contract accounting fica

1

),�&$

Martina Hilzinger, Jürgen Köhling, Klaus Plate

SAP

SAP AG 2001, Title of Presentation, Speaker Name 2

&RQWHQW

I. Market Requirements and Motivation

II. Overview of Contract Accounts (FI-CA)

III. Master Data

IV. Key Functions in Business Transactions

V. Integration

VI. Technical Highlights

2


&RQWHQW



III. Master Data


V. Integration


VII. Outlook

Î


0DUNHW 5HTXLUHPHQWV DQG 0RWLYDWLRQ �,�

Industries with a large customer base and a correspondingly highvolume of documents to post (such as insurance or telecommunications companies) are looking for an accounts receivable and payable component that can manage and process allbusiness transactions within defined time restrictions.

With the focus on the integration of industry-specific processes and system architecture, system functions that will support seamlessintegration of customer-specific processes and data are required.

Accounting components must addres the new requirements for system openness, flexibility, and customer orientation.

3


0DUNHW 5HTXLUHPHQWV DQG 0RWLYDWLRQ �,,�

To meet the market requirements for a sustainable, flexible, and powerful accounts receivable and payable component, the following basic aspects have to be considered in today's system development:

� Mass data processing � Reduction of memory space for storing open and cleared items� Performance of data change functions� Performance of retrieval functions� Fast data input� Acceleration of all critical activities such as posting, payments, and returns processing� Automation of all transactions as far as possible

� Flexibility and system openness� Flexible input format� Business process enhancements and seamless integration of customer-specific data

without modification� Separation of user interface, checks, data storage


&RQWHQW



III. Master Data


V. Integration


VII. Outlook

Î

4


2YHUYLHZ RI ),�&$ �,�

Financial Contract Accounts and Receivable � SAP FI-CA is the response to market requirements for receivables

management for mass data processing industries and for high system integration.

� FI-CA covers all standard accounts receivable and payable functions. Although FI-CA provides new functions, process enhancements for account receivable management, and a high degree of flexibility in functions, it does not replace the SAP classical application FI-AR.

� FI-CA represents an alternative subledger for industries with � Large volume of documents to process

� Large volume of business partners

� Industry- or customer-specific business processes that need to be seamlessly integrated into the customers' system architecture


2YHUYLHZ RI ),�&$ �,,�

Availability of FI-CA� Previously, FI-CA was only available in the following SAP industry

solutions: � IS-Telecommunications

� IS-Utilities

� IS-Media

� IS-Public Sector

� IS-Insurance

� The component was not available for customers outside of these industries.

� Now FI-CA is also available as an industry-neutral version (availability: Q3 2002)

5


&RQWHQW



III. Master DataÎ SAP Business PartnerÎ Contract Account


V. Integration


VII. Outlook

Î


6$3 %XVLQHVV 3DUWQHU �,�

Purpose� A business partner is a natural person, organization, group of natural

persons, or group of organizations in which a company has a business interest.

� The SAP Business Partner manages the cross-application master data, such as names, addresses, and bank details centrally.

� The Business Partner acts as a central anchor for SAP components, industry solutions, customer developments, and so on.

Specific Features� Role concept

� A business partner can have several roles at one time

� Roles are determined by role categories, for example, ordering party, prospective customer, payer, or payee

6


6$3 %XVLQHVV 3DUWQHU �,,�

� Relationship� A business partner can have several relationships with other business

partners

� Relationships are determined by relationship categories, for example, subsidiary of, contact person for, marriage to

� Address management� Multiple addresses can be assigned to one business partner; the addresses

are categorized with respect to usage type, for example, delivery address, mailing address

� Business partners' addresses are stored in the Central Address Management module


6$3 %XVLQHVV 3DUWQHU �,,,�

� Technical design and infrastructure� Designed to integrate all partner solutions that currently exist in the SAP

System and to utilize technical benefits such as data integrity and freedom from redundancy

� Separation of user interfaces, checks, and data storage using function modules

� Seamless integration of any number of applications without modifications, even in distributed development environments

� Application-specific business partner data (function modules, tables) remains the responsibility of the various applications)

� Business Data Toolset (BDT)� Central control tool for maintaining master data and simple transaction data

� Provides generic services for consistently recurring requirements

� Used at SAP for maintaining several application objects

� Using the BDT, customer-specific business partner enhancements can be created simply without modification

7


&RQWUDFW $FFRXQW �,�

Purpose� Object for which open item accounting takes place

� Contains application-specific business partner data

Specific Features� Master data structure

� Master data is structured according to the business processes that depend on the contract account- Incoming and outgoing payments- Dunning - Correspondence

