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Collective Bill
Version September 2006

SAP for Utilities

Inhalt
1. General ......................................................................................................................... 4
1.1. What is a Collective Bill? .......................................................................................... 4
1.2. Concept of the Collective Bill in IS-U/CCS................................................................ 4
1.2.1. Master Data ........................................................................................................ 4
1.2.2. Documents.......................................................................................................... 6
1.2.2.1. Posting Documents........................................................................................ 6
1.2.2.1.1. Posting Documents in Invoicing................................................................ 6
1.2.2.2. Print Documents ............................................................................................ 8
1.2.3. Changes to Master Data ..................................................................................... 8
2. Customizing .................................................................................................................. 9
2.1. Master Data ............................................................................................................. 9
2.2. Document Type........................................................................................................ 9
2.2.1. Posting Document of a Collective Bill.................................................................. 9
2.2.2. Other Posting Documents for Creation of Collective Bill...................................... 9
2.2.3. Print Document of a Collective Bill .................................................................... 10
2.3. Transactions .......................................................................................................... 10
2.4. Clearing Control ..................................................................................................... 12
2.5. Bill Printout............................................................................................................. 12
3. Invoicing ...................................................................................................................... 13
3.1. Invoicing the Individual Accounts ........................................................................... 13
3.2. Creation of a Collective Bill .................................................................................... 15
3.2.1. Creation of the Invoicing Unit and Due Date Determination .............................. 15
3.2.2. Additional Functions.......................................................................................... 16
3.2.3. Posting Documents........................................................................................... 17
3.2.4. Restrictions....................................................................................................... 18
3.3. Reversal of a Collective Bill .................................................................................... 18
3.3.1. Reversal of a CB Print Document Versus Reversal of an Individual Bill ............ 18
3.4. Collective Bill and Budget Billings .......................................................................... 19
3.4.1. Master Data ...................................................................................................... 19
3.4.2. Budget Billing Plan............................................................................................ 19
3.4.3. Budget Billing Request...................................................................................... 19
3.4.4. Partial Bills ........................................................................................................ 21
3.5. Printing a Collective Bill.......................................................................................... 21
3.6 Graphic Display of a Collective Bill .......................................................................... 23
4. Business Transactions in Contract Accounts Receivable and Payable........................ 25
4.1. Process Collective Bill ............................................................................................ 25
4.2 Payment Run .......................................................................................................... 25
4.3. Automatic Clearing / Account Maintenance ............................................................ 26
4.4. Payment Lot / Cash Payment................................................................................. 26
4.4.1. Allocation at Level of the CB Posting Document Number.................................. 26
4.4.1.1. Full Clearing ................................................................................................ 26
4.4.1.2. Partial Clearing ............................................................................................ 26
4.4.2. Allocation at Level of the Individual Document ................................................. 27
4.5. Writing Off .............................................................................................................. 28
4.6. (Partially) Reset Clearing ....................................................................................... 28
4.7. Dunning Notices..................................................................................................... 28
4.8. Account Balance for the Collective Bill Contract Account ....................................... 29
4.9. Security Deposits / Down Payment Requests ........................................................ 29

Collective Bill

4.10. Interest Calculation...............................................................................................30

4.11. Receivables Adjustment .......................................................................................30
4.12. Installment Plans ..................................................................................................30
5. Migration......................................................................................................................31
5.1. Budget Billing Plan .................................................................................................31
5.2. Other Open Items ...................................................................................................32

SAP for Utilities

1. General
1.1. What is a Collective Bill?
A collective bill groups together individual documents in one collective bill posting document
(CB posting document) for the purpose of joint processing. For example, for the creation of
bills or for payments.
The concept of the collective bill can be used in different areas including the following:
-

Property management companies

Housing companies

Branch-head office relationships

Example
One utility company supplies the tenants of a housing company. The housing company
takes on the payment transactions (payments, reminders, returns, and correspondence)
with the utility company for all its tenants and then bills them directly. The housing
company is responsible for paying the bills.

1.2. Concept of the Collective Bill in IS-U/CCS

1.2.1. Master Data
The concept of the collective bill is represented as follows at master data level:
There is a collective bill contract account (CB contract account), to which individual contract
accounts are allocated. The CB contract account is classified by a special contract account
category. The individual contract accounts (individual accounts) are allocated to the CB
contract account. To perform this allocation, choose the following in the menu: Utilities
Industry
Business Master Data
Contract Account
Create or Change. Enter the CB
contract account in the Coll.bill.acct field in the Bill creation group frame. The individual
accounts are allocated to individual contract partners.

Collective Bill

Collector Corp.

Anne Richards

CAcct:
8711
Acct cat.: 02

Account: 4712
Acct cat.: 01
CB acct: 8711

Contract acct cat.

collective bill

John Smith

Account: 4713
Acct cat.: 01
CB acct: 8711

Marie Clarke

Account: 4714
Acct cat.: 01
CB acct: 8711

Normal contract acct cat. with

reference to collective bill contract acct

Creation of a Collective Bill Construct

By means of this allocation all payment and possible correspondence transactions are
processed by the CB contract account (see figure Payment Data).

Collector Corp.

Anne Richards

CAcct: 8711
Acct cat.: 02

CAcct: 4712
Acct cat.: 01
CB acct: 8711

Bank details
Sort code:
Account:
Bank details
Sort code: 1010100
Account:12349876

John Smith

Account: 4713
Acct cat.: 01
CB acct: 8711

Bank details
Sort code:
Account:

Marie Clarke

Account: 4714
Acct cat.: 01
CB acct: 8711

Bank details
Sort code:
Account:

Bank details of CB account are always used for

payment regulation

Payment Data

Business transactions (such as payments, dunning creation and so on) from contract
accounts payable and receivable, and invoicing take the master data of the CB contract
account into account.

