fica overview

Industry Solution for Utilities

Dorene Lee04 April 2015

Finance for Contract Accounting (FI-CA)

Proprietary and Confidential

Overview

Contract Account

Document Types and Number Ranges

Account Determination

FI-CA Document

FI-CA Processes

Additional Document Functions

Account Balance Display

Topics

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SAP Industry Solution for Utilities

FISD

AMMM

GIS,CAD,SCADA

MMPM/SM

SDCO

Marketing& Sales

CustomerCare & Service

Industry specificcomponents

Core componentsContractAccounting(FI-CA)

Billing /Invoicing

Services ConsumptionEntry

ExternalConsumptionEntrySystems

ExternalSales Systems

CentralBusinessPartner

3rd party systems

Financial Accounting

DeviceManagement

CUS T OME R

Maintenance& Service -Management

Assets &Material Management

CA

R E & S E R V

I CE

IS-U/CCS as anintegrated componentof the R/3 enterpriseinformation system

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Contract Accounts Receivable and Payable (FI-CA) is an accounting sub-ledger for processing large volumes of data

The Contract Account represents the customer account that is billed for services provided by the utility

All financial transactions impacting the customer, such as invoicing, charges and credit adjustments are posted as Documents in FI-CA, and are reflected on the customer account balance

What is FI-CA

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Each document in FI-CA is assigned a Reconciliation Key – this is the key which groups together all similar transactions of the day for transfer to the General Ledger

At the end of each business day, after all other FI-CA batch processes are completed, Reconciliation Keys are closed and their summary records are transferred to the GL

Basic Enterprise settings in Financial Accounting and Controlling (FI-CO) need to be set up to support FI-CA – namely Company Code, Controlling Area, Chart of Accounts, Cost Center Hierarchy, Fiscal Calendars

What is FI-CA (cont.)

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Overview

Contract Account



FI-CA Document

FI-CA Processes



Topics

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InstallatnGas

Meter

TECHNICAL MASTER DATA (House Information)

Apartment Block = Connection Object

InstallatnElectricity

Meter

Device LocationHallway

Device LocationBasemt

Apartmt

2

Apartmt

3

Apartmt

4

Apartment 1 = Premise

Connection ObjectA building or property linked to the supply network.

InstallationAn installation groups together all devices of the same division (electricity or gas) that are allocated to a premise. The installation contains pricing data for billing.

Device LocationThe place within a connection object where devices (e.g. a meter, curb valve, tap etc) are installed.

PremiseA single ‘unit’ (e.g.; an apartment within a building) that is supplied with the relevant service. E.g. - a residential home would be set up as one connection object with one premise.

The “IS-U House”

Move In/Switch/TransferA Move In occurs when a customer (Business Partner) moves into a premise or switches retailers and is supplied with a service. The Move In links the Technical Master Data with the Business Master Data by allocating a contract to an installation.

Business Partner

Contract Account

ContractElectricit

y

ContractGas

Business PartnerA customer who has a business relationship with a utility. May be a:• Contract Business Partner

- Billable Customer• Contact Business Partner

- Contact Person• Prospective Business

Partner - Interested Customer

BUSINESS MASTER DATA(Customer information)

Contract AccountThe Contract Account combines all contracts that have the same payment and credit details.

Contract An agreement between the customer (a Contract Business Partner) and a utility to provide a service (e.g. electric, water, gas).

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The Contract Account forms the basis for FI-CA in the SAP IS-U solution

It represents the customer account that is billed for services provided by the utility

It contains all details required to manage customer-related financial postings, e.g. – Account Determination ID – a 2-character identifier that allows the same

transaction in the same company code and division to post to different GL accounts

– Payment Term – determines the due date of the open item– Clearing Category – drives the clearing rules– Interest Key – contains interest calculation rules for open items– Collection Strategy – determines the collection paths for customers

The SAP solution enables multiple services located at one or more premises to be on a single contract account

Contract Account

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Contract accounts in IS-U are synonymous with Business Agreements in CRM

Typically business agreements are created in CRM, and the data replication process is set up to replicate it into a contract account in IS-U

Default values and parameters need to be defined in the Business Agreement Class in CRM and mapped to a template contract account in IS-U

Contract Account (cont.)

