Business Partner PDF

8/2/2019
Basic Functions
Generated on: 2019-08-02
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Basic Functions
Use
You use the basic functions to enter your basic settings for master data and to post and process documents. This area also
includes the creation and processing of master data, manual posting and processing of documents, and functions for
correspondence.
Features
This component consists of the following central functional areas:
SAP Business Partner
Contract account
Insurance object
Postings and documents
Tax postings
Open item management
Account balance display
Print workbench
Correspondence
Document Management Service
Conditional processing locks
SAP Business Partner

De nition
Organization ( rm, branch office), person or a group of persons or organizations in which your company has a business interest.
Use
You can create and manage your business partners centrally for different business transactions.
This is of prime interest if a business partner plays different roles for a company, such as sold-to party and ship-to party.
You can create a business partner in different business partner roles. During the course of the business relationship, the business
partner can assume other business partner roles. You do not need to create the general data, which is independent of a business
partner’s function or of application-speci c extensions, again in each case for this business partner. This prevents data being
created and stored redundantly.
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Structure
You can use the following basic elements, which form part of the business partner data:
Business Partner Concept
Concept Remark
Business Partner Category The data that is available for your business transactions depends on
the business partner category .
Business Partner Role A business partner can take on different business partner roles ,
which allow different views of the business partner data depending
on the business function.
Business Partner Relationship A relationship connects two business partners and is characterized
by the business partner relationship category .
Business Partner Group Hierarchy You can represent the structure of an organization using the
business partner group hierarchy
Integration
For more information on the functions for a business partner, see Processing Business Partner Data .
BP Role Contract Partner

Use
A contract partner is connected with the company through contract accounts and through the conclusion of contracts. Contract
accounts can therefore only be assigned to a business partner and services billed accordingly if you have created this business
partner in the role of contract partner in the business role MKK for role categoryMKK.
Note
If you want to use business partner roles on a time-dependent basis, make sure that you do not restrict the business role MKK
for role category MKK with regard to time. It must always have a validity from the current data to 12/31/9999.
As a contract partner receives services from the company and has to be billed for these services, you also have to de ne control
and payment data on the contract partner. In addition to bank details, you can enter general data on the contract partner, such as
the business partner type and creditworthiness. Creditworthiness is determined and updated automatically, but you can overwrite
this.
A company must have the following information on a contract partner:
Address: Name, form of address, academic title, name suffixes and pre xes, personal data, street address, postbox
address, communication methods
Control/Payment Transactions: Bank details and general data (creditworthiness)
Relationships: Relationships to other business partners (see Relationship Categories)
Note
Industry Component Utilities
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In the Utilities industry component, you can de ne additional data for the contract partner, for example, the following
general data:
Driving license number
Social insurance number (USA)
Employee classi cation
Account category (as default value for contract account)
Integration
Note for the industry component Utilities Industry
When creating a contract partner in the background, you can create a standard customer in Sales and Distribution (SD). The
system uses a pre-de ned sample customer as a template. You can then change the master data of the customer in the standard
system.
You can meet the speci cations for the creation of an SD customer in parallel with the business partner in Customizing for SAP
Utilities under Master Data Business Partner Settings for Creating Standard Customers .
Example
Some of your customers utilize service or maintenance industries pay charges or sell goods that are processed by means of
orders in Sales and Distribution.
Activities
Processing the Contract Partner
Business partners in the role MKK can be processed in the SAP menu under Master Data Business Partner . You can process all
the roles of a business partner in transaction BP in the menu of the SAP Business Partner.
You can delete the role MKK as soon as there are no further contract accounts for a contract partner in the system. When you
delete the role MKK, the corresponding entry in the shadow table for this contract partner is automatically deleted.
Tax numbers for business partners
You can de ne any number of tax numbers. You can de ne any number of tax numbers. You assign these to tax number categories
that control the usage and check of tax numbers.
Checking dependencies of master data changes
If you have set the indicator Business Partner Dependency in Customizing for Contract Accounts Receivable and Payable under
Basic Functions Contract Partner Activate Additional Checks for Master Data Changes to Business Partner , the system
informs you that bank details, payment card details, or the address of a contract partner is still used in a contract account if you
try to delete this information. You can navigate to the maintenance of the contract account to remove this inconsistency.
Check digit for contract partners
When you create a contract partner, you can add a check digit to the contract partner number. The following conditions have to be
met in order to use this procedure:
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You add the check digit procedure using event 1051. Sample function module FKK_SAMPLE_1051_2_CHECKDIGITS for
two check digits is supplied by SAP
The contract partner is created with internal number assignment.
The number range is con gured such that it begins with a leading zero (check digit procedure with one check digit) or with two
leading zeros (procedure with two check digits).
Shadow table for business partners
If you have a large dataset of business partners, you can improve the performance of mass runs by using the FI-CA shadow table
that contains the most important business partner data. If the shadow table is active, the system automatically maintains the
shadow table during business partner maintenance. If you want to use the FI-CA shadow table:
1. 1.Activate the function in the Implementation Guide for Contract Accounts Receivable and Payable under Technical
Settings Activate Performance Improvement for Mass Runs by setting the relevant indicator.
2. You can now create the shadow table using mass activity GPSHAD_NEW.
3. If you have used planned changes for SAP Business Partner before a release change and the shadow table has already
been lled, before you run a mass activity for the rst time you have to run report RFKKGPSHUPDATE. This report
invalidates the entries in the shadow table for business partners for whom there are unimplemented planned change
documents. This prevents obsolete data being read from the shadow table.
To revalidate the invalidated entries in the shadow table, you have to run mass activity GPSHAD_UPDATE. This improves
the performance of the read accesses to business partner data since, for invalidated entries in the shadow table, the
system has to read data from diverse database tables of SAP Business Partner.
4. To keep the content of the table up-to-date, schedule report BUPTDTRANSMIT regularly for application MKK. This report
recognizes whether there have been changes to master data due to moves and re ects these in the shadow table.
Data Cleansing
The functions described in the Data Cleansing section of the documentation for SAP Business Partner are not supported for FI-
CA due to the data structure.
See SAP Note 871094 .
Change of Payment Data

Use
You can change the bank data and payment card details in the master record of a business partner.
Integration
You can change payment data not only in the master data of the business partner, you can change it at the same time in
dependent objects. For example, you can change the bank details of a customer, who went from being a cash payer to a direct
debit payer, in his or her contract account, or you can change the payment data for incoming payments of a business partner in his
or her prepaid account.
Note
Note for the industry component Insurance
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You can also change the payment data in the insurance object-partner relationships.
Note for the industry component Public Sector Contract Accounts Receivable and Payable
You can also change the payment data in the contract object-partner relationships.
The system does not support editing of customer contacts.
Features
Using the Change Payment Data transaction, you can centrally perform the following actions for a business partner:
Create new bank details/payment cards
Change existing bank details/payment card data
Delete bank details/payment cards on the contract account, and as a follow-up action delete them in the business partner
master record
Create customer contacts
Print con rmation letters
In the industry component Insurance, you can also control follow-up activities, such as the reversal of dunning notices or ending
dunning runs, using a exible set of rules. This includes:
Deleting the bank details/payment card from the master record of the business partner
Deleting locks from contract accounts, items, and industry objects
Reversing dunning notices (or ending dunning runs in the industry component Insurance)
Resetting returns activities
Processing can take place in one of three modes:
Mode Function Access by Pushbutton
Create Create new bank details/payment card
Change Change existing bank details/payment card
Delete Delete existing bank details/payment card
Making System Settings

Use
To be able to create and process payment cards and bank details in the transaction Change Payment Data , you have to make the
required system settings in Customizing for Contract Accounts Receivable and Payable under Basic Functions Contract
Partner Changes to Payment Transactions . Also make the following system settings as described.
Procedure
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The system saves bank details/payment cards with a unique ID in the master data of the business partner. As standard, in the
transaction Change Payment Data , the rst ID of the bank details/payment card is created with 0001, the second with 0002. You
can change this in event 1053 or 1054. If the system is unable to determine an ID, the user is requested to enter a new ID in a
dialog box (see documentation of function module FKK_EVENT_1053_DIAL).
With a function module processed in event 1083, you can make further changes to the contract account when you save the data.
In this event, you can, for example, de ne that the eld Posting Control Group changes in the contract account if a customer
changes from being a cash payer to a direct debit payer.
With a function module processed in event 1084, you can limit the objects (contract accounts or contracts) that the system
selects for display.
De ne the event modules in Customizing for Contract Accounts Receivable and Payable under Program Enhancements De ne
Customer-Speci c Function Modules . See the documentation for the sample function modules FKK_SAMPLE_1053,
FKK_SAMPLE_1054, FKK_SAMPLE_1083 and FKK_SAMPLE_1084.
Creation of Con rmation
If you want to send con rmations, de ne the form required for the correspondence types 0036 and 0040. To de ne a standard
form proceed as follows:
1. In Customizing for Contract Accounts Receivable and Payable , choose Basic Functions Correspondence De ne
Standard Form Classes for Correspondence and de ne the form class FI_CA_BANK_MAINTAIN for correspondence type
0036, and form class FI_CA_CCARD_MAINTAIN for correspondence type 0040.
2. Create a copy of the standard form FI_CA_BANK_MAINTAIN_SAMPLE or FI_CA_CCARD_MAINTAIN_SAMPLE and adjust it

accordingly.
3. In Customizing for Contract Accounts Receivable and Payable , choose Basic Functions Correspondence De ne
Application Forms for Correspondence and enter the new forms for the correspondence types 0036 and 0040.
For printing con rmations, you have various options in the IMG activity De ne Processing Variants . For more information, see the
Implementation Guide.
Follow-On Actions
In the Implementation Guide for Contract Accounts Receivable and Payable , under Basic Functions Contract Partner Changes
to Payment Transactions De ne Set of Rules for Follow-On Actions , de ne rules that the system is to use to trigger follow-on
actions for changes to payment data.
In the IMG activity De ne Processing Variants , you can make further settings for the follow-on actions.
Read the documentation for the IMG activities.
Changing Payment Data

Prerequisites
You have authorization for changing bank details and payment card data. If you do not have sufficient authorization for these
activities, the system terminates processing. For displaying contract accounts, the system considers only those contract accounts
for which you have at least display authorization. Selection is only possible for contract accounts, for which you have change
authorization. If you do not have the required authorization, the system issues an error message for each action that cannot be
carried out.
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Procedure
1. On the SAP Easy Access screen, choose Master Data Business Partner Change Payment Data .
2. Enter the business partner. In the Valid From eld, enter the date starting from which the change to the bank data or
payment card data should be valid.
3. Con rm your entries.
4. Choose a reason for the change.
5. Make your changes to the data and save your entries.
The system automatically selects the object to be changed (bank details/payment card) and starts the appropriate transaction.
By choosing Goto Change Bank Data or Goto Change Payment Cards from the menu, you can override this setting.
The system also chooses the program mode automatically. If there are no existing bank details for the entered business partner,
the system chooses Create mode. In all other cases, the system chooses Change mode. You can change from one mode to the
other by choosing the pushbutton for this in the toolbar.
For a processing variant, you can suppress this automatic selection of the mode and specify the object with which the transaction
is started. You do this in Customizing for Contract Accounts Receivable and Payable under Basic Functions Contract
Partner Changes to Payment Transactions De ne Processing Variants . For more information, see the Implementation Guide.
Using the pushbutton, you can go directly to the maintenance transaction for another business partner. If you choose in the
toolbar, you can also choose another business partner or change the validity date for the partner already entered and start
processing again.
For information about saving validity dates that take effect in the future, see Special Features of Changes with Effect in the Future.
Bank Details/Card Data Group Box
If bank details/payment cards already exist for the business partner, these are displayed in the Old Bank Dets/Prev. Pymt Card
eld. You can choose the bank details you want from the dropdown list or search using the pushbutton.
Under New Bank Dets/New Pymt Card, you enter the new payment data or the system displays the data of the selected bank
details or payment card here.
Contract Accounts Group Box
Using the radio buttons, you rst specify if the payment data should be valid only for incoming payments, only for outgoing
payments, or both.
The following contract accounts are displayed:
Contract accounts, in which the selected business partner is entered as the contract account holder
Contract accounts, in which the selected business partner is entered as the alternative payer
Contract accounts, in which the selected business partner is entered as the alternative payee
Contract accounts, in which the selected business partner is entered as the payer
If you enter a later date than the current date in the Valid From eld, the system selects the contract accounts valid
starting from this date. If, for example, the business partner is not the contract account holder, and only becomes the
alternative payer, alternative payee, or payer for the contract account starting from a date in the future, the contract
account may not be selected under certain circumstances for technical reasons, if you call the transaction before this
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future date. The system only selects the contract account when you call the transaction for the date when the change takes
effect and the business partner is, for example, the alternative payer.
The system automatically selects certain contract accounts in the list:
Automatic Selection of Contract Accounts in the List
Mode Automatic Selection
Create If the business partner has no bank details/payment card, the

system selects all contract accounts. If the business partner already
has bank details/payment card, the system does not select any
contract account.
Change The system selects all contract accounts that contain the bank
details/payment card selected. You cannot remove this selection.
Delete The system selects all contract accounts that contain the bank
details/payment card selected. You cannot select any other
contract accounts for changes.
You can also select speci c contract accounts manually.
When you save, the system adopts the changes for the selected contract accounts.
If you only want to see which changes would be made to the contract accounts when you save, choose the Simulate Changes
pushbutton. The system highlights the elds that would be changed. To exit simulation mode, choose the Exit Simulation
pushbutton.
When you create and delete payment data, the system determines the payment methods automatically and saves these in the
contract accounts affected. For more information, see the documentation for the IMG activity by choosing Basic
Functions Contract Partner Changes to Payment Transactions De ne Default Values for Payment Methods .
In addition to the contract accounts, the system also displays the prepaid accounts of the business partner. Processing of prepaid
accounts is similar to the processing of contract accounts. However, since prepaid accounts only contain payment data for
incoming payments, for prepaid accounts you can only change payment data for incoming payments. You cannot make changes in
the future for prepaid accounts.
In addition to the contract accounts, the insurance objects to which a business partner is assigned are also displayed here. The
processing of the items is as described above for the processing of contract accounts. The contract account holder corresponds
to the contract partner in the industry component Insurance (FS-CD).
Note for the industry component Public Sector Contract Accounts Receivable and Payable
In addition to the contract accounts, the system also displays the contract objects to which a business partner is assigned. The
processing of the items is as described above for the processing of contract accounts.
Correspondence/Contact Group Box
If you set the Print Con rmation Letter indicator, the system automatically prints a con rmation when you save.
In Customizing for Contract Accounts Receivable and Payable under Basic Functions Contract Partner Changes to Payment
Transactions De ne Processing Variants , you can make different settings for printing con rmations for a processing variant.
Read the documentation for this Customizing activity.
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Depending on the settings for your processing variant, when you save, the system displays a separate window - Create Printout of
Single Correspondence.
You can create the con rmation manually or have it created in a mass run. For creation in a mass run, use the correspondence
types 0036 and 0040.
You can also enter further data for the contact.
If you set the Display Contact indicator in the Contact group box in Customizing for Contact Accounts Receivable and Payable
under Basic Functions Contract Partner Changes to Payment Transactions De ne Processing Variants , the system displays
the elds for the contact in this group box. To create a contact when you save, you also have to set the Create Contact indicator in
Customizing.
The contact is created even if the elds for the contact are not displayed.
Special Features of Changes with Effect in

the Future
When you change payment data so that the change takes effect in the future, the system saves the data in different ways. This
dependent on:
The object being processed (bank details or payment card)
The master data affected (business partner or contract account)
The program mode (create, change, delete)
When you change bank details, the system saves the data in one of these ways:
Creation in the future
The system saves the bank details in the master data of the business partner, whereby the Valid From date is in the future.
The system saves the planned changes for the contract accounts affected.
Change in the future
The system changes the bank details in the master data of the business partner, if the bank details were not already changed. If
there are already target details for the change and a target date, then the system cannot change the bank details data, except for
the date of the change.
The system does not make any changes for the contract accounts affected.
This procedure only applies if existing bank details are overwritten; if you create new bank details in change mode, the same
procedure applies as for creation in the future.
A business partner has bank details 0001 at ABC Bank. These bank details are valid from 08/05/2005 to 12/31/9999. Bank
details 0001 are assigned to contract account A. The customer calls and informs you that, taking effect on 11/15/2005, his new
bank is XYZ Bank. The bank details at ABC Bank are no longer valid. Using the transaction Change Payment Data , the call center
agent carries out the changes for 11/15/2005.
The system changes the bank details as follows:
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For the new bank details at XYZ Bank, the system creates the new ID 0002 with a Valid From date 11/15/2005.
The system changes the old bank details 0001 at ABC Bank and enters the change date 11/15/2005 and the target bank details
0002.
After the change, the bank details are as follows:
ID 0001 ABC Bank, valid from 028/02/2005 to 11/15/2005, target bank details ID 0002, change date 11/15/2005
ID 0002 XYZ Bank, valid from 11/15/2005 to 12/31/2005
After the change, ID 0001 is still assigned to contract account A.
Deletion in the future
For the bank details, the system sets the Valid To date in the future in the master data of the business partner.
When you change payment card data, the system saves the data in one of these ways:
Creation in the future
The system saves the payment card in the master data of the business partner.
Change in the future
The change function does not apply for payment cards. Therefore, it is not possible to change data of a payment card for a date in
the future.
You can change the use of the payment card in contract accounts (and possibly in contracts). The system saves these changes as
planned changes.
Deletion in the future:
The payment card remains in the master data of the business partner.
Triggering Follow-Up Actions