SAP for Utilities

1.2.2. Documents
1.2.2.1. Posting Documents
A statistical CB posting document is automatically generated for the CB contract account
when posting documents are created for individual accounts. The amount of the CB
statistical posting document is the total of the amounts of the individual documents.
General ledger-relevant posting (if required) always takes places at individual account
level.
The following technical settings must be made:
-

The posting item of the CB posting document has statistics key S (collective bill
item).

The items of the individual documents are flagged as follows:

o The Substitute document field in contract accounts receivable and payable
(DFKKOP-ABWBL) contains the document number of the CB posting
document.
o The Doc. cat. field in contract accounts receivable (DFKKOP-ABWTP)
contains value S (collective bill).

As of release 4.63:
When document items have no direct reference to a statistical posting document,
but their contract account refers to a CB contract account, data is entered in the field
Alternative Contract Account for Collective Bills (DFKKOP-ABWKT).
This concerns the following documents:
o

Reversed clearing documents (such as incoming payments)

Payments withdrawn by a return

o Payments on account that were posted to an individual account

Note
A collective bill posting document is automatically created for such items when
invoicing the collective bill contract account.
With regard to the time when the collective bill is created, the posting items of a budget billing
plan are an exception for the statistical budget billing procedure. They are first of all posted
without reference to a collective bill. The collective bill is created in a separate process to the
budget billing request.

1.2.2.1.1. Posting Documents in Invoicing

Individual documents are grouped to one CB posting document for the following invoicing
transactions:
- Create bill (EA10, EA19, EA26)
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Collective Bill

Create partial bill (EA11, EA25, EA27)

Jointly create bill and partial bill (EATR, EA45, EA46)

Request budget billing amounts (EA12, EA28)

Individual documents are grouped to one joint collective bill according to certain common
properties, such as the same due date. A CB posting document can be used to include
further individual documents, until it is completed for totaling, using transaction Create
Collective Bill (Mass Creation) (EA10_COLL). If you cannot include an individual document in
any of the existing collective bills, a new CB posting document is automatically created. For
more information see the Invoicing section of this document.

Collector Corp.
Doc. 871100

Anne Richards

John Smith

Doc. 471200

Business partner
item 348 UNI

StatKey .: S

Doc. 471300

Business partner
item 116 UNI

Business partner
item 232 UNI

Collective bill

Collective bill
8711

8711
GL item
100 UNI
16 UNI

GL item
200 UNI
32 UNI

When invoicing contracts that are allocated to an individual

account of a CB construct, statistical CB posting documents are
automatically created in the CB a contract account.

Document Level

Individual documents 471200 and 471300 were posted to the contract accounts of
contract account holders Anne Richards and John Smith respectively. These documents
can be generated by invoicing, a budget billing request or a partial bill, for example. Since
joint CB contract account 8711 is entered in both contract accounts, both individual
documents are consolidated in one joint CB posting document. This means that they are
both allocated to CB posting document 871100. This CB posting document refers to the
business partner Collector Corp. and collective bill contract account 8711. The amount of
the CB posting document is the total of the amounts of the individual documents.

1.2.2.1.2. Posting Documents in Contract Accounts Receivable and Payable

A statistical CB posting document is created automatically for the transactions listed
below. The ratio of individual documents to CB posting documents is 1:1:
-

Post document (FPE1)

SAP for Utilities

Create security deposit (FPSEC1)

Calc. interest individually (FPI1) and Interest run (FPINTM1)

The items from due date adjustment are an exception. These items are indicated with
clearing restriction 8 during posting. No CB posting document is created for them during
posting. They are first requested during the next invoicing run. In exactly the same way
the CB posting document is structured during the invoicing.
The collective bill is not supported for the following transactions. Likewise the
transactions cannot be executed in case of a collective bill:
- Transfer post items (FP40)
- Deregulation scenarios

1.2.2.2. Print Documents

Collective bill print documents are used for the joint creation of bills and for
correspondence with the collective bill contract partner. They are created using
transaction Create Collective Bill (EA10_COLL). A collective bill print document can be
created after the following invoicing transactions, and a collective bill can be printed:
-

Create bill (EA10, EA19, EA26)

Create partial bill (EA11, EA25, EA27)

Jointly create bill and partial bill (EATR, EA45, EA46)

Request budget billing amounts (EA12, EA28)

1.2.3. Changes to Master Data

If you want to undo an allocation of a contract account to a CB contract account, you must
delete the connection to the CB contract account, by removing the number of the CB contract
account from the Coll. bill acct field. As a result, all future posting documents of the contract
account are no longer allocated to the CB contract account.
If you want to change the allocation to a CB contract account for documents that have
already been posted, proceed as follows:
1. Reverse documents
2. Change master data
3. Re-post documents

Collective Bill

2. Customizing
You must establish the following settings in Customizing for processing collective bills.

2.1. Master Data

Create a contract account category for the CB contract accounts and allocate a number
range to it. To do this, choose the following in Customizing: 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. Select the CB field for this contract account category.

2.2. Document Type

2.2.1. Posting Document of a Collective Bill
1. Create a document type for the CB posting document and allocate a number range
to it. To do this, choose the following in Customizing: Financial Accounting Basic
Functions Postings and Documents Document Maintain Document
Assignments Document Types Maintain Document Types and Assign Number
Ranges.
2. Store this document type as a default setting for the creation of CB posting
documents. To do this, choose the following in Customizing: Financial Accounting
Basic Functions Postings and Documents Document Maintain Document
Assignments Document Types Maintain Default Document Types for
Collective Bill (IS-U).
2.2.2. Other Posting Documents for Creation of Collective Bill
If other posting documents are generated during creation of the collective bill, you can
allocate separate document types to these documents.
1. Create a document type for this posting document and allocate a number range to
it. To do this, choose the following in Customizing: Financial Accounting Contract
Accounts Receivable and Payable Basic Functions Postings and Documents
Document Maintain Document Assignments Document Types Maintain
Document Types and Assign Number Ranges.
2. Store these document types as default settings for the creation of posting
documents for the collective bill creation process. To do this, choose the following in
Customizing: Financial Accounting Contract Accounts Receivable and Payable
Basic Functions Postings and Documents Document Maintain Document
Assignments Document Types Maintain Default Document Types for
Collective Bill (IS-U).

