sap student lifecycle management%3a student accounting cookbook and faq

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© 2013 SAP AG 1

SAP Student Lifecycle

Management:

Student Accounting Cookbook and

FAQ

Applies to:

Student Lifecycle Management EHP4

Summary

This document provides a basic overview on implementation steps for the Student Accounting functionality which is part of SAP Student Lifecycle Management.

Author: Patricia Bristol-Clarke, Marlies Burkhard

Company: SAP

Created on: November 2011 (Updated Version 18.01.13)

SAP Student Lifecycle Management: Student Accounting Cookbook and FAQ


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Table of Contents

0. Introduction ..................................................................................................................................................... 4

0.1. General Process Overview .................................................................................................................. 4

01.1.1. Fee Calculation Process in Student Lifecycle Management ........................................................ 4

01.1.2. Integration to Public Sector Collection and Disbursement (PSCD) .............................................. 5

Customizing Steps Overview .......................................................................................................................... 5

1. Basic configuration settings required for Student Accounting .................................................................... 6

1.1. FI-CA (Contract Accounts Receivable & Payable) ............................................................................... 6

1.2. Student Accounting (Student Lifecycle Management) ....................................................................... 14

1.2.1. Introduction of Terminology and Process Overview ....................................................................... 14

2. Question: How do I set up a Fee Calculation scenario? .............................................................................. 18

3. Question: How do I set up a Fee Calculation scenario? .............................................................................. 32

Posting .............................................................................................................................................................. 37

4. Question: How do I trigger Fee Calculation by an Event? ............................................................................ 38

5. Question: What happens if after Fee Calculation was done, a re-calculation is performed? ....................... 39

6. Question: How can Company Code and Business Area be derived automatically based on registration data? How can we track revenue? ................................................................................................................... 39

7. Question: How do I set up due date schedules in fee calculation? .............................................................. 39

8. Question: How can I prevent duplication of fees for concurrent Program registration? ............................... 40

9. Question: How do I set up and use Attributes for Individual Fees? ............................................................. 40

10. Question: How can I handle different fee calculation requirements per Semester? .................................. 40

11. Question: How do I set an Accounting Key in the Pricing Procedure? ...................................................... 41

12. Question: Can we generate one Fee Calculation Document for two different Programs of Study? .......... 41

13. Question: How can we handle miscellaneous fees? .................................................................................. 42

14. Question: Which customizing error causes message “Copying is incomplete because no rules have been defined”? ........................................................................................................................................................... 43

15. Question: What is the reason for error message: “No fee calculation procedure found?” ......................... 43

16. Question: Do I have to set up separate pricing procedures to post fees to different General Ledgers (GL‟s)? .............................................................................................................................................................. 43

17. Question: Can we derive a Business Area by the Fee Calculation Process? ............................................ 43

18. Question: What‟s the reason for an error upon creation of the Contract Account? ................................... 44

19. Question: Is the Contract Account created automatically when the student is created in the system? How do I maintain correct settings for manual creation? .......................................................................................... 44

20. Question: How do I use different due date schedules depending on booked Modules? ........................... 45

21. Question: How are installment payments for tuition fees reflected on the student‟s account? .................. 45

22. Question: How do I adjust fields in the Cash Desk? .................................................................................. 45

23. Question: Recording fee receipt – where can we maintain the „drawn on bank‟s name? .......................... 46

24. Question: How can cashiers calculate interest on open items? ................................................................. 46

25. Question: How are invoices created and corrected? .................................................................................. 46

26. Question: How do I generate collective bills? ............................................................................................. 47



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27. Question: How can I bill students based on Due Dates? ........................................................................... 47

28. Question: How do I group invoices by Contract Objects? .......................................................................... 48

29. Question: How do I generate invoices using Transaction FKKINV_S? ...................................................... 48

30. Question: How do we make changes to Invoice and Receipt layouts? ...................................................... 49

31. Question: How do I correct Error Message No. 3302 when generating a receipt? .................................... 49

32. Question: How do I generate output using Transactions FPREPTM & FMCAM2? ................................... 50

33. Question: How do I generate bills for mixed registrations? ........................................................................ 50

34. Question: How do I make an Account Assignment to a Grant? ................................................................. 50

35. Question: How do I use Funded Programs for Grants? ............................................................................. 51

36. Question: How do I pay Grants monthly? ................................................................................................... 51

37. Question: How do I handle errors related to FM & FI-CA when posting Grant Evaluation? ...................... 52

38. Question: How do I change Grant attributes in the Student Master Data? ................................................ 52

39. Question: Do SLCM and GM have to run on separate instances? ............................................................ 52

40. Question: How are Dunning and Holds linked together? ........................................................................... 53

41. Question: How do I generate E-mails within a Dunning Procedure? ......................................................... 53

42. Question: How can I prevent a student from registering if there is a dunning process active? ................. 54

43. Question: How can holds be de-activated via Transaction FP05 (Process Payment Lot)? ....................... 54

44. Question: Posting Area issue in Fee Calculation ....................................................................................... 55

45. Question: Problems with posting delta fees ............................................................................................... 55

46. Question: How do I handle Error Message No. 556 during an Interest Run? ............................................ 55

47. Question: How do I correct an error when creating a security deposit? ..................................................... 56

48. Question: How do I carry out a payment reversal with a closed payment lot? ........................................... 56

49. Question: How do pay money back to a student? ...................................................................................... 57

50. Question: How do I implement Deferred Revenue? ................................................................................... 57

51. Question: How are taxes treated in Student Accounting? .......................................................................... 58

Copyright........................................................................................................................................................... 59



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0. Introduction

In this FAQ document questions asked by Student Accounting consultants and customers were collected. Answers were provided by members of the forum plus Student Accounting consultants. They are supposed to give readers who work in implementation projects guidance in approaching and solving the described issues. If further information on the described topics is required a Student Accounting consultant needs to be involved. This document does not replace any training material and SAP assumes no responsibility for errors or omissions in this document.

0.1. General Process Overview

01.1.1. Fee Calculation Process in Student Lifecycle Management

1. Academic data (student attributes, registrations, modules...) is read.

2. This data is passed to the pricing machine.

3. Pricing is done and the pricing result is passed back to the fee calculation.

4. FI-CA documents are posted to the contract account of the student

5. Fee calculation documents are posted

Setup/Customizing:

Fee calculation period: Define one or more year/session combinations

Pricing: Condition technique from SD -> Enhancement from SLCM: Fee calculation procedures

Different fee calculation procedures can be used for different students

Fees can be grouped with account keys

Customer fields could be used for pricing

Features of Fee Calculation:

Delta posting (Self-correcting programme)

Manual corrections are possible

FM- and CO-Integration

Process can be run via single or mass runs

Parallel processing with variable package sizes is possible



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Event-triggered fee calculation is possible

Flexible due date determination

01.1.2. Integration to Public Sector Collection and Disbursement (PSCD)

The SAP Business Partner and its Master Data Structure integrate SLCM with the Accounting functionalities of Public Sector Collection and Disbursement.

The Fee calculation is posting documents to the student account.

The Grant Evaluation is posting documents to both the student and the sponsor account.

The Application fee is not calculated and it is posted to the student account.

Customizing Steps Overview

Fee calculation period are defined: One or more year/session combinations

Pricing: Condition technique from SD is used

Student Lifecycle Management enhancements in SD: Inclusion of fee calculation procedures

Different fee calculation procedures are defined for different students

Fees are grouped with account keys

Customer fields can be used for pricing



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1. Basic configuration settings required for Student Accounting

The basic settings for Student Accounting are carried out in the following areas:

Steps 1.1. – 1.14. FI-CA (Contract Accounts Receivable & Payable

Steps 1.15. – Student Accounting (Student Lifecycle Management)

Note: Prerequisite is that the Financial Accounting (FI) configuration has already been completed or that it is being set

up in parallel by the FI team.

Configuration Overview – Diagram of IMG Configuration Settings

Picture 1: Student Accounting Configuration Overview provided by Lukas Molenaar.

1.1. FI-CA (Contract Accounts Receivable & Payable)

1.1.1. Company Code: FI-CA

IMG Path: Financial Accounting>Contract Accounts Receivable and Payable> Organizational Units>Set Up Company Codes for Contract Accounts Receivable and Payable

Create a Company Code. PUS1 is used for purposes of this example.



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Field Values

Payments on Account Activate this flag

Rec. for Check Encashment Contract Accounts Receivable and Payable

1.1.2 Company Code Group: FI-CA

IMG Path: Financial Accounting>Contract Accounts Receivable and Payable> Organizational Units>Define Company Code Groups

Create a Company Code .

1.1.3 Company Code/Group Assignment: FI-CA

IMG Path: Financial Accounting>Contract Accounts Receivable and Payable> Organizational Units>Assign Company Codes to Company Code Groups

Assign the Company Code Group to the Company Code

1.1.4 Application Area

IMG Path: Financial Accounting>Contract Accounts Receivable and Payable>Basic Functions>Application Area

Create an entry for the Application Area: Public Administration



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1.1.5 Contract Account Number Ranges

IMG Path: Financial Accounting>Contract Accounts Receivable and Payable>Basic Functions>Contract Accounts> Number Ranges and Contract Account Categories> Define Number Ranges

Create number ranges for contract accounts. (Examples only provided below)



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1.1.6 Contract Account Category & Number Range Assignment

IMG Path: Financial Accounting>Contract Accounts Receivable and Payable>Basic Functions>Contract Accounts> Number Ranges and Contract Account Categories>Configure Contract Acct Categories and Assign Number Ranges

Create Contract Account Categories and assign the relevant number ranges.

