and Classifications of Data Archiving
Cooperation Between System Administration and Departments
Figure 139: Archiving Process
m
The data archiving process requires completion of the following
steps:
co
.
1. Generate the archive file(s).
l
ai
m
g file(s). Then, the data to be archived is
The write program generates one or more archive
s@
read from the database and written to theearchive
file(s).
y
2. Store the archive file(s).
e
lo
ar
The archive file(s) are stored in can external document storage system.
3. Delete the data.
The deletion program first reads the data in the archive file and then deletes the
corresponding records from the database.
As a rule, it is not sufficient to write the data to archive files and then delete it from the
database. Store and administer archive files so that you can access them as needed.
LESSON SUMMARY
You should now be able to:
●
Define data archiving
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Unit 7
Lesson 2
Maintaining Data Archiving
LESSON OVERVIEW
This lesson explains the system settings for the area of Financial Accounting (FI) data
archiving.
Business Example
In coordination with auditors and other responsible positions, the department has decided for
how long, for example, documents and master data are to be retained in the system. Now, you
must execute Basis Customizing of FI archiving according to these regulations. For this
reason, you require the following knowledge:
●
An understanding of the basic configuration of FI archiving functions
●
How to perform and check the basic customizing of FI archiving
LESSON OBJECTIVES
After completing this lesson, you will be able to:
●
m
o
.c
il
a
gm
Maintain the settings for data archiving
@
s
ye
Preparatory Activities and System Settings
oe
l
The central element in data archivingaisr the archiving object. An archiving object is the
c
smallest unit that can be archived in and deleted from the database in its entirety, and it
describes how and which database objects must be accessed for a business object to be
archived completely.
An archiving object is basically made up of the following components:
●
Data declaration part
The data declaration part consists of all the relevant database objects that characterize an
application object.
●
Customizing settings
Customizing settings are used to set parameters specific to each archiving object for an
archiving procedure.
●
Programs
Archiving object programs include the following programs:
-
-
A write program that writes the data objects sequentially in the archive files
A deletion program that deletes from the database all the data objects that are read in
the archive file beforehand
A display program that permits archived data objects to be read
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Lesson: Maintaining Data Archiving
Customizing Settings (Basis Support)
Archiving Customizing is used to set parameters that control how data is archived.
Customizing is divided into the following steps:
●
Step 1: Basis Customizing
-
●
Step 2: Cross-archiving object Customizing
-
●
Define logical path and file names
Define a server group for background processing
Step 3: Archiving object-specific Customizing
-
Size of an archive file
-
Deletion program settings
To open the Customizing settings, choose the
Customizing button in the initial screen of
transaction code SARA (data archiving menu path:
SAP Easy Access → Tools
→ Administration → Administration → Data Archiving ).
Execute the FI-specific Customizing settings, which are document type runtimes and account
runtimes.
Step 1: Basis Customizing
m
o
.c
l a logical file path is defined (if one does not
In Basis Customizing (run transaction code
FILE),
aia physical path is assigned to it. The
already exist) as a global path for data archiving, and
m
g
logical path is merely used as a bookmark for the
s@ physical path that is generated at runtime.
e
(Basis Customizing is executed by Basis Support
or System Administration employees.)
y
e
o
rl
Step 2: Cross-archiving object Customizing
a
c
The parameters set in this step apply to all application and archiving objects for using all
archiving objects. Therefore, these settings are maintained by the Basis administrator.
For example, you can use these parameters to show or hide the data archiving monitor
(transaction code SAR_SHOW_MONITOR). Set these parameters before archiving data permits
archiving-relevant information to be updated using write and deletion programs. This
information can be analyzed using the data archiving monitor. In addition, alerts, such as
error messages, can be triggered in case of an error.
The following information is provided by the data archiving monitor:
●
An overview of all archiving objects that have run
●
Detailed information about the individual archiving procedures
●
Progress bars while processing archive files
●
Assistance for analyzing open alerts
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Unit 7: Data Archiving in FI
Step 3: Archiving object-specific Customizing
Figure 140: Specific Customizing – Archiving Objects
om
The parameters set in this step apply only to the corresponding
archiving object.