SAP for Utilities

2.2.3. Print Document of a Collective Bill

1. Create a document type for the CB print document. To do this, choose the following
in Customizing: SAP Utilities Invoicing Invoice Processing Define
Document Types for Print Documents.

2. Allocate a number range to this document type. To do this, choose the following in
Customizing: SAP Utilities Invoicing Invoice Processing Allocate Document
Types to Print Documents.

2.3. Transactions
Statistical external main transaction Collective Bill (0075) is delivered by SAP for collective
bill postings. The following subtransactions are available for this main transaction:

Ext. Subtrans. Description

0010

Collective bill request

0011

CB bill receivable

0012

CB partial bill request

0013

CB budget billing request

0020

Collective bill payment

0021

CB credit bill

0022

CB credit partial bill

0023

CB budget billing payment request

0030

CB request interest

0040

CB credit interest

0050

CBReqCashSecurityDepositReq

0070

Cb Req. down payment request

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Collective Bill

They correspond to the following internal subtransactions:

Int. Subtrans.

Description

0010

Collective bill request

0011

CB bill receivable

0012

CB partial bill request

0013

CB budget billing request

0020

Collective bill payment

0021

CB credit bill

0022

CB credit partial bill

0023

CB budget billing payment request

0030

CB request interest

0040

CB credit interest

0050

CBReqCashSecurityDepositReq

0070

Cb Req. down payment request

Establish the settings in Customizing as follows:

1. Maintain the corresponding main transactions. To do this, choose the following:
Financial Accounting
Contract Accounts Receivable and Payable
Basic
Functions
Postings and Documents
Document
Maintain Document
Assignments
Maintain Main Transactions.
2. Maintain the corresponding subtransactions. To do this, choose the following:
Financial Accounting
Contract Accounts Receivable and Payable
Basic
Functions
Postings and Documents
Document
Maintain Document
Assignments
Maintain Subtransactions.
3. Maintain the transactions for the collective bill in the transactions for IS-U. In this
activity, allocate internal transactions to external transactions. To do this, choose
the following: Financial Accounting
 Contract Accounts Receivable and Payable

Basic Functions
Postings and Documents
Document
Maintain Document
Assignments
Maintain Transactions for IS-U
Maintain Transactions for
Collective Bill.

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SAP for Utilities

2.4. Clearing Control

The clearing processing of a collective bill within a payment allocation or account
maintenance, is divided into two processing steps:
1. Allocation of this clearing amount to a statistical item. In case of automatic clearing
processing, the allocation takes place according to the rules for the clearing control
stored for the respective clearing process (payment lot, cash payment, automatic
account maintenance and so on). A separate clearing type is reserved for each of
these processes in clearing control.
2. Distribution of the clearing amount determined in the first step for a statistical item,
to the associated individual documents. Automatic distribution takes place
independently of the basic clearing process in principle by means of the clearing
control rules stored for clearing type 20S (Distribute payment to collective bill). This
clearing type is delivered by SAP.
The clearing variant stored for clearing type 20S must be able to completely
distribute the clearing amount to the items of the individual documents belonging to
the collective bill. The clearing variant may not use rules for the automatic write off
of tolerance deviations.
If the amount cannot be distributed to the individual documents, an error message is
issued in the clearing process. In this case, check the Customizing settings for the
corresponding clearing variant.

2.5. Bill Printout

Maintain an application form for the collective bill printout. To do this, choose the following
in Customizing: SAP Utilities
Invoicing
Bill Printout
Define Print Form and maintain
an application form for form class IS_U_BI_COLLECTIVE_BILL_NEW. Store this
application form as a bill form in the CB contract account.

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Collective Bill

3. Invoicing
The individual bills are grouped to one collective bill in invoicing. The collective bill also
serves as the bill correspondence with the collective bill contract partner. The bill recipient
that is maintained in the CB contract account also receives a collective bill for the
individual bills.

Example
The tenants of a housing company are billed and invoiced by a utility company over the
course of a month. However, the housing company receives a collective bill each month
that includes the grouped individual bills of its tenants.

3.1. Invoicing the Individual Accounts

There is a separate process for the following invoicing transactions for contract accounts
that are allocated to a CB contract account:
-

Create bill (EA10, EA19, EA26)

Create partial bill (EA11, EA25, EA27)

Jointly create bill and partial bill (EATR, EA45, EA46)

Request budget billing amounts (EA12, EA28)

You can select these contract accounts in the executed transactions according to the
allocated CB contract account.
When invoicing these individual accounts, the procedure for creating the CB posting
document (as described above) is followed. In parallel to the creation of individual
documents, a statistical CB posting document is gradually generated, to ensure further
joint processing of the bill in Contract Accounts Receivable and Payable. The individual
posting items are grouped according to the following criteria in one joint collective bill:
-

Origin

Posting date

Due date

Cash discount deadline

Cash discount percentage rate

Currency

Plus/minus sign for amount (credit/receivable)

A statistical collective bill item is only used to include individual documents if the item:
-