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Overview

Contract Account



FI-CA Document

FI-CA Processes



Topics

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Each possible document type needs to be identified

Document types are based on various transactions of the utility’s business functions, e.g. Invoice, Payment

SAP provides a range of standard document types

Additional ones can be defined according to business requirements

Document Types

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A number range needs to be provided for each document type

For documents posted via mass processes, additional number ranges need to be provided

The number of number ranges for mass processing would depend on the number of batch intervals per process – e.g. if invoicing is expected to run in 20 parallel jobs, 20 number ranges need to be provided

Document Number Ranges

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Interval sizes need to be considered based on the expected volume of transactions using each range, and whether the transactions will run via mass processing

Typically, the number ranges are prepared in a spreadsheet and loaded using load programs

Document Number Ranges (cont.)

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Overview

Contract Account



FI-CA Document

FI-CA Processes



Topics

14


All FI-CA document postings go through automatic account determination, hence there is no need for the user to enter GL accounts and cost objects at the time of posting

The account determination is driven by the combination of Company Code, Division, Account Determination ID, Main Transaction and Sub Transaction


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Company Code− Represents the legal entity for which a full set of financial statements are

produced − Defined in the Financial Accounting section of the Enterprise Structure

Company Code and Division

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Division− Represents the service being

provided by the utility − Defined in the Logistics section

of the Enterprise Structure


Account Determination ID (ADID)− A key that enables automatic account determination for postings at the

contract account or contract level − Typically aligned by the type of customer account, e.g. Residential,

Commercial, Government etc

Account Determination ID

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Main Transaction− A 4-digit key that identifies the

type of transaction being posted, e.g. Consumption Billing, Miscellaneous Posting, Payments

− Drives the Balance Sheet account

Main Transaction

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Sub Transaction− A 4-digit key that represents a further

segmentation of the Main Transaction, e.g. Miscellaneous Posting is further classified into Reconnection Fee, Meter Installation Fee, Interest Waiver

− The combination of Main and Sub Transaction drives: • The P&L account • Taxability of the item• Business Area and CO account

assignments

Sub Transaction

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The Debit / Credit indicator determines whether the contract account is debited or credited when a posting with the main-sub combination occurs

Additional settings can be defined according to business requirements:− Whether manual posting is

allowed− Dunning procedure (no

longer applicable for dunning by Collection Strategy)

− Interest Key − Dunning/Interest/Payment

locks

Sub Transaction (cont.)

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Each possible combination of Company Code, Division, ADID and Main Transaction needs to be mapped to the appropriate Balance Sheet account

Account Determination – Main Transaction

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Each possible combination of Company Code, Division, ADID, Main Transaction and Sub Transaction needs to be mapped to the appropriate P&L account

Tax determination code and additional account assignments such as Business Area and Cost Center are also defined here

Account Determination – Sub Transaction

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Tax Codes drive the automatic calculation of the sales tax amount

Tax codes may be defined as taxable or non-taxable

The Tax Rate is maintained in the Financial Accounting Global Settings

If Jurisdiction Code is used, the tax rate needs to be assigned for each defined Jurisdiction Code

Tax Code

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As with the account determination for Balance Sheet and P&L accounts, the Sales Tax GL account needs to be mapped according to the defined tax codes

Tax Account Determination

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The CO Account Assignment Key drives the automatic determination of cost accounting objects, e.g. Cost Center, Order etc

CO Account Assignment

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Account Determination – Summary

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Company Code GL Account Business Area Cost Center

Company Code

4-character identifier

representing the legal entity that

has to produce the balance sheet and income statements

Main Transaction

4-digit identifier representing type

of transaction

Sub Transaction

4-digit identifier representing

further segmentation of

transaction


ID2-character

identifier which allows the same

transaction in the same Co. Code & division to post to

different GL accounts

Division

2-character identifier

representing the service

When a transaction is posted, the above combination in FI-CA will drive the derivation of the below combination in FI-CO for revenue/expense posting


Overview

Contract Account



FI-CA Document

FI-CA Processes



Topics

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Transaction postings in FI-CA result in documents being posted on the contract account

FI-CA documents may be posted manually or via mass processes

A FI-CA document consists of Document Header, Business Partner Item and GL Item

FI-CA Document

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FI-CA Document – Overview

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Header

BP Item

GL Item


The Document Header contains information pertaining to the whole document, e.g. Posting Date, Document Type, Document Number, Reconciliation Key, Origin Key and Administrative Data