General settings are “Sponsor Account” and “Student Account”.

1.1.7 Partner Account Relationships

Financial Accounting>Contract Accounts Receivable and Payable>Basic Functions>Contract Accounts>Contract Account Relationships> Define Contract Account/Business Partner Relationships

Note: Each student must have only one Contract Account. However a Sponsor may have several Contract Accounts.

Note: Contract Objects are optional (Steps 1.8 & 1.9).These are only needed if there are various SLCM fee types with

different requirements or specific SLCM aid types.



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1.1.8 Number Ranges: Contract Object Types

Financial Accounting>Contract Accounts Receivable and Payable>Basic Functions>Contract Object>Number Ranges and Contract Object Types> Define Number Ranges

Create relevant number ranges. (Examples only provided below)

1.1.9 Contract Object Types/Number Ranges

Financial Accounting>Contract Accounts Receivable and Payable>Basic Functions>Contract Object>Number Ranges and Contract Object Types> Define Contract Object Types and Assign Number Ranges

These entries depend on the concrete business processes of the customer. Typical fees are housing fees, lab fees, course fees.

1.1.10 Tolerance Groups

IMG Path: Financial Accounting>Contract Accounts Receivable and Payable>Basic Functions>Open Item Management>Maintain Tolerance Groups

Create permitted tolerances for clearing open items.



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Note: When the clearing program is run it will ignore the defined open items.

1.1.11 Cash Desk

IMG Path: Financial Accounting>Contract Accounts Receivable and Payable>Business Transactions>Payments>Processing Incoming and Outgoing Payments>Cash Desk/Cash Journal> Maintain Specifications for Cash Desk/Cash Journal

Note: “Move Value Date” fields must be set up in conjunction with the FI team.

Activate the Flags and Radio Buttons shown in the screen below to activate the physical collection of the actual fees.



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1.1.12 Cash Desk Master Data

1.1.13 Cash Desk Clearing Accounts

IMG Path: Financial Accounting>Contract Accounts Receivable and Payable> Business Transactions>Payments> Processing Incoming and Outgoing Payments> Cash Desk/Cash Journal>Define Cash Desk Clearing Accounts

1.1.14 Accounts for Payment Differences

IMG Path: Financial Accounting>Contract Accounts Receivable and Payable> Business Transactions>Payments> Processing Incoming and Outgoing Payments> Cash Desk/Cash Journal> Cash Journal: Define Accts for Exp./Rev. Diffs from Cash Payments

Note: It is not necessary to use both Expense and Revenue Accounts. Most institutions use one or the other.



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1.1.15 Accounts for Posting

IMG Path: Financial Accounting>Contract Accounts Receivable and Payable>Business Transactions>Payments> Processing Incoming and Outgoing Payments> Cash Desk/Cash Journal> Cash Journal: Specifications for Posting Cash Desk Deposits and Withdrawals

You need to select the appropriate Chart of Account which will typically be set up by the Financial

Application consultant team. Define after accounts for withdrawal and deposit postings



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1.2. Student Accounting (Student Lifecycle Management)

1.2.1. Introduction of Terminology and Process Overview

Student Group = Four-character alphanumeric key that defines a student group. For example:

0001 = Regular students

0002 = Exchange students

You enter it in the Student Master Data/ Tabride: Individual Data

Student Fee Category = up to four characters alphanumeric key that uniquely identifies different fee types for the students, e.g.

RES = Resident Student

NRES = Nonresident Student

You assign student fee categories to the students in the student master data maintenance/Tabride: Fee Calculation Data. And you maintain the condition records for each student fee category in all pricing procedures. Then the SAP System can derive the different tuitions or fees for each student according to the student's fee calculation procedure.

Student Org ID = each student must be assigned directly or indirectly to an organizational unit.

Fee Group = admission related or study related. The fee group affects the selection rule and fee calculation procedure

Typical business scenario for Admission fees: Student„s have to pay a fixed fee per (admission) application

Universities typically want to offer the option to pay this fee online via credit card.

The admission application should only be processed when the fee has been paid.

Function modules can be used to

authorize a credit card number and post a document on the student„s account

set a customer status at the application when the fee has been paid.

Process Mode: affects the selection rule and is only required for study related fee calculation;

Fee Calculation Date: Used to derive the actual period key and is equal to the posting date;

Post Directly: to post documents directly without displaying result;

Display Result Before Posting: to display results first for manual correction and analysis;

Display Detail Log: Display the application log.

Period key: used to identify the fee calculation period. It is a combination of relevant academic years and sessions for the purpose of fee calculation. It can be opened in a certain period and it has some control information e.g. exchange rate type, and so on. Fee calculation is based on the period key and it is one of the key fields will be transfer to FI-CA.

1.2.2. Customizing Steps for Student Accounting

1.2.1. Automatic Student Account Creation

IMG Path: Student Lifecycle Management>Master Data in SLCM> Student Contract Accounts (Student Accounts)> (De)Activate Automatic Student Account Creation and Update



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Note: This switch can be de-activated if accounting requirements have not yet been defined. Once it is turned on, it will create the student account automatically. No postings can be made if the switch is turned off.

1.2.2. Standard Company Code Group

IMG Path: Student Lifecycle Management>Master Data in SLCM> Student Contract Accounts (Student Accounts)> Define Standard Company Code Group for Student Accounts

Specify the company code group for creating student contract accounts.

1.2.3. Contract Account Category

IMG Path: Student Lifecycle Management>Master Data in SLCM> Student Contract Accounts (Student Accounts)>Define Contract Account Category for Student Accounts

Specify the contract account category to be assigned to the student account.

1.2.4. Relationship between Contract Account & Students

IMG Path: Student Lifecycle Management>Master Data in SLCM> Student Contract Accounts (Student Accounts)>Define Standard Relationship between Contract Accounts and Students

Define the standard relationship for the student and contract account.

1.2.5. Interest Key/Tolerance Group/Clearing Category

IMG Path: Student Lifecycle Management>Master Data in SLCM> Student Contract Accounts (Student Accounts)>Define Interest Key, Tolerance Group, and Clearing Category

Define interest key for dunning/tolerance group for payment differences/Clearing category for automatic clearing.



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Note: The relevant configuration must have already been completed in FI-CA in order to maintain this IMG view.

1.2.6. Create RFC Destination

IMG Path: Student Lifecycle Management>Master Data in SLCM> Student Contract Accounts (Student Accounts)>Technical Settings for Automatic Creation and Update>Create RFC Destination for Automatic Creation and Update

Before this step you must first create a communications data User (Type “C”) 1n the system for the RFC connection. This User should be assigned the role: “SAP_CM_ACCOUNT_DATA_UPDATE.”



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1.2.7. Set RFC Destination

IMG Path: Student Lifecycle Management>Master Data in SLCM> Student Contract Accounts (Student Accounts)>Technical Settings for Automatic Creation and Update>Set RFC Destination for Automatic Creation and Update

Enter the RFC destination created above.

1.2.8. Top Organization Unit

IMG Path: Student Lifecycle Management>Master Data in SLCM>Academic Structure> Organizational Structure> Define Top Organizational Unit

Enter the Object ID for the main organizational unit of the university.

1.2.9. Master Data for Top Organizational Unit

Transaction: PP01 Create the Infotype “Acct. Assignment Features” and enter the relevant Company Code and Controlling

Area. The FM Area will default only if it has been assigned to the Company Code in the customizing step:

“Assign company code to FM Area”.



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1.2.10. Academic Calendar

Transaction: PIQCAM Create an Academic Calendar and assign it to the Top Organizational Unit.

2. Question: How do I set up a Fee Calculation scenario?

A. The steps below provide an example of how to set up Fee Calculation based on the Module and Student Fee Categories:

Step 1: Define Fee Calculation Periods

IMG Path: SLCM>Student Accounting>Basic Settings>Fee Calculation Periods> Define Fee Calculation Periods

Step 2: Assign Fee Calculation Periods

IMG Path: SLCM>Student Accounting>Basic Settings>Fee Calculation Periods> Assign Academic Years and Sessions to Fee Calculation Periods



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Step 3: Maintain Fee Calculation Periods

IMG Path: SLCM>Student Accounting>Basic Settings>Fee Calculation Periods>Maintain Fee Calculation Periods

Note: “Previous Period “entries are optional. These are only required when it is necessary to calculate fees based on the

previous periods.

Pricing Procedures

Step 4: Maintain Credit Type for Pricing

In this IMG activity, you define which credit type should serve as the reference value for pricing when fees are calculated for students.

You can define the following values for credit types:

Space or 0 = Credit hour optimum

1 = Credit hour minimum

2 = Credit hour maximum

3 = Credit hours attempted

4 = Module value



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You define the minimum, maximum and optimum credit hours and the module value in module master data. The attempted credit hours are defined at the time of module booking.