Is not already (partially) cleared or reversed

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SAP for Utilities

Has not yet been processed by the Create Collective Bill (EA10_COLL) transaction

In the event Collective Bill: Summarization Criteria (2225), you can also determine
additional criteria, such as billing transaction and portion, for the structure of a
collective bill. This function is available as of Release 4.61. For further information, see
note 542233.
A collective bill can group a maximum of 500 individual documents. If this number is
exceeded, the system automatically creates a new collective bill. Note that this restriction
only applies to the posting documents. The size of the individual documents (number of
posting items for an individual document) is irrelevant. No statement can be derived as to
the maximum recommended size of the collective bill master data construction (number of
individual accounts for a collective bill account).
The statistical CB posting items created during invoicing of individual accounts, have
clearing restriction Collective bill: Only payable after invoicing the collector (7). The CB
posting items and associated individual documents are thus blocked against payments
and clearings. As a result, you avoid clearing or partially clearing the items before the CB
print document is created. The block is released by the Create Collective Bill
(EA10_COLL) transaction.
To be able to create a collective bill print document (CB print document), an invoicing
order (EITR with document line type Z) is generated for each statistical collective bill item
for the Create Collective Bill (EA10_COLL) transaction. The individual bills cannot be
printed yet.
Only once the Create Collective Bill (EA10_COLL) transaction has been executed you can
print individual bills and regulate their posting items.
When you create the individual bill, integrated account maintenance is possible for the
individual account that is to be invoiced. The same configuration options apply as those
for invoicing contract accounts without reference to a collective bill.

Note

The additional Dunn function in invoicing is not supported at individual account

level.
A combined budget billing and bill due date is not possible for individual bills.

No payment method is determined for the individual bills.

No payment form is created.

Caution
Since interest calculation is supported in invoicing at both individual account level and at
collective bill level, you must suitably configure the system to exclude items from being
charged interest more than once. You have the following options for this:
-

Store the interest key either just in the individual account or just in the CB contract
account.

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Collective Bill

Use the Central control of additional invoicing functions (TE502) to activate the
interest calculation just for clearing types of individual invoicing, or use the clearing
type of the collective bill (R4Z).
Use event Interest: Item Check (Standard) 2010.

3.2. Creation of a Collective Bill

The Create Collective Bill (EA10_COLL) transaction is executed at the level of the CB
contract account. Its primary task is to bundle the CB posting documents that were
generated in invoicing for the contracts of the individual accounts, to one collective bill
print document.
Execute this transaction after you have invoiced the individual accounts, but before the
collective bill printout. The creation of the collective bill can be periodically started for CB
contract accounts.
The EITR indexes (document type Z = collective bill) for the CB posting documents that
were generated when invoicing the individual accounts are used to select the individual
documents.
The collective bill contract partner, the CB contract account and the net due date are the
most important selection criteria in the EITR indexes. The net due date is interpreted as
the to-date; as a result, all unprocessed, open CB posting documents with the same or
earlier due date are selected and processed.
A CB print document is created for the jointly processed CB posting documents with
creation reason Print Collective Bill (05). An EITERDK print index for the selection is
correspondingly created for the print program. Clearing restriction 7 that was set in the
posting items when invoicing the individual accounts is reset. In doing so, these posting
items are released for further processing in contract accounts receivable and payable.

3.2.1. Creation of the Invoicing Unit and Due Date Determination

The selected CB posting documents are bundled according to CB contract account and
joint due date, and are processed in one print document. No distinction is made regarding
the invoicing origin of the CB posting documents. A CB print document can contain the CB
posting documents from invoicing of consumption billing and the CB posting documents
from the debit entry or budget billing request.
You use the Invoicing Grouping (R403) event to group together or separate CB posting
documents according to your own criteria. You can, for example, create a collective bill for
budget billing requests separately from a collective bill for consumption billings, or you can
group together CB posting documents with different due dates in one CB print document.
No new due dates are determined when creating the collective bill. All the statistical CB
items that are processed in the CB print document obtain the original due date that was
determined when invoicing the individual accounts. This due date is then passed onto the
CB print document at individual document level.

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Caution
Therefore at the start of the Create Collective Bill (EA10_COLL) transaction, enter the
date in the Due date for net payment field in the General selections group frame. The date
must be far enough ahead in the future so that the payment deadline is adhered to.

Note
Since the CB posting documents with the same due date are grouped into one CB print
document, you can minimize the volume of correspondence for each CB contract account,
by using a payment condition in the CB contract account. This payment condition
determines a fixed day within each month as the payment date. For example, payment is
due on the 15th of the following month, rather than due in 14 days. By doing so, you can
ensure that the collective bill recipient only receives a CB bill once a month.
3.2.2. Additional Functions
The Create Collective Bill (EA10_COLL) transaction supports the most important
additional invoicing functions:
-

Account maintenance at CB contract account level

Selection of subitems for bill display

Dunning of open items of the CB contract account

Interest calculation for the open items of CB contract account

Request with collective bill due date adjustment:

With this function, CB posting documents that are posted between two CB
creations in contract accounts receivable and payable can be billed to the
customer in his/her next collective bill and can be paid.
To activate the function, choose the following in Customizing: Financial Accounting
Contract Accounts Receivable and Payable Organizational Units Assign
Company Codes to Responsible Company Code. Here you activate the Total
Invoice field.
The due date of these CB posting documents is synchronized with the due date of
the collective bill. The due date of the associated original items is also adjusted.
The CB posting documents already have clearing restriction 8 during posting,
meaning that it is not possible to clear the respective item. You use event 0042 to
give items a clearing restriction. You can control at which level (collective
bill/individual bill) the clearing restriction is set. Note that the CB posting document
always adopts the clearing restriction of the individual items (independent of event
0042) during manual posting.
During creation of the collective bill, those CB items are selected as standard whose
original documents do not have clearing restriction 8. The original documents were
normally processed in single invoicing.