FI-CA Document – Header

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The Business Partner item contains information pertaining to the customer, e.g. business partner, contract account and contract

In terms of GL account posting, this item posts to the Customer Accounts Receivable account

FI-CA Document – BP Item

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The GL item is the off-setting entry for the BP item

The GL accounts posted are typically revenue or expense accounts

Tax items are included if the charges are taxable

FI-CA Document – GL Item

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Overview

Contract Account



FI-CA Document

FI-CA Processes



Topics

33


FI-CA Processes

ACCOUNT BALANCE DISPLAY

OPEN ITEM MANAGEMENT

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• Consumption charges - from Billing/Invoicing

• Miscellaneous Postings

Accounts Receivable

• Incoming Payments

• Clarifications• Returns• Refunds

Payments

• Security Deposits• Interest• Dunning• Creditworthiness• Deferrals• Installment Plans• Collection Agency• Write-Offs

Credit & Collections

• Transfer to General Ledger

Closing

• Transfer Postings

• Loans• Escheatment

Other Processes


FI-CA Processes



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Accounts Receivable



Payments




Closing



Other Processes


Consumption Charges are posted to the contract account via Invoicing

Consumption during the bill period is measured via meter reads, and the billed amount is calculated via the Billing engine

For active contract accounts, Consumption Bills are posted according to the customer’s bill cycle

However in certain situations a Manual Bill may be generated as well

A Final Bill is generated if a move-out has been processed for the customer

Accounting EntriesDr Customer AR Cr Sales Revenue

Consumption Charges

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Miscellaneous Postings are manually-posted charges and credits on the contract account – e.g. bill reprint fee, late fee waiver

Manual postings can be made in IS-U as well as the IC-Web

Automated postings are also possible through the use of enhancements, e.g. service establishment fee, reconnect fee

As these postings are non-consumption charges, they may occur at any time, hence they need to be due-date synchronized with the consumption invoice due date

Accounting EntriesDr Customer AR Cr Other Revenue (i.e. by the respective types of charges)

Miscellaneous Postings

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FI-CA Processes



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Accounts Receivable



Payments




Closing



Other Processes


Incoming payments clear open receivables on the contract account

A clearing document is created for the paid open item with Clearing Reason “Incoming Payment”

Payment Methods – Cheque – Cash– Debit/Credit Card– Direct Debit

Payment Channels– Mailed-in – cheques mailed to the remittance center– Walk-in – at payment locations – cash, cheque, debit/credit card– External online banking– 3rd Party Vendors – IVR – payment by credit card over the phone– Direct Debit (ABP)

Incoming Payments

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Incoming Payments are posted via– Payment Lot, Check Lot – manual creation– Payment Lot Transfer – interfaces from 3rd party vendors– Payment Run – ABP payments– Cash Desk – at the utility’s payment locations

Clearing– Allocation of payments to open items– Automatic clearing based on Clearing Rules– Manual clearing possible via Account Maintenance

Accounting EntriesDr Cash/Check ClearingCr Customer AR

Incoming Payments (cont.)

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Payments are routed to the Clarification list when they cannot be posted to a contract account, possibly due to– Missing / incorrect account number– Payment flagged “to be clarified”– Posting lock on the contract account

The monies are held in a clarification account until the contract account can be determinedDr Cash/Check ClearingCr Clarification

Once the clarification case is researched and sorted out, it is posted to the rightful contract account

Accounting EntriesDr ClarificationCr Customer AR

Clarifications

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Returns are payments that have been processed in the system but subsequently need to be reversed

Typically returns may arise due to insufficient funds, closed accounts etc

Returns result in a clearing reset between the payment and open item that was cleared

A clearing document is created for the returned payment document with Clearing Reason “Returns”

The paid item reverts back to open status and proceeds along the dunning path from where it left off

Returns

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A return fee may be assessed on the contract account and a return letter is sent to the customer

Returns are posted via – Returns Lot – manual creation– Returns Lot Transfer – interfaces from banks

Accounting EntriesDr Customer AR Cr Return Fee

Returns (cont.)