Activities

Enter the required values for the group STUDACCT and setting CRDTYPE:

Space or 0: The optimum credit hours serve as the reference value for pricing

1: The minimum credit hours serve as the reference value for pricing

2: The maximum credit hours serve as the reference value for pricing

3: The attempted credit hours serve as the reference value for pricing

4: The module value serves as the reference value for pricing

Step 5: Map Module Booking Status for Fee Calculation

In this IMG activity, you define the module booking status you want the system to use when it prices a module.

Modules can have the following booking statuses:

1 = Booked

2 = Successfully completed

3 = Unsuccessfully completed

4 = Booking cancelled

5 = Preselected

6 = Prebooked

7 = Prebooking cancelled

8 = Will be continued

The following booking statuses can have the same result in pricing:

Booked



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Successfully completed

Unsuccessfully completed

This booking status can be assigned to the statuses the system should use in pricing.

Choose a status in the column Status, and assign this status the booking status which the system should use for pricing by choosing the appropriate value in the column Booking Status.

Step 6: Define Condition Tables

IMG Path: SLCM>Student Accounting>Fees>Pricing>Pricing Procedures>Define Condition Tables

Note: Click on the pushbutton [Other description] to display the technical field names.

Specify header and footer field in the technical view.

Step 7: Define Access Sequences

Note: Access Sequences configuration is cross-client. If you are dealing with multiple institutions, which have been set up in individual Clients, it is recommended to use a naming convention that will to achieve uniqueness and simplify on-going maintenance. Your institutions may start with the same requirements but these may diverge over time. For example, start the Access Sequence with the letter Y for Institution A (Client yyy) and with Z for Institution Z (Client zzz).



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IMG Path: SLCM>Student Accounting>Fees>Pricing>Pricing Procedures>Define Access Sequences(a)

IMG Path: SLCM>Student Accounting>Fees>Pricing>Pricing Procedures>Define Access Sequences (b)

IMG Path: SLCM>Student Accounting>Fees>Pricing>Pricing Procedures>Define Access Sequences (c)

Requirement field is needed if you want to add more coding to a condition.

The “exclusive” field improves the system performance by leading the access straight forward to the field.

Step 6: Define Condition Types

Note: It is recommended to define a naming convention when dealing with multiple institutions and Clients.

Programs, Modules, and Fees are the most commonly used.

“Fixed amount” pricing and “Pricing by module fee per CRH” (Calculation type is then “Quantity”. arê the most commonly used calculation types.

Information is usually required for the fields “Condition Type”, Calculation Type” and Plus / Minus (X = negative amount for discount)

“Quantity Scale” -> Scale basis = Quantity scale,Unit of meas.: CRH



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Note: the Student Group field in the Student Master Data should ALWAYS be for reporting for Student Accounting data NOT on general student groups (e.g. Exchange Students). It is related to the student and not to WHAT the student is doing at the University. For that purpose it is better to go to the registration record.

IMG Path: SLCM>Student Accounting>Fees>Prici ng>Pricing Procedure>Define Condition Types (a)

IMG Path: SLCM>Student Accounting>Fees>Pricing>Pricing Procedure>Define Condition Types (b)

Step 7: Define Account Keys

IMG Path: SLCM>Student Accounting>Fees>Pricing>Pricing Procedure>Define Account Keys

This data is purely for accounting to Finance.



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Step 8: Maintain Pricing Procedures

IMG Path: SLCM>Student Accounting>Fees>Pricing>Pricing Procedure>Maintain Pricing Procedures (a)

IMG Path: SLCM>Student Accounting>Fees>Pricing>Pricing Procedure>Maintain Pricing Procedures (b)

This fee has to be linked to an account key / revenue account! It represents FI-CA data that is transferred to FI. Typically this summary posting is done per batch job once a day.

EE Benefit (YEMP) can represent an employee benefit.

Program and module based fees are the most commonly used (See IMG table “Procedures”).

Step 9: Define Condition Records –

Selecting the condition type comes first.

IMG Path: SLCM>Student Accounting>Fees>Pricing>Pricing Procedure>Define Condition Records (a)

IMG Path: SLCM>Student Accounting>Fees>Pricing>Pricing Procedure>Define Condition Records (b)



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Step 10: Define and Release Fee Calculation Procedure

IMG Path: SLCM>Student Accounting>Fee>Pricing>Fee Calculation Procedures>Define and Release Fee Calculation Procedures

Step 11: Define Fee Calculation Steps

IMG Path: SLCM>Student Accounting>Fee>Pricing>Fee Calculation Procedures

>Define Fee Calculation Steps and Assign Step Elements (a)

IMG Path: SLCM>Student Accounting>Fee>Pricing>Fee Calculation Procedures

>Define Fee Calculation Steps and Assign Step Elements (b)



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Step 12: Define Fee Calculation Procedure

IMG Path: SLCM>Student Accounting>Fees>Pricing>Fee Calculation Procedures>Define Fee Calculation Procedure

If only * is used in this table the program will pull all data out of the condition table.



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For the fee calculation base 2 – Study data is mostly used as differentiator.

Step 13: Define Fixed CO Account Assignment for Revenue Elements

IMG Path: SLCM>Student Accounting>Fees>Pricing> Integration with Controlling: CO Account Assignments>Define Fixed CO Account Assignment for Revenue Elements

Step 14: Determine Document Currency

IMG Path: SLCM>Student Accounting>Fees>Posting>FI-CA Documents>Determine Document Currency



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Step 15: Define Due Date Schedule

Preparatory Step: Define time limit in the Academic Calendar

IMG Student Lifecycle Management -> Master Data in Student Lifecycle Management-> Academic Calendars-> Define Due Date schedule time limits

Define Due Date Schedule

IMG Path: SLCM>Student Accounting>Fees>Posting>FI-CA Documents>Posting >Define Due Date Schedule

In the example, the Due Date schedules have been divided into three payments.

Note: A minimum of one Due Date schedule is required for each academic period in the HighOrg as this is the one which

is linked to timelimit 100!

Step 16: Define Due Date Schedule (cont‟d.) Due Date Schedule 1



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Due Date Schedule 2

Due Date Schedule 3



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B. In the following, the necessary steps for maintaining SLCM Master Data for this scenario are described.

Step 1: Academic Calendar - Maintain Due Date Time Limit Sequences

Transaction: PIQCAM

Step 2: Module Fee Category

Transaction: PIQSTM

Step 3: Student Fee Category

Transaction: PIQSTM



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Step 4: Running the Fee Calculation

Transaction: PQ_FEE_CALC

EHP4

As of EHP4, a Period Key has been added to the selection parameters. This allows the User to select the relevant Fee Calculation Period. (Academic Year/Session)

Prior to EHP4

Prior to EHP4 the Fee Calculation Date is used to specify the Fee Calculation period. The date entered here must be within the Start/End Date of the relevant Academic Session.



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3. Question: How do I set up a Fee Calculation scenario?

The steps below provide an example of how to set Fee Calculation based on the Program Fee Category, Module Fee Category, Module Credit Hours and Student Fee Category.

Follow Steps 1 to 3 described in the previous Fee Calculation example. Then proceed with the Steps outlined below:

1. Condition Tables

Definition for Module and Student Attributes

Definition for Program Attributes

2. Access Sequence



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3. Condition Types

Module is charged per Credit Hour (CRH)

4. Account Keys

5. Pricing Procedure



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6. Condition Records

Program Condition Record

Module Condition Record & Student Condition Record

7. Define and Release Fee Calculation Procedures

8. Define Fee Calculation Steps and Assign Step Elements

9. Define Fee Calculation Procedure



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10. Define Due Date Schedules

This example is for one payment (i.e. no instalments).

11. Maintain Due Date Schedules

B. In the following, the necessary steps for maintaining SLCM Master Data for this scenario are described.

Step 1: Academic Calendar - Maintain Due Date for single payment.

Transaction: PIQCAM

Step 2: Maintain Student Fee Category



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Transaction: PIQCAM

Step 3: Maintain Module Fee Category

Transaction PP01;

Step 4: Maintain Module Credits

Transaction: PP01

Step 5: Maintain Program Fee Cateogry

Transaction: PP01



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Posting

Financial Accounting -> Contract Accounts Receivable and Payable -> Basic Functions -> Postings and Documents-> Document-> Maintain Document Assignments-> Maintain Transactions for Public Sector Contract Accounting-> Maintain Transactions for Public Sector Contract Accounting->

Maintain Sub-Transactions

In this step, you define the sub-transactions for Contract Accounting for Public Sector.

The settings you make in this IMG activity largely match those in the Maintain Sub-Transactions IMG activity in FI-CA. However, when defining sub-transactions in Contract Accounting for Public Sector, you can use the following additional attributes:

Company code-independent attributes

+/- sign for document line item

Exclude sub-transaction from invoicing

Type of statistical document item

Indicator for down payment/down payment request

Company code-dependent attributes

Interest keys

Payment block reason for automatic payment

SAPEVENT:DOCU_LINK/DS:DE.HVORG_KK



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Activities

Define the company code-independent settings for a sub-transaction first.

Select the entry and go to the view Change Company Code-Dependent Attributes by double clicking.

Define the company code-dependent settings and save your entries.

4. Question: How do I trigger Fee Calculation by an Event?

We would like the system to automatically calculate a fee for any student when a change of Program is carried out. For example, if a student is registered to Architecture and then changes to Medicine, the system should automatically re-calculate the fee.

