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Sap Fi-Ar - Dunning

Sap Fi-Ar - Dunning

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SAP DUNNING

16/02/2009

SAP/ MFG ISU Vuppala Venkata Ramana vv.ramana@tcs.com

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Introduction to this document

The main purpose of this document is to provide full length of scenario on SAP Dunning, which is mainly used in processing of collecting the customer payments. This document covered the Configuration, Processing and other important concepts in the Dunning. This document is mainly intended for the audience who is working in SAP Finance – Accounts Receivable Module.

A. DUNNING OVERVIEW……………………………………………………………………………………..3 B. DUNNING CONFIGURATION …………………………………………………………………………….4
Define the Dunning Procedure ………………………………………………………………………..4 Define the Dunning Area………………………………………………………………………………11

C. DUNNING PROCESS……………………………………………………………………………………...12
Enter the Dunning data in the Customer Master Data………………………………….…………..12 Dunning the Customer Line Items…………………………………………………………………….13

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A. DUNNING OVERVIEW
Sometimes your business partners may fall behind on payments. You can send them a payment reminder or a dunning notice to remind them of their outstanding debts. The R/3 System allows you to dun business partners automatically. The system duns the open items from business partner accounts in which the overdue items create a debit balance. The dunning program selects the overdue open items, determines the dunning level of the account in question, and creates a dunning notice. It then saves the dunning data created for the items and accounts affected. You can use the dunning program to dun both customers and vendors. It may be necessary to dun a vendor if he or she has a debit balance as a result of a credit memo. If a customer is also a vendor, you can offset the account balances against one another.

Implementation considerations
While implementing the automatic dunning procedure, you will need to make settings in the following places before using the system and while it is running: • • • In Customizing for Financial Accounting In the Master Record of Customer or Vendor When posting documents

You use the following attributes to control the dunning program, and you can configure them according to the needs of your company: • Dunning procedure The dunning procedure controls how dunning is carried out by the system. You can define as many dunning procedures as you like. • Dunning level The dunning levels are calculated based on the number of days open items are in arrears. You can also have the system calculate the dunning levels based on the dunning amount or a percentage paid (sales-related dunning level determination). You can determine more than one dunning level per dunning procedure. • Dunning area A dunning area is an organizational unit within a company code used for the dunning process. A dunning area can be a division or a sales organization. You assign a dunning area to an open item when making a posting. You can dun items separately by dunning area.

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B. DUNNING CONFIGURATION :
Define the Dunning Procedure : Financial Accounting IMG Transactions Dunning TCODE : FBMP Accounts Receivable and Accounts Payable Business

Figure 1: Dunning Procedure

General Data:

Dunning interval in days: You must determine at which intervals the allocated accounts are to be dunned for every dunning procedure. During every dunning run, the system then checks whether the run date is at least this number of days since the date of the last dunning run. If this is not the case, then a new dunning notice cannot be created even if new items have become overdue on the account or individual items have changed their dunning level.

No. of dunning levels: Enter the highest dunning level, which is decided by the business.

Total due items from dunning level:
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Dunning level from which all the due items in an account are totaled.

Minimum days in arrears (acct): Days in arrears which at least one item in this account must have for a dunning notice to be created. These minimum days in arrears have no influence on calculating the days overdue.

Line item grace periods: Grace periods per line item which are taken into consideration during determination of the due date for the dunning run. An item whose days in arrears are smaller or identical to the grace periods, is taken as not due for that dunning notice. These grace periods are not taken into consideration when calculating the dunning level of the item. It is made exclusively by means of the days in arrears of the item.

Interest indicator: For calculating dunning interest. This indicator only becomes effective if there is no interest calculation indicator entered in the master record. Otherwise the indicator in the master record has priority. If there is no indicator at either level, then no dunning interest is calculated by the system.

Public holiday calendar ID: Specifying a public holiday calendar key is the only way to ensure that the overdue items are not paid on a weekend or public holiday. The payment date is printed in the field ‘F150D-ZIELD’ of the dunning notice and is arrived at by adding any payment period granted to the issue date of the dunning run.

Standard transactions dunning: If this indicator is set, standard transactions - as opposed to special G/L transactions - are included when using this dunning procedure. This should be the default setting.