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Collective Bill

You can use event IS-U Invoicing: Selection of Items with Cl.Rle 8 (R411) to
individually select documents with clearing restriction 8 for creation of the collective
bill. Items that have not been taken into account are made available again for the
next time a collective bill is created.
The information for the selected CB items is added to the print document as print
document lines with document line type SYCNDD. The amounts of these items are
included in the final bill amount and the clearing restrictions are removed from the
items. Their due date is adjusted.
When the CB print document is reversed, only the statistical collective bill item has
clearing restriction 8.
A collective bill document is also generated for the individual account items without
reference document number (and without clearing restriction).
During collective bill creation, clearing type Create collective bill (R4Z) is used as
standard. Provided that the additional functions are to be integrated into the Create
Collective Bill (EA10_COLL) transaction, you must establish the correct settings in
Customizing for this clearing type.

Caution
Since interest calculation is supported in invoicing at both individual account level and at
collective bill level, you must suitably configure the system to exclude items from being
charged interest more than once. You have the following options for this:
-

Store the interest key either just in the individual account or just in the CB contract
account.
Use the Central control of additional invoicing functions (TE502) to activate the
interest calculation just for clearing types of individual invoicing, or use the clearing
type of the collective bill (R4Z).
Use event Interest: Items (Standard) 2010.

3.2.3. Posting Documents

The primary task of the Create Collective Bill (EA10_COLL) transaction is to process the
CB posting documents that were created by invoicing individual accounts for one print
document. In doing so there is no bill posting, and no separate posting documents are
generated. New posting documents can, however, be generated within integration of
additional invoicing functions such as account maintenance, interest calculation and so
on.
3.2.4. Restrictions
The following functions are not possible:

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SAP for Utilities

Entry of an alternative application form for the creation of a collective bill from
budget billing requests. The CB form from the CB contract account is always used
(table TE633 is not used for the Create Collective Bill (EA10_COLL) transaction).
Outsorting of collective bills

3.3. Reversal of a Collective Bill

You can use transaction Invoicing Document Reversal (Mass Reversal) (EA15) to reverse
a collective bill. The generated CB print document and the posting documents (such as
interest documents and account maintenance documents) generated during creation of
the CB print document are reversed. The individual account bills grouped together in the
print document are not automatically reversed in doing so.
When reversing a CB print document, the statistical CB posting items that were created
when invoicing the individual accounts, are once again given a clearing restriction and as
a result are blocked for payment. After the reversal, you can create a new CB print
document for the CB contract account concerned that includes the single CB invoicings
that were contained in the original CB print document.
3.3.1. Reversal of a CB Print Document Versus Reversal of an Individual Bill
To be able to reverse an individual bill, you are not required to reverse the respective CB
print document, provided that this individual bill was not already (partially) cleared within
the integrated account maintenance when creating the collective bill.
You must note, however, that this reversal document is not taken into account during
printing. To display the reversal of the individual bill on the print document, you
must reverse the collective bill.
Individual bills that were already reversed before they were entered in a collective bill, are
not included in a collective bill. The reversal bills of these individual bills are not entered in
a collective bill.
The reversal information of the individual bill is processed after the collective bill has been
invoiced, and the process for creating a collective bill has been restarted for the same due
date. It is processed according to the following rules:

If all individual bills of the CB posting document are reversed (meaning that the
whole CB posting document is reversed), this CB posting document and the
associated individual bills are not taken into account for creation of the collective bill.
If an invoicing unit only contains such CB posting documents, it is not invoiced.
If only some of the individual bills of the CB posting document are reversed, both
the reversed individual bill and the reversal document are printed.

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Collective Bill

3.4. Collective Bill and Budget Billings

3.4.1. Master Data
It is not possible to have different budget billing procedures at the level of individual
accounts that are allocated to one CB contract account. When you allocate an individual
account to a CB contract account, the system checks whether the budget billing
procedures entered in the individual contract accounts are identical. This ensures that no
combinations such as statistical budget billing plans and debit entry budget billing plans
can exist in one CB construct.
3.4.2. Budget Billing Plan
When you create a budget billing plan, the system checks whether an individual account
is allocated to a CB contract account. If this is the case, the CB contract account is stored
in the budget billing plan and displayed during budget billing plan processing. The budget
billing plan items have clearing restriction Collective Bill: Reference to Contract Bill
Account (6) for regulation. The items can only be regulated or paid using a CB posting
document for budget billing amounts.
-

When allocating a contract account to a CB contract account, you enter clearing

restriction 6 in the budget billing items.

When undoing the allocation of a contract account to a CB contract account,

clearing restriction 6 is deleted from the budget billing items that have not yet
entered a budget billing collective bill.

Note
See note 402011 for up to and including SAP IS-U/CCS 4.62.

3.4.3. Budget Billing Request

You can group individual budget billing requests to a joint budget billing request, to
simplify the correspondence with the collective bill contract partner, for example. In the
function Request Budget Billings, execute transaction Mass Proc.: Request BB Amounts
(EA28) or Request Budget Billings (EA12). The procedure described in section 3.1 for
invoicing individual accounts also applies in this case.
You can select the budget billing amounts to be processed using the CB contract account.
You select the CB contract account number and selection date as selection parameters.
The system uses the selection date to compare the debit entry date of the budget billing
items, and to ascertain which of them are relevant.
When you create the budget billing request, a CB posting document is either generated or
gradually enhanced, to guarantee joint processing of the budget billing items in contract
accounts receivable and payable. This CB posting document, which represents the
budget billing requests, is also described as a budget billing collective bill.

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SAP for Utilities

Collector Corp
Document
4711
Business partner
item 348 UNI

Anne Richards
BB amount 0815
01/02
02/02
03/02

116 UNI
116 UNI
116 UNI

John Smith
BB amoun t 0816
01/02
02/02
03/02

232 UNI
232 UNI
232 UNI

Stat. key: S

Requestto
to01/02/99
01/02/99
Request
Collective bill
4711

A budget billing request for M M/DD/YYYY

generates the statistical collective bill request
in the collective bill account!