Use
With the transaction Change Payment Data you can trigger various follow-up actions.
Prerequisites
In Customizing for Contract Accounts Receivable and Payable, under Basic Functions Contract Partner Changes to Payment
Transactions De ne Rules for Follow-Up Actions , you have de ned sets of rules and assigned these to the relevant company
codes.
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Features
Based on your Customizing settings, the system determines the set of rules to be used. In this process, the system uses the
standard company code of the contract accounts and contracts that are affected by the change of payment data. Once the set of
rules is determined, then the system determines the follow-up actions when you save the data. This determination is also
dependent on your current operating mode (display, change, delete). The system displays the follow-up actions in a separate
dialog box.
Note
The system displays the follow-up actions as long as you did not suppress the display in your Customizing settings.
You can also display the dialog box during processing by choosing the pushbutton Simulate Follow-On Actions .
Directly below the company code, the system lists all follow-up actions, for which it can determine at least one affected object. If a
follow-up action is assigned to several sets of rules, and these sets of rules are active in the same company code, then the system
displays the follow-up action only once in each company code.
The system lists the objects affected by a follow-up action (such as, locks, dunning notices, or returns) directly under the follow-up
action, and independently of the set of rules.
If you execute a follow-up action, then the system performs the activities for all affected objects (that are displayed in the dialog).
Note
The system executes only those follow-up actions that are actually selected.
You can in uence the processing of the follow-up actions through Customizing.
You can specify in Customizing that a set of rules is active. The system considers only active sets of rules when
determining follow-up actions.
For each follow-up action, you can con gure whether it is already selected when you call up the follow-up actions, and
whether the user can change this selection.
For each follow-up action, you can specify the operating modes in which the system considers it. For example, it can be
helpful to allow the follow-up action "Delete Bank Data from Business Partner" only in delete mode.
Depending on your Customizing settings, you can select the following follow-up actions:
Delete Bank Data from Business Partner or Delete Payment Card Data from Business Partner
If you select one of these follow-up actions, the deleted bank details/payment card are also deleted from the master data
of the business partner. The prerequisite is that this payment data is not used in any other object (for example, in a
contract account).
Remove Locks
If you select this follow-up action, the following locks are deleted in accordance with your Customizing settings:
For contract accounts and industry objects:
Payment locks for incoming and outgoing payments
Dunning locks
For items:
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Payment locks
Dunning locks
For these follow-up actions, the system only displays the follow-up actions that can be performed based
on your Customizing settings. When you save, the data is then changed in accordance with these follow-up
actions.
Reverse Dunning Notices
For this follow-up action, the system displays the dunning notices that qualify for reversal according to Customizing. If you
select this follow-up action, all dunning notices displayed below it are reversed (including the dunning charges). If the
charges have already been cleared, the system creates a credit memo - provided this is set up in Customizing.
Reverse Returns
For this follow-up action, the system displays the returns that qualify for a reset according to Customizing. If you select this
follow-up action, the system reverses the creditworthiness entries and the charges of all returns that are displayed. If the
charges have already been cleared, the system creates a credit memo - provided this is set up in Customizing.
If a follow-up action that is displayed requires a reconciliation key for execution, the system displays an input eld for it. If
necessary, the system creates the reconciliation keys that you specify in this eld.
Special Cases
The special cases outlined below are valid for contract accounts and prepaid accounts of the selected business partner.
Note
Note for the industry component Insurance (FS-CD)
In Collections and Disbursements (FS-CD) of the Insurance industry component, the special cases outlined below are also
valid for insurance objects, to which the selected business partner is assigned. The contract account holder corresponds to the
contract partner in FS-CD.
Note for the industry component Public Sector Contract Accounts Receivable and Payable (PSCD)
The special cases outlined below are also valid for contract objects, to which the selected business partner is assigned.
Special case 1: Alterative Payer or Payee

If an alternative payer or payee is entered in the contract account, then the payment data entered in the contract account belongs
to this alternative payer or payee. If you want to change the payment data of the contract account holder, this change is not
allowed to in uence the payment data of the alternative payer or payee. Contract accounts with an alternative payer or payee are
displayed in the list in the Alt. Payer/Payee column with the icon, if you have chosen a transfer type for the changes to be
made that would change the payment data with the alternative payer or payee. You can read the business partner number of the
alternative payer or payee in the Alternative Payer/Alternative Payee columns.
Example
An alternative payer is entered in the contract account and the Incoming Payments transfer type is selected. The icon is
displayed.
An alternative payee is entered in the contract account and the Incoming Payments transfer type is selected. The icon is
not displayed.
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Which accounts can you select?
Whether or not you can choose a contract account designated in this way depends on the transfer type you selected and the data
that exists on the contract account:
Case 1:
You have selected the Incoming and Outgoing Payments transfer type. An alternative payer is entered in the contract
account, but not an alternative payee. In that case, you can enter the payment data of the contract account holder as the
payment data for outgoing payments, and select the contract account for the change.
Case 2:
You have chosen the Incoming Payments transfer type. An alternative payer is entered in the contract account. In that
case, you are initially not allowed to select the contract account for changes. However, if the contract account holder
himself or herself becomes the payer for the contract account, you can go to maintenance of the contract account by
clicking on the icon. You can then delete the alternative payer there. After you save the contract account, you can select
the account in the list for the change.
How does the system behave when you save the changed contract account?
There are also different cases here depending on the option you choose.
Case 1:
You have selected the Incoming and Outgoing Payments transfer type. There is an alternative payer, but not an alternative
payee.
You save without taking any other actions rst. The bank details or payment card that were entered are only saved
in the master data of the contract account holder.
You select the contract account and save. The system stores the bank details or payment card as the bank details
for outgoing payments.
You delete the alternative payer in the contract account, select the contract account and save. The system stores
the bank details or payment card as the details for incoming and outgoing payments.
Case 2:
You have chosen the Incoming Payments transfer type. There is an alternative payer, but not an alternative payee.
You save without taking any other actions rst. The system stores the entered bank details or payment card only in
the master record of the contract account holder.
You delete the alternative payer in the contract account, select the contract account and save. The bank details or
payment card are stored as payment details for incoming payments.
Special case 2: Alternative Payment Details

In the following cases, the icon is displayed in the Alt. Pymt Dtls column.
Case 1:
The payment details entered in the contract account are different from those that you have selected.
Example
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The bank details ID for incoming payments that is entered in the contract account is 001; however, in the dropdown list,
you have selected bank details ID 002. The Incoming Payments transfer type is selected.
Case 2:
You have selected the Incoming and Outgoing Payments transfer type. The existing payment details differ from one
another.
Example
On the contract account, bank details ID 001 is entered for incoming payments, and for outgoing payments bank details
ID 002 is entered.
The system handles a contract account with differing payment details as follows:
To prevent unintentional changes being made to the contract account, the system does not select the contract
account. However, you can select the contract account for changes.
By clicking on the icon, you can go to maintenance of the contract account and make any necessary changes.
Special case 3: Business Partner Is Payer or Payee.

If the entered business partner is not the contract account holder, but is entered in the contract account as the alternative payer
or payee, then the icon is displayed in the BP Is Payer/Payee column. The following applies for maintenance:
If the selected bank details or payment card are used in the contract account, the system selects this contract account.
You cannot remove this selection.
If different bank details or a different payment cared are used in the contract account, the system does not select the
contract account; however, you can select it.
If the business partner should no longer be the alternative payer or payee for this contract account, you can click on the
icon to go directly to maintenance of the contract account. There you can remove the business partner from the
Alternate Payer or Alt. Payee eld.
Special case 4: Business Partner Is Payer

If the entered business partner is not the contract account holder, but is entered in the contract account as payer, then the icon
is displayed in the BP Is Payer column. The contract account is displayed as information only and you cannot select it.
If the business partner should no longer be the payer for this contract account, you can click on the icon to go directly to
maintenance of the contract account. There you can remove the business partner from the Payer eld and remove the contract
account from the Paid By eld.
Special case 5: Multiple Alternative Payees for Insurance Object (Only in FS-CD)
If multiple alternative payees are entered in Collections and Disbursements for an insurance object-partner relationship, then the
icon is displayed in the Status column. The insurance object is displayed as information only and you cannot select it. By
clicking on the icon, however, you can go directly to maintenance of the insurance object and change the data there.
Replication and Synchronization of Business

Partners from SAP CRM to SAP S/4HANA
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Note
The replication and synchronization described here is only available to you if you have activated the business function sets
FICAX.
If you use SAP CRM, you connect SAP CRM to SAP S/4HANA. The two components run in two separate systems.
SAP Customer Relationship Management (CRM) uses the SAP business partner to represent customer data.
SAP S/4HANA uses the SAP business partner, the customer, the supplier, and the vendor to represent master data in various
components in parallel.
In a scenario, in which you use the CRM system is your leading system, you create master data there as business partners and
distribute them to SAP S/4HANA using CRM Middleware. When you create a business partner, you can have the system
automatically create the corresponding customer or vendor master record. SAP S/4HANA then synchronizes the business partner
with the customer or vendor master record using customer/vendor integration (CVI). SAP S/4HANA also distributes changes to
business partner data in SAP CRM in the same way.
In a scenario, in which you use SAP CRM and the S/4HANA system is your leading system, you create master data there as
business partners and distribute them to SAP CRM using CRM Middleware. During the distribution to SAP CRM, the system takes
into account the sales data from the customer master record in addition to the business partner data from SAP S/4HANA. When
you create a business partner in the S/4HANA system, you can have the system automatically create the corresponding customer
or vendor master record. SAP S/4HANA then synchronizes the business partner with the customer or vendor master record using
customer/vendor integration (CVI). SAP S/4HANA also distributes changes to business partner data in the same way.
In Contract Accounts Receivable and Payable, you create business partners with customer or vendor master records manually. On
the SAP Easy Access screen, choose Accounting Financial Accounting Contract Accounts Receivable and Payable Master
Data Business Partner Customer/Customer Integration Create Business Partner with Customer and Supplier/Vendor
Integration Create Business Partner with Vendor . There you can also access transactions for changing and displaying master
data. These transactions use role groupings that already contain the necessary roles for synchronous creation of
customers/customers and suppliers/vendors. This ensures that the system creates the business partner in the role MKK, and that
you can enter information on the company code and sales (or the company code and purchasing) using the roles FLCU00 and
FLCU01 or FLVN00 and FLVN01.
Prerequisites
You are familiar with the basic settings of the master data objects business partner, customer, and vendor.
You have experience with con guring the data exchange using CRM middleware – assuming that SAP CRM is part of your
scenario.
During the synchronization and replication, both the S/4HANA system and the CRM system are available – assuming CRM
is part of your scenario.
Note
For more information, see the following SAP Notes:
SAP Note Description
852870 BP_CVI: Changes in BDT Customizing for ERP 2005
905535 Useful Notes – CVI for Master Data Synchronization
928616 BP_CVI: Customizing of Required Entry Fields for BP/Customer
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941955 BP_CVI: Integration of Customers/Vendors with SAP BP
954816 BP_CVI: Transactions for Creating/Linking BPs
956054 BP_CVI Customer / Vendor Integration as of ERP2005 (ECC600)
1968132 Business Partner Replication Between CRM and ECC with Active
CVI
Activities
If you are using the integration between SAP CRM and SAP S/HANA, then you have to make the settings described in all of the
following topics. If you are using only SAP S/4HANA, then only make the settings described in the following two topics:
Making Settings for Customer/Vendor Integration
Making Settings for the Postprocessing Office
The synchronization and replication of master data between SAP CRM and SAP S/4HANA requires extensive settings:
For the SAP business partner in the S/4HANA system and CRM system
For the CRM middleware in the S/4HANA system and CRM system
For customer/vendor integration (CVI) in the S/4HANA system
For the Postprocessing Office in the S/4HANA-System
In a scenario with SAP CRM as your leading system, newly created business partner master records and subsequent changes – as
long as the necessary settings have been made – are distributed automatically from the CRM system to the S/4HANA system.
If you use the appropriate CRM partner roles, then the system creates the customer or vendor master records synchronously, or
updates them, as depicted in the following table.
SAP CRM SAP S/4HANA Synchronized Master Data
CRM000 Sold-to party FLCU00 Customer master record with FI data
FLUC01 Customer master record with sales data
MKK Contract Partner
BBP000 Supplier FLVN00 Vendor master record with FI data
FLVN01 Vendor master record with sales data
If you are using only SAP S/4HANA, then the system synchronizes and updates the master data as depicted in the following table:
SAP S/4HANA: Role Grouping SAP S/4HANA: Role Synchronized Master Data
FSCR01X VP with customer integration FLCU00 Customer master record with FI data
FLUC01 Customer master record with sales data
FSCR02X VP with vendor integration FLVN00 Vendor master record with FI data
FLVN01 Vendor master record with sales data
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Note
If you want to create the business partner with a customer or vendor, then you rst have to compare the required elds of the
customer and vendor master record with those of the business partner. If you create a business partner in SAP S/4HANA of
the type 'person', then you have to make sure that it is possible to enter the correspondence language. Only then is it possible
for the synchronization to take place using CVI. If errors occur during the synchronization, you can get help in the Business
Data Toolset by removing the function module BUA_BUPA_EVENT_FMOD2 for eld group 62Business Data Toolset. To do so,
in the menu for the Business Data Toolset (transaction BUPT), choose Business Partner Control Screen Layout Field
Groups .
Note
During the replication of business partners from SAP CRM to SAP ERP, the standard system sets the Relevant for agency
business indicator for the customers created using CVI.
Making Settings for Business Partners

Prerequisites
You created a site for the S/4HANA system in your CRM system as described in the topic Making Settings for CRM Middleware
under step 3.
Procedure
1. In your CRM system in the administration console, create a subscription for all business partners and enter them in the
S/4HANA site de ned in your CRM system. To do so, in the menu, choose Architecture and
Technology Middleware Administration Administration Console . For more details on this procedure, see Making
Settings for CRM Middleware.
2. De ne number ranges for your business partners in your S/4HANA system and CRM system. For more details on this
procedure, see Making Settings for CRM Middleware and Making Settings for Customer/Vendor Integration.
Making Settings for CRM Middleware

Procedure
1. De ne the following RFC destinations:
De ne an RFC connection between the CRM system and the S/4HANA system of the category ABAP connections
in the CRM system. In Customizing for Customer Relationship Management choose CRM Middleware and Related
Components Communication Settings De ne RFC Destinations . Use an appropriate S/4HANA user, such as
CRMOLTP.
In the S/4HANA system, create an RFC connection between the S/4HANA system and the CRM system of the
category ABAP connections. On the SAP Easy Access screen, choose
Tools Administration Maintenance Network RFC Destinations . Use an appropriate CRM user, such as RFC.
Note
For the view check CRMRFCPAR in the S/4HANA system in the menu under System Services Table
Maintenance Enhanced Maintenance , if the following entry for the connection to the CRM system is available:
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Field Value
User CRM
Object Name *
Destination <The connection that you created in this step