Dun special G/L transactions: Indicator that determines that the line items which were posted with this special G/L indicator are to be included when dunning with the selected dunning procedure.

Reference Data:

Reference Dunning Procedure for Text Selection: Dunning procedure which is used to determine the form names when printing dunning notices. This field simplifies the maintenance of the form names for procedures which have the same number of dunning levels and the same form layout. If this field is left blank, the selected dunning procedure is set automatically. The form names can only be maintained for procedures in which the reference dunning procedure is the same as the dunning procedure.

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Click on the Dunning Levels button, you will get the screen as shown in the figure 2.

Figure 2: Dunning Procedure - Dunning Levels

Days in arrears / interest

Days in arrears: Minimum number of days in arrears, referring to the due date for net payment that an item must show in order to reach a certain dunning level. No grace periods are taken into consideration for calculating the days in arrears.

Interest: This indicator determines that interest is to be calculated for documents with the dunning level.

Print Parameters:

Always dun: Send Dunning Notice Although No Changes Were Made? Indicates that a dunning notice is still printed even if no change has been made to the dunning proposal since the last dunning run.

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A dunning proposal is regarded as changed if one of the following is true:
o o o

at least one item has reached another dunning level, a new item was included in the dunning notice The dunning level of the account was changed.

This indicator is generally set for the highest dunning level.

Print all items: This indicator determines that all open items are to be printed in the dunning notices that have this dunning level. The dunning level of the dunning notice is the same as the highest dunning level of the items in the notice. This is generally required for higher dunning levels in order to give the customer/vendor an overview of the whole account balance. Items blocked for dunning or where automatic debit is allowed, are not displayed. Items paid before the due dates that have a special G/L indicator are only displayed if the special G/L indicator is defined for the dunning notice. The indicator does not have any effect if the creation of separate dunning notices per dunning level was selected in a company code. The open items not yet due cannot then be assigned properly to a dunning notice.

Payment deadline in days: If you wish to enter a payment deadline for payment of the overdue items in the dunning notice, you can enter the number of days here. This number is added to the date of issue of the dunning run and creates the payment deadline. Enter a text variable for the payment deadline on the dunning form

Legal dunning procedure:
• • •

Always Print Dunning Notice in Legal Dunning Procedure: If a legal dunning procedure has been entered in the customer/vendor master record, a further dunning notice is usually only sent when further account movements have occurred. If you wish to send a dunning notice although no further account movements have occurred, select this indicator.

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Click on “Charges” button, you will get the screen as shown in the figure 3.

Figure 3: Dunning Procedure - Dunning Charges

Dunning Charges: Based on currency

Dunning Level: Here you must enter the dunning level which is valid for the charges and/or the minimum amount.

From dunning amount: Total of all overdue items which are printed in a dunning notice. If all open items of an account have been posted in the same currency, then the total is determined in this currency. Otherwise, the local currency is used.

Dunning charge: The fixed dunning charge in dunning currency can be printed on the dunning notice. If a customer receives several dunning notices (as a result of the dunning notice per dunning area or dunning notice per dunning level setting, or a dunning grouping), the dunning charge is printed on every dunning notice. If you have specified a dunning charge as a percentage, a fixed dunning charge cannot be issued at the same time.

Dunning charge in percent: The percentage is multiplied by the total of all overdue items in a dunning notice. The result is the dunning charge in dunning currency. If the dunning notice only contains items in one currency, this is the dunning currency. If the dunning notice contains items in different currencies, the dunning currency is the local currency. If you have defined a dunning charge as a percentage, a fixed dunning charge cannot be defined at the same time.

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Click on “Charges” button, you will get the screen as shown in the figure 4.

Figure 4: Dunning Procedure - Minimum amounts

Minimum Amounts:

Dunning Level: Here you must enter the dunning level which is valid for the charges and/or the minimum amount.

Minimum amount to be dunned: Minimum amount of the overdue items which is necessary to set a dunning level. If this amount is not reached in a dunning level, then the items in this dunning level are assigned to the next lowest, and the system checks whether a dunning notice can be then be created in this dunning level. If you have specified a minimum percentage for this dunning level, then this must also be reached.