� Link between contract account and business partner� At least one business partner has to be assigned to a contract account� Several contract accounts can be assigned to one business partner

� Additional business partners can be assigned to a contract account

� Assignment to company code� Contract account is assigned to one company code which is responsible for payment

and processing. Posting to a contract account will be possible for all company codes which use the company code in the contract account as 'paying company'


&RQWUDFW $FFRXQW �,,�

� Planned changes function� A change to a contract account can be entered with the date from which the

changes are to be effective (time dependency)

� Customer-specific enhancements� Enhancements can be realized using the Business Data Toolset (BDT)

8


&RQWHQW



III. Master Data

IV. Key Functions in Business TransactionsÎ Posting and DocumentsÎ PaymentsÎ ReturnsÎ DunningÎ Installment PlansÎ DeferralÎ Write-OffsÎ Submission to External Collection Agencies

V. Integration


VII. Outlook

Î


.H\ )XQFWLRQV LQ %XVLQHVV 7UDQVDFWLRQV

Key Functions in FI-CA � SAP FI-CA covers all standard accounts receivable and payable

functions.

� In addition, critical business transactions for mass data processing have been improved and new functions have been implemented.

� The following section gives a brief summary of the most important new and enhanced functions in comparison to the traditional SAP FI-AR.

9


'RFXPHQWV DQG 3RVWLQJ �,�

Document� Represents a business transaction that results in the update in

subledger and general ledger accounting

� The business view of a document shows� Document header

� Document items relevant for subledger accounting (open item)

� Document items relevant for general ledger accounting

Specific Features � Posting

� Documents are automatically imported from an operational SAP or non-SAP System

� Documents can be entered and posted manually


'RFXPHQWV DQG 3RVWLQJ �,,�

� Cross-date posting � Specific documents can be posted for several dates. (Receivables with

recurring dates, such as installment plans)

� Cross-company code posting � The company code is recorded separately for each line item, and not in the

document header.� This enables the user to enter items for several company codes in one

document, so that a cross-company code document can be posted.

� Statistical items� Reflect a receivable or payable in the contract account that should initially

not be visible in the general ledger� Do not contribute to the balance of the document� Do not result in an update in the general ledger � Used, for example, for:

z Deduction and down payment requestsz Statistical outstanding chargesz Installment plans

10


'RFXPHQWV DQG 3RVWLQJ �,,,�

� Mass changesThe following data can be changed for several line items at once� Payment data

� Dunning data

� Due date data

� Locks


3D\PHQWV �,�

Purpose� To create and process incoming payments

Specific Features

� Payment lots� Groups of payments that are to be processed together (e.g. all incoming

payments contained in one bank statement)

� Lots are created by entering the data from incoming checks or bank transfers, either manually or using programs for fast input.

� Using an extensive assignment algorithm (clearing control), the system processes the payment lots and assigns the payment to the related open item.

� Overpayments can be posted as payments on account; underpayments are posted as partial payments.

11


3D\PHQWV �,,�

� Clarification account� Payments requiring clarification are posted to separate interim accounts

and must be processed manually.

� A repayment can be initiated for payments which cannot be assigned to an open item.

� Payment program� Enables the creation of outgoing and incoming payments

� Determines the open items to be paid according to the selection criteria entered for the payment run, and according to the due date of the open items

� Selects the payment methods and the appropriate bank

� Posts the payment document and clears the open items or creates payment orders. In case of payment orders, posting and clearing take place as soon as the order is confirmed with the bank statement.

� Provides the data for the payment media

� Will be processed in parallel processes to reduce the overall runtime.


5HWXUQV �,�

Purpose� To process bank returns that may occur as part of collection

procedures, check deposits, or outgoing payments

Specific Functions in FI-CA� Automatic returns processing

� Returns are processed automatically - original receivables or payables are reopened. Alternatively, new receivables can be posted.

� Generation of any further postings that are necessary due to taxes or charges

� Automatic start of follow-up activities

� Charging of bank fees� Bank fees and any additional charges can be charged to business partners

� Charges can be posted either statistically or to the general ledger

12


5HWXUQV �,,�

� Follow-up activities� Changes in the item � Changes in the contract account� Setting a deferral date, a dunning lock, or payment lock for the reopened

receivables� Workflow connection� Creation of information for the clerk� Correspondence for the business partner

� Activities can be defined dependent on� Return reason� Creditworthiness� Tolerance group � Number of returns

� Return history� All relevant data is recorded in a return history� Referred to when determining creditworthiness


'XQQLQJ �,�

Purpose� To remind business partners that their payables are overdue and to

request payment

Specific Features in FI-CA� Dunning activities

� Assignment of any number of dunning activities to the various dunning level, for example, - Printing a dunning notice- Termination of a contract - Activating a lock

� Dunning charges� Option of calculating dunning charges using an extensive charges

procedure

� The calculation rules can be specified dependent on currency and creditworthiness.