>
Load Type *
2. In the CRM system, register the CSA* queues in the RFC monitor. Check if there are queues with the name CSABUPA* (or
CSA*) and R3A*. To do so, in the menu, choose Architecture and
Technology Middleware Administration Register/Deregister Queues .
Note
If CSA* is already active, then you can no longer add CSABUPA*, since it is contained in CSA*. In that case, then you only
need CSA*. Make sure that the queues are registered.
3. In the CRM system, create sites and subscriptions for the middleware data distribution. To do so, in the menu, choose
Architecture and Technology Middleware Administration Administration Console . For the S/4HANA system you create
a subscription there for the following replication objects and publications:
Replication Object Type Publications
BUPA_MAIN Simple Bulk All Business Partners (MESG)
BUPA_REL Simple Bulk All Business Partner

Relationships (MESG)
Caution
Do not create any subscriptions to publications of the replication object VEND_MAIN for the S/4HANA system.
Note
If problems occur during business partner replication in your live system, you can display the status of BDoc messages
for the replication objects BUPA_MAIN and BUPA_REL. On the SAP Easy Access screen, choose Architecture and
Technology Middleware Monitoring Message Flow Display BDoc Message Summary .
4. In both the S/4HANA and CRM systems, create number ranges and assign them to groupings in Customizing for SAP
Business Partner. To do so, choose Business Partner Basic Settings Number Ranges and Groupings
Note
The groupings that you use in the CRM system for business partner distribution to the S/4HANA system have to agree
with those in the S/4HANA system and the other way around. The grouping criteria are used for determining the
appropriate number range in the target system. It is not mandatory for the business partners to have the same
numbers in the CRM and S/4HANA systems. If the numbers are the same, you have to ensure that you create large
enough number ranges in the CRM and S/4HANA systems. In the target system (S/4HANA system) assign a number
range with external number assignment to each grouping criterion that you use for identical numbering. In addition, you
can activate function module COM_BUPA_MWX_MAP_NUMRANGE in the S/4HANA system as explained below.
5. Activate the function modules for CRM outbound data distribution in the CRM system. In the menu, choose
System Services Table Maintenance Extended Table Maintenance and call the view V_BUT_CALL_FU .
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Activate BDoc generation for the middleware. Activate the following function modules by setting the indicator in the Call
column. The position numbers specify the sequence in which the function modules are executed within a group with the
same event and object. Only the sequence of the numbers is important. That means that the absolute values of the items
can be different.
Event Object Item Function Module Calling the

Archiving Function
CRMOU BUPA 1000000 BUPA_OUTBOUND_BPS_FILL_CENTRAL X
CRMOU BUPA 1200000 CRM_BUPA_OUTB_BPS_FILL_MD X
CRMOU BUPA 1300000 CRM_BUPA_BDOC_BPS_FILL_DATA X
CRMOU BUPA 2000000 ABA_FSBP_OUTBOUND_BPS_FILL X
CRMOU BUPR 1000000 BUPA_OUTBOUND_BPR_FILL_CENTRAL X
CRMOU BUPR 1200000 CRM_BUPA_OUTB_BPR_FILL_MD X
CRMOU BUPR 1300000 CRM_BUPA_BDOC_BPR_FILL_DATA X
BPOUT BUPA 200000 BUPA_MWX_BDOC_CREATE_MAIN X
BPOUT BUPR 100000 BUPA_MWX_BDOC_CREATE_REL X
CLEAR BUPA 1000000 BUPA_OUTBOUND_CLEAR_FLAGS X
CLEAR BUPA 2000000 ABA_FSBP_OUTBOUND_CLEAR_FLAGS x
Note
You are not allowed to activate the following function modules in the CRM system, that is, you are not allowed to set the
Call indicator for them. However, do not delete any entries from the table, since the function modules can be used for
other purposes.

Archiving Function
CRMOU BUPA Any CRM_BUPA_BDOC_BPS_FILL_VENDOR
CRMOU BUPA Any ABA_FSBP_EMP_TO_ROLE_OUTBOUND
BPOUT BUPA Any VEND_MWX_CREATE_MAIN_BDOC
BPOUT BUPA Any BUPA_OUTBOUND_MAIN *)
BPOUT BUPA Any BUPA_OUTBOUND_ALE_MAIN
BPOUT BUPR Any UDM_OUTBOUND_ALE_REL
BPOUT BUPR Any BUPA_OUTBOUND_REL*)
BPOUT BUPR Any BUPA_OUTBOUND_ALE_REL
BPOUT BUPX Any MDS_BUPA_OUTBOUND
R3AOU BUPA Any BUPA_MWX_BDOC_UP_CURRSTATE_SET
XIOUT BUPA Any Any *)
XIOUT BUPR Any Any *)
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*) You have to activate this function module if you need a PI distribution of business partner data to other systems
(S/4HANA systems or third-party systems). In that case, you have to ensure that the business partner data is not
distributed using PI to the same S/4HANA system to which it is distributed using middleware.
6. In the S/4HANA system, check the subscriptions for upload and download objects, and make sure that the entries listed in
the following table exist. In the menu, choose System Services Table Maintenance Extended Table Maintenance and
select table CRMSUBTAB for maintenance. The Inactive indicator must be set as shown in the table:
User Object Name Up/Download Object Class Function Module Inactive
CRM BUPA_MAIN U BUPA FKK_BUPA_MAIN_INBOUND
CRM BUPA_REL U BUPA COM_BUPA_REL_INBOUND
CRM VEND_MAIN U BUPA COM_VEND_MAIN_INBOUND X
Note
You are not allowed to activate the following function module in the S/4HANA system:
User Object Name Up/Download Object Class Function Module Inactive
CRM BUPA_MAIN U BUPA FSL_BUPA_MAIN_INBOUND
7. In transaction COM_BUPA_CALL_FU, activate the following function modules for the data exchange with the S/4HANA
system by setting the Call indicator.

Archiving Function
R3OBI BUPA 2000110 FKK_BUPA_MAIN_BP_INBOUND X
R3OBI BUPR 2000000 COM_BUPA_REL_BP_INBOUND X
R3IN BUPA 810 FKK_BUPA_INBOUND_FILTER_IDENT X*)
R3IN BUPA 910 FKK_BUPA_INBOUND_MWX_ADD_ROLES X
R3IN BUPA 920 FKK_BUPA_INBOUND_MWX_VND_ROLE X
R3IN BUPA 1000 FSC_BUPA_MWX_FILTER_MAIN X
R3IN BUPA 10000 COM_BUPA_MWX_FILTER_MAIN X
R3IN BUPR 10000 COM_BUPA_MWX_FILTER_REL X
R3IN BUPR 100000 COM_BUPA_MWX_MAP_REL_CENTRAL X
*) Activate this function module only if you do not use the identi cation types CRM002 and CRM004 in the S/4HANA
system.
If you want to use the same numbers for business partners in the CRM system as you use in the S/4HANA system, then
you have to activate the following check module. If a business partner does not receive the same number when it is created
in the S/4HANA system, then this function module terminates processing and creates a BDoc error that you can display in
the CRM system.
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Event Object Item Function Module Calling the Archiving
Function
R3IN BUPA 150000 COM_BUPA_MWX_MAP_NUMRANGE X
Note
You are not allowed to activate the following function modules in the S/4HANA system. That means you are not allowed
to set the Call indicator for them. However, do not delete any entries from the table, since the function modules can be
used for other purposes.

Archiving Function
R3OBI BUPA Any FSL_BUPA_MAIN_BP_INBOUND
R3OBI BUPA Any COM_BUPA_MAIN_BP_INBOUND
R3OBI BUPA Any PI_BP_PROXY_BAPI_CUSTOMER
R3OBI BUPR Any PI_BP_PROXY_BAPI_CUSTOMER
R3OBI VEND Any PI_BP_PROXY_BAPI_VENDOR
R3IN BUPA Any COM_BUPA_MWX_MAP_MAIN_CENTRAL
R3IN BUPA Any FSL_BUPA_INBOUND_FILTER_IDENT
R3IN BUPA Any FSL_BUPA_INBOUND_MWX_ADD_ROLES
8. In the S/4HANA system, activate the following function modules in the view V_BUT_CALL_FU by setting the Call indicator
for them. In the menu, choose System Services Table Maintenance Extended Table Maintenance . The position numbers
specify the sequence in which the function modules are executed within a group with the same event and object. Only the
sequence of the numbers is important. That means that the absolute values of the items can be different.

Archiving Function
CRMIN BUPA 1000000 BUPA_INBOUND_MAIN_CENTRAL X
CRMIN BUPA 2000000 ABA_FSBP_INBOUND_MAIN X
CRMIN BUPR 1000000 BUPA_INBOUND_REL_CENTRAL X
CRMOU BUPA 1000000 BUPA_OUTBOUND_BPS_FILL_CENTRAL X
CRMOU BUPR 1000000 BUPA_OUTBOUND_BPR_FILL_CENTRAL X
BPOUT BUPX 10000000 MDS_BUPA_OUTBOUND X
The events CRMOU and BPOUT are relevant for internal synchronization using CVI. In some cases, you might need
additional function modules, such as for the event MERGE.
Making Settings for Customer/Vendor

Integration
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Context
To synchronize customer and vendor master data with the CRM system, you use customer/vendor integration (CVI).
Customer/vendor integration synchronizes the related synchronization objects in the S/4HANA system:
SAP business partner (BP)
Customer master record
Vendor master record
You make settings for customer/vendor integration only in the S/4HANA system.
Procedure
1. Check if the following settings were made in SAP Customizing under Cross-Application Components Master Data
Synchronization Synchronization Control Synchronization Control Synchronization Objects .
Syn. Object Sync. Mode *) Extractor Class Description Platform Block size
BP 1 CVI_BP_EXTRACTOR Business X 50
partner
Customer 1 CMD_EI_API_EXTRACT Customer 50
Vendor 1 VMD_EI_API_EXTRACT Vendor 50
*) Synchronization mode:
1 = For synchronous comparison and mass data load
2 = For synchronous comparison only
3 = For mass data load only
2. Enter the following synchronization options. To do so, in SAP Customizing, choose Cross-Application Components Master
Data Synchronization Synchronization Control Preparatory Steps for Synchronization Control and follow the link
“synchronization processes” in the documentation.
A synchronization option represents a combination of a source synchronization object and a target synchronization object.
The synchnronization option shows which source synchronization object is synchronized with which target synchronization
object.
Source Obj. Target Obj. Strategy Implementation Queue Name
BP Customer CVI_STRATEGY_BP_CUSTOMER MDS_BUPA_CUST
BP Vendor CVI_STRATEGY_BP_VENDOR MDS_BUPA_VEND
Customer BP CVI_STRATEGY_CUSTOMER_BP MDS_CUST_BUPA
Vendor BP CVI_STRATEGY_VENDOR_BP MDS_VEND_BUPA
3. Make sure that the following queues for background processing of synchronization processes are registered and activated.
To do so, in SAP Customizing, choose Cross-Application Components Master Data Synchronization Synchronization
Control Preparatory Steps for Synchronization Control and follow the link “queue processing” in the documentation.
MDS_BUPA_CUST*
MDS_BUPA_VEND*
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MDS_CUST_BUPA*
MDS_VEND_BUPA*
4. Activate the synchronization options in SAP Customizing under Cross-Application Components Master Data
Synchronization Synchronization Control Synchronization Control Activate Synchronization Options as follows:
Source Obj. Target Obj. Act. Ind.
BP Customer X
BP Vendor X
Customer BP X
Vendor BP X
5. Synchronize the business partner (BP) with the customer (CUSTOMER).
Assign the business partner grouping to the account group of the customer. In SAP Customizing choose Cross-
Application Components Master Data Synchronization Customer/Vendor Integration Business Partner
Settings Settings for Customer Integration Field Assignment for Customer Integration Assign Keys De ne
Number Assignment for Direction BP to Customer . If you set the Same Number indicator, then the S/4HANA
system uses identical numbers for the business partner (BP) and the customer (CUSTOMER).
Note
You create and assign number ranges for customer accounts in SAP Customizing under Financial Accounting
(New) Accounts Receivable and Accounts Payable Customer Accounts Master Data Preparations for
Creating Customer Master Data .
Note
You create and assign number ranges for business partners in SAP Customizing under Cross-Application
Components SAP Business Partner Business Partner Basic Settings Number Ranges and Groupings .
Example
The following table shows example entries. In making your own settings, use the business partner groupings and
account groups you need.
Grouping Short name Account Group Meaning Same Numbers
BPIN Internal CUST Customers (int. no. asgmnt)
BPEX External CUNA Customers (ext. no. asgmnt) X
Check if an entry exists for the role category MKK with the name Contract Partner for the synchronization; in
SAP Customizing, choose Cross-Application Components Master Data Synchronization Customer/Vendor
Integration Business Partner Settings Settings for Customer Integration Set BP Role Category for Direction BP
to Customer .
Make sure that the required entry elds and entries for the business partner (BP) and the customer agree with each
other. If they do not, then the system terminates the synchronization.
6. Synchronize customers (CUSTOMER) and business partners (BP).
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Note
The following settings are relevant only if you want the system to automatically create a business partner when a
customer is created.
Assign the attributes of a business partner grouping to an account group (customer). In SAP Customizing choose
Cross-Application Components Master Data Synchronization Customer/Vendor Integration Business Partner
Settings Settings for Customer Integration Field Assignment for Customer Integration Assign Keys De ne
Number Assignment for Direction Customer to BP . The following table shows example entries. In making your
own settings, use the attributes of business partner groupings and account groups you need.
Example
Account Group Short name Grouping Meaning Same No.
CUST General customer BPIN Internal
CUNA Customers (ext. no. asgmnt) BPEX External X
Assign roles, in which the corresponding business partner should be created, to the customer account groups. In
Integration Business Partner Settings Settings for Customer Integration De ne BP Role for Direction
Customer to BP . The following table shows example entries. In making your own settings, use the account groups
and partner roles you need.
Example
Account Group Description BP Role Description
CUST General customer FLCU00 Customer
CUST General customer FLCU01 Customer
CUST General customer MKK Contract Partner
CUNA Customers (ext. no. asgmnt) FLCU00 Customer
CUNA Customers (ext. no. asgmnt) FLCU01 Customer
CUNA Customers (ext. no. asgmnt) MKK Contract Partner
7. Perform the activities in SAP Customizing under Cross-Application Components Master Data
Synchronization Customer/Vendor Integration Business Partner Settings Settings for Customer Integration Field
Assignment for Customer Integration Assign Attributes .
8. Synchronize the business partner (BP) with the vendor (VENDOR).
Assign the business partner grouping to the account group of the vendor. In SAP Customizing choose Cross-
Settings Settings for Vendor Integration Field Assignment for Vendor Integration Assign Keys De ne Number
Assignment for Direction BP to Vendor . If you set the Same Number indicator, then the S/4HANA system uses
identical numbers for the business partner (BP) and the vendor (VENDOR).
Note
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You create and assign number ranges for vendor accounts in SAP Customizing under Financial Accounting
(New) Accounts Receivable and Accounts Payable Vendor Accounts Master Data Preparations for Creating
Vendor Master Data .
Note
You create and assign number ranges for business partners in SAP Customizing under Cross-Application
Components SAP Business Partner Basic Settings Number Ranges and Groupings .
Example
The following table shows example entries. In making your own settings, use the business partner groupings and
account groups you need.
Grouping Short Name Account Group Meaning Same Numbers
BPIN Internal VEND Vendors (int. no. asgmnt)
BPEX External SUPP Vendors (ext. no. asgmnt) X
Check if the role category MKK with the name Contract Partner is entered in SAP Customizing under Cross-
Settings Settings for Vendor Integration Set BP Role Category for Direction BP to Vendor . This is needed for
the synchronization of vendors.
Make sure that the required entry elds and entries for the SAP business partner (BP) and the vendor agree with
each other. If they do not, then the system terminates the synchronization.
9. Synchronize vendors (VENDOR) and business partners (BP).
Note
The following settings are relevant only if you want the system to automatically create a business partner when a vendor
is created.
Assign the attributes of a business partner grouping to an account group (vendor). In SAP Customizing choose
Cross-Application Components Master Data Synchronization Customer/Vendor Integration Business Partner
Settings Settings for Vendor Integration Field Assignment for Vendor Integration Assign Keys De ne Number
Assignment for Direction Vendor to BP . The following table shows example entries. In making your own settings,
use the attributes of the business partner grouping and account group you need.
Example
Account Group Short name Grouping Meaning Same Numbers
VEND Vendors (int. no. asgmnt) BPIN Internal
SUPP Vendors (ext. no. asgmnt) BPEX External X
Assign roles, in which the corresponding SAP business partner should be created, to the vendor account groups. In
Integration Business Partner Settings Settings for Vendor Integration De ne BP Role for Direction Vendor to
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BP . The following table shows example entries. In making your own settings, use the account groups and partner
roles you need.
Example
Account Group Description BP Role Description
VEND Vendors (int. no. asgmnt) FLVN00 Vendor
VEND Vendors (int. no. asgmnt) FLVN01 Vendor
VEND Vendors (int. no. asgmnt) MKK Contract Partner
SUPP Vendors (ext. no. asgmnt) FLVN00 Vendor
SUPP Vendors (ext. no. asgmnt) FLVN01 Vendor
SUPP Vendors (ext. no. asgmnt) MKK Contract Partner
10. Assign the industries of the business partner to industries of the customer/vendor master record. In SAP Customizing,
choose Cross-Application Components Master Data Synchronization Customer/Vendor Integration Business Partner
Settings Settings for Customer Integration Field Assignment for Customer Integration Assign Attributes Assign
Industries .
11. Synchronize the customer (CUSTOMER) or vendor (VENDOR) with the business partner. This setting is needed for
synchronizing the customer or vendor, or both, with the business partner. Choose Cross-Application Components Master
Data Synchronization Customer/Vendor Integration Business Partner Settings BAdI: Data Assignment of Form of
Address from Customer/Vendor to BP .
Here you deselect the implementation CVI_MAP_TITLE_DIRECT and you select CVI_MAP_BP_CATEGORY. The
system asks you to create a transport request for transporting the change to your quality system and your live system.
These changes apply across the entire system.
Making Settings for the Postprocessing