Answer:

To perform automatic fee calculation whenever a student changes their Program of Study – use the following procedure:

IMG Path: SLCM>SLCM Master Data>Student Accounting->Fees->Event-triggered fee calculation->Redefine Event Types for SAP Business Objects

Infotype operation

ObjType: ST

Infotype: 1001

Subtype: A513

UPDATE OP: Insert the Functions: DEL, INS and UPD.

Sequence no. 1: Use 1 for DEL, 2 for INS and 3 for UPD

Note: Never use the number 5 as this is a reserved number for SAP. Table T779W (SAP Table), Table T779X (User Table)

Event data

Object type: PDOTYPE_ST

Function Module: HRIQ_SAVE_ST_CHANGE_FEECALC

Next, you need to Define Infotype Groups (immediate)

Finally, assign an Infotype to the Infotype Group. (Here you link the Infotype Group to the Infotype and Subtype).



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5. Question: What happens if after Fee Calculation was done, a re-calculation is performed?

When we do a fee calculation for a student the system creates a fee document. When a recalculate is performed for the same student, without changing any master data, the system does not create any new documents and we get a message "Doc. was already posted for student 0000101227; no changes allowed for student 0000101227". Is this the correct system behaviour?

A: If a re-calculation is performed and the system finds no changes, then this message is generated and no further documents are posted.

6. Question: How can Company Code and Business Area be derived automatically based on registration data? How can we track revenue?

a. In our college there are more than 70 Programs per Campus, with a total of 12 Campuses. We will create 12 central Programs (instead of 12 x 70) and will need to use a new derivation system as the Programs are attached to the central school. We would like to derive the Company Code and the Business Area using registration data.

b. We need to track earned revenues in various GL revenue accounts, also differentiated by Program, Module, etc.

Answer:

For a+b: Institutions running newer versions of SAP, for example, EHP3 and EHP4, should implement the new CO rules of infotype 1759 (Cost Distribution) which has replaced infotype 1018 and was specifically set up to deal with the distribution of revenue resulting from the fee calculation. It offers a lot of flexibility through new rules.

Additionally on b: Maintenance is offered for the object types event package, module, module group, program of study, org unit and location. To integrate the new fee distribution infotype into fee calculation, additional rule elements are provided, which evaluate the new infotype. The new infotype offers also the option to maintain reporting segments and business area. The fields will be taken into consideration during fee calc and posting as well.

Detailed information about the rule elements can be obtained from the IMG documentation under: Student Lifecycle Management -> Student Accounting -> Pricing -> Co Integration

For details: Please see SAP Note 964336. Important: You cannot mix the old and new rules!

7. Question: How do I set up due date schedules in fee calculation?

I would like to set up the due date schedules in Fee Calculation and want to do this automatically when the document is created via Transaction PQ_FEE_CALC. For example, when the Fee Calculation is run with a Key Date of 01.03.2009, I would like a posting of 50 Euros. Then I want the fee to be split 50 - 50% over 2 months. So you have the following headers: Due Date Amount. 01.04.2009: 25 Euros. 01.05.2009: 25 Euros. But then if the Key Date changes to 15.03.2009 with an amount of 70, I want the following headers: Due Date Amount 15.04.2009: 35 Euros. 15.05.2009: 35 Euros. Up to now I am only able to set up the Due Dates with fixed dates that are received from the Academic Calendar. (Time Limits + Period Classification). How can I change this?

Answer:

There is an Installment Plan function in FI-CA, which gives the user more control over the payments, including dynamic definition of dates and such. The Transaction Code is FPR1 (Create Installment Plan). Here you can make a dynamic definition of due dates. In your case, you need to define an installment plan category as two monthly installments and specify the rounding amount and rounding interval. The start date of the installment plan will be your Key Date for fee calculation.



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8. Question: How can I prevent duplication of fees for concurrent Program registration?

In Fee Calculation, we charge by Program of Study and sometimes for extra charges, such as meals. We have defined a pricing procedure for the Program of Study and a pricing procedure for the extra charges. We have then defined a Fee calculation procedure and added the above pricing procedures to it. We run fee calculation for a student registered in a Program of Study, and everything works fine. The Program and meal fees are calculated correctly. When we register the student to another Program of Study and run Fee Calculation, the Program fee is charged twice (which is correct). However the meals are also charged twice. I want the extra charges to be applied only once regardless of whether the student is registered for one or two Programs of Study.

Answer:

In the sessional registration there is a field to indicate which Program is the “Main” Program. If you use this field in the registration process, e.g., for example the first registration to a Program of Study is considered the “Main” Program. You can include the Main Indicator (X) into the condition tables used for the additional fees, e.g. Meals. This refers to the radio button on the Registration Data called “Main Program”. If a student then registers for a second Program within the same academic period, the Meal Fee will not be calculated again as the second Program registration will be considered as an “Additional Program” (another radio button).

9. Question: How do I set up and use Attributes for Individual Fees?

In the IMG I have defined Attributes for Individual Fees and have set up an Individual Fee of 30 Euros for issuing duplicate student cards. How do I then charge the student for a duplicate card? Is there any transaction to calculate this fee?

Answer:

Presuming that the fee for the card replacement is a standard amount, e.g. 30 Euros, and is not dependent on the Program of Study or Total Credit Hours, etc; then consider posting the individual fee as a Request (Transaction: FKKORD1). This is much simpler and could be decentralized to specific departments, e.g. to the department issuing the card.

10. Question: How can I handle different fee calculation requirements per Semester?

In the Spring and Fall Semesters the fee is calculated for the Organization Unit and Program of Study.

In the Summer and Winter semesters the fee is calculated based on the number of Modules booked by the student. So both methods are totally different.

One way to solve this is by changing the Fee Category for each Semester but this does not seem reasonable. Is there a way to do this without changing the Fee Category each Semester?

Answer:

One option would be to have multiple Pricing Procedures attached to your Fee Calculation Procedure. For example:

Define two Fee Calc Procedures:

-- Pricing Procedure by Program

-- Pricing Procedure by Modules

Combine them using 'MAX' or 'SUM'.



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Pricing Procedure by Program would always result in a value of ZERO for Summer and Winter.

Pricing Procedure by Module would always result in value of ZERO for Fall and Spring

11. Question: How do I set an Accounting Key in the Pricing Procedure?

I have to set a Contract Object to represent "security money" which I need to re-pay students once they have completed their studies. I tried to set an accounting key to the reconciliation account but it cannot post.

I use Fee Calculation to calculate tuition fee and "security money".

I would like to post it on account (credit student receivable) as an open item.

I tried to use the Contract Object, however, when I assign a reconciliation account as an accounting key it does not post.

Answer

If your customizing is complete (e.g. set up accounting keys, contract objects) you just need to link your accounting key to a GL account (receivable / payable). Do not link it with a reconciliation account, because a reconciliation account should be end up with balance of zero. The money you are going to pay back to the student is a payable amount.

Alternatively, you can use other processes to post this item to the student account. For example, you could use a follow-up action to registration to call a Function Module to post the fee.

12. Question: Can we generate one Fee Calculation Document for two different Programs of Study?

We are charging the students per Program of Study. In some cases, students can be registered for two Programs simultaneously. When this happens, we would like to see a document for each Fee Calculation, but we are getting one document which contains both fees and the system adds up the two fees together.

We would like to see one document with the following::

Document....Position....Obj.....Due Date...... Amount

10000004......001.........TUIT....01.08.2007....100 (first SC)

10000004......002.........TUIT....01.09.2007....100 (first SC)

10000004......003.........TUIT....01.10.2007....100 (first SC)

10000004......004.........TUIT....01.11.2007....100 (first SC)

10000004......005.........TUIT....01.12.2007....100 (first SC)

10000005......001.........TUIT....01.08.2007....150 (second SC)

10000005......002.........TUIT....01.09.2007....150 (second SC)

10000005......003.........TUIT....01.10.2007....150 (second SC)

10000005......004.........TUIT....01.11.2007....150 (second SC)

10000005......005.........TUIT....01.12.2007....150 (second SC)

TOTAL.....................................................1250

What we are getting:

10000004......001.........TUIT....01.08.2007....250 (first & second added up)




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TOTAL.....................................................1250

How can we fix this issue?

By the way both Programs have two different Cost Centers, and in the GL document we are getting two positions for the income account, one for each Cost Center.

Answer:

Generally it is possible to use the fee calculation documents to retrieve complementary itemized information of the pricing. It is possible to use this information also in the bill to a student, etc. In order to store pricing information per item, you need to activate "Save Price per Item" in the section "Fee Calculation Documents" in the IMG.

This does not change the way the fee is posted to the account but it will satisfy the requirement. Please note that creating separate documents is not really necessary and that storing the pricing information by item could have performance implications for institutions with a large student body.

If the requirement is needed for internal reporting, consider getting the reports from Controlling. Institutions using FM, where Funds Center = Cost Center, would also get 2 Business Partner items and you could consider using FICA Event 1102 to change the item description based on the Fund Center information.

13. Question: How can we handle miscellaneous fees?

How can we handle costs that are not directly related to the course that a student is registered on? We are considering Sales and Distribution (creating a material or service for this).