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Credits on the contract account may be refunded to the customer

Credits may arise due to over-payment by the customer, a released security deposit or a credit adjustment

In most utilities, credits are refunded if the contract account has been final-billed (i.e. inactive account), while credits on active accounts are used to clear subsequent receivables

Refund requests are typically approved via an approval workflow

Once approved, the Payment Run processes the outgoing payment, and a refund cheque is created in Check Management

Refunds

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A clearing document is created for the open credit with Clearing Reason “Outgoing Payment”

Accounting EntriesDr Customer ARCr Refund Clearing

Refunds (cont.)

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FI-CA Processes



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Accounts Receivable



Payments




Closing



Other Processes


Security Deposits are business-determined amounts of money held by the utility to cover any possible losses due to unpaid receivables

Security Deposits may be in the form of cash or non-cash, e.g. personal guarantee, bank guarantee, letter of credit

Interest can be calculated on security deposits and paid to the customer, depending on regulatory or business requirements

Security deposits are released if the customer maintains good payment behavior or when the customer moves out

Released security deposits result in an open credit on the contract account, which may either be refunded or used to clear open receivables

Security Deposits

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A Security Deposit request is a statistical item, i.e. it does not post to the GL, until the deposit is paid

The credit amount for the paid deposit is prevented from clearing other receivables, until the deposit is released

Accounting Entries– Security Deposit Request

Dr Customer Deposits (Statistical Key “H”)

– Paid Security DepositDr Cash/Check ClearingCr Customer Deposits

– Interest on Security DepositDr Interest on Security Deposit Cr Customer AR

Security Deposits (cont.)

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Interest on receivables can be assessed when the customer does not pay by the stipulated due date

Interest key, interest rates and calculation rules need to be defined

To prevent interest assessment, an Interest Lock may be assigned on the open item or the contract account

Accounting EntriesDr Customer ARCr Interest Receivable

Interest

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The collection of past due receivables is managed via the Dunning process

It encompasses a series of steps, typically from a Reminder Notice progressing to Disconnection

Dunning comprises two parts i.e. Dunning Proposal and Dunning Activity

– Dunning Proposal identifies which items are eligible to be dunned, groups them into dunning groups and determines the associated collection step to be executed for the groups

– Dunning Activity performs the execution of the collection step determined by Dunning Proposal

Dunning

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The Collection Strategy defines the utility’s specific business rules for collections and determines the collection paths for customers, e.g.

– For low risk customers• Reminder Notice at 3 days past due if debt is greater than RM300• Disconnect Notice at 15 days past due if debt is greater than RM500

– For high risk customers• Disconnect Notice at 7 days past due if debt is greater than RM300

To prevent dunning, a Dunning Lock may be assigned on the open item or the contract account

There are no accounting entries arising from Dunning, unless charges are automatically posted via Dunning run (e.g. Late Payment Charges)

Dunning (cont.)

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Creditworthiness is a numeric score assigned to customers based on their payment history

Creditworthiness points may be assessed manually as well as automatically, via various credit-related transactions e.g. Returns, Dunning, Write-offs

Each credit-related transaction is assigned a value, e.g.– Return 2 points– Reminder Notice 3 points– Disconnect Notice 5 points

Typically, a time-dependent weighting factor is applied on each creditworthiness assessment, e.g.– 0-12 months weighting factor = 2– 13-24 months weighting factor = 1– > 24 months weighting factor = 0

Creditworthiness

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The system re-calculates the overall Creditworthiness score dynamically, by totaling all creditworthiness events multiplied by the weighting factor in the configured timeline, e.g.

Reminder Notice in Feb 2012: 3 points x 0 = 0Return Cheque in Jun 2013: 2 points x 1 = 2Reminder Notice in Mar 2014: 3 points x 2 = 6Disconnect Notice in Apr 2014: 5 points x 2 = 10Overall Creditworthiness in July 2014 = 18

The Creditworthiness score may be used as an input into various decisions, e.g. determination of collection step (dunning), eligibility for security deposit release, eligibility for installment plans etc

There are no accounting entries arising from Creditworthiness assessment

Creditworthiness (cont.)