Office
Use
During error processing, the Postprocessing Office (PPO) replaces the application log. Using the PPO is optional; therefore, you
have to activate the PPO explicitly.
Caution
If you do not activate the PPO, then errors during synchronization can lead to short dumps.
Procedure
Make the settings described below in your S/4HANA system. PPO Customizing relates to a software component and to speci c
business processes. (The term "business process" has a speci c meaning in the PPO.) To monitor postprocessing requests, on the
SAP Easy Access screen, choose Cross-Application Components Postprocessing Office Postprocessing Order Edit
Postprocessing Order .
1. Set up the internal PPO software component AP-MD (Application Platform master data). To do so, in SAP Customizing,
choose Cross-Application Components General Application Functions Postprocessing Office Display System Settings
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for the Postprocessing Office and select Software Components. The PPO needs this internal component in order to be
able to differentiate postprocessing orders that were created by master data synchronization from postprocessing orders
of other projects. In addition, all PPO Customizing settings are component-speci c. Make the following entries:
Software Editing Component Title Display *) Edit *)

Component Transaction Description
AP-MD MDS_PPO2 Application Master Data 2 2

platform Synchronization
master data
*) 0 = Orders that I have to process
1 = Orders in my worklist
2 = All orders
Note
You can use this processing transaction when problems arise during synchronization between business partners and
customers or vendors. The transaction shows the reasons for the errors.
2. For the software component AP-MD, de ne the PPO business processes that you want to use for the initial load. To do so,
in SAP Customizing choose Cross-Application Components General Application Functions Postprocessing
Office Display System Settings for the Postprocessing Office and select Business Processes. Each combination of a
source and target object must be de ned as a business process as follows:
Software Component Business Process Business Process Description
AP-MD CVI_01 Customer -> Business

Partner
AP-MD CVI_02 Vendor -> Business Partner
AP-MD CVI_03 Business Partner ->

Customer
AP-MD CVI_04 Business Partner -> Vendor
3. Activate the PPO business processes for the component AP-MD. To do so, in SAP Customizing choose Cross-Application
Components General Application Functions Postprocessing Office Business Processes Activate Creation of
Postprocessing Orders . Enter only the business processes you need for your application. Activate each combination of
source and target object that you have de ned as a business process.
Component Business Process Active
AP-MD CVI_01 X
AP-MD CVI_02 X
AP-MD CVI_03 X
AP-MD CVI_04 X
4. Set up a PPO object type for all object types of the master data synchronization for the component AP-MD as shown in the
table. To do so, in SAP Customizing choose Cross-Application Components General Application
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Functions Postprocessing Office Display System Settings for the Postprocessing Office and select Object Types. If a
corresponding BOR object already exists, then use the technical key of the BOR object.
Object Type Internal -> External Input Description
BUS1006 MDS_PPO_BP_GET_DESCR MDS_PPO_BP_GET_OBJKEY Business partner
KNA1 MDS_PPO_CUSTOMER_GET_DESCR MDS_PPO_CUSTOMER_GET_OBJKEY Customer
LFA1 MDS_PPO_VENDOR_GET_DESCR MDS_PPO_VENDOR_GET_OBJKEY Vendor
PRODILVND MDS_PPO_PRODILVND_GET_DESCR MDS_PPO_PRODILVND_GET_OBJKEY Interlinkage

Vendor
The entry in the Internal –> External column shows the name of the function module that converts the internal
representation of an object key (such as a GUID) into an external representation for display on the PPO screen.
On the selection screen of the PPO transaction Display Postprocessing Order, you can select postprocessing orders using
the IDs of the objects contained in the orders. If you want to support users with a search help, you can program a function
module for this. You then enter the technical name of this function module in the Input column.
5. As shown in the table, de ne which object types are allowed for which PPO business process. To do so, in SAP Customizing
choose Cross-Application Components General Application Functions Postprocessing Office Display System Settings
for the Postprocessing Office and select Valid Object Types. For the initial load, de ne the source object type as a main
object and the target object as a basis object.
Software Component Business Process Object Role *) Object Category Object Type
AP-MD CVI_01 1 1 (Business KNA1

Object)
AP-MD CVI_01 2 1 (Business BUS1006

Object)
AP-MD CVI_02 1 1 (Business LFA1

Object)

Object)

Object)
AP-MD CVI_03 2 1 (Business KNA1

Object)

Object)
AP-MD CVI_04 2 1 (Business LFA1

Object)
*) Object Role:
1 = Main object
2 = Basis object
3 = Environment object
4 = Additional environment object
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6. As shown in the following table, de ne which processing methods you want to be available for each object type. To do so, in
SAP Customizing choose Cross-Application Components General Application Functions Postprocessing Office Display
System Settings for the Postprocessing Office and select Methods. These processing methods can either be a method of
the related BOR object or a function module you program yourself. If you use your own function module, enter the technical
name of the function module.
Object Type Methods Active Item Function Object BOR Method Description
Module Category *)
BUS1006 DISPLAY X 1 1 DISPLAY Display
BUS1006 EDIT X 2 1 EDIT Change
KNA1 DISPLAY X 1 1 DISPLAY Display
KNA1 EDIT X 2 1 EDIT Change
LFA1 DISPLAY X 1 1 DISPLAY Display
LFA1 EDIT X 2 1 EDIT Change
*) Object category 1 = Business Object
7. De ne the layout for postprocessing orders.
Specify how the tab pages are displayed in the order area. To do so, in SAP Customizing choose Cross-Application
Components General Application Functions Postprocessing Office Display System Settings for the
Postprocessing Office and select Display Order Area.
Reference Sequence PAI PBO Function for Data Refresh
STD1 1 MDS_PPO_ORDER_SCR_ISDAT MDS_PPO_ORDER_SCR_REFR
STD2 2 MDS_PPO_ORDER_SCR_FCODE MDS_PPO_ORDER_SCR_ISDAT MDS_PPO_ORDER_SCR_REFR
PAI: Using this function module, you can react to user actions.
PBO: Function modules that are used for reading data before the order data is displayed.
Refresh: Function modules for updating data.
Specify how the tab pages are displayed in the object area. To do so, in SAP Customizing choose Cross-Application
Components General Application Functions Postprocessing Office Display System Settings for the
Postprocessing Office and select Display Object Area.
Obj.Type Process Obj.Role PAI PBO Refresh

*)
BUS1006 CVI_01 2 MDS_PPO_BP_FCODE MDS_PPO_BP_ISDAT MDS_PPO_BP_REFRESH
KNA1 CVI_01 1 MDS_PPO_CUSTOMER_FCODE MDS_PPO_CUSTOMER_ISDAT MDS_PPO_CUSTOMER_R
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KNA1 CVI_03 2 MDS_PPO_CUSTOMER_FCODE MDS_PPO_CUSTOMER_ISDAT MDS_PPO_CUSTOMER_R
LFA1 CVI_02 1 MDS_PPO_VENDOR_FCODE MDS_PPO_VENDOR_ISDAT MDS_PPO_VENDOR_REF
LFA1 CVI_04 2 MDS_PPO_VENDOR_FCODE MDS_PPO_VENDOR_ISDAT MDS_PPO_VENDOR_REF
*) Object Role:
1 = Main object
2 = Basis object
3 = Environment object
4 = Additional environment object
**) Hide Key X = yes
PAI: Function module you can use to react to user actions.
PBO: Function modules for reading additional data for the current object (for example, for displaying on a screen).
Program: Enter the program name here of the function group of the function modules mentioned above.
8. In SAP Customizing choose Cross-Application Components Master Data Synchronization Synchronization

Control Synchronization Control Activate PPO Requests for Platform Objects in the Dialog and for the synchronization
object BP, set the PPO Active indicator. Choose the synchronization objects that you use in your application and that you
designated as platform objects.
Blocking and Deleting Personal Data

The processes and functions of Contract Accounts Receivable and Payable use personal data of the SAP business partner. If, from
the point of view of these processes and functions, there is no longer any reason to store the data (for example, for a possible tax
audit), you can block this data from the perspective of Contract Accounts Receivable and Payable and ultimately destroy it.
For destroying personal data, use the functions of Information Lifecycle Management (ILM). Using the ILM functions, you rst
block the personal data of business partners, for whom there is no further business. Then you delete this data as soon as it is no
longer needed.
Additional Information
Con guring Data Protection Features
Information Lifecycle Management
Simpli ed Blocking and Deletion
The section “Data Protection and Privacy” in the “Security Guide for SAP S/4HANA” under http://help.sap.com/s4hana
Business Partner End Of Purpose (EoP)

Check
Contract Accounts Receivable and Payable (FI-CA) checks whether data of business partners with the contract partner role (MKK)
exists and whether it is still relevant for business activities or can be blocked.
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Prerequisites
You have activated the business function ILM-Based Deletion of Business Partner Data (BUPA_ILM_BF) and one of the following
industry business functions depending on the industry solution you are using.
Industry Business functions to be activated
Business Function Set Technical Name of Business Function Description of Business Function
FI-CAX FICAX_BUPA_BLOCKING Blocking of Business Partners
UTILITIES ISU_BUPA_BLOCKING Blocking of Business Partners
TELCO TEL_BUPA_BOCKING Blocking of Business Partners
PUBLIC_SERVICES PSCD_BUPA_BLOCKING Blocking of Business Partners
INSURANCE INS_FSCD_BUPA_BLOCKING Blocking of Business Partners
MEDIA MED_BP_BLOCKING Blocking of Business Partners
Technical Details
EoP Check Implementation
To block business partners with the contract partner role (MKK):
1. Check whether business partner data is still relevant for business activities using the mass activity Check Whether
Business Partner Data Can Be Blocked (transaction FPDPR1 in the SAP menu under Start of the navigation path Periodic
Processing For Data Protection ).
The EoP check for Contract Accounts Receivable and Payable supports the use of application rule variants based on
application-speci c condition elds. You map application-speci c condition elds to application rule variants in
Customizing for Contract Accounts Receivable and Payable under Contract Accounts Receivable and Payable Technical
Settings Data Protection Specify Determination of Rule Variants .
If the check nds that business partner data is no longer required, the program derives the appropriate rule variant from
Customizing.
The program calculates the end of residence time (representing the EoP) based on the residence periods maintained for
the ILM object CA_BUPA that is active for the audit area BUPA_DP for the application MKK and the existing rule variants.
This information is made available to the blocking app Block Master Data (Business Partner) (transaction
BUPA_PRE_EOP).
2. Block business partner data no longer required by business activities using the Block Master Data (Business Partner) app
(transaction BUPA_PRE_EOP).
Contract Accounts receivable and Payable uses the following tables:
Tables Used to Store Data Relevant for Blocking
Technical Name of Table Use
DFKKDPR_BP These transparent tables store the start of retention time (SoRT) as
calculated by the check program (transaction FPDPR1).
DFKKDPR_BP_SORT
The information in these tables is processed by the blocking
program.
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Technical Name of Table Use
DFKKDPR_BP_ROLE This database table is an index table for documents with business
partners with more than one role, for example, contract partner and
alternative payer.
DFKKDPR_BP_ASORT This database table stores archiving information so the check

(transaction FPDPR1) does not have to access the archive.
Initial Load Reports
The end of purpose check does not consider business partner data that existed in your system before you implemented the check,
that is, before you activated the appropriate business functions mentioned above. To include this data into the check, you use the
following initial load reports to populate the appropriate tables:
Report Name Use To Be Used When Affected Data
RFKKDPR_BP_INIT Use this report after you have You use this report only once.
activated the appropriate
industry business function to
insert existing business
partners into the transparent
table DFKKDPR_BP.
RFKKDPR_BP_ROLE_FKKOP_INIT Use this report after you have You use this report only once.
populate the database table
DFKKDPR_BP_ROLE with
existing documents.
RFKKDPR_BP_ROLE_ORDERPOS_INIT Use this report after you have You use this report only once.
industry business function to Note
DFKKDPR_BP_ROLE with If you do not use requests,
you do not have to execute
existing requests.
the report.
RFKKDPR_BP_ROLE_P2P_INIT Use this report after you have You use this report only once.
industry business function to Note
DFKKDPR_BP_ROLE with If you do not use promises
to pay, you do not have to
existing promises to pays.
execute the report.
RFKKDPR_MIG Use this report after you have For each archive le you use
activated the appropriate this report only once.
populate the database table Note
DFKKDPR_BP_ASORT with
If you have not archived
data that has been archived
any data yet, you do not
before you activated the
have to execute the report.
business function.
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Report Name Use To Be Used When Affected Data
RFSCDDPR_BP_ROLE_VVSCPOS_INIT Use this report after you have

Note
industry business function to Use this report only if you
populate the database table are using Contract
DFKKDPR_BP_ROLE for Accounts Receivable and
existing payment plan items. Payable as part of SAP for
Insurance.
You use this report only once.
Handling of Archived Data
Contract Accounts Receivable and Payable collects information related to the start of retention of business partners during
archiving runs in the DFKKDPR_BP_ASORT database table.
The initial load report RFKKDPR_MIG populates the DFKKDPR_BP_ASORT table in the same way as the archiving run would.
To determine whether archived business partner data is still relevant for business activities, the check program (transaction
FPDPR1) only analyzes the DKDDDPR_BP_ASORT database table. The program does not accesses archiving les or the archive
information system.
Blocking and Unblocking of Business