Answer:

Miscellaneous charges can be handled directly as postings within FI-CA. Charges that you want to calculate, but are not related to the Program could be handled by regular Fee Calculation and posted to different Contract Objects.

In general it is important to examine the concrete use case and the implications of the different approaches:

If the cost is not related to the course, but to the educational program or organization of the student, SLCM program-related fees can be used (e. g. insurance, student body membership fee).

If costs are associated with products which are externally managed, the cost are most times calculated externally and then posted to SLCM Student Accounting via an interface (e. g. bookstore, housing/ accommodation,..).

If you need to combine parameters of the external application and SLCM, you can either use generic components or enhance the data structures in SLCM (customer infotype/ infotype extension) and include them in fee calculation, e. g. setting up a housing category and combined with the student group it defines the housing charge.

One common requirement is that those charges require additional payment monitoring, dunning, interest, ... - and that may have implications to the respective business process (e. g. if the housing fee has not been paid for three periods, students have to leave the accommodation).

If all students enrolled in a particular SC/CG/SM/SE are charged the same amount to cover material or other costs, then these should be defined in SLCM, especially, if there are refund rules similar to those for tuition. For other costs such as charges for replacement student cards, parking tickets, dormitory damage charges etc, consider the Request (FKKORD1) Transaction.



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14. Question: Which customizing error causes message “Copying is incomplete because no rules have been defined”?

When creating condition records with reference, error message “Copying is incomplete because no rules have been defined”? is generated.

Answer:

Make the necessary customizing settings in V_T685 and V_T688K (via transaction SM31 for example) for the application SLCM.

15. Question: What is the reason for error message: “No fee calculation procedure found?”

How do I resolve the error: “No fee calculation procedure found for key./ / 2 / 1.Message no. CMAC_FEE_CALC012 . The system could not determine a fee calculation procedure for the given key combination of student group, fee category, organizational unit, calculation base, and processing mode: / / 2 / 1.

Answer

There is no Academic Calendar assigned to the top Organization Unit so that the system cannot determine the Key Date for the Object Type ST. If you assign the calendar to this Organization Unit, the system will be able to read the fee category.

16. Question: Do I have to set up separate pricing procedures to post fees to different General Ledgers (GL‟s)?

Answer

No, it is sufficient to use different Account Keys. This means you just need different Condition Types. In the Condition Records, you need to specify a category as a criterion, for example, the Module Fee Category.

17. Question: Can we derive a Business Area by the Fee Calculation Process?

We are using the fee calculation process to post documents for our students. We are integrated with Funds Management and are using the CO derivation based on Modules (SM objects).

Our FM derivation rules always allocate the correct Business Area (0023), but the fee calculation process is not taking that value for the GSBER.

In the Infotype 1018 (Cost Distribution), we are assigning all the values for each Module (SM Object) including the Business Area but the Fee Calculation is ignoring this. However, if we assign this value to the structure (TFKKOPK and TFKKOP) we do not have that situation.

The error that is generated is as follows:

“0084 You must make an entry in field Business Area (Account 5101010000 0023)”

Answer

The Business Area cannot be derived directly by the fee calculation.

Consider using info type 1759 (Fee Distribution) which allows for Business Area, Profit Center, WBS, etc. It is much more flexible and is used only by SLCM whereas using 1018 (Cost Distribution) might conflict with SAP Payroll.



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18. Question: What‟s the reason for an error upon creation of the Contract Account?

Although I have carried out the required customizing for the Company Code and Company Code Group, I still get an error when the Contract Account is being created: Default Company Code not found”.

Answer

This could be related to the Top Organization Unit. Please check that the following has been maintained:

1. Top Organization Unit. IMG Path: SLCM>Master Data in SLCM>Academic Structure>Organization Structure>Define Top Organization Unit.

2. infotype "Acct. Assignment Features" for the Top Org. Unit. The Company Code should be maintained in this infotype (Transaction PP01).

19. Question: Is the Contract Account created automatically when the student is created in the system? How do I maintain correct settings for manual creation?

1) Will the Contract Account be created automatically when the student is created? OR should it be created using the node: Update Student Contract Account?

2) When the Contract Account is created manually from the Student Master Data, the message "Default Company code not found” is displayed. This happens although the standard Company Code Group is maintained in customizing and the infotype “Account Assignment Features” has been created for the relevant Organizational Unit. How can this error message be rectified? And how can the student contract Account be created automatically?

Answers:

First of all verify all of your Contract Accounting settings with the following IMG Path: SLCM>Master Data in SLCM>Student Contract Accounts>Check Contract Account Settings

For the automatic creation, make sure you have configured the following IMG view:

SLCM>Master Data in SLCM>Student Contract Accounts>(De)Activate Automatic Student Account Creation. Set the value there to 'X'.

Check that there is a default Company Code for the Contract Account creation and just a default Company Code Group.

Also for security purposes you need an RFC destination/User. Not all Users who create records should have the authorizations to maintain contract accounting data. Therefore, you need an RFC user who has the authority to do so. Please refer to the “Base IMG Configuration Guide, Section 1.21 for guidance.

One other point to bear in mind is that generally, at the beginning of new project, SLCM team members need to create student master records before the accounting requirements have been defined and configured. To enable this, the “Automatic Creation” of the Contract Account can be switched off temporarily. Once the FI-CA configuration settings are completed sufficiently to fill the values used in the IMG views: SLCM>Master Data in SLCM>Student Contract Accounts, the switch can be activated. Then, execute “Update Contract Account” which will create the Contract Accounts for all existing Business Partners.



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20. Question: How do I use different due date schedules depending on booked Modules?

What is the best way to implement a scenario in which a different Due Date Schedule will be used depending on the number of booked Modules?

Answer:

a) If the scenario is related to a certain threshold (which is reflected by the amount, not just by the number of bookings) and one installment is posted for this threshold, then you can use the threshold condition within the due date schedule.

b) If you have a situation where for a certain range of modules you have a flat Program fee and for others a Module-based fee, then you may tie different due date schedules to the Program and Modules.

c) If you really have a very general case, you may use different Contract Object Types.

To get different contract object types, you need different Account Keys and thus different Condition Types which are then assigned to different steps in the pricing procedure (or even different pricing procedures - if needed). The attribute which distinguishes between the above mentioned cases needs to be in the underlying Condition Table to be used in the condition record.

You need to distinguish the different cases for the number of modules. If this is not done upfront (e. g. by a specific attribute like the Full-Time/Part-Time flag in registration), you need to count the modules in the fee calculation itself. Check the BAdI: Pricing in Student Accounting with the method SET_ALL (Change values for Student, Program and Module). Here you can count the Modules booked (in the Term) and set an attribute (either use an existing one or create an extension of the fee calculation parameters).

21. Question: How are installment payments for tuition fees reflected on the student‟s account?

Answer:

That depends on the specific rules at the University and Program of Study. One example could be that the student books courses during the pre-booking period. Tuition Fee is $3000 on July 1. The University advertises a payment plan of 3 instalments. That would mean the student has to pay $1000 on August1, September 1, October 1. Based on the current concept, 3 open items would be created on the student‟s account.

22. Question: How do I adjust fields in the Cash Desk?

I would like to remove Tab "Postal Order" on Cash Desk (Transaction FPCJ-Cash Journal). My problem is locating the Transaction to identify Cash Desk customizing. For example, to modify GMGRANT, I execute GRANT_CUSTOMIZE. This provides a tree of Transactions for customizing Grants, especially GMS5.

What is the transaction to modify Cash Desk?

Answer:

Look into Function Module 'FKK_SAMPLE_6015' and create a similar Function Module and attach it to the Cash Desk Event 6015 using transaction 'FQEVENTS'.

You are supposed to hide this '1055_TAB7'.

For example, by adding…t_fkkc1-fname = '1055_TAB7'. t_fkkc1-fattr = '-'. append t_fkkc1.to Event 6015 completely hides the "Postal Order" tab.



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23. Question: Recording fee receipt – where can we maintain the „drawn on bank‟s name?

We are entering payment instrument details for student fees. The mode of payment is Bank Draft (Bankers Cheque). We want to store the “Drawn on Bank's” name with the record. However, we are unable to find any field where we can do this. The Transaction Code we are using is FPCJ (Cash Journal). Can you help resolving this? We need this information for reporting purposes.

Answer:

If you can process the Bank Draft like a personal check, then you can capture bank account number and bank name, etc., and see it on the GL item under the tab: Payment Lot.

24. Question: How can cashiers calculate interest on open items?

Cashiers shall do the interest calculation before clearing a due open item.

For example:

Tuition of $500.00 is overdue by 10 days. The interest is $1.00 per day. If we go to Transaction FPCJ (Cash Journal) and enter the Cash Desk I am able to clear this overdue tuition just by paying 500 USD. But the real payment must be $510.00.

How can we achieve this? Our problem is that the interest rate is daily and we cannot create an open item daily for the value of the interest for each day. Otherwise we would end with thousands of interest documents. Can our requirement be met by using the Events of the Cash Desk? Or can it be done just by customizing?

Answer:

There is interest calculation functionality within FI-CA. The solution might be to calculate the interest with the Transaction FPINTM1 (Interest Run) before clearing the item. This interest calculation is customizing.