� The charges and interest can be posted either statistically or to the general ledger.

13


� Dunning history� Dunning-relevant data for each item is recorded in a dunning history.

� The dunning history is referred to when determining the dunning level of an item.

� The dunning history can be used at any time to provide information about the individual dunning activities.

� Dunning run reversal � A dunning run can be reversed completely.

� The system reverses either the whole run or the items that were not successfully posted and notes the relevant entries as being reversed in the dunning history.

� Additionally, the system determines and resets the charges and interest posted during the dunning activity run and resets the creditworthiness for the customer in question.

'XQQLQJ �,,�


'XQQLQJ �,,,�

� Dunning run for installment plans� Alternative dunning run can be processed for installment plans

� Automatic deactivation of an installment plan when a certain dunning level is reached can be specified

� Parallelization� Parallel processes are used to achieve the best possible performance

14


'HIHUUDO

Purpose� To defer payment for business partners who cannot keep up their

payment obligations

Specific Features in FI-CA� Deferral date

� The deferral date is noted in the open item in addition to the due date.

� No dunning notices are sent and no payments are collected during the agreed deferral period.

� Once the deferral date has passed without payment being made, the open item is dunned with the original due date and bank collection is executed again.

� Deferral history� Deferral history is kept in the document


,QVWDOOPHQW 3ODQ �,�

Purpose� To arrange payment by installments for business partners who cannot keep up

their payment obligations

Specific Functions � Structure

� The installment plan divides source items into several installment receivables that have a due date in the future.

� The installments are posted statistically in FI-CA and are cleared when payments are made. With every installment cleared, an corresponding part of the original receivables is cleared as well.

� The individual installment is included in the dunning and payment run.

� Installment plan set up� Individual installments and their due dates are specified in the installment plan.� Charges can be levied for an installment plan. � The document number of the installment plan is recorded in the original receivables,

which ensures that there is a link between the original receivable and the installmentplan.

15


,QVWDOOPHQW 3ODQ �,,�

� Interest calculation� Interest can be calculated on the installment plan.

� Installment plan processing � Installments plan can be changed manually.

� Due dates and the amount of installments can be changed.

� New installments can be added to an active installment plan.

� Original receivables will be cleared (partly) automatically, whenever an installment is cleared. Therefore, all original receivables will be cleared as soon as the last installment of the installment plan has been cleared.


,QVWDOOPHQW 3ODQ �,,,�

� Deactivating an installment plan� The installment plan can be deactivated manually.

� The original receivable becomes active again and the link between the original receivable and the installment plan is deleted.

� A deactivated installment plan cannot be reactivated, and no further payments can be assigned to the installment plan.

� Installment plan history� The history is updated automatically for every installment plan.

� Can be used to determine the source items on which an installment plan is based

16


:ULWH�2II �,�

Purpose� To write off open receivables and credits of a business partner because

receivables cannot be collected or payables cannot be disbursed

Specific Functions� Automatic posting

� Written off line items are cleared and a write-off document is posted to the the gain or loss accounts defined in Customizing.

� Additionally, rules that specify how the tax adjustment should be made are defined in Customizing

� Check rules� Check rules determine whether and which open items can be written off (to

a certain percentage) automatically.

� The rules are defined with the help of a function module and allow the implementation of customer-specific requirements.


:ULWH�2II �,,�

� Reverse write-off� Write-off documents can be reversed, meaning that the receivables or

payables become open again.

� Parallelization� Write-off activities can be processed in a mass run.

� Documents to be written off can be selected according to variousparameters.

� A simulation run can be executed before the update run for monitoring purposes.