Partners
The Block Business Partner Data app (transaction BUPA_PRE_EOP, as the central blocking program of the SAP business partner
in the menu for Cross-Application Components under Data Protection), checks for all registered applications and their function
modules whether the end of purpose has been reached and whether a business partner can be blocked. You register the
applications and function modules in Customizing for Cross-Application Components under Data Protection Blocking and
Unblocking of Data . There the speci cation for application MKK (software component Contract Accounts Receivable and Payable
(FI-CA)) is that a check is to be made for the end of purpose for business partners with the contract partner role. The related
function module is entered as a standard setting.
Applications that use the SAP business partner determine whether a business partner can be blocked by using application-
speci c functions. The necessary checks can take place at runtime of the blocking program.
Due to the large volume of data in Contract Accounts Receivable and Payable, the checks whether it can be blocked are scheduled
before the execution of the blocking program for application MKK. That means:
1. The rst step is for you to determine in Contract Accounts Receivable and Payable which business partners can be
blocked. To do this, you use the Check Bus. Partner Can Be Blocked app (transaction FPDPR1 in the SAP menu under
Periodic Processing For Data Protection (see Check for End of Purpose in Contract Accounts Receivable and Payable).
2. Following that, you schedule blocking of business partners with the Block Business Partner Data app (transaction
BUPA_PRE_EOP).
The Block Business Partner Data app (transaction BUPA_PRE_EOP) blocks a business partner if none of the applications called
reports a purpose and the residence period has been exceeded.
Contract Accounts Receivable and Payable performs the following actions when blocking a business partner:
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Synchronizes the central blocking indicator (BUT000-XPCPT) in the shadow table of Contract Accounts Receivable and
Payable (assuming this table is active)
Sets a posting block in all contract account relationships of the business partner
In this way, the posting of new open items is prevented centrally. It is not possible to remove this block.
Sets the deletion ag for all contract account relationships of the business partner
Deletes and updates the trigger for exchanging messages with SAP Credit Management
If there was existing communication with SAP Credit Management, this prevents new communication.
Blocks the user in SAP Tax Payer Online Service (if one exists)
This prevents a taxpayer from logging on.
Note
You can add additional customer-speci c actions (see Customizing for Cross-Application Components under Data
Protection Blocking and Unblocking of Data Business Partner Business Add-Ins (BAdIs) BAdI: Export of SoRT Details of
Blocked/Unblocked BP to App-Speci c Memory ).
After business partners have been blocked, you can restrict access to their master data and transaction data using authorization
groups. To do so, you enter an authorization group, for which only speci c users have authorization, on the contract account of the
business partner. De ne the authorization group in Customizing for Contract Accounts Receivable and Payable under Technical
Settings Data Protection Enter Authorization Group for Contract Account Relationships . When a business partner is blocked
(transaction BUPA_PRE_EOP), the system enters this authorization group in the contract account relationships of the business
partner.
Note
For insurance object relationships, you enter authorization groups in Customizing for Contract Accounts Receivable and
Payable under Technical Settings Data Protection De ne Authorization Groups for Insurance Object Relationships .
When you unblock a business partner, the shadow table is synchronized, the posting lock is removed, and the deletion ag and
authorization group on the contract account and insurance object (industry component Insurance (FS-CD)) are reset to how they
were before the business partner was blocked. Contract Accounts Receivable and Payable does not perform any other actions
beyond these.
Check for End of Purpose in Contract

Accounts Receivable and Payable
The Check Bus. Partner Can Be Blocked app (transaction FPDPR1 in the SAP menu under Periodic Processing For Data
Protection ) checks in Contract Accounts Receivable and Payable and its industry components whether the end of purpose has
been reached for a business partner and determines the retention start. The result of the analysis is stored in database tables
DFKKDPR_BP and DFKKDPR_BP_SORT and is analyzed further in transaction BUPA_PRE_EOP.
You can use the Parallel Billing by Direct Call app (transaction FPDPR_BP_SIM in the SAP menu under Periodic Processing For
Data Protection ) to check whether a business partner still has open business transactions and determine the next inspection
date.
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Prerequisites
In addition to the SAP business partner, you de ned the application rule variants for the MKK app in Customizing for Cross-
Application Components under Data Protection Blocking and Unblocking of Data Business Partner De ne and Store
Application Rule Variants for EoP Check .
In the ILM Policies app (transaction IRMPOL) app, you de ned residence rules in the ILM policy for the ILM object CA_BUPA in
audit area BUPA_DP. In addition, you de ned retention rules there for the ILM object CA_BUPA in your own de ned audit area. In
doing so, you use the application rule variants that are already de ned.
Features
Contract Accounts Receivable and Payable performs numerous analyses on the basis of application-speci c object types, such as
the FI-CA document. Some of these analyses determine if open business transactions exist for a business partner. If there are
open business transactions, the business partner is not allowed to be blocked. The system also determines a retention start date
using these speci c application objects. In combination with the residence period de ned in ILM, the date is determined, starting
from which a business partner can be blocked. A business partner has no open business transactions, if the following conditions
(for example) are ful lled:
The business partner has no open items.
There are no open items, in which the business partner is entered in another role, such as an alternative payer.
The business partner is not entered in any contract account as an alternative payer.
There are no open request items for the business partner.
There are no open (non-cash) security deposits for the business partner.
There are no active SEPA mandates for the business partner.
You can see all application objects that Contract Accounts Receivable and Payable includes in the check in Customizing for
Contract Accounts Receivable and Payable under Technical Settings Data Protection Make Speci cations for Customer-
De ned Application Objects . You can also create your own customer-speci c checks in the customer namespace.
Note
You can access information about the individual application objects and the analyses implemented in them by choosing the
Information button on the detail screen for the application object.
Activities
Choose the Check Bus. Partner Can Be Blocked app (transaction FPDPR1 in the SAP menu under Periodic Processing For Data
Protection ).
As soon as one of the checks nds that there is an open business transaction for business partner, no further checks are
performed. Only if all checks do not nd an open business transaction, then the system determines the retention start, using all
application objects that determine this date.
Note
To improve performance, you should have the system perform those checks rst that frequently nd an open business
transaction. In Customizing for Contract Accounts Receivable and Payable under Technical Settings Data Protection Enter
Priority for Application Objects During Check If Can Be Blocked , de ne the sequence that ts your particular conditions.
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Example
For most business partners, no open items exist because they pay their receivables punctually when due. The system does not
post new open items for recurring monthly receivables until the following month, or for recurring annual receivables until the
next year.
If you can determine while the check is being run that the majority of business partners have an open item, then in that case,
checking for open items with a high priority would be useful.
That means that you execute the run after the items were posted but before payment was made. In this case, a check for open
items should have a high priority.
If you use a contract object that has the status “Active”or “Inactive”, it can be bene cial to execute checks on the contract
status early. Provider contracts, in which the contract end date has not yet been set, are considered to be open business
transactions. A business partner can only be blocked when all of his or her provider contracts are expired.
Dealing with Blocked Business Partners

To protect personal data, you block business partners for which no more business has taken place, following a certain residence
time in the system. After that, displaying the personal data of a blocked business partner is only possible for users with special
authorization (role SAP_CA_BP_DP_ADMIN). The system prevents the entry of new business for blocked business partners.
You can use the app Master Data Unlock Request (transaction BUP_REQ_UNBLK) to request unblocking, and you can use the
app Lock Master Data (Business Partner (transaction BUPA_PRE_EOP) to approve the unblocking of business partners.
Displaying Personal Data

The personal data in Contract Accounts Receivable and Payable needing protection includes:
Name
Address data
Bank data
Payment card data
The technical keys that identify a business partner, a contract account, or an industry-speci c contract within the system are not
protected.
Free text elds, such as the contract account description or the text of a line item, do not require special protection.
Note
Note that industry components that use Contract Accounts Receivable and Payable may apply other, more stringent rules.
Users without special authorization do not have access to the personal data of a blocked business partner (role
SAP_CA_BP_DP_ADMIN). This means, for example, that these users are not able to display the master data of a blocked
business partner. Users without special authorization can continue to display data that is speci c to Contract Accounts Receivable
and Payable (such as the contract account or posting documents) for a blocked business partner, since this data relates primarily
to internal processes in Contract Accounts Receivable and Payable, such as payments and dunning, and less to the personal data
of a business partner. However, within these objects, the system does not display personal data.
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Example
Users without special authorization can continue to display the account balance of a blocked business partner. In the display of
the account balance for the business partner, however, the system suppresses address data, bank data, or payment card data.
The user can navigate, as before, to the display of a posting document. The document display, however, shows neither address
data nor bank data nor payment card data.
Caution
Not all personal data in Contract Accounts Receivable and Payable can be assigned directly to a business partner. For example,
data in payment lot items is personal (bank data), but the payer is not always the person, whose items are being cleared by the
payment. Make sure that you archive and/or delete data of this kind before the de ned residence period has expired (see
Personal Data Outside of Business Partner Master Data).
If a business partner is blocked, the system still normally allows changes to objects, as long as this does not result in new business
– assuming that the change to the objects would be allowed if the business partner was not blocked.
Example
In order to avoid adverse effects in customer-speci c follow-on processes, users without special authorization can make
changes to the contract accounts of a business partner even if the business partner is blocked.
For objects that consist mainly of personal data, the system always prevents their display as soon as the business partner is
blocked. This includes:
SEPA mandates
SEPA direct debit pre-noti cations
Correspondence
Preventing New Business

The system prevents new business from arising for blocked business partners as follows:
For a blocked business partner, it is not possible to create new master data, such as contract accounts, prepaid accounts,
or industry-speci c contracts.
You cannot use blocked business partners as alternative payers in other contract accounts or contracts.
You cannot post new documents for blocked business partners.
You cannot post any documents, in which a blocked business partner is entered in another role, such as an alternative
payer.
You cannot reverse any posting documents for a blocked business partner, and resetting clearing is also not possible.
You cannot generate event-controlled or periodic correspondence for a blocked business partner.
Special Cases When Dealing with Blocked

Business Partners
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The following table shows special cases that in part differ from the normal situation in Contract Accounts Receivable and
Payable, and where you should therefore take special care.
Function Note
Search Helps If the user does not have authorization for displaying blocked business partners, the
system does not display blocked business partners in the list of results for business
partner search helps. Other seach helps, such as search helps for the contract account,
suppress personal data in the results list.
Revenue Distribution If you use classic or enhanced revenue distribution, be aware that it is not possible to tell
directly from the business partner master record or the contract account of a business
partner, if the business partner is used as the nal recipient for classic or enhanced
revenue distribution.
In the Check Bus. Partner Can Be Blocked app (transaction FPDPR1) app, which checks
if business partners can be blocked, therefore does not check if a business partner is the
nal recipient for a revenue distribution and if open items still exist or distributions are still
outstanding that contain this business partner or one of her contract accounts as the nal
recipient. The transaction only checks if there are still open items for a business partner. If
no more business takes place, the business partner is blocked once the residence period
has expired. This has the following effects:
For business partners used in many documents as nal recipient, regular clearing
of documents by executing the mass activity Distribute Revenues (transaction
FP60M), or the mass activity Post Distribution Document, or Post Distribution
(transactionFP60P) regularly result in new distribution documents on the nal
recipient’s account. You can prevent unintentional blocking of a nal recipient by
the Check Bus. Partner Can Be Blocked app and subsequent execution of the
Blocking of Business Partner Data app (transaction BUPA_PRE_EOP) by
choosing a residence period that is long enough and executing the mass activity
for revenue distribution and posting on a regular basis.
If a business partner is used as a nal recipient in only one or very few documents
(for example, in the case of a government agency requesting assistance from
another government agency) and if the documents were not cleared over a long
period or if clearings were reset, then, despite the revenue distribution programs
being run, no new postings are generated on the account of the nal recipient. If
the de ned residence period has expired, the Check Bus. Partner Can Be Blocked
app and the subsequent execution of the Blocking of Business Partner Data app
(transaction BUPA_PRE_EOP) can block the nal recipient unintentionally,
although there are still open documents for this nal recipient. To prevent this, you
should choose a residence period that is long enough, and clear the documents
during this period (for example, by writing them off) if it is to be expected that
invoices will not be paid in cases of inter-agency assistance.
Recommendation
To be able not to block certain nal recipients at all, or to run special checks for
them, create your own customer-speci c application object for the nal
recipient and implement your own check of the end of purpose for this
application object. Assign a separate application rule variant to this application
object in Customizing.
If a business partner that is used as a nal recipient is blocked, the following activities are
prevented:
You cannot create new documents with the business partner as nal recipient.
Clearing reset is no longer possible for documents with the business partner as
nal recipient.
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The mass activity Revenue Distribution (transaction FP60M) does not generate
any new entries in revenue distribution table DFKKRDI.
The mass activity Post Distribution Documents or program Revenue

Distribution: Create and Post Documents (transaction FP60P) do not generate
any new distribution documents for the blocked business partner.
If you have to perform one of these activities, you have to unblock the business partner. To
do this, use the Master Data Unlock Request (transaction BUP_REQ_UNBLK) and Lock
Master Data (Business Partner) (transaction BUPA_PRE_EOP) apps.
Correspondence History The system does not display entries for blocked business partners.
Correspondence Printing You cannot repeat printing for a blocked business partner.
Financial Customer Care A blocked business partner is no longer found in Financial Customer Care (FCC) in SAP
CRM, and therefore can also not be con rmed. Access to the functions of FCC is therefore
no longer possible.
SEPA Mandates You cannot access SEPA mandates of blocked business partners.
SEPA Direct Debit Pre-Noti cations You cannot access SEPA direct debit pre-noti cations of blocked business partners.
Customer Contacts You cannot access customer contacts of blocked business partners.
SAP Biller Direct A user for a blocked business partner can no longer log on to SAP Biller Direct. Check for
your own company, if these users have to be deleted.
Interest Calculation The Check Bus. Partner Can Be Blocked app (transaction FPDPR1) does not analyze
interest calculation. An interest calculation can take place for items that were already
cleared. The interest calculation itself does not perform any checks for blocked business
partners. Posting an interest document is not possible due to the posting block for a
blocked business partner. Therefore the system issues an error message to that effect in
the application log. Ensure within your organization that the interest runs are performed
on a periodic basis, so that no interest run processes blocked business partners. This can
apply to the following processes:
Item Interest Calculation
Calculation of Interest on Installment Plans
Calculation of Interest on Cash Security Deposits
Balance Interest Calculation
If you have to perform one of these activities, you have to unblock the business partner. To
do this, use the Master Data Unlock Request (transaction BUP_REQ_UNBLK) and Lock
Master Data (Business Partner) (transaction BUPA_PRE_EOP) apps.
Migration Workbench Make sure that data from the migration workbench are deleted early.
Submission to Collection Agency You can submit already cleared items to collection agencies.
To prevent business partners from being blocked too early, the system takes the
communication data with the collection agency in database table DFKKCOLI_LOG into
account.
Note
Depending on the size of the table, this access can be demanding on performance.
Check if it is necessary to create a suitable index in the customer namespace.
Information Containers Information containers are using for communication between applications and systems. If
a business partner is blocked, the SAP standard processes do not generate any new
entries for information containers.
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Check if your own customer-speci c information container categories need to be
adjusted. You have to periodically delete the messages in the XI monitor. A re-send of
already sent messages in an information container is possible, so that the communication
between the systems and applications can be re-established.
The following table shows special cases that in part differ from the normal situation in the industry solution component
Insurance, and where you should therefore take special care.
Function Note
Broker Collections If there is no more business activity, you can also block brokers. You
cannot assign a blocked broker to insurance objects, nor can you
enter him or her in line items as an alternative collecting broker.
You can also no longer create new broker reports or new broker
report items for blocked brokers.
Coinsurance No special checks take place for coinsurers. The system assumes
that active coinsurers receive new open items periodically by means
of transaction VRCN.
If the business relationship with a coinsurer ends, check if the

related coinsurance key has to be removed or if the entry has to be
limited chronologically (recording active starting from 12/31/9999).
The following table shows special cases that differ in part from the normal situation in the industry component Public Sector
Contract Accounts Receivable and Payable, and where you should therefore take special care.
Function Note
Tax Payer Online Service (TPOS) If a business partner is blocked, then the user assigned to him or
her for the Tax Payer Online Service is also blocked. Check if such
users have to be deleted.
Deleting Business Partners

If all applications that use business partners have reported that a business partner has no purpose and the residence period is
expired, then the system blocks the business partner, preventing access by dialog users and business processes. The write
program of business partner archiving writes these business partners to an archive le and deletes them from the database.
Data destruction destroys personal data for a business partner only if the retention period con gured in ILM Retention
Management has expired.
You can use SAP ILM to delete business partner data from the system after the expiration of a certain, possibly legally speci ed
timeframe.
Dealing with Personal Data Outside the

Business Partner
Not all personal data is assigned directly to a business partner. In these cases, you have to ensure that all data is archived or
deleted in time.
Example
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Data from payment lot items (or items from other incoming lots) is personal data, but it is not directly assigned to a business
partner. The payer is also not always the person, whose items are being cleared by the payment. In order to prevent data from
payment lot items from being displayed while a business partner is blocked, you have to delete the payment lot data at the
right time.
If you block business partners after 2 years, then you also have to archive and delete payment lot data at the latest after 2
years.
Example
To improve performance, the payment list does not check whether the affected business partners are blocked. Therefore, you
have to delete or archive the payment run early.
For data that you do not have to retain and that you do not archive, separate deletion programs are available in the SAP menu
under Periodic Processing Delete Data .
You can then create the noti cation letter. In the SAP menu, choose Periodic Processing Delete Data Other Objects (transaction
FPDEL_TAB) to delete data from tables that you do not archive (see Deletion of Other Objects).
Example
You use the transaction Delete Other Objects to delete data of repayment requests. Repayment requests are also included in
the data that is not directly assigned to a business partner.
If you block business partners after 2 years, then you also have to archive and delete repayment requests at the latest after 2
years.
System Con guration