You can run the interest run anytime. When an item is due and interest is calculated, a new document will be generated for the interest amount. This means that you don't have to generate a document on daily basis.

25. Question: How are invoices created and corrected?

How do you invoice a student? What is different between Transaction FMCAM2 (Generate Invoices) and FKKINV_MA (Create invoice)?

In the FI-CA document header there is a field "Origin" and "P2"/"IS-PS Manual Adj. of Student Fee”. How can we perform a manual correction of the Student Fee?

Answer:

Transaction code FMCAM2 is used to generate invoices. The purpose is to generate invoices for single, multiple, or a range of Business Partners. The transaction can be generated either by batch process or by the user while transaction FKKINV_MA is used for mass invoicing of accounting documents. As far as manual adjustment of student fee is concerned you have to do it via manual account maintenance. Use Transaction FP06 (Account Maintenance) for this.

Documents with origin P2 still post as FICA documents and will be included in the invoice if the appropriate due date/period keys/ etc. are included. Of course, the latter might be tricky depending on the due date configuration

Please Note: It is not recommended to use FPE1 to adjust fees calculated in SLCM because the SLCM process does not recognize these adjustments during subsequent re-calculations.



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26. Question: How do I generate collective bills?

We would like to generate a collective bill for a group of students who are being sponsored by a company. In the event that the company does not pay the bill, the students should blocked from re-registration to the next semester until payment has been made.

We went to the Transaction FQEVENTS to add to the Event 0063 to the Function Module FKK_COLL_BILL_CREATE_0063. The documentation indicated that this is a prerequisite step to using collective bills. However, we when try to access Transaction FPCB (Collective Bill) the following error is generated:

This function has not been released. Message no. FMCA1023

You have selected a function that is not supported by the component Public Sector Contract Accounting. The function cannot be executed.

Can we use the Collective Bill function to satisfy our requirements?

Answer:

As you want to have a sponsor paying for students it would be a better option to use the Student Lifecycle Management Grants functionality. It is designed to have charges to students paid by sponsor and then bill the sponsor. Though it requires first a posting (fee calculation, interfaces, manual posts) to a student‟s account and then a grant evaluation.

There are several options on how you can use this. E. g. you could first only create a statistical posting with an expected grant and only disburse the money as the sponsor pays. This would until then keep a debit on the students account. Also you could immediately disburse the money and reverse the grant if the sponsor does not pay. Again the functionality on student level would allow you to identify that they owe you money and you can just set a financial hold.

27. Question: How can I bill students based on Due Dates?

We are trying to create bills for our students. What we want is to create a bill for every item in a fee document. For example: A student makes 5 tuition payments during a Semester. When we create the fee document it should have 5 positions. Every position has different due dates.

Document Item Amount Due date

100000001 0001 100.00 25.08.2008

100000001 0002 100.00 25.09.2008

100000001 0003 100.00 25.10.2008

100000001 0004 100.00 25.11.2008

100000001 0005 100.00 25.12.2008

How can we create a bill for each item when the due date arrives?

We want to create this billing so we can mail it to the student, something similar to what telephone companies do when they send bills for the charges of the month.

We want to do this in order to have a billing document, which would be attached to the original fee document and item. Is this possible and if so how can we achieve this?

Also can users be prevented from reversing or cancelling the document upon which the invoice is based?

Answer:

In order to do this you have to make a new "correspondence variant" that you have to assign in the Contract Account (see Transaction CAA3- Display Contract Account) under Dunning/Correspondence.



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Then in Transaction FMCAM2- Generate Invoices, you can create invoices. If you use check dates and periods you can say which documents have to be taking into account.

When you print an invoice, on the document field DFKKOP-XAESP (explanation: Printing - No Changes Possible). When this field is enabled you can‟t make changes to the document. When you reverse a document, a new document will be created the old document still exists

In order to relate the two documents together there is a field named DFKKKO-STORB where the new document is stored.

Reversing a document is always possible as Users can make mistakes. If you wish to stop this from happening you have to perform a check, before you reverse a document, that it has been printed on an invoice.

Something else that you could do is, when you clear a document; do not copy the filed DFKKOP-XAESP to the clearing document. If you prevent that from happening you can create a credit invoice and therefore the sum and the revenue will stay the same.

28. Question: How do I group invoices by Contract Objects?

We are using different invoice types and for one of them we want to group the documents by the Account (Contract Objects).

For example: If document A and B are assigned to Account 1 and Document C and D to Account 2, then we want document A and B on Invoice 1 and Document C and D on Invoice 2. We are using transaction FMCAM2. Is this possible?

Answer:

In transaction FQEVENTS you have Event 600. In this you can group documents (standard function module is FMCA_EVENT_0600).

In there you determine the invoice type (you have to retrieve it yourself). If you have the invoice type and you know by which field or fields it has to be grouped you can concatenate the fields and write them away (see Event for more explanation on how the fields can be used).

A internal table (T0600) which is part of Event 0600 is available to maintain the fields that shall be grouped by for each invoice type. If a customer wants to group by another field it can be customized.

29. Question: How do I generate invoices using Transaction FKKINV_S?

I am trying to generate an invoice from the system just using the Transaction FKKINV_S (Individual Invoicing). However I receive the following error message:

"No invoicing orders exist for contract account 1004400/ Business Partner 500000408. Message no. FKKINV115"

For the Contract Account/Business Partner, and, if applicable, other selection criteria specified, no invoicing orders were selected that could be processed in invoicing process IN.

What is the reason for the message and how can this issue be resolved?

Answer:

It is recommended to use Transaction FMCAM2 to generate invoices for students.



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30. Question: How do we make changes to Invoice and Receipt layouts?

We are able to find the Form Class "FMCA_INVOICE". But we are not able to make changes to it.

We are trying to find the name of the Form that is used to print the Cash Receipt through the Cash Desk. We are using Transaction FPCJ (Cash Journal)

The Correspondence Type is 0043 (MIXED PAYMENT RECEIPT)

FORM CLASS USE FOR THIS PURPOSE IS FMCA_CASHPAYMENT_RECEIPT

RDI FORM IS SAME FMCA_CASHPAYMENT_RECEIPT

We would like to add our University Logo. Could you suggest the Form name that we can use to add some text and a Logo?

Answer:

Use Transaction EFRM (Application Form) and look for the Smart Forms using Form Class. Copy the standard Application Form to the customer name space and modify the Smart Form.

Forms are assigned in the invoice type configuration for invoices and for receipts in the correspondence configuration.

In Transaction EFRM, display the Application Form. On the next screen there will be a pushbutton for Smart Form. Select this button and it will take you to that form. Copy that Smart Form (using Transaction SMARTFORMS) into a Z Form and modify according to your requirements.

31. Question: How do I correct Error Message No. 3302 when generating a receipt?

I have completed the document posting in the Cash Desk but when I try to print the receipt the following error is generated:

Contract account 1004400 for business partner 5500000071 does not exist. Message No:3002

The contract account is not assigned to the business partner.

Notes for the Industry Component Public Services

Postings to a Contract Account are only permitted for the Business Partner assigned to the Contract Account as account owner.

Example

Two business partners - A and B - are assigned to contract account VK1. A is assigned to the account with a relationship that is not "account owner". B is the account owner. In this case, only postings with the combination business partner = B, contract account = VK1 are permitted. Postings with the combination business partner = A, contract account = VK1 are rejected.

The Business Partner picked up by the system is incorrect. It appears that the system picks the same Business Partner 5500000071 and then displays the error massage as shown above. I am using the Application Form: FMCA_CASHPAYMENT_RECEIPT for final output.

I haven not made any default settings for the Business Partner.

How can I avoid this incorrect Business Partner Number from being picked up and preventing the output of the receipt?

Answer:

For students, there must be a 1:1 relationship between the Business Partner and Contract Account.



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32. Question: How do I generate output using Transactions FPREPTM & FMCAM2?

Where can we look for the output generated by Transaction FPREPTM (Mass Receipt Printing) and Transaction FMCAM2 (Generate Invoices)?

I am unable to generate a receipt for a payment that has been received through the Cash Desk. I am also unable to generate any output using Transaction FPREPTM

Answer

If the correspondence is created, then you can try using Transaction FKK_CORR_HISTORY (Display Correspondence History).

You can also use transaction CORRHIST to display correspondence history. In any case, look for the column “Print Date”.

Ensure that Section “Options for Printing Receipts” in “Maintain Specifications for Cash Desk/Cash Journal” is set correctly. With the newer versions, the appropriate Correspondence Type for Cash Desk is 0043 (older versions used 0009).

33. Question: How do I generate bills for mixed registrations?

How can a bill be generated for an undergraduate student who enrolls for a graduate course (graduate courses are billed at different rates than undergraduate courses)? Likewise, how can a bill be generated for mixed registrations (graduate and undergraduate courses)?

Answer

In the pricing engine of SLCM, appropriate conditions can be defined. It is not a problem to include a bill for a graduate course with a different rate for an UG student. Additionally, it is possible to generate a bill for any combination of mixed registrations

34. Question: How do I make an Account Assignment to a Grant?

When posting the fee calculation I am getting the error message: "Account assignment to grant is not supported"

I have assigned the grant in FMDERIVE and also in GMDERIVE. In the Student Master Data on the Grant Assignment Tab, I have maintained the required data including the Internally Managed Grant details.