17


6XEPLVVLRQ WR ([WHUQDO &ROOHFWLRQ $JHQFLHV

Purpose� Release and submission of receivables to external collection agencies

as well as management of the submitted receivables

Specific Features in FI-CA

� Release and submission of receivablesIntegrated release and submission of receivables while processing

� Dunning

� Write-off/mass write-off

� Manual indicator for collection order

� General submission

� Receivables submission management� Managing submitted receivables in separate management


6XEPLVVLRQ WR ([WHUQDO &ROOHFWLRQ $JHQFLHV

� Processing incoming information� Incoming information from the collection agency can be transferred to the

system - the processing depends on the way the agency forwards the information:z In a file: Interest, charge requests, and collected payments are posted

automaticallyz By letter or telephone: The information has to be posted manually

18


&RQWHQW


II. Overview ofContract Accounts (FI-CA)

III. Master Data


V. Integration

Î General Ledger AccountingÎ Cash Management

Î ControllingÎ Sales and DistributionÎ FSCM Biller DirectÎ FSCM Dispute Management


VII. Outlook

Î


FI-CA and General Ledger� Transaction figures are not updated automatically in the general ledger

when postings are executed in FI-CA. Instead, the data is summarized and transferred to the general ledger periodically for reasons � of system performance and

� to limit the volume of documents in the general ledger

� FI-CA documents are grouped automatically and posting totals are recorded for each group. These are later transferred to the general ledger.� Posting and reconciliation programs are available to transfer the data to FI-

GL

� General Ledger Accounting can be managed in the same R/3 System as FI-CA or in separate one.� If General Ledger Accounting is managed separately, the data can be

transferred by using ALE methods.

,QWHJUDWLRQ� *HQHUDO /HGJHU $FFRXQWLQJ

19


,QWHJUDWLRQ� &DVK 0DQDJHPHQW DQG &RQWUROOLQJ

FI-CA and Cash Management� FI-CA updates the Cash Management component immediately when a

posting is made.

� The Cash Management liquidity forecast and cash position are always up-to-date.

FI-CA and Controlling� Overhead Cost Controlling is updated automatically during the general

ledger update.

FI-CA and profitability Analysis� Records for the profitability analysis Data will be written on a

accumulated basis during a separate update process. This enablesprofitability analysis to be used also for the high volume of data created within FI-CA


,QWHJUDWLRQ� 6DOHV DQG 'LVWULEXWLRQ

FI-CA and Sales and Distribution� As part of the integration of FI-CA, bills from Sales and Distribution can

be posted to FI-CA instead of to FI-AR.

FI-CA and SAP Billing Engine� The output data from the SAP Billing Engine can be posted to FI-AR or

to FI-CA.

� FI-CA can directly interface with the CRM Billing Engine (there is a direct business partner-to-business partner connection in the RW-Interface; it is not necessary to use AR)

� The Billing Engine will be part of the following mySAP solutions

� mySAP Customer Relationship Management

� mySAP Telecommunications Industry

� mySAP Media Industry

� ... more to come ...

20


,QWHJUDWLRQ� )6&0 %LOOHU 'LUHFW

FI-CA and Financial Supply Chain Management (FSCM) - Biller Direct

� FSCM Biller Direct enables electronic bill presentment and payment

� Customers can see all of their open items, credits, and bills in a Web browser.

� Customers can authorize payment by credit card or direct debit.

� Web-based authorizations change the status of open items in FI-CA.

� FSCM Biller Direct uses Java Server Pages and runs on SAPWeb Application Server.

� Communication between FSCM Biller Direct and FI-CA is handledby the Java Connector.


,QWHJUDWLRQ� )6&0 'LVSXWH 0DQDJHPHQW

FI-CA and Financial Supply Chain Management (FSCM) – DisputeManagement

� FSCM Dispute Management will handle customer disputes that result in payment deductions or defaults.

� FSCM Dispute Management supports various channels (for example, Call Center, Web, SAP GUI).

� For each customer dispute, a dispute case is created with a specific reason code (such as late delivery).

� FSCM Dispute Management will interact with FI-CA (for example, posting of credit memos, and so on.).

21


&RQWHQW



III. Master Data


V. Integration


VII. Outlook

Î


7HFKQLFDO +LJKOLJKWV RI ),�&$

Technical Highlights FI-CA � Document structure

� Documents are implemented with the minimum number of fields required –repetitive structures for installments, subitems for partial payments

� Reduced memory space required for storing open and cleared items

� Enables high performance processing of critical business transactions –posting, dunning, payment

� Parallelization of mass data processing

� Openness� Standard process enhancements without modification due to event concept

� Event: Time at which an open interface exists - customers can use the option of creating and activating additional or alternative algorithms in their own function modules.

22


&RQWHQW



III. Master Data


V. Integration


VII. OutlookÎ

contract accounting fica

Documents

business transactions

receivable sap fica

address sap ag

outlook sap ag

data storage sap ag

sap components

business relationships

title of presentation