Use
You are using the rules of SAP Information Lifecycle Management (SAP ILM) to manage the life cycle of business partner master
data. For more information about the general options for con guring SAP ILM, see the documentation for SAP ILM.
You make the system settings that are speci cally for data protection in Contract Accounts Receivable and Payable in
Customizing for Contract Accounts Receivable and Payable under Technical Settings Data Protection . There, in additions to
global settings, you make settings for the application objects, the sequence of checks, the rule variants, and the determination of
the retention start date.
Global Settings
You make general settings in the Make Global Settings for Protection of Personal Data activity. There you enter the following
parameters:
Posting Block
From the start of the retention period until deletion, you can no longer make any postings with reference to business-
partner-related data. To achieve this you set a posting block in the master record of the contract account. The system
transfers the posting block entered there when blocking a business partner.
Days Until Next Check (BP with Open Bus.Trans.) and Days Until Next Check (BP Without Open Bus.Tr.)
By making an entry in these elds, you limit the time period in which the system again checks a business partner
(with/without open business transactions). The time period extends from the time of the last check until the number of
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days is reached that you enter in this eld. The system sets the date for the next check at random within this time period. If
you do not make any entry in this eld, the next check takes place automatically with the next program run.
Account in Archive
If you set this indicator, the system also includes archived contract accounts in the determination of the retention start
date.
Rule Variant
If there is no transaction data in Contract Accounts Receivable and Payable, then the rule variant you enter here acts as the
rule variant for the business partner ILM object (CA_BUPA).
Settings for Application Objects
In the Make Speci cations for Customer-De ned Application Objects activity, you can add your own application objects to the
application objects considered in the SAP standard system De ne the application objects using a freely de nable key and a
description. Enter a class that determines either open business transactions or the start of the retention period.
If the application object should be used for determining open business transactions, then the class must implement the
IF_FKKDPR_BP_ACTIVITY interface and the Open Transactions indicator must be set. If the application object should be used
for determining the retention start, then the class must implement the IF_FKKDPR_BP_SORT interface and the Det. Ret. Start
indicator must be set.
Sequence of Checks
The system processes application objects in a certain sequence. The priority speci es this sequence in the form of a number. The
lower the number, the higher the priority with which the system processes an application object. If no priority is assigned to an
application object, then the system processes this application object at the end, together with the application objects with the
lowest priority.
For the application objects considered in the SAP standard system, SAP provides priorities that you can overwrite in the Enter
Priority for Application Objects During Check If Can Be Blocked activity. The most suitable priority depends on the industry
component you are using and the type of data in your installation.
Recommendation
To improve performance, set the priorities in accordance with the speci c conditions of your installation. Set a high priority for
checks that recognize open business transactions in the majority of cases.
Rule Variants
The application rule variants are available as condition elds for application MKK. They are used both for determining the
residence time and the legal obligation to retain data on the SAP business partner. The application rule variants are determined
dependent on the application objects and the company code. They are stored during a blocking run (transaction
BUPA_PRE_EOP), together with the start of the retention period, in table BUTSORT. During archiving of the SAP business
partner, the rules entered in transaction IRMPOL are evaluated based on the stored application rule variants, and the system
determines the end of the legal obligation to retain data on the SAP business partner.
You con gure the rule variants by following these steps:
1. Enter rule variants in Customizing for Cross-Application Components under Data Protection Blocking and Unblocking of
Data Business Partner De ne and Store Application Rule Variants for EoP Check .
Enter the rule variants there with application name MKK.
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2. De ne the derivation of rule variants. In Customizing for Contract Accounts Receivable and Payable under Technical
Settings Data Protection , assign appropriate rule variants to the legal obligations.
The system, in which Contract Accounts Receivable and Payable is running, determines the rule variant from the
combination of the application object and the company code. In this activity, you de ne the combinations that are used.
The following example provides an overview of the rules to be de ned in SAP ILM.
Example
You retain business partners, for whom documents exist in company code CCDE, for 10 years and you de ne a rule variant for
this.
You retain business partners, for whom documents exist in company code CCFR, for 8 years and you de ne an additional rule
variant for this.
You assign all other application objects that do not relate to documents to a general rule variant.
Application Object Company Code Rule Variant
0001 (FI-CA Document) CCDE RV_DOC_DE
0001 (FI-CA Document) CCFR RV_DOC_FR
* * RV_GEN
You enter rule variant RV_GEN in Customizing in the Make Global Settings for Data Privacy Functions activity. This rule
variant is then applied when a partner no longer has any transaction data.
If the norm is for partners to be blocked after 2 years, then you de ne the ILM rules without an application and rule variant.
Condition Fields Rule
Residence Duration Unit Time Reference/Time

Offset
2 Years START_RET_DATE
If a business partner is to be deleted according to the rule variants, then select the application and rule variant as condition
elds and de ne the ILM rules.
Condition Fields Rule
Application Name Application Rule Variant Retention Period Unit Time Reference/Time
Offset
MKK RV_DOC_DE 10 Years START_RET_DATE
MKK RV_DOC_FR 8 Years START_RET_DATE
MKK RV_GEN 4 Years START_RET_DATE
Assume that the following two business partners do not have any open business transactions:
Business Partner Company Code CCDE Company Code CCFR Other Data
PARTNER1 Last payment on 10/10/2010 Last payment on 11/11/2011 None
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PARTNER2 No documents Documents exist, last payment Correspondence from
on 01/01/2001 09/09/2010
You start transaction BUPA_PRE_EOP on 01/01/2014. At this point in time, the residence period of two years has been
exceeded by both partners. The program saves the following data (not an exhaustive list) for Contract Accounts Receivable and
Payable (application name MKK) in table BUTSORT. It evaluates this data later during archiving of the SAP business partner.
Business Partner Application Name Application Rule Variant Start of the Retention Period
PARTNER1 MKK RV_DOC_DE 10/10/2010
PARTNER1 MKK RV_DOC_FR 11/11/2011
PARTNER2 MKK RV_DOC_FR 1/1/2001
PARTNER2 MKK RV_GEN 9/9/2010
The result is that the SAP business partner PARTNER1 is not deleted before 10/10/2020 (10/10/2010 + 10 years > 11/11/2011
+ 8 years) and partner PARTNER2 is not deleted before 09/09/2014 (01/01/2001 + 8 years < 09/09/2010 + 4 years).
Note
Match the retention rules for the ILM objects of Contract Accounts Receivable and Payable and for the SAP business partner
(ILM object CA_BUPA) to each other (see also Dealing with Personal Data Outside the Business Partner).
Settings for Integration of Sales and Distribution (SD) with FI-CA
If you have integrated Contract Accounts Receivable and Payable with Sales and Distribution (SD), you have to ensure that you
check not only the business partner for the end of purpose, but also the related customers.
In the standard SAP system, business partners and customers are linked by having the same name. Keep in mind the following
with regard to the two supported integration scenarios:
Sales and Distribution and Contract Accounts Receivable and Payable run in the same system
When you execute transaction BUPA_PRE_EOP for a set of business partners, the system checks if a customer with the
same name exists for the account groups invoiced in Contract Accounts Receivable and Payable for a business partner that
can be blocked. The system determines which account groups in Contract Accounts Receivable and Payable are invoiced
by using the settings in Customizing for Contract Accounts Receivable and Payable under Integration Sales and
Distribution De ne Posting to FI-CA for Customer Account Groups . If a customer of the same name exists for a business
partner, the system checks the end of purpose for that customer. The business partner can only be blocked when the end
of purpose of the customer has been reached.
When you execute transaction CVP_PRE_EOP for a set of customers, the system checks if a business partner with the
same name exists for the account groups invoiced in Contract Accounts Receivable and Payable for a customer that can be
blocked. The system determines which account groups in Contract Accounts Receivable and Payable are invoiced by using
the settings in Customizing for Contract Accounts Receivable and Payable under Integration Sales and
Distribution De ne Posting to FI-CA for Customer Account Groups . If a business partner of the same name exists for a
customer, the system checks the end of purpose for that business partner. The customer can only be blocked when the
end of purpose of the business partner has been reached.
Sales and Distribution and Contract Accounts Receivable and Payable run in separate systems
Before you can execute transaction BUPA_PRE_EOP in the FI-CA system for a set of business partners, you have to
connect to the integrated SD systems by means of RFC. In Customizing for Cross-Application Components, choose Data
Protection Blocking and Unblocking of Data Business Partner De ne RFC Destinations of Systems Connected to
Master Syst. . The business partner IDs blockable in the FI-CA system are forwarded to the SD systems. In the SD system,
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there is a check of whether a customer with the same name exists for the account groups for a business partner relevant
for Contract Accounts Receivable and Payable. The account groups are determined in this process using the system
settings made in Customizing for Sales and Distribution under Basic Functions Integration with Contract A/R and
A/P Specify Posting to Contract A/R and A/P for Customer Groups . If a customer of the same name exists for a
business partner, the system checks the end of purpose for that customer. The business partner can only be blocked when
the end of purpose of the customer has been reached.
Before you can execute transaction CVP_PRE_EOP in an SD system connected to Contract Accounts Receivable and
Payable for a set of customers, you have to connect to the FI-CA system by means of RFC. In Customizing for Cross-
Application Components, choose Data Protection Blocking and Unblocking of Data Business Partner De ne RFC
Destinations of Systems Connected to Master Syst. . The customer IDs and customer account groups that are blockable
in the SD system are forwarded to the FI-CA system. In the FI-CA system, there is a check of whether a business partner
with the same name exists for the account groups invoiced in Contract Accounts Receivable and Payable. The system
determines which account groups in Contract Accounts Receivable and Payable are invoiced by using the settings in
Customizing for Contract Accounts Receivable and Payable under Integration Sales and Distribution De ne Posting to
FI-CA for Customer Account Groups . If a customer of the same name exists for a business partner, the system checks the
end of purpose for that customer. The business partner can only be blocked when the end of purpose of the customer has
been reached.
The program behavior described here originates from BAdI implementation VFKK_BP_CUSTOMER_MAPPING_EOP.
Caution
In the standard SAP system, for the integation of Sales and Distribution and Contract Accounts Receivable and Payable,
business partners and customers are linked by having the same name. However, you can also use other integration scenarios in
the SAP system that are outside of Contract Accounts Receivable and Payable that are based, for example, on customer and
vendor integration. If you use customer and vendor integration, BAdI implementation VFKK_BP_CUSTOMER_MAPPING_EOP
is not processed. (See Customizing for Cross-Application Components under Master Data Synchronization Synchronization
Control Synchronization Control Activate Synchronization Options ).
If you use customer and vendor integration, the assignment of business partners and customers is made using the assignment
data of customer and vendor integration.
An incorrect assignment of business partners and customers due to their having the same name can lead to the following
situations:
Business partner master records or customer master records are blocked too early.
This can happen, for example, if the customer master record belonging to a business partner or a business partner
belonging to a customer master record is not found.
Business partner master records or customer master records are not blocked.
This can happen, for example, if, due to the names being the same, a customer master record is found for a business
partner master record, or a business partner master record is found for a customer master record, although they are
not actually assigned to one another.
Note
If you use the scenario with distributed systems, specify a leading system. This is the only way to ensure that all business
partners and customers are checked. We recommend that the system you de ne as the leading system is the system that you
use to centrally maintain business partner data, and from which you distribute the master data in your system landscape to the
connected systems.
IS-U Business Partner: Special Features

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This documentation section contains information about enhancements and variations from the SAP Business Partner described
above, which apply speci cally to SAP Utilities (IS-U).
GP Role Installer (IS-U)

De nition
An installer is a person licensed by a utilities company to carry out installation work.
Structure
You need the role ISUI and the role category ISUI for the BP role Installer (IS-U).
In addition to the address data, you can also enter status management and general data using this role. In the general data you
can de ne data such as license for certain divisions, operating purpose of the company and the identi cation number of the
license. In the status management you can de ne data such as the type of license and the date of the initial license.
BAPIs for Central Business Partner (IS-U)

Use
The Business Object Repository (BOR) contains the following Business Application Programming Interface (BAPIs) for the
business partner:
UtilBusinessPartner.CreateFromData (Creating a Business Partner)
UtilBusinessPartner.Change (Changing a business partner)
UtilBusinessPartner.GetDetail (Displaying a business partner)
UtilBusinessPartner.GetList (Displaying a business partner)
For more information about BAPIs see the following documentation:
See the BAPI user manual and the BAPI Programming Guide
For more detailed information, see the documentation of the individual BAPIs in BOR.
Merging Business Partners (IS-U)

Purpose
Note
Note that you can only use the functions described in this documentation section (Merging Business Partners (IS-U)), if you
are using the industry solution SAP Utilities .
You can use the business partner merging function in connection with the central business partner (SAP application component
CA-BP Contract Accounting – Business Partner) and Contract Accounts Receivable and Payable (FI-CA Financial Accounting –
Contract Accounting).
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Implementation Considerations
The following SAP notes contain more information about business partner merging:
Title of SAP Note SAP Note
FAQs for Transferring Open Items (FP40) 616098
IS-U Transactions and Batch Input 432178
Merging Business Partners 624341
Move-In: No Meter Reading Results Proposed 503243
Integration
Part of the central business partner concept is that every natural or legal person as well as every group is only created once in a
system. There are different reasons why a business partner is created several times in one system. Business partners that have
been created more than once are referred to as duplicates. Duplicates can occur due to the following reasons:
Migration from legacy systems without merging business
Migration from different legacy systems without a duplicate check
New creation of business partners in SAP systems without duplicate checks
Data Cleansing
You can use the data cleansing tool Cleansing Tool (transaction CLEAR_INT) to process duplicates. It has been available since
ABAP Release 5.0A, and is already used by the SAP business partner (as of SAP CRM Release 3.0, for example).
Note
These data cleansing functions are not released for systems with industry add-ons.
Features
The following information about business partner objects and other functions and tools is available for business partner merging:
Objects in Contract Accounts Receivable and Payable
Objects and Enhancements in SAP Utilities
Customer Change
Objects and Enhancements in SAP CRM
Automatic Business Partner Merging
In the following, the business partner to be removed from the system is referred to as the source business partner. The business
partner that replaces the source business partner is referred to as the target business partner.
Objects in Contract Accounts Receivable and

Payable
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De nition
Business partner-dependent objects from Contract Accounts Receivable and Payable (FI-CA) must be handled separately during
business partner merging in order to ensure that they remain consistent after the business partners have been merged. These
objects include, the contract account, the business partner’s open items, his or her creditworthiness and clari cation cases.
Use
Master data
Contract account
Each contract account is only allocated to one business partner. You cannot immediately allocate the contract account to another
business partner. First of all, you must close the contract account and create another one before you can do this. Set the indicator
Mark Contract Account for Deletion ( eld LOEVM in table FKKVKP) in the old contract account
However, the source business partner can still be used as a reference in the following contract account elds:
Payer ( eld GPARV in contract account table FKKVKP)
Alternative Payer ( eld ABWRE in contract account table FKKVKP)
Alternative Payee ( eld ABWRA in contract account table FKKVKP)
Alt. Dun. Recipient ( eld ABWMA in contract account table FKKVKP)
Correspondence Recipient ( eld RECEIVER in contract account table FKKVK_CORR)
Alt. Bill Recipient ( eld ABWRH in contract account table FKKVKP)
When business partners are merged, you must determine the corresponding contract accounts and change the elds above to the
target business partner.
Note
When you do this, note the following:
You must also enter a contract account in the Paid By eld (VKONV in table FKKVK) for the payer
When you change the alternative payer and recipient, you must also change the bank details and payment card data
accordingly.
You must also change any addresses de ned in the contract account for the business partners mentioned above.
Transaction Data
Open Items
In Contract Accounts Receivable and Payable (IS-U-CA), you can use the Transfer Items (FP40) transaction to transfer items to
another contract, contract account or another business partner. During this process, the system creates transfer documents,
which you can also reverse.
This is also possible for open items that have been entered in installment plans and collective bills.
The system can create the corresponding histories (dunning and installment plan histories) for documents created in the target
account.
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Caution
Note the following points for open items:
Items that have been submitted to a collection agency cannot be transferred.
The returns history for transferred items is not updated.
The interest history and accompanying interest supplement are not updated.
In SAP Utilities, transferring open items is part of the customer change (see customer change ).
SAP note 616098 contains frequently asked questions (FAQs) about the Transfer Items function.
For further information about transferring items, see the SAP Utilities documentation in the SAP Help Portal under
http://help.sap.com SAP for Industries SAP for Utilities Contract Accounts Receivable and Payable Business
Transactions Transferring Open Business Partner Items .
Clari cation cases
When you process clari cation cases, there is no a function that automatically recognizes merged business partners.
You can enter the source business partner number in the following elds and evaluate the payment lot during processing:
External Business Partner Number ( eld BPEXT in the business partner table BUT000)
Contract Account Number in Legacy System ( eld VKONA in the contract account table FKKVK)
Reference Number of Business Partner in Contract Account ( eld EXVKO in the contract account table FKKVK)
The disadvantage of this procedure is that you can only enter and evaluate one number for each eld.
Business partner creditworthiness
Every business partner has creditworthiness data (de ned in the Utilities Industry Menu under Business Master Data Business
Partner Display/Change Creditworthiness ). If necessary, this data can be transferred from the source to the target business
during business partner merging.
Creditworthiness data is not transferred with the functions Customer Change (SAP Utilities) or Transfer Items . As a result, you
must manually transfer the source business partner’s creditworthiness to the target business partner.
Automatically transferring data causes problems here because a separate decision has to be made in each case as to whether the
creditworthiness is transferred or not. A company that takes over an insolvent company, for example, does not necessarily want
the insolvent company’s creditworthiness to be transferred.