I am able to post the Budget document in the Grant. If I then post the Student document, will it reduce the amount of Grant created in the Budget by the amount of the grant specified for the student on the Grant Assignment Tab?

Answer

These are notes which should solve the problem, some of them are also for overwriting PO account assignment in Service Entry Sheets:

977363 New manual FM account assignment incorrectly overwritten. (Issue Date: 26.03.2008)

1041730 FM Account Assignments objects are not correctly determined (Issue Date: 07.05.2008)

1077529 RFFMCHAT incorrectly calls FMDERIVE instead of reassignment (Issue Date 10.09.2008)

1146677 Service Entry Sheet FM account assignment inherited from PO. (Issue Date 29.02.2008)



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The GM postings will all appear in FI/CO ledgers as well as the special ledger 90 for Grants which is reflected in tables GMIA and GMIT. Check that you have completed the Account Assignment in ledger FAGLFLEXT.

35. Question: How do I use Funded Programs for Grants?

The Funds Management team would like to use "Funded Program" for Grants Management for the whole university and would also like SLCM to use this functionality. I did some research and it appears that funded programs are for future use. Could you confirm whether I can use funded programs for grants and how they can be used?

Answer

The funded program uses much of the functionality of the Business Data Toolset (BDT). If you want to customize the funded program master data, you should be familiar with the BDT.

Funded programs are used mainly as FM account assignment elements, in the same way as Funds, Funds Centers, Commitment Items, and Functional Areas are used. A budget can be entered for them and monitored. You can enter the funded program directly in budgeting, but it can only be used with the new Budget Control System (BCS), not the conventional budgeting function.

When you are using the funded program in integrated postings, it is not possible to enter the funded program directly. It must be derived, using rules specified in the FM derivation tool. Account Assignment Derivation contains a detailed description of the steps involved in creating derivations.

While you can use any operative element as the source for deriving funded programs, you should use WBS elements, orders, or networks.

If active, the funded program is displayed in Sales and Distribution (SD) orders, Plant Maintenance (PM) orders, and in networks or network activities. It is not displayed in purchase requisitions, purchase orders, goods receipts, or any other documents.

36. Question: How do I pay Grants monthly?

How I pay a monthly grant to a student, e.g. 100 EUR monthly during an Academic Year?

We have assigned a grant of 1000 EUR in Student Master Data and would like to issue monthly payments as follows: 10.2009 - 100 EUR, 11.2009 - 100 EUR, 12.2009 - 100 EUR). I have set up the following:

1. Sponsor and Account Master data

2. Grant Management in IMG for SLCM -- Internal Evaluation.

Answer:

Depending on your requirements, (i.e., no need to track postings on the SLCM sponsor side), consider using the Standard Request Transaction (FKKORD2).

Another option would be to use Transaction FPE2 (Change Document). With this transaction you can split up documents, but this method is a bit technical and not User friendly.



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37. Question: How do I handle errors related to FM & FI-CA when posting Grant Evaluation?

While posting in Grant Evaluation using Transaction PQ_GRANT_CALC (Grant Evaluation) the following message occurs:

Posting not permitted; business transaction not recognized. Message no. FKKFMCHK018

You have posted a document that in Funds Management only has commitment items with financial transaction 60 but has no cleared item. The system cannot classify such postings by business transaction. Therefore, these postings are not permitted.

Procedure: Change the way you post the business transaction.

(We are using ECC 6.0 Version)

Answer:

Check the commitment items of the GL accounts assigned in posting area PC09. P&L accounts need to be set up as 30/3 (typically, an expense to the institution if aid is internally funded). When using clearing accounts or liability accounts, e.g. external loans processed through the institution, set up a statistical commitment item with 30/3.

Some institutions have hundreds or even thousands of different aid programs (a.k.a. Grant – technical name PSGRANT) each with its unique funding sources. The FM objects used for posting should come from the (SLCM) Grant Master (CMACGRANT).

I found it useful to implement method FKKFM_CHECKS_METH2 of the BAdI FKKFM_CHECKS_1

38. Question: How do I change Grant attributes in the Student Master Data?

I would like to amend attributes of the Grant assigned to the student. When I change the Disbursement Type to ”Pay Fixed Amount” and then execute the Grant Evaluation Run, the change is adopted. However, when I choose another Disbursement Type (see examples below) and then run the Grant Evaluation, none of the changes are adopted. I cannot determine why. Have I missed something?

1. Pay Up To a Certain Percentage

2. Pay Certain Percentage Up to a Certain Amount

3. Pay Up to a Certain Amount

Answer:

OSS Note 1241955 (issued 26.08.2008) solves this issue.

You can also investigate changing the Application Area to * and changing the main and sub transactions accordingly.

39. Question: Do SLCM and GM have to run on separate instances?

Answer:

SLCM and GM can run on the same instance. Note that there is no functionality to use GM grants in SLCM as grants for students.



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40. Question: How are Dunning and Holds linked together?

In the IMG, I cannot find out how dunning is linked with academic holds in the Student File. Could you explain how dunning is linked with an academic hold? I have defined a Hold Type in the IMG but I cannot find out how to link it together with hold type in Dunning.

Answer:

Dunning can be used to set/remove financial holds. There are certain Events provided by FI-CA to enable this. There are three main Events that we use for set/remove financial holds. Event 0350 for setting holds, Event 0395 for removing financial holds, Event 20 during dunning clearance. You can find all these Events in transaction 'FQEVENTS'. Execute this transaction and for each Event you can specify which Function Module to be called during the Event trigger.

SAP provides Function Module CMAC_EVENT_0350_HOLD_SET for setting Financial Holds. Put this Function Module for Event 350.

Also you may use Function Module CMAC_EVENT_0395_HOLD_CANCEL to cancel the Financial Hold.

Both the Function Modules call the hold manager to set/remove the holds. Here you have a BAdI HRPIQ00_SET_STATIND and method SET_STATIND. You need to implement this method where you define which is the Hold Type that you need to set or remove. The BAdI is a filter dependant BAdI. To set the hold, you need to have an implementation with filter AC10 and for removing the Financial Hold you need to have an implementation for filter AC11. You may also have a look at the above Function Module documentation and BAdI documentation for details. Also please get in touch with me if you have further questions.

You can use Function Module CMAC_EVENT_0020_HOLD_REMOVE for Event 20. The Event 20 is triggered when student make the payment and dunning clearing happens. That Event you can use to remove the Financial Holds that were already set. The Function Module also calls the hold manager BAdI and you should have an implementation for that with filter AC11.

Further Notes:

In the IMG under the path: >Student Lifecycle Management>Student Accounting> Financial Holds, is good description of the process and the Functions and Events involved, e.g.

CMAC_EVENT_0395_HOLD_CANCEL is used to remove the hold when cancelling a dunning notice.

CMAC_EVENT_0020_HOLD_REMOVE inactivates (does not remove) the Financial Hold if the balance is paid at Cash Desk

41. Question: How do I generate E-mails within a Dunning Procedure?

We are trying to configure the dunning activities and depending on the dunning level, we want to send E-mails to the students (E-mail in their Master Data) or print a dunning letter.

We already have been able to print the letters but we cannot find a Function Module in the dunning activities that can be used to send all the electronic mails. How can this be achieved?

Answer:

You can use the Function Module: SALRT_CREATE_API to send alerts by E-Mail/Fax/Mobile to any set of Mail IDs/Numbers. Before that you have to configure an alert category to create alert content. This is done using Transaction ALRTCATDEF (Editing Alert Categories).

You can define in the IMG a default correspondence method (such as e-mail) for each correspondence type. So, the dunning procedure will still generate the document, but it would then be e-mailed as a PDF.



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42. Question: How can I prevent a student from registering if there is a dunning process active?

How can we configure FI-CA/SLCM to prevent students with outstanding debt/open items from registering for a Program of Study?

We are running the dunning process with no problem, and we have placed as an activity of the dunning at the FM CMAC_EVENT_0350_HOLD_SET. But the problem is that this Function Module sets a Financial Hold and not an Academic Hold.

How can we relate an Academic Hold with this dunning activity?

Also, when the student pays for all the open items, it is necessary to turn off the Academic Holds?

Answer:

You can certainly just link that Financial Hold to the Call Up Point for registration, and the registration would then be blocked. This is done in the IMG under the path:

SLCM>Processes in SLCM>General Settings>Holds>Assign Hold Types to Call Up Points. Just assign your Financial Hold type to Call Up Points 0012 and 0022 to block any Program registrations

43. Question: How can holds be de-activated via Transaction FP05 (Process Payment Lot)?

We have created a financial hold for the students with dunning. This hold is working fine, if a student has any level of dunning. The students with this kind of hold will not be able to register again until the hold is removed. If a student later pays in the Cash Desk, the Event CMAC_EVENT_0020_HOLD_REMOVE removes the Hold. This is OK.

However, when we are use Transaction FP05 (Process Payment Lot) to pay the over due payments the hold remains.

I have checked the documentation of CMAC_EVENT_0020_HOLD_REMOVE and it has a condition which prevents the removal holds from payment lots (HERFK= 05), the FM works only with HERFK =01, 19,20,21 and 22.

How can we remove financial holds when the balance of account is zero or positive, by using the payment lots?