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A Deferral is an extension of payment due date granted to customers who are unable to meet the original due date

Eligibility for deferral and the number of days allowed are driven by business rules

The deferral date is entered on the open item

Dunning can be configured to ignore the open item until the deferral date is passed

Deferrals can be entered in IS-U as well as the IC-Web

There are no accounting entries arising from a Deferral

Deferrals

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An Installment Plan is a payment arrangement that distributes open items over several due dates in future

It enables the customer to make their payments in smaller amounts over a longer period of time, e.g. for a consumption bill of RM300 that falls due on 5 July 2014, the following installment plan is granted

– Installment 1 RM100 due on 5 July 2014– Installment 2 RM100 due on 5 Aug 2014– Installment 3 RM100 due on 5 Sep 2014

Similar to deferral, eligibility for and length of the installment plan are driven by business rules

Installment Plans can be created in IS-U as well as the IC-Web

Installment Plans

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Dunning and payment runs pick up each installment as they fall due

Installment Plans may be deactivated manually or automatically via dunning run when the associated collection step is reached

Once deactivated, the remaining receivables that formed the installment plan revert to their original due date

Accounting entriesDr Customer AR (Statistical Key “R”) Installment 1 Due Date 1Dr Customer AR (Statistical Key “R”) Installment 2 Due Date 2Dr Customer AR (Statistical Key “R”) Installment 3 Due Date 3

Installment Plans (cont.)

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Past due receivables can be handed over to an external collection agency if they remain unpaid despite all measures taken to collect them

Collection agencies used by the utility need to be set up as business partners

Typically receivables submitted to the collection agency are that of final-billed accounts

There are 2 parts to the process, i.e. release of the receivables and the actual submission to the collection agency

– Release – this step sets a flag on the open item, and may be executed manually or automatically via Dunning and Write-off transactions

– Submission – this step creates a file containing the released items, which is sent to the collection agency through an interface

Collection Agency

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Collection agency determination can be made manually as well as automatically, using an enhancement

For submitted items, subsequent updates can be sent to the collection agency, e.g. paid by the customer, reversed, written-off etc

Submitted items can be recalled and placed with another collection agency after a period of time, depending on business rules

There are no accounting entries arising from submission to the collection agency

Collection Agency (cont.)

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Write-Offs involve the removal of uncollectible receivables from the contract account onto a write-off expense account

A clearing document is created for the written-off open item with Clearing Reason “Write-off” or “Mass Write-off”

Typically written-off receivables are that of final-billed accounts

If a written-off item is subsequently paid, the write-off can be reversed and then the debt is cleared against the payment

Criteria for write-off e.g. minimum amount, collection step etc are determined by business rules

Accounting entriesDr Write-off ExpenseCr Customer AR

Write-Offs

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FI-CA Processes



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Accounts Receivable



Payments




Closing



Other Processes


All financial transactions occurring in FI-CA are grouped together in Reconciliation Keys

The Reconciliation Key is a unique identifier for each business transaction for each day, e.g. invoicing, miscellaneous postings, payments, write-offs etc

A Reconciliation Key may be created manually or automatically during the first posting for the day or during the relevant batch job

The naming convention for Reconciliation Keys needs to be defined

All transaction details are kept in FI-CA (sub-ledger), and only the summary totals by Reconciliation Key are transferred to the General Ledger

Transfer to General Ledger

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Each Reconciliation Key needs to be closed before transfer to GL can be performed

Closing the Reconciliation Key prevents further postings to the particular key, thus ensuring that the values cannot be changed

At the end of each business day the following take place in Batch– Reconciliation Keys are closed– Summary totals in FI-CA are transferred to the General Ledger

As a result of the transfer, FI documents are posted in FI-CO

Accounting entries and posting dates in FI-CO are the same as in the source documents in FI-CA

Transfer to General Ledger (cont.)

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FI-CA Processes



63



Accounts Receivable



Payments




Closing



Other Processes


Transfer Postings are used to move open items from one contract account / contract to another

Items associated with contracts can only be transferred to a contract of the same division

A clearing document is created for the transferred open item on the sender account with Clearing Reason “Transfer Items”, and a new open item is posted on the receiver account

Some examples of transfer posting scenarios – Transfer of final bill debt from an inactive to an active contract of the same

customer– Transfer of misapplied payments

A transfer posting is purely a FI-CA transaction i.e. there is no impact to the GL

Transfer Postings

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Some utilities may offer loans to customers if they need to buy devices related to the service being provided, e.g. energy saving equipment

A lump sum amount is disbursed to the customer, who will then repay the loan amount in several installments over a period of time