.c
il
a
In archiving object-specific Customizing, you canmmaintain
the following settings:
●
●
●
g
Maintain settings for the deletion program sin@ addition to a logical file name for the specific
archiving object.
ye
oe
l
Set if the deletion program is to bearexecuted automatically after an archive file is
c
generated.
Create one variant each for the test run and the production run and specify the maximum
size of an archive file in this area.
All settings for the deletion program can be maintained using the Customizing function.
Enter the logical file name that is used for the archiving object when the archive files are saved
to the file system. At runtime, the system transforms this logical file name into a platformspecific physical file name. The archive files are then saved to the file system under the logical
file name.
You can use a parameter to specify the maximum size that an archive file can attain during
writing. In addition, you can specify the control parameters to execute the deletion program.
Make the settings for the test and production runs.
LESSON SUMMARY
You should now be able to:
●
Maintain the settings for data archiving
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Unit 7
Lesson 3
Executing Data Archiving for Specific FI
Objects
LESSON OVERVIEW
This lesson explains how to execute data archiving for Financial Accounting (FI) documents,
transaction figures, and master data.
Business Example
After you have defined values in Customizing, you can perform FI archiving in companies on a
regular basis in consultation with the Financial Accounting department. Generally, documents
are archived first because of the checks executed during archiving. If these constraints that
characterize a data object are removed from the system, then transaction figures are
archived first, followed by the master data. However, you can also archive only documents
over the long term, for example. For this reason, you require the following knowledge:
●
An understanding of archiving procedures
●
How to archive G/L account transaction figures and
l master data
m
o
.c
i
a
gm
@
LESSON OBJECTIVES
es
y
After completing this lesson, you will be able
e to:
o
●
rl
Understand FI archiving procedures
ca
●
Archive FI master data
Archive Procedures
The specific archiving procedure is scheduled and processed as a background job. The
archiving procedure selects data objects from the database and analyzes the constraints that
characterize each data object. Then, every data object is checked whether it is archived. If a
data object is archived, it is written to the archive file. If the deletion program has been set to
run automatically in Customizing, the associated deletion procedure starts automatically
once a file is closed.
If the deletion program is not executed automatically, you can schedule the deletion
procedure using the settings in object-specific Customizing. In this case, you must select the
archive files from which the data objects can be read in the current deletion procedure and
then deleted in the database.
To schedule an archiving procedure using transaction code SARA, choose the
Write button.
This procedure is divided into the following steps:
1. Create an archiving variant.
The data that is to be archived for the selected archiving object is specified in the archiving
variants. As a rule, archiving variants can be reused only if the associated jobs are deleted.
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Unit 7: Data Archiving in FI
The definition of the variant must also include whether a test run or a productive run of the
archiving program is involved.
2. Specify the execution user.
The user under whom the archiving program is started requires at least one suitable
authorization for the authorization object. S_ARCHIVE is the most important authorization
object for data archiving. To limit the archiving objects to be used, select the
corresponding field entries for the authorization object specific to S_ARCHIVE. In addition,
corresponding authorizations for the transaction whose data is to be archived are
required. As data archiving runs in the background, authorizations for background
processing (archiving object S_BTCH_JOB) are also required.
3. Specify the start time.
The start times for archiving jobs that are to be specified correspond to those of the
scheduling of standard jobs.
4. Define the Spool parameters.
Because job logs can become lengthy, change the settings so that logs are not
immediately sent to the output device under the
Spool parameter item. The selection
options for the archiving procedure correspond to those of the default background
printing parameters.
FI Objects and Programs
om
c
The following table provides an overview of the archiving
objects and programs used in FI:
l.
i
ma
g
Archiving Object
Object Name
s@
e
ey
FI_ACCOUNT
G/L accounts
o
l
r
FI_ACCRECV
Customers
ca
FI_ACCPAYB
Accounts payable
FI_BANKS
Banks
FI_PAYRQ
Payment requirements
FI_SCHECK
Checks
In FI, for example, you can archive the following object:
●
Master records
Monitoring an Archiving Procedure
The following system administration tools are available to monitor archiving procedures:
●
Background processing tools, such as job logs and spool lists (if generated)
●
System monitoring tools, such as data archiving in the CCMS monitor sets
A log is generated during an archiving procedure. If the application generates a specific log,
then that log is used; otherwise, the default log is used. The default log contains the number of
archived data objects, the affected tables, the number of processed table entries, and the file
sizes. In application-specific logs, the archiving contents can be defined down to the
document level.