Posting Document - Budget Billing Request

The budget billing due date is the most important criterion for grouping budget billing
amounts to one CB posting document. Only budget billing requests with the same due
date are bundled to one budget billing collective bill. The CB posting document number is
entered in the budget billing item as the alternative document number, with alternative
document type S (collective bill). Clearing restriction 6 is deleted. As a result, the budget
billing item itself is blocked against further changes to the document and the due date,
and can only be regulated by the budget billing collective bill.
If you processed the gradually created budget billing collective bill using transaction
Create Collective Bill (EA10_COLL) you cannot include further budget billing requests in
this budget billing collective bill.
If you want to undo the allocation of a budget billing request to a budget billing collective
bill, you must reverse the budget billing request at individual account level. To do this you
call up transaction EA15 (for all other print documents too). The alternative document
number of the collective bill is deleted from the budget billing item and the amount of the
CB posting document is adjusted.
Until now it was possible to remove the CB number from the budget billing item directly in
the budget billing plan. This procedure for reversing a collective bill at budget billing plan
level is no longer supported.

Note
In the table System Parameters for BB (TE633) the payment method is not determined for
transaction Request budget billing amount. It is handled the same way as in the direct
debit procedure.

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Collective Bill

3.4.4. Partial Bills

You can group individual partial bills to one joint bill, to simplify correspondence with the
collective bill contract partner, for example. In function Create Partial Bill, execute
transaction Create Partial Bill (EA27) or Create Partial Bills (Mass Creation) (EA11). The
procedure described in sections 3.1 (invoicing individual accounts) and 3.3 (reversing a
collective bill) also applies in this case.
You can select the partial bills using the CB contract account. You enter the CB contract
account number and selection date as selection parameters. The system uses the
selection date to compare the debit entry date of the budget billing items, and to ascertain
which of them are relevant.
When you create the partial bills, a statistical CB posting document is either generated or
gradually enhanced, to guarantee joint processing of the debit entries in contract accounts
receivable and payable. The partial bills are bundled according to their due date (usually
their budget billing due date) to one CB posting document. The partial bill document
number is stored in the budget billing plan items. The CB posting document number is
entered in the partial bills as the alternative document number with alternative document
category S. With partial bill creation, the budget billing items are blocked against further
changes to the amount and the due date. The partial bills can only be regulated by the
collective bill.
If you processed the gradually created budget billing collective bill using transaction
Create Collective Bill (EA10_COLL), you cannot include further partial bills in this budget
billing collective bill.

3.5. Printing a Collective Bill

You use transaction Print collective bill (EA64) or the mass activity Collective Bill Printout
(EA58) to print collective bills.
To print a collective bill successfully you must first execute transaction Create Collective
Bill (EA10_COLL). This transaction makes the necessary print index EITERDK available
and creates the CB print document.
Print orders for individual bills or individual budget billing requests are not created in doing
so.
You can use the CB contract account and CB print document number to select the
collective bills to be printed.
You can also control whether collective bills with different due dates are printed and sent
at the same time or separately. To do this, use the Until due date for next payment field in
the Selection parameters group frame for the print report.

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SAP for Utilities

Normally a cover sheet (a bill grouping together the individual bills) is created for the
collective bill recipient.
The printed collective bill is created in the same way as an individual bill. Although the
amounts of the CB posting document are listed here instead of the information about the
individual contract billings with quantities and price specifications. You can print information
about clearings by integrated account maintenance and subitems of the CB contract
account.
Structure of a collective bill:
-

Collective bill 1 - amount

Collective bill 2 - amount

Account maintenance

Items for bill display (subitems)

You can also print individual bills. To do this, select the Print single documents too field in
the Selection parameters group frame. Since no print orders exist for the individual
documents, the print documents of the individual bills are selected using the alternative
document number of the collective bill.

Note
As of Release 4.64, you can print selected individual bills using certain criteria. To do this,
use event IS-U Collective Invoice Print: Select Individual Invoices (R439). You cannot use
transaction Print Out Print Document (EA60) to print or reprint the individual bills.
You can also use the field Only New Individual Documents in the selection parameter group
frame. If you select this field, only individual bills that have not yet been allocated to a
previous collective bill are printed. You can use this function, for example, after a CB
document has been reversed and recreated. This enables you to print reversals of
individual bills that have been executed since the previous creation of the CB document.
A collective bill can be reprinted. To do this, enter the first print date in the Reprinting group
frame.
You can use transaction Display Print Document (EA40) to simulate printing a collective bill.
You must bear certain special features for simulation in mind, including the following;
no alternative bill recipient is determined, dispatch control is not possible, and the print date
is not set. You can also use transaction Display Print Document (EA40) to simulate the
individual bill.
The data from the collective bill print document and possible data from the individual bills
are available in the collective bill form that is stored in the CB contract account. You
correspondingly maintain one of the application forms you used from form class
IS_U_BI_COLLECTIVE_BILL_NEW using the Maintain Application Form (EFRM)
transaction.

22

Collective Bill

3.6 Graphic Display of a Collective Bill

The following graphic illustrates the processes involved in the invoicing process at both
individual and CB contract account level.