The system supports loans with zero or fixed interest rates

When a loan is created, the system creates – The loan document – this represents the monies being disbursed– The repayment plan – this specifies the installment amounts and due dates

for the loan repayment– The interest document – this specifies the interest amounts due for each

installment

Similar to Installment Plans, Loans may be deactivated manually or automatically via dunning run when the associated collection step is reached

Loans

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Accounting Entries (example loan amount RM600 payable in 3 installments with interest of RM3 with every installment)

– Loan CreatedLoan Document:Dr Loan AR RM 600Cr Loan AR RM 600

Repayment Plan:Dr Loan AR RM 203 (Statistical Key “R”)Dr Loan AR RM 203 (Statistical Key “R”)Dr Loan AR RM 203 (Statistical Key “R”)

Interest Document:Dr Loan AR RM 3 (Statistical Key “G”)Dr Loan AR RM 3 (Statistical Key “G”)Dr Loan AR RM 3 (Statistical Key “G”)

Loans (cont.)

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Accounting Entries (cont.)

– Loan DisbursedDr Loan AR RM 600Cr Cash/Check Clearing RM 600

– Loan Installment PaidDr Cash/Check Clearing RM203Cr Loan AR RM203

Dr Loan AR RM3Cr Interest Receivable RM3

Loans (cont.)

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Escheatment is the process of moving un-cashed refund cheques or monies in the clarification list to state authorities after a specified period of time

State authorities to whom monies are escheated need to be set up as contract accounts

At the start of the escheatment process, letters are sent to customers’ last known address informing them of the un-cashed cheques or monies that will be escheated by a certain date

Once the escheatment date arrives, the escheatment execution takes place – The refund cheque is voided– A payable is created for the contract account of the state authority– There is no change on the customer contract account

Escheatment

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The credit on the State contract account will be processed as an outgoing payment

Accounting Entries– Escheatment Execution

Dr Refund ClearingCr Customer AR [State Contract Account]

– Payment Run Dr Customer AR [State Contract Account]Cr Refund Clearing

Escheatment (cont.)

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Overview

Contract Account



FI-CA Document

FI-CA Processes



Topics

70


Document Reversal

Account Maintenance

Reset Clearing


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Document Reversal clears the original document

A clearing document is created for the reversed open item with Clearing Reason “Reversal”

Reversals using the FI-CA reversal transaction are not possible for some document types, as these need to be reversed at the source transaction– Invoice– Security Deposit– Installment Plan– Budget Bill

Document Reversal

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Account Maintenance performs manual clearing for individual contract accounts

Items to be cleared may be manually selected, hence overriding the defined clearing rules

A clearing document is created for the open item with Clearing Reason “Account Maintenance”

Account Maintenance

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Reset Clearing serves to break the clearing between an open item and its clearing document

Once a reset clearing has been executed, the status of the cleared item reverts back to open, e.g. a paid item goes back to being unpaid

Reset clearing is used in cases of misapplied payments or posting errors

Reset Clearing

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Overview

Contract Account



FI-CA Document

FI-CA Processes



Topics

75


All financial postings on the contract account are viewable as line items on the Account Balance Display

Selection criteria can be used to limit the items being displayed, e.g. open items, cleared items or both

Information that needs to be displayed can be determined using Line Layout Variants, e.g.– Contract Account– Contract– Division– Main Transaction– Sub Transaction– Due Date– Amount– Clearing Document– Clearing Date


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Drilldown capabilities in the Account Balance Display enable users to look at the details of the source documents

The Environment menu enables access to additional details e.g. master data, source items for installment plans, document changes, etc

Customer Service agents would view the Account Balance Display on the Account History in IC-Web

The Account History in IC-Web is a replica of the Chronology tab of the Account Balance Display

Account Balance Display (cont.)

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Account Balance Display in IS-U – Example

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Account History in IC-Web – Example

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What we have learnt Contract Account

Document Type and Number Ranges


FI-CA Document

FI-CA Processes– Accounts Receivable, Payments, Credit & Collections, Closing, Other

Processes

Additional Document Functions– Document Reversal, Account Maintenance, Reset Clearing


Summary

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Questions

81

fica overview

Documents

payable fica

support fica

fica batch processes

customer account balancewhat

business master data

confidentialeach document

customer business partner

business day