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Lesson: Executing Data Archiving for Specific FI Objects
Note:
Archiving logs are deleted due to the regular cleaning of spool jobs; therefore,
consider where these logs should be stored, for example, to an external storage
system.
To trace the sequence of an archiving procedure, use the
Simple Job Selection
(transaction code SM37) by monitoring background work processes.
transaction
Choose the Job Overview button to jump from the initial screen of transaction code
SARA
directly to transaction code
SM37. To display a short log file of the archiving procedure from
transaction code SARA, choose the Administration button (after you have maintained a
suitable archiving object on the initial screen of the
SARA transaction).
Archiving FI Master Data
m
o
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il
a
gm
@
s
ye
e
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ca
Figure 141: Archiving FI Master Data
You can archive G/L accounts, customers, vendors, and bank data in FI if the business agrees
and if you have fulfilled the legal requirements.
If the business no longer requires a master record for postings, a posting block is set as a first
step. If this master record is not required until some point in the distant future, the deletion
flag is set manually.
The presence of a deletion flag is one of the requirements that the system checks before
archiving the master data. This ensures that the department has no objections against
archiving the master data. Therefore only responsible employees should be considered when
issuing authorizations for setting deletion flags.
LESSON SUMMARY
You should now be able to:
●
Understand FI archiving procedures
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Unit 7: Data Archiving in FI
●
Archive FI master data
m
o
.c
il
a
gm
@
s
ye
e
o
rl
ca
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Unit 7
Learning Assessment
1. Data is archived in offline mode; in other words, the system has to be shut down during
archiving.
Determine whether this statement is true or false.
X
True
X
False
2. Database backups are dependent on data archiving.
Determine whether this statement is true or false.
X
True
X
False
m
o
.c
l
3. An increasing database size means a higher system
ai load for individual database queries.
gm
Determine whether this statement is true ors@false.
e
X
True
X
False
y
oe
rl
ca
4. Identify the reasons for archiving data.
Choose the correct answers.
X
A Improving response times and ensuring good response times.
X
B Lowering the effort involved in database administration.
X
C Reducing the system downtime when carrying out software upgrades, recoveries,
and (offline) database backups.
X
D Using data as a backup.
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Unit 7: Learning Assessment
5. Which of the following components make up an archiving object?
Choose the correct answers.
X
A Data declaration part
X
B Customizing settings
X
C Programs
X
D Variables
6. Archiving Customizing is used to set parameters that affect how data are archived.
Determine whether this statement is true or false.
X
True
X
False
7. Identify some of the checks for archiving G/L accounts (master data).
Choose the correct answers.
X
A Has a deletion indicator been set?
X
B Are there (still) documents?
X
C Is the fiscal year closed?
m
o
.c
il
a
gm
@
s
ye
e
8. If there is no entry or if a runtime value
lo is empty, the system uses a minimum runtime of
r
a
999 days.
c
Determine whether this statement is true or false.
X
True
X
False
9. When you archive G/L Account Master Records, it is not possible to restrict the run. All
G/L Account Master Records are always selected.
Determine whether this statement is true or false.
X
True
X
False
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Unit 7: Learning Assessment
10. The deletion flag is one of the requirements that the system checks before archiving the
master data.
Determine whether this statement is true or false.
X
True
X
False
m
o
.c
il
a
gm
@
s
ye
e
o
rl
ca
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Unit 7
Learning Assessment - Answers
1. Data is archived in offline mode; in other words, the system has to be shut down during
archiving.
Determine whether this statement is true or false.
X
True
X
False
2. Database backups are dependent on data archiving.
Determine whether this statement is true or false.
X
True
X
False
m
o
.c
il
a
gm
3. An increasing database size means a higher@system load for individual database queries.
es
Determine whether this statement is true
ey or false.
o
X
True
X
False
l
ar
c
An increasing database size means a higher system load for individual database queries.