De nition
In addition to FI-CA objects, SAP Utilities also contains objects and enhancements that are dependent on the business partner
and must, therefore, be taken into consideration when business partners are merged.
Use
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Master data
Utility contract
In a utility contract, you cannot change a business partner who was allocated using the contract account. As a result, you must
end the existing utility contracts before you can allocate another business partner to the utility contract.
You can use the customer change function to do this.
Owner allocations
Every premise can be allocated to a business partner, who is then de ned as the owner. All existing owner allocations for the
business partners to be merged must be allocated to a single business partner.
Depending on the Customizing settings made under SAP Utilities Customer Service Process Execution Owner
Allocation De ne Type of Owner Allocation , you must execute the following actions:
Maintenance via Premise
You must enter the owner’s target business partner directly in the premise.
Owner Allocation:
You must change the owner allocation in the Utilities Industry menu under Customer Service Process Execution Owner
Allocation Change Owner Allocation (transaction ES52).
Transaction Data
Budget billing plans
During a customer change, you can deactivate the budget billing plans for the terminated contracts without invoicing them and
transfer them to the new contracts.
Caution
All budget billing plan items must be open. If necessary, you must use a clearing reversal to make the payments on account.
Once you have successfully changed the customer, you must use account maintenance to allocate the payments on account to
the new budget billing plan.
Security Deposits
During a customer change, you can transfer the security deposits from the terminated contracts to the new contracts.
Other documents from Contract Accounts Receivable and Payable
As with the customer change in SAP Utilities, other documents (that is documents that are not mentioned here) from FI-CA are
not included in this process. This especially applies to cleared documents.
Transaction Data from Sales and Distribution (SD)
The business partner is entered in sales documents from the Sales and Distribution (SD) component.
SD sales documents that have the source business partner entered as the payer are transferred to the target business partner.
This only takes place if the sales documents have not yet been invoiced.
FI-CA documents that originate from SD are transferred together with the open items.
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Caution
SD transaction data cannot be transferred to the target business partner automatically.
Business Partner Contacts
Contacts are created with a reference to a business partner.
Caution
Contacts cannot be automatically transferred to the target business partner.
Constraints
When merging business partners in SAP Utilities, you must note the following information for the objects and data below:
Payment plans
Payment plans with the categories AMB and BBP cannot be transferred. If these kinds of payment plans exist, you cannot
execute a customer change.
Open items in deregulation
In SAP Utilities, you cannot use the Transfer Items (FP40) transaction to transfer open items in the deregulated scenario
Bill Processing by Third Party .
Collection item
Documents submitted to a collection agency cannot be transferred using the Transfer Items (FP40) transaction.
Creditworthiness data for business partner
A business partner’s creditworthiness data is not automatically transferred to the target business partner.
Customer Change
Use
You use the customer change function to transfer the utilities contracts for a contract account, including any resulting receivables,
between business partners.
This can for example be necessary when merging business partners.
The following functions are possible:
Create customer change
Process customer change subsequently
Reverse customer change
Transfer post open items due to customer change
Integration
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You can access the customer change function under SAP Utilities Customer Service Process Execution Move-In/Out and then
the menu option Other Create / Cancel Customer Change .
Prerequisites
Before you can a execute customer change, the contracts to be transferred must have been invoiced at least once.
If you also want to transfer budget billing plans, the budget billing plan items must all be open. If necessary, you must reset all
clearings and set the accrued receivables to payments on account. Therefore, we recommend that you execute the customer
change as close as possible to the last bill in order to avoid this preparatory work.
Customizing
You de ne customer change reasons in Customizing for SAP Utilities under Customer Service Process Execution Move-
In/Out De ne Reasons for Customer Change
You can also choose whether or not the following objects are also transferred during the customer change:
Security deposits
Open items
Dunning information
Note
See also the Customizing documentation for the individual components and the F1 eld help.
Features
When a customer change is created, the system terminates the transfer contract using a move-out, and creates a new contract
using a move-in. The move-out date is set as the end of the billing period of the most recently invoiced billing document belonging
to the transfer contract
You can also append an actual move-out date to the move-out, and an actual move-in date to the move-in. This enables you to
document when the move-out customer actually vacated the apartment, and when the move-in customer occupied it. If this data
becomes valid at a future date, the changes to the business partner and contract account data of the move-out customer are
stored as scheduled changes, with the actual move-out date as the validity date. The changes to the business partner and contract
account data are stored as scheduled changes for the move-in customer with the actual move-out date as the validity date.
When you create a move-out, an adjustment reversal of the most recent billing document takes place for the transfer contract and
a new billing document is created with the value 08 (Customer Change). This billing document contains the billing amount "0. The
most recent billed meter readings are also copied when the move-in is created. Note that constellations in the rate structure (such
as period-end billing for monthly customers, basic monthly price and so on) can result in the billing documents from the
adjustment reversal not having the amount "0.
Depending on the Customizing settings, no new meter reading results are entered. Instead, the last billed meter readings are
copied when the move-in is created (see SAP Note 503243).
When you save the move-in document, the open items in the transfer contract can be posted to the target contract created as a
result of the move-in (this depends on the Customizing settings described above). This is only possible within the same company
code. Items that have already been paid are not reposted. You use the Transfer Items transaction (FP40) to do this.
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Depending on the Customizing setting you made previously, security deposits and dunning information can be transferred.
Interest history and supplements are not copied during transfer of the open costs.
Budget billing plans are treated as follows: They are deactivated by the move-out, once you have set the payment on account.
Depending on the Customizing settings, a new budget billing plan is created from the deactivated budget billing plan when you
save the move-in document. You then allocate the credit payments using the account maintenance.
The customer change assigns a posting block to the transfer contracts. You can display this block in the move-out document. You
can change the block using methods ReleaseFicaLock and SetFicaLock of BOR object MOVEOUTDOC.
Constraints
Open items that have been sent to a collection agency cannot be transferred.
The returns history is not transferred to the new target business partner.
The interest history and supplements are not copied when you transfer the open items.
The business partners credit rating data is not transferred.
Alternatives if customer change is not possible
If a contract has not yet been invoiced, proceed as follows:
Reverse the move-in document: Execute move-in with the correct business partner. You can use the move-in document as a
template.
Create an intermediate bill.
Wait for the next bill and then execute the customer change.

De nition
If you integrate SAP Utilities with SAP CRM, you can use the data cleansing tool in SAP CRM to manage the business partner
merging cases and, in part, process them in SAP CRM.
Use
When objects are replicated between SAP CRM and SAP Utilities, any changes to the target business partner are made in SAP
CRM. The exception to this is the contract in SAP CRM. In this case, the target business partner is changed in SAP Utilities by the
customer change .
For further information about transfer functions for other objects in SAP Utilities, go to Objects and Enhancements in SAP Utilities
for Business Partner Merging .
Business Partner Agreement in SAP CRM
The business partner agreement in SAP CRM (corresponds to the contract account in SAP S/4HANA) is integrated in data
cleansing as of SAP CRM Release 4.0.

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Use
You can use BAPIs or BOR methods to automate individual steps of business partner merging. For further information on this, see
the SAP note 624341 (Merging Business Partners).
Features
You can use the following BAPIs for automatic business partner merging:
BAPI Description
BAPI_ISUACCOUNT_GETDETAIL Display contract account
BAPI_ISUACCOUNT_CHANGE Change contract account
BAPI_ISUPARTNER_GETDETAIL Display contract account
BAPI_ISUPARTNER_CHANGE Change contract account
BAPI_ISUPROP_GETDETAIL Detailed information on owner allocation
BAPI_ISUPROP_CREATEFROMDATA Create owner allocation
BAPI_ISUPROP_CHANGE Change owner allocation
BAPI_CTRACDOCUMENT_TRANSFER Transfer open FI-CA items
BAPI_CTRACCONTRACTACCOUNT_GD1 Read detailed FI-CA contract account data
BAPI_CTRACCONTRACTACCOUNT_CH1 Change FI-CA contract account
Note
Use mostly IS-U BAPIs to change master data in SAP utilities since these function modules contain additional elds for
interfaces.
Caution
SAP does not recommend that you use the batch input procedure to automate steps. For further information on this, see the
SAP note 432178 (IS-U Transactions and Batch Input).
Requirements for automating the business partner merging have been included. If you require any support, contact SAP.
Merging Business Partners (IS-U)

Purpose
Note
Note that you can only use the functions described in this documentation section (Merging Business Partners (IS-U)), if you
are using the industry solution SAP Utilities .
You can use the business partner merging function in connection with the central business partner (SAP application component
CA-BP Contract Accounting – Business Partner) and Contract Accounts Receivable and Payable (FI-CA Financial Accounting –
Contract Accounting).
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Implementation Considerations
The following SAP notes contain more information about business partner merging:
Title of SAP Note SAP Note
FAQs for Transferring Open Items (FP40) 616098
IS-U Transactions and Batch Input 432178
Merging Business Partners 624341
Move-In: No Meter Reading Results Proposed 503243
Integration
Part of the central business partner concept is that every natural or legal person as well as every group is only created once in a
system. There are different reasons why a business partner is created several times in one system. Business partners that have
been created more than once are referred to as duplicates. Duplicates can occur due to the following reasons:
Migration from legacy systems without merging business
Migration from different legacy systems without a duplicate check
New creation of business partners in SAP systems without duplicate checks
Data Cleansing
You can use the data cleansing tool Cleansing Tool (transaction CLEAR_INT) to process duplicates. It has been available since
ABAP Release 5.0A, and is already used by the SAP business partner (as of SAP CRM Release 3.0, for example).
Note
These data cleansing functions are not released for systems with industry add-ons.
Features
The following information about business partner objects and other functions and tools is available for business partner merging:
Objects in Contract Accounts Receivable and Payable
Customer Change
In the following, the business partner to be removed from the system is referred to as the source business partner. The business
partner that replaces the source business partner is referred to as the target business partner.
Objects in Contract Accounts Receivable and

Payable
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De nition
Business partner-dependent objects from Contract Accounts Receivable and Payable (FI-CA) must be handled separately during
business partner merging in order to ensure that they remain consistent after the business partners have been merged. These
objects include, the contract account, the business partner’s open items, his or her creditworthiness and clari cation cases.
Use
Master data
Contract account
Each contract account is only allocated to one business partner. You cannot immediately allocate the contract account to another
business partner. First of all, you must close the contract account and create another one before you can do this. Set the indicator
Mark Contract Account for Deletion ( eld LOEVM in table FKKVKP) in the old contract account
However, the source business partner can still be used as a reference in the following contract account elds:
Payer ( eld GPARV in contract account table FKKVKP)
Alternative Payer ( eld ABWRE in contract account table FKKVKP)
Alternative Payee ( eld ABWRA in contract account table FKKVKP)
Alt. Dun. Recipient ( eld ABWMA in contract account table FKKVKP)
Correspondence Recipient ( eld RECEIVER in contract account table FKKVK_CORR)
Alt. Bill Recipient ( eld ABWRH in contract account table FKKVKP)
When business partners are merged, you must determine the corresponding contract accounts and change the elds above to the
target business partner.
Note
When you do this, note the following:
You must also enter a contract account in the Paid By eld (VKONV in table FKKVK) for the payer
When you change the alternative payer and recipient, you must also change the bank details and payment card data
accordingly.
You must also change any addresses de ned in the contract account for the business partners mentioned above.
Transaction Data
Open Items
In Contract Accounts Receivable and Payable (IS-U-CA), you can use the Transfer Items (FP40) transaction to transfer items to
another contract, contract account or another business partner. During this process, the system creates transfer documents,
which you can also reverse.
This is also possible for open items that have been entered in installment plans and collective bills.
The system can create the corresponding histories (dunning and installment plan histories) for documents created in the target
account.
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Caution
Note the following points for open items:
Items that have been submitted to a collection agency cannot be transferred.
The returns history for transferred items is not updated.
The interest history and accompanying interest supplement are not updated.
In SAP Utilities, transferring open items is part of the customer change (see customer change ).
SAP note 616098 contains frequently asked questions (FAQs) about the Transfer Items function.
For further information about transferring items, see the SAP Utilities documentation in the SAP Help Portal under
http://help.sap.com SAP for Industries SAP for Utilities Contract Accounts Receivable and Payable Business
Transactions Transferring Open Business Partner Items .
Clari cation cases
When you process clari cation cases, there is no a function that automatically recognizes merged business partners.
You can enter the source business partner number in the following elds and evaluate the payment lot during processing:
External Business Partner Number ( eld BPEXT in the business partner table BUT000)
Contract Account Number in Legacy System ( eld VKONA in the contract account table FKKVK)
Reference Number of Business Partner in Contract Account ( eld EXVKO in the contract account table FKKVK)
The disadvantage of this procedure is that you can only enter and evaluate one number for each eld.
Business partner creditworthiness
Every business partner has creditworthiness data (de ned in the Utilities Industry Menu under Business Master Data Business
Partner Display/Change Creditworthiness ). If necessary, this data can be transferred from the source to the target business
during business partner merging.
Creditworthiness data is not transferred with the functions Customer Change (SAP Utilities) or Transfer Items . As a result, you
must manually transfer the source business partner’s creditworthiness to the target business partner.
Automatically transferring data causes problems here because a separate decision has to be made in each case as to whether the
creditworthiness is transferred or not. A company that takes over an insolvent company, for example, does not necessarily want
the insolvent company’s creditworthiness to be transferred.