Billing

Billing document
ERCH
Invoicing index
EITR

Bill
Clearing type R41, R42, R43
Reason for creation 01

Individual print document

ERDK
- repres. doc. ABWBL = 8711

No print index EITERDK

Budget billing
request
Clearing type R6
Reason for creation 02

Collective bill DFKKOP

- FI-CA document

Individual
account
level

- Doc. number OPBEL = 8711

- Clearing restrict. AUGRS = 7

Partial bill
Clearing type R5
Clearing for creation 03

SR Invoicing order EITR

- Doc. number BELNR = 8711
- Document type BEL_ART = Z

CB print document ERDK

Print index EITERDK
Collective bill DFKKOP
CB printout

Clearing restriction 7
was deleted

CB invoicing

CB account
level

Clearing type R4Z

reason for creation 05

CB Invoicing order is deleted

Processes at Individual and CB Contract Account Level

Reversing the collective bill, does not automatically

reverse the individual bills

Individual
account level

CB reversal of print doc. ERDK

Print index EITERDK

CB Reversal (EA15)

Collective bill DFKKOP

CB printout

Clearing type R4Z

Clearing restriction 7 is set

Reason for creation 04

CB Invoicing index EITR is

recreated

Reversal of a Collective Bill

23

CB account
level

SAP for Utilities

The following graphic represents how the CB print document technically accesses
data in the individual print documents, for example, how it is used in the print
report.

Print document
header for
collective bill

FI-CA
documents for
a
print
doc
ument

Print document
header for
individual bill

ERDK

ERDB

ERDK

OPBEL
.. .

OPBEL
.. .

OPBEL
.. .
ABWBL 1
.. .

. ..

...

INVOPBEL 1

ERDK
OPBEL
.. .
ABWBL 1
.. .

ERDB

ERDK

OPBEL
.. .

OPBEL
.. .

INVOPBEL N

ABWBL N
.. .

...

.. .

ERDK
OPBEL
.. .
ABWBL N
.. .

Access from Collec tiv e Bill to Indiv idual Bill

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Collective Bill

4. Business Transactions in Contract Accounts Receivable and

Payable
4.1. Process Collective Bill
The transaction Process Collective Bill (FPCB) is available as of release 4.64. You
can execute the following activities in this transaction:

Create a new collective bill for open items

Remove open items from a collective bill

Remove open items from a collective bill and create a new collective bill for
these items

Example
If you enter a CB contract account in the contract account master data, you can
include the open items of this contract account in a collective bill. Make sure that
you always create a new collective bill for these items.
Example 2
If you delete a CB contract account in the contract account master data, you can
remove the open items from the collective bill. These items are then only allocated
to the individual contract account.
Example 3
If you only want to block certain items in a collective bill, you can place these items
in a new, separate collective bill and block them.
Caution
The following activities are not supported when a collective bill is changed:

Changing master data such as the CB contract account

Inheriting blocks during the removal or inclusion of open items

4.2 Payment Run

The payment run (FPY1) regulates items at CB posting document level and uses payment
information, such as payment key and bank details, from the CB contract account and
account holder. If you enter individual accounts as selection criteria in a payment run, no
items are selected, and nothing is processed. The only exception to this is payments on
accounts that are assigned to an individual account.

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SAP for Utilities

A payment block or deferral is only taken into account if it concerns the CB posting
document. A payment block or deferral of an individual document within a collective bill is
not taken into account.

4.3. Automatic Clearing / Account Maintenance

Automatic clearing (FPMA) takes place at CB posting document level. Do not enter
individual accounts as selection criteria for automatic clearing.
A clearing block or deferral date is only taken into account if it takes place in the statistical
CB posting document. A clearing block or deferral of an individual document within a
collective bill is not taken into account.
In exceptional cases, clearing is also possible at individual account level for manual
Account maintenance (FP06). Manual account maintenance is also possible at CB
contract account level.

4.4. Payment Lot / Cash Payment

You have two options for allocating the payment amount for transactions Payment lots
(FP05) and Post payments (FPB0):
- Allocation at level of the CB posting document number
- Allocation at level of the individual document
4.4.1. Allocation at Level of the CB Posting Document Number
The CB posting document number is usually the initial criterion for a payment.
Clearing takes place at CB posting document level and at individual document level. The
clearing document number is the payment document number. This is the same for all
documents, meaning that there is no separate payment document number at individual bill
level.
4.4.1.1. Full Clearing
The CB posting document and all corresponding individual documents are cleared with full
clearing.
4.4.1.2. Partial Clearing
Clearing control is used by automatic allocation for part payments. For online clearing
processing (for example, cash payment and clarification worklist processing), you can in
principle allocate the payment amount to the individual documents. You double-click on
the Collective bill icon to display the individual documents for each CB posting document
that was allocated a clearing amount, and explicitly allocate the payment amount.
The CB posting document item is split up with partial clearing. The corresponding lines of
the CB posting document and the relevant individual documents are cleared. A part of the
CB posting document and a part of the individual bill document remain open.

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Collective Bill

Example
See figure Document level.
A payment of 150 UNI is made towards CB posting document 8711. Clearing
can take place as follows, for example:
Document 4712 is fully cleared, 4713 is partially cleared. The data in the
documents is now as follows:
Document 8711:
Item 1, Subitem 0: Still open 198
Item 1, Subitem 1: Cleared with payment document 9999
Document 4712:
Item 1, Subitem 0: Fully cleared with payment document 9999
Document 4713:
Item 1, Subitem 0: Still open 198
Item 1, Subitem 1: Cleared with payment document 9999

4.4.2. Allocation at Level of the Individual Document

This type of allocation is an exception, since the collective bill contract partner is
responsible for payment, and not the individual contract partner. Both the allocation
options and clearing are described in section Partial Clearing.

Caution
A maximum of 999 subitems can be mapped.

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SAP for Utilities

4.5. Writing Off

Mass Run: Write-Off (FP04M) takes place for individual accounts posting document level.
If you enter CB accounts as selection criteria for a write-off, no items are selected, and
nothing is written off.
For manual write-offs (Write off items (FP04)), you can select the CB posting documents
as well as the individual documents. But the CB documents will only be displayed for
informative reasons, they cannot be handled/written off. For the write-off process of the
CB documents, use the corresponding individual accounts as selection criteria.