Answer

The code in CMAC_EVENT_0020_HOLD_REMOVE checks for Clearing Reason = 05 which is a reversal before checking HERFK =01, 19, 20, 21 and 22. Lots created outside the Cash Journal have different origin types, e.g. Payment Lot (05), Check Lot (25), etc. If the SAP provided function is insufficient then code your own function module (copy CMAC_EVENT_0020_HOLD_REMOVE and rename to Z...) to include other origin keys which might post credits, e.g. 44 or P3 or P4 etc.



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44. Question: Posting Area issue in Fee Calculation

When I run the Fee Calculation, I am getting the following error:

“Key selection not defined for application P Company Code PC01”. Message No. 1005.

In Customizing, define the keys you require by selecting the appropriate entry for account determination for posting area PC01.

When I checked further, I found that in Table TFK033D, the posting area PC01 is not maintained for Application Area P. We could not find the maintenance object for TFK033D.

Could you please provide guidance on this issue?

Answer:

Posting area 'PC01' is for determining the Fee Calculation Procedure. You cannot run any Fee Calculation until you have set up a Fee Calc Procedure with proper Pricing Procedures. To get past your initial error, use the IMG path: SLCM>Student Accounting>Fees>Pricing>Fee Calculation Procedures>Define Fee Calculation Procedures. Use menu option 'Goto>Select Keys' if you want to change the Key Fields.

Most likely you also have not gotten around to defining the derivations needed in the IMG. Just go to the section under the IMG path: SLCM>Student Accounting>Fees> Posting >FI-CA Documents. Without these settings, you will not be able to post any tuition. Just go through each item to make sure you have proper entries for things such as G/L Account, Main/Sub Transaction, etc. If you want to use additional keys for your assignment, in each task you can use the menu option: „Goto>Select Keys’

45. Question: Problems with posting delta fees

We see that the BADI-implementation CMAC_DELTA_FEE is active in our system for posting delta fees. However no deltas are posted. Example: a student fee was calculated at 100 Euros. He changes fee category and we recalculate, expecting a delta posting for an additional 50 Euros, the new price being 150 Euros. However we got two documents: one for 100 Euros and one for 150 Euros. We would like to have one document for 50 Euros. How can we get this delta posting in our system?

Answer:

The system behaviour is correct. The delta generation algorithm depends on whether the old items have been cleared already or not. The algorithm follows the principle 'post delta for cleared items and reverse the open items'. So if the 100 Euros has not been cleared, then this document will be reversed by a document with 100 Euros and a new document with 150 Euros will be posted.

46. Question: How do I handle Error Message No. 556 during an Interest Run?

I get the following error message when trying to execute an interest run: “There are no internal numbers which have not been assigned.”

Answer:

A possible solution can be found in Note 732878 - Mass activities: Number ranges for application log. (Issue Date: 14.02.2007)



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47. Question: How do I correct an error when creating a security deposit?

We would like to create a security deposit for students. While creating the security deposit through Transaction FPSEC1 (Create Security Deposit), we are getting an error "Function Module does not exist for Event 0800". "There is no Event defined for this Function Module. Searching with the FKK_FUNC_MODULE_DETERMINE function also fails to find the module."

Answer:

You need to indicate the method to determine the main and sub-transaction for posting the requests for cash security deposits. You do this through transaction 'FQEVENTS'. Search for event 800 and put in the Function Module. Detailed documentation is provided.

Scroll to the bottom section of the screen called 'Installation Specific Function Modules'. There, click the 'pencil' icon to change the customizing, and add an entry for the new Function Module.

Also, ensure that tables TFKFBS and TFKFBC are maintained with an entry for Event 800.

48. Question: How do I carry out a payment reversal with a closed payment lot?

We want to reverse a payment that was applied to the wrong Company Code. Usually we can reverse payment documents using Transaction FP08 (Reverse Document). But this mistake was noticed today (Monday) but the payment was done last Friday. How can we reverse this document? The transaction FP08 issues the message:

Reversal of payment document not performed. Message no. FICA_CD043

Payment document 580000002156 is not reversed since it was posted in the cash journal and the relevant payment lot 227001001 has already been closed.

If necessary, post a clearing reset, since the payment document may have already been included in a cash desk closing.

What are our options? It is useless to reset the clearing because we did not clear anything with this payment. Actually it was entered as a "post on account" and did not clear anything.

How can we open a payment lot again in order to do the reversal? I have tried using Transaction FP05 (Process Payment Lot), but I can only manage to open the closed lot which contains this wrong payment.

Answer:

As the message suggests, you should try to use Transaction FP07 (Reset Clearing).

With FP07 you can choose to post the clearing amount to a clarification account, this action will make sure that the payment lot is reopened.

If the payment lot is from the closed Cash Desk then it cannot be re-opened. Try using Transaction FPE1 (Post Document) to make the correction.



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49. Question: How do pay money back to a student?

I have to pay the student back (like an installment plan - out going payment). I tried using installment plans but this does not work.

Answer:

Try executing Transaction FPY1 (Payment Run / Debit Memo Run) with an appropriate outgoing payment method, e.g. check or bank transfer. It can be run for an individual student or as a mass run to include all students with credit balances. The payment method can be in the document or on the student‟s contract account.

50. Question: How do I implement Deferred Revenue?

We would like to implement the deferred revenue functionality for FI-CA so we can recognize revenue each month that the student‟s fees expire. I understand that this functionality is related to a User Exit.

Answer:

I have found the answer for my question and I wanted to publish it, in case someone finds themselves in the same situation.

You have to go to FQEVENTS and search for the event 1140, In there you have to create a Zfkk_event_1140 and insert ABAP coding and make it active. In addition, you have to configure the posting area PC05.

After this all the fee calculation documents will have the option of deferred revenue. And the transaction FPDR can be used. THIS IS THE CODING WE ARE GOING TO USE function z_fkk_event_1140_by_month. ---- *"*"Interfase local *" IMPORTING *" REFERENCE(I_FKKKO) TYPE FKKKO

*" TABLES *" IT_FKKOP STRUCTURE FKKOP *" IT_FKKOPK STRUCTURE FKKOPK *" ET_FKKDEFREV_

DATES STRUCTURE FKKDEFREV_DATES *"---*********** * Neo Consulting : 03/JUL/2006. * * *

Programmer name : Unknown * * * * developement Ref : * * * * SAP Module : FI-CA * * * *

Description : Deferred values determined from Fee * * calculation. * * * ******** * REPAIRS * * ------- * *

Name Correction Description Trace * * Alfonso Ventura DCDK902263 AVS0001+

* * Correct data collection * * of previous business * * partners. * ************* tables

tfk033d. data: h_betrw like fkkop-betrw, h_diff like fkkop-betrw, h_date like fkkop-faedn,

h_tfk033d like tfk033d, h_applk like fkkop-applk, v_count type i, v_stobjid like cmacbpst-stobjid,

" Student ID. e_st_info like piq_student_info. " Student info for fee calc. refresh et_fkkdefrev_dates

" AVS001+ clear v_count. loop at it_fkkop. clear et_fkkdefrev_dates. v_count = v_count + 1.

on change of it_fkkop-vtref. * Determine initial date (posting date of the current document).

* h_date = i_fkkko-budat. endon. * In order to determine the G/L account line item,

the following data is * required: * Application Area * Posting Area * Chart of Accounts

* Student Group * Student Fee Category * Get Applicaton Area. call function

'FKK_GET_APPLICATION' importing e_applk = h_applk exceptions no_appl_selected = 1

others = 2. if sy-subrc 0. * It is not possible to determine deferred values. exit. endif. *

Get chart of accounts. perform bukrsdata



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read using it_fkkop-bukrs. * Get related G/L account read table it_fkkopk with key psgrp =

it_fkkop-psgrp. if sy-subrc ne 0. exit

. endif. * Verify that the account can be determined for posting area PC05. select *

up to 1 rows from tfk033d where applk =

h_applk and buber = 'PC05' and ktopl = t001-ktopl and fun01 =

it_fkkopk-hkont. endselect. if sy-subrc ne 0. exit. endif. * Net Due Date is used as a

basis for the date calculation. h_date = it_fkkop-faedn.

* Use day 1 of the net due month/year

. h_date+6(02) = '01'. * Deferred value date cannot be lower than posting date

in original documen if h_date < i_fkkko-budat. h_date = i_fkkko-budat. endif.

et_fkkdefrev_dates-opupk = it_fkkopk-opupk. *

et_fkkdefrev_dates-opupk =

it_fkkop-opupk. et_fkkdefrev_dates-pdate = h_date. et_fkkdefrev_dates-betrw

= it_fkkop-betrw * -1. et_fkkdefrev_dates-waers = i_fkkko-waers. *

ADD 30 TO h_date. endloop. endfunction.

51. Question: How are taxes treated in Student Accounting?

Answer:

Taxes are handled in standard FI-CA. SLCM uses the SD pricing module for the calculation of fees but the tax functionality from SD is not applicable to SLCM. Taxes are not calculated in SD pricing but when posting the FI-CA document. A FI-CA Event and a posting area are provided in SLCM to determine the tax code and calculate the tax to keep it as flexible as possible. Customers have the possibility to 'overwrite' the standard implementation without modification.



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