4. Identify the reasons for archiving data.
Choose the correct answers.
X
A Improving response times and ensuring good response times.
X
B Lowering the effort involved in database administration.
X
C Reducing the system downtime when carrying out software upgrades, recoveries,
and (offline) database backups.
X
D Using data as a backup.
Data archiving improves response times and ensures good response times. It lowers the
effort involved in database administration and reduces the system downtime when
carrying out software upgrades, recoveries, and (offline) database backups.
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Unit 7: Learning Assessment - Answers
5. Which of the following components make up an archiving object?
Choose the correct answers.
X
A Data declaration part
X
B Customizing settings
X
C Programs
X
D Variables
Data declaration part, customizing settings and programs make up an archiving project.
6. Archiving Customizing is used to set parameters that affect how data are archived.
Determine whether this statement is true or false.
X
True
X
False
Archiving Customizing is used to set parameters that affect how data are archived.
7. Identify some of the checks for archiving G/L accounts (master data).
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Choose the correct answers.
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X A Has a deletion indicator been set? gm
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X B Are there (still) documents? ey
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X C Is the fiscal year closed?ca
State of the deletion indicator, presence of (still) transaction figures (for example, have
they already been archived), and existence of(still) documents are some of the checks for
archiving G/L accounts.
8. If there is no entry or if a runtime value is empty, the system uses a minimum runtime of
999 days.
Determine whether this statement is true or false.
X
True
X
False
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Unit 7: Learning Assessment - Answers
9. When you archive G/L Account Master Records, it is not possible to restrict the run. All
G/L Account Master Records are always selected.
Determine whether this statement is true or false.
X
True
X
False
10. The deletion flag is one of the requirements that the system checks before archiving the
master data.
Determine whether this statement is true or false.
X
True
X
False
The deletion flag is one of the requirements that the system checks before archiving the
master data.
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UNIT 8
Data Aging in FI
Lesson 1
Using Data Aging
236
UNIT OBJECTIVES
●
Understand and use data aging
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Unit 8
Lesson 1
Using Data Aging
LESSON OVERVIEW
This lesson explains how to use data aging for FI documents.
Business Example
You need to decide how and when to move historical data that is no longer required from the
current store area to the historical store area. For this reason you need the following
knowledge:
●
How to use data aging
LESSON OBJECTIVES
After completing this lesson, you will be able to:
●
Understand and use data aging
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Data Aging Procedure
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Figure 142: Data Aging Concept
Data aging is the process of moving historical data, which isn’t required to be accessed any
longer in operative processes, from the current store area (in-memory) to the historical store
area (disk drives).
You define a minimum life per account type in days. This minimum life determines the earliest
period after which FI documents can be moved to the historical database area for all accounts
with a specific account type. You also define minimum life for FI documents according to their
document type in days or in fiscal years.
During data aging, the system uses the specified account lives as well as the relevant
document lives to determine the relevant FI documents.
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Lesson: Using Data Aging
Note:
To define the same document life for more than one company code or document
type, you can use * as a placeholder. If more than one entry applies for the same
account, the system always uses the most exact entry.
Data moved to the historical partition of the system can be included in reports. The system
evaluates the need to retrieve such data based on your selection in the report selection
screen.
Note:
This system performs automatic checks to decide if historical data should be
displayed similarly to data that have been archived.
Data Aging Prerequisites
To use data aging for Finance in an SAP S/4HANA system, fulfil the following requirements:
●
Switch on the Data Aging (DAAG_DATA_AGING) business function.
●
Activate Aging on HANA (set parameter abap/data_aging).
●
Add the authorizations required for data aging to your role (objects: S_DAAG,
m
S_DAGPTM).
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Data Aging Transactions
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This table provides an overview of all transactions
available for data aging:
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Transaction Code
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Name of Transaction
DAGOBJ
Data Aging Objects
DAGPTC
Customizing for Partitioning
DAGPTM
Manage Partitioning
DAGRUN
Overview of Data Aging Runs
DAGADM
Managing Data Aging Objects
DAGLOG
Data Aging Logs
LESSON SUMMARY
You should now be able to:
●
Understand and use data aging
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