4.6. (Partially) Reset Clearing

You can reset clearing at both CB posting document level and at individual document
level using transaction Reset Clearing (FP07). The respective individual accounts are
offered on the screen for selection for a partial reset. You can partially reset clearing as of
release 4.62.
A clearing amount can be posted in the following way:
-

Release 4.62 and 4.63: The payment on account is always posted to the CB
contract account.
As of release 4.64: If you select the field Retain distribution to accounts, you can

choose whether the payment on account is posted to either the individual

account or the CB account.
Note
The partial clearing reset is recommended in the following case:
After the collective bill has been paid, it appears that one individual bill is incorrect. You do
not have to reverse the total payment and reallocate it; rather you can run a partial reset
for this individual account. As of release 4.64, if you select Retain distribution to accounts,
a payment on account is created for this individual account. This can then be taken into
account when you re-invoice the individual account.

4.7. Dunning Notices

Dunning notices (FPVA) are created at CB posting document level. If you enter individual
accounts as selection criteria in a dunning run, no items are selected, and no dunning
notices are created.
A possible dunning charge is posted to the CB contract account and not to the individual
account. The dunning history is likewise updated for the CB contract account.

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Collective Bill

The CB posting document is not broken down into individual documents for dunning
printout. If required, you must provide this information yourself for the dunning form.
When you dun collective bills, the following restrictions apply:
-

Only information from the CB contract account is used in the dunning notice.

The contracts, installations and connection objects are not listed in the form.

A payment block or deferral is only taken into account if it concerns the statistical
CB posting document. A payment block or deferral of an individual item within a
collective bill is not taken into account.

The blocking function is not available for collective bills.

Dunning does not take place when invoicing at individual account level. The CB
contract account is dunned during invoicing (transaction Create Collective Bill), if the
Invoicing dunn. field is selected for the Create collective bill (R4Z) clearing type. For
more information see Customizing: SAP Utilities
Invoicing
Invoice Processing

Define Control for Additional Invoicing Functions.
Based on these restrictions, we do not recommend a collective bill for private
customers with several connection objects (such as apartment building and vacation
home).

4.8. Account Balance for the Collective Bill Contract Account

Document items that have no direct reference to a CB contract account number, and
whose contract account refers to a CB contract account, are displayed in the account
balance of the CB contract account as of SAP IS-U/CCS 4.63 (see section Posting
Documents).
Proceed as follows for up to and including SAP IS-U/CCS 4.62:
1. Include the Clearing reset (XARGL) field in your line layout variant. Select this field
in the account balance display for the document for which clearing was reset.
2. In the account balance display you can display information about previous clearings
for this document. To do this, choose: Environment -> Document -> Display ->
Payments/Returns. Include the History icon (field name IHIST) in the account
balance display. Double-click on the icon to directly view the necessary information.

4.9. Security Deposits / Down Payment Requests

Security deposits and down payment requests must be created at individual account level.
A statistical CB posting document is also posted for the CB contract account.

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SAP for Utilities

4.10. Interest Calculation

You can only select individual documents for interest calculation. This applies to both
automatic (FPINTM1) and manual (PFI1) posting of interest. A statistical CB posting
document is also generated for the CB contract account.

4.11. Receivables Adjustment

You can use the individual accounts or the CB contract account as initial criteria for
adjusting receivables (FPZW). The individual documents are always posted.
The Correct Receivables According to Age (FPRW) transaction takes place at individual
account level.

4.12. Installment Plans

You can only create installment plans at CB contract account level.

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Collective Bill

5. Migration
5.1. Budget Billing Plan
When you migrate a budget billing plan using migration object BBP_MULT, the system
recognizes that the corresponding contract account belongs to a collective bill. As a result,
the items of the budget billing plan automatically have clearing restriction 6.
How you proceed further depends on the respective budget billing procedure:
1. Statistical procedure
Before you can migrate the budget billing payments, you must generate all due date
requests in the IS-U System that have already been requested or paid in the legacy
system. To do this, use transaction Mass Process.: Request BB Amounts (EA28) or
Request Budget Billings (EA12).
You can no longer use transaction Create Collective Bill to change the collective
bills generated in this way once they have been processed.
Afterwards you can use migration object PAYMENT to migrate the budget billing
payments.
2. Partial bill procedure
Once you have migrated the budget billing plan, you must first migrate the partial
bills. You use object DOCUMENT (legacy system subject to partial bill procedure) or
BBP_DOC (legacy system subject to statistical procedure) to do this. In doing so,
the partial bills are automatically allocated to a collective bill. Therefore you can then
finally migrate the payments directly.
In both cases the reference to an existing CB posting document number in the legacy
system is lost.

Caution
If you have informed the customer of the old CB posting document number, problems can
occur when allocating payments.

Solution:
Migration object BBP_CB_TAB allows you to migrate the old document numbers. It is
written in table Allocation of Budget Billing Due Date to Coll. Doc. Number (TEM_BBP_CB)
and is then available for further processing. When invoicing requests budget billing due
dates, the system checks whether a document number exists in the legacy system. If this is
not the case, the old document number is entered in the CB posting document as a
reference document number.
To improve the performance for future invoicing runs, you can define in table Processing
Control of Table TEM_BBP_CB (TEM_BBP_CB_CNTRL), whether this check should be
activated.

In this way you can allocate a payment using the reference document number.

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SAP for Utilities

Note
In the statistical procedure you must first migrate migration object BBP_CB_TAB
after you have migrated the budget billing plan and before the due dates are
requested.
In the partial bill procedure, migration object BBP_CB_TAB can be migrated after
the partial bills have been paid, since the reference document number was already
migrated with the partial bills.

5.2. Other Open Items

If an open item was posted to a collective bill in the legacy system, this document is
migrated as follows:
1. In IS-U the item is posted to the corresponding contract account as an actual
document.
2. The CB posting document is automatically generated in the CB contract
account.
3. The open items are allocated to a CB posting document in the same way as
they are allocated in the legacy system.

32