Minimum percentage rate used in editing: Percentage below which the allocated dunning level is not triggered by the system. The minimum percentage is multiplied by the total of all open items of a particular account of the same dunning area selected in the dunning run. A dunning notice is only created at this level if all the items due at this dunning level have reached at least the level determined by the multiplication. If you have specified a minimum amount for this dunning level, then this must also have been equaled or exceeded.

Absolute minimum amount for interest: Minimum amount to be reached by interest in order to be identified at this level in dunning notices.

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Click on the “Dunning texts” button, you will get the screen as shown below in the figure 5.

Press

enter; you will get the screen as shown in the figure 6.

Figure 5: Dunning Procedure - Dunning text - Company Code / Account type

Figure 6: Dunning Procedure - Dunning texts

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Dunning texts: This is configured at Company Code level

Dunning level: Dunning level of the customer/vendor which was reached by the last dunning run. If dunning areas are used, it is the dunning level that the business partner received as a result of the last dunning run in the dunning are assigned. The dunning program sets the dunning level automatically when the customer or vendor receives a dunning notice.

Dunning Area: The dunning area represents an organizational entity that is responsible for dunning. The dunning areas represent a sub-structure of the company codes. If different responsibilities or different dunning procedures exist within a company code, you can set up corresponding dunning areas. All dunning notices are made separately according to dunning areas, and if necessary with different dunning procedures. The dunning area must be noted in the line items. As long as documents are copied from preliminary work areas (billing documents), the dunning area can be derived from details such as division or sales area, if necessary.

Dunning Form: Key of the form which is to be displayed for the dunning level. The layout of the form is defined in the SAPscript word processing tool using the key specified here.

Define the Dunning Area : IMG Financial Accounting Accounts Receivable and Accounts Payable Transactions Dunning Basic Settings for Dunning Define Dunning Areas Business

Define Dunning Area: Use: if several organization units are responsible for carrying out dunning within one company code. The dunning area can correspond, for example, to a profit center, a distribution channel, a sales organization or a business area. Use of dunning area is optional. The individual dunning areas can use different procedures or the same dunning procedure.
o o

The dunning areas with the required dunning procedures are to be entered into the customer or vendor master record if you use different dunning procedures. Otherwise, the system uses the standard dunning procedure. The dunning area is then entered in the line item. The system enters the dunning area into the master record automatically with the corresponding data.

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C. DUNNING PROCESS:

Dunning data in the Customer Master Data:

Enter the Dunning data in the Customer Master Data :

TCODE: FD01/FD02

Enter the Dunning procedure in the Correspondence tab in the Company Code data of the Customer Master as shown in the figure 7.

Figure 7: Dunning data in Customer Master Data (FD01 / FD02)

Post one customer invoice. You can see in the figure 8 the open line item of the customer, which is overdue & eligible for dunning.

Figure 8: Customer Open Line Item (FBL5N)

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Dunning:
Dunning the Customer Line Items: TCODE: F150

Enter the Run on (run date) & Identification (Dunning identifier) details. Now, enter the Parameter details viz. Dunning date, Document posted up to, Company Code, Customer, and Vendor. After entering the details save the parameter details.

Now you can see the status as “Parameters were maintained”.

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Now, select the “Schedule” button.

On selecting “Schedule” button, system gives you pop-up screen as shown below.

Now, select the “Continue” button. Enter the details as shown below and select the “Schedule” button.

Now, you can see the status details as below:

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You can see the customer line items which are recognized by the dunning run, to get those details select the button.

On selection of the Dunning list button you will get the below screen, in that you can give the variant name if already created. If no variant available then simple press enter.

Below is the screen, which shows the items, recognized by the dunning run.

You can also get the log details of the dunning run and selection of the above line item, all the details you will get the with the button .

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Now, we will see the Dunning notice print preview. To get that select the “Sample printout” button.

Enter the details as shown below for scheduling the Sample printout; we will select the “Start immediately” button to view the sample printout preview immediately.

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Below shown is the 1st dunning notice, in the same way with a different text and if any charges / interest applied, then that will appear in the next level dunning notices.

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Now, you can see the change in the Customer master dunning data. Below shown screen shows the details of the dunning updated viz. Last dunned: 02/16/2009, Dunning Level: 1.

In the same way, system updates the dunning data in the customer master data each time when you run the dunning program.

-: END:-

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