De nition
In addition to FI-CA objects, SAP Utilities also contains objects and enhancements that are dependent on the business partner
and must, therefore, be taken into consideration when business partners are merged.
Use
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Master data
Utility contract
In a utility contract, you cannot change a business partner who was allocated using the contract account. As a result, you must
end the existing utility contracts before you can allocate another business partner to the utility contract.
You can use the customer change function to do this.
Owner allocations
Every premise can be allocated to a business partner, who is then de ned as the owner. All existing owner allocations for the
business partners to be merged must be allocated to a single business partner.
Depending on the Customizing settings made under SAP Utilities Customer Service Process Execution Owner
Allocation De ne Type of Owner Allocation , you must execute the following actions:
Maintenance via Premise
You must enter the owner’s target business partner directly in the premise.
Owner Allocation:
You must change the owner allocation in the Utilities Industry menu under Customer Service Process Execution Owner
Allocation Change Owner Allocation (transaction ES52).
Transaction Data
During a customer change, you can deactivate the budget billing plans for the terminated contracts without invoicing them and
transfer them to the new contracts.
Caution
All budget billing plan items must be open. If necessary, you must use a clearing reversal to make the payments on account.
Once you have successfully changed the customer, you must use account maintenance to allocate the payments on account to
the new budget billing plan.
Security Deposits
During a customer change, you can transfer the security deposits from the terminated contracts to the new contracts.
Other documents from Contract Accounts Receivable and Payable
As with the customer change in SAP Utilities, other documents (that is documents that are not mentioned here) from FI-CA are
not included in this process. This especially applies to cleared documents.
Transaction Data from Sales and Distribution (SD)
The business partner is entered in sales documents from the Sales and Distribution (SD) component.
SD sales documents that have the source business partner entered as the payer are transferred to the target business partner.
This only takes place if the sales documents have not yet been invoiced.
FI-CA documents that originate from SD are transferred together with the open items.
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Caution
SD transaction data cannot be transferred to the target business partner automatically.
Business Partner Contacts
Contacts are created with a reference to a business partner.
Caution
Contacts cannot be automatically transferred to the target business partner.
Constraints
When merging business partners in SAP Utilities, you must note the following information for the objects and data below:
Payment plans
Payment plans with the categories AMB and BBP cannot be transferred. If these kinds of payment plans exist, you cannot
execute a customer change.
Open items in deregulation
In SAP Utilities, you cannot use the Transfer Items (FP40) transaction to transfer open items in the deregulated scenario
Bill Processing by Third Party .
Collection item
Documents submitted to a collection agency cannot be transferred using the Transfer Items (FP40) transaction.
Creditworthiness data for business partner
A business partner’s creditworthiness data is not automatically transferred to the target business partner.
Customer Change
Use
You use the customer change function to transfer the utilities contracts for a contract account, including any resulting receivables,
between business partners.
This can for example be necessary when merging business partners.
The following functions are possible:
Create customer change
Process customer change subsequently
Reverse customer change
Transfer post open items due to customer change
Integration
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You can access the customer change function under SAP Utilities Customer Service Process Execution Move-In/Out and then
the menu option Other Create / Cancel Customer Change .
Prerequisites
Before you can a execute customer change, the contracts to be transferred must have been invoiced at least once.
If you also want to transfer budget billing plans, the budget billing plan items must all be open. If necessary, you must reset all
clearings and set the accrued receivables to payments on account. Therefore, we recommend that you execute the customer
change as close as possible to the last bill in order to avoid this preparatory work.
Customizing
You de ne customer change reasons in Customizing for SAP Utilities under Customer Service Process Execution Move-
In/Out De ne Reasons for Customer Change
You can also choose whether or not the following objects are also transferred during the customer change:
Security deposits
Open items
Dunning information
Note
See also the Customizing documentation for the individual components and the F1 eld help.
Features
When a customer change is created, the system terminates the transfer contract using a move-out, and creates a new contract
using a move-in. The move-out date is set as the end of the billing period of the most recently invoiced billing document belonging
to the transfer contract
You can also append an actual move-out date to the move-out, and an actual move-in date to the move-in. This enables you to
document when the move-out customer actually vacated the apartment, and when the move-in customer occupied it. If this data
becomes valid at a future date, the changes to the business partner and contract account data of the move-out customer are
stored as scheduled changes, with the actual move-out date as the validity date. The changes to the business partner and contract
account data are stored as scheduled changes for the move-in customer with the actual move-out date as the validity date.
When you create a move-out, an adjustment reversal of the most recent billing document takes place for the transfer contract and
a new billing document is created with the value 08 (Customer Change). This billing document contains the billing amount "0. The
most recent billed meter readings are also copied when the move-in is created. Note that constellations in the rate structure (such
as period-end billing for monthly customers, basic monthly price and so on) can result in the billing documents from the
adjustment reversal not having the amount "0.
Depending on the Customizing settings, no new meter reading results are entered. Instead, the last billed meter readings are
copied when the move-in is created (see SAP Note 503243).
When you save the move-in document, the open items in the transfer contract can be posted to the target contract created as a
result of the move-in (this depends on the Customizing settings described above). This is only possible within the same company
code. Items that have already been paid are not reposted. You use the Transfer Items transaction (FP40) to do this.
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Depending on the Customizing setting you made previously, security deposits and dunning information can be transferred.
Interest history and supplements are not copied during transfer of the open costs.
Budget billing plans are treated as follows: They are deactivated by the move-out, once you have set the payment on account.
Depending on the Customizing settings, a new budget billing plan is created from the deactivated budget billing plan when you
save the move-in document. You then allocate the credit payments using the account maintenance.
The customer change assigns a posting block to the transfer contracts. You can display this block in the move-out document. You
can change the block using methods ReleaseFicaLock and SetFicaLock of BOR object MOVEOUTDOC.
Constraints
Open items that have been sent to a collection agency cannot be transferred.
The returns history is not transferred to the new target business partner.
The interest history and supplements are not copied when you transfer the open items.
The business partners credit rating data is not transferred.
Alternatives if customer change is not possible
If a contract has not yet been invoiced, proceed as follows:
Reverse the move-in document: Execute move-in with the correct business partner. You can use the move-in document as a
template.
Create an intermediate bill.
Wait for the next bill and then execute the customer change.

De nition
If you integrate SAP Utilities with SAP CRM, you can use the data cleansing tool in SAP CRM to manage the business partner
merging cases and, in part, process them in SAP CRM.
Use
When objects are replicated between SAP CRM and SAP Utilities, any changes to the target business partner are made in SAP
CRM. The exception to this is the contract in SAP CRM. In this case, the target business partner is changed in SAP Utilities by the
customer change .
For further information about transfer functions for other objects in SAP Utilities, go to Objects and Enhancements in SAP Utilities
for Business Partner Merging .
Business Partner Agreement in SAP CRM
The business partner agreement in SAP CRM (corresponds to the contract account in SAP S/4HANA) is integrated in data
cleansing as of SAP CRM Release 4.0.

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Use
You can use BAPIs or BOR methods to automate individual steps of business partner merging. For further information on this, see
the SAP note 624341 (Merging Business Partners).
Features
You can use the following BAPIs for automatic business partner merging:
BAPI Description
BAPI_ISUACCOUNT_GETDETAIL Display contract account
BAPI_ISUACCOUNT_CHANGE Change contract account
BAPI_ISUPARTNER_GETDETAIL Display contract account
BAPI_ISUPARTNER_CHANGE Change contract account
BAPI_ISUPROP_GETDETAIL Detailed information on owner allocation
BAPI_ISUPROP_CREATEFROMDATA Create owner allocation
BAPI_ISUPROP_CHANGE Change owner allocation
BAPI_CTRACDOCUMENT_TRANSFER Transfer open FI-CA items
BAPI_CTRACCONTRACTACCOUNT_GD1 Read detailed FI-CA contract account data
BAPI_CTRACCONTRACTACCOUNT_CH1 Change FI-CA contract account
Note
Use mostly IS-U BAPIs to change master data in SAP utilities since these function modules contain additional elds for
interfaces.
Caution
SAP does not recommend that you use the batch input procedure to automate steps. For further information on this, see the
SAP note 432178 (IS-U Transactions and Batch Input).
Requirements for automating the business partner merging have been included. If you require any support, contact SAP.
Insurance Object and Insurance Object-

Partner Relationship
De nition
The insurance object belongs to the master data, and is one of the central structures in the Collections/Disbursements system,
alongside the business partner and the contract account. The main signi cance of the insurance object, namely its role in making
settlements, is attained when you assign one or more business partner(s) to an insurance object and the unique link to a contract
account.
Use
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In the master data for the insurance object, de ne the relevant parameters for the management and settlements of insurance,
broker, commission and deposit contracts, as well as claim cases (see Usage of Insurance Object Partner Relationships ).
Structure
Insurance objects can be grouped by assignment to insurance object categories , according to invoicing and processing-speci c
parameters.
The insurance object is identi ed in the system by a unique key (see Creating, Changing, Displaying Insurance Objects ).
When you create an insurance object, you assign a business partner to the insurance object key.
The following relationships exist between business partner, contract account, and insurance object:
A contract account is assigned to just one business partner as the account holder.
You can assign an additional business partner that is not the account holder to a contract account, for which an account
holder is de ned.
Multiple contract accounts can be assigned to a business partner.
You can assign more than one business partner to an insurance object. You can assign more than one insurance object to a
business partner.
Just one contract account is assigned to each unique business partner/insurance object relationship (insurance
relationship). You can assign more than one insurance relationship to a contract account.
Insurance Object Category

De nition
Insurance object categories are used to classify and group insurance objects. Insurance object categories are used to de ne the
selection of tab pages and elds when creating, changing and displaying an insurance object.
This means that the data relevant to an insurance object from the Broker Contract category is different to the data for an
insurance object from the Claim Number category.
Internal insurance object categories are xed and contained in the standard delivery. You cannot change these object
categories.
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You de ne external insurance object categories in the Implementation Guide and assign them to internal insurance object
categories.
The standard delivery contains the following internal insurance object categories:
10 – Insurance contract
20 – Broker contract
30 – Commission contract
40 – Claim number
50 – Deposit contract
These insurance object categories can not be changed.
Use
In the IMG, assign your own insurance object categories to the insurance object categories delivered by SAP, and de ne default
values for creation where appropriate. Choose Collections/Disbursements Basic Functions Insurance Object Number Ranges
and Insurance Object Categories Con gure IO Categories and Assign Number Ranges .
During creation, assign one of your own de ned insurance object categories to every insurance object. You can never change or
delete the assignment of an insurance object to an insurance object category.
Using Insurance Object-Partner

Relationships
Use
For the insurance object-partner relationship, you can/must de ne settlement parameters that are relevant for the following
functions in the SAP Collections/Disbursements system: The insurance object category , to which the insurance object is
assigned, determines whether a function is available and relevant for an insurance object.
Function Ins. Ctr. (10) Claim No. (40) Brok. Ctr. (20) Dep. Ctr. (50) Comm. Ctr. (30)
Collections/Disbursements X X X X X
Broker Assignment X X X
Correspondence X X X X X
Payment Plan and Payment X X X X X

Plan Items
Broker Collections X
Claim Data X
Note
In the Collections/Disbursements and Correspondence functions, settlement using the insurance object is optional. This
means that you still have the option of settling contracts using contract accounts. (For instructions on how to inform the
system of the settlement level, see the section on Creating, Changing, Displaying Insurance Object-Partner Relationships .
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With the Payment Plan and Broker Collections functions and the payment options, you have no choice; the relevant
information here is always at the level of the insurance object-partner relationship.
On the processing screen for the insurance object, the system only displays the tab pages relevant for the assigned insurance
object category (such as the Broker Collections tab page only for the broker contract, the tab pages for payment plan, payment
plan documents, payment plan control, and so on, for all insurance object categories).
You can nd more information about the speci cations on the individual tab pages, under Controlling Speci cations in the
Insurance Object .
Prerequisites
1. You have maintained the settings for the insurance object in Customizing (under SAP
Insurance Collections/Disbursements Basic Functions Insurance Object).
2. The relevant business partner exists in the SAP Collections/Disbursements system.
3. If you want to assign a contract account to the insurance object-partner relationship manually (instead of automatically),
the SAP Collections/Disbursements system must contain a contract account for the corresponding business partner.
Features
On the initial screen for insurance object maintenance you can rstly create or change the header data for an insurance object,
meaning:
Assign a key for the insurance object, if required
The system automatically assigns the key when creating, if automatic assignment is de ned for the selected insurance
object category.
Assign the key to an insurance object category
Assign the key to a business partner category
Enter a date from which the changes are to be valid, or for which you want to display the settings (valid-from date)
In the display/processing view for the insurance object-partner relationship, the system then displays the tab pages for the
relevant functional areas, according to the insurance object category (and any additional Customizing settings). You can switch to
the data for another insurance object-partner relationship there.
For full details on how to de ne and change parameters that are relevant for settlement, see section Creating, Changing,
Displaying Insurance Objects .
Controlling Speci cations in the Insurance

Object
Use
Data for collections/disbursements, for the broker, for correspondence, payment plans and payment plan items, broker
collections and claim data is entered using the insurance object, dependent on the insurance object category .
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You can de ne controlling speci cations for collections and disbursements, as well as for dunning and correspondence, for the
insurance object and the contract account. To do this, choose the appropriate radio buttons in the insurance object master data
(see the Coll./Disb. tab page ).
You can de ne notes for the insurance object .
Features
Dependent on the insurance object (category), the following tab pages and setup options are available :
Tab page Possible settings and parameters
General Data
Name (free choice) for the insurance object to allow more
exact speci cation
ID that you use to manage the insurance object in an

external system ( external number )
Reference to lead objects for information (such as insurance

policy with multiple contracts) ( object reference )
Reference to a Contract in the Feeder System The ve elds

for the reference to the contract in the feeder system
represent an additional means of identi cation of the
insurance object. They have key characteristics are unique
for each insurance object.
Contract account for selected business partner
The Contract Account Category eld is not ready for input.

The system derives the account category from the account
data.
When you choose an account creation variant , a contract

account is created by you, or by the system, when creating
or changing the insurance object.
Deletion indicator to mark the insurance object for

archiving
Authorization group - you can use the authorization group

to de ne which users can display or process an insurance
object.
Notes for insurance objec t
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Collections/Disbursements
Parameter Control area: Here you de ne whether payment
and dunning data is processed or active for the insurance
object or the contract account.
Clearing account, or variable clearing using an external

insurance object.
Paying account and partner used to pay the open items for
the original business partner with the payment program.
Incoming/outgoing payments: You de ne payment

methods, alternative payers and payment recipients, bank
details, and payment card IDs, where appropriate.
Controlling entries for dunning by dunning procedure for

insurance companies: Dunning variant , whic h is used as
the basis for the determination of the dunning procedure
Interest key, which is used in interest calculation to

determine interest frequency, amount limits and transfer
and tolerance days as long as no other interest key has been
de ned at a more speci c level.
Business locks, which exclude the insurance object from

posting, dunning, interest calculation, and lock it for
incoming/outgoing payments.
Planning group for the business partner and additional days,

up to payment of an open item (Cash Management )
Coll./Disb. II
Controlling entries for dunning by collection strategy
Controlling entries for withholding tax: Withholding tax

indicator for incoming payments, withholding tax
indicator for outgoing payments, and valid, variable
withholding tax supplements for outgoing payments
Broker
Broker and broker contract used to process an insurance
object-partner relationship
Flag that collections/disbursements are performed by

brokers
Support period
Responsibility period for open items
Display history for broker assignment s
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Correspondence, including invoicing control, and correspondence

Parameter Control area: Here you de ne whether
for alternative/additional partners
correspondence settings are processed or active for the
insurance object or the contract account.
Invoicing type for direct payers
Base date for invoicing
Collective invoice partner and collective invoice account for

invoicing, using an external business partner
Business locks that exclude the insurance object from

invoicing, and from correspondence dunning
Correspondence variant for controlling correspondence

with the policyholder
Correspondence dunning procedure for incoming

correspondence
You can de ne whether an alternative correspondence

recipient replaces the original correspondence recipient, or
whether an additional partner receives correspondence.
Correspondence activities for recipient determination
Correspondence roles for alternative/additional

correspondence recipien t
Payment Plan
See Assign Payment Plan Data to Insurance Relationships
PPI Control, PPI Document I, PPI Document II, PPI Manual

See Create and Change Payment Plan Items
Distribution
Broker Collections
See Create Master Data for Brokers and Master Data
Scenarios for Brokers
Claim Data
Reference to insurance policy and business partner for
claim number
Creating/Changing/Displaying Ins. Object-

Partner Relationships
Use
You can create, display, or change insurance objects in the dialog.
If you want to process insurance objects by automatic creation/change with data transfer, note the information under Transferring
Data from Legacy or Operational Systems .
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The following functions are available for the dialog:
Create new insurance object: Choose Collections/Disbursements Master Data Insurance Object Create .
Display insurance object: Choose Collections/Disbursements Master Data Insurance Object Display .
Change insurance object: Choose Collections/Disbursements Master Data Insurance Object Change .
You can use the buttons in the application toolbar to switch to the other mode in each function.
Prerequisites
The business partner exists in the Collections/Disbursements system.
If you want to assign an account manually to the insurance object-partner relationship, this account must exist in the system.
Create Insurance Object-Partner Relationship

Enter the relevant basic data for the insurance object on the initial screen. Then choose Continue and enter the appropriate
control parameters on the tab pages.
De ne General Information on the Initial Screen
1. In the Collections and Disbursements menu choose Master Data Insurance Object Create Insurance Object .
This takes you to the initial screen for creating insurance objects.
2. In the Insurance Object eld, enter a unique identi cation (key) for a new insurance object.
You can freely assign this key; it can consist of gures and of letters, but should conform to your company standards.
If automatic assignment is de ned for an insurance object category in Customizing, the system creates the key
automatically.
If you want to create an insurance object from the Insurance Contract category, enter the number of the insurance
contract here.
Example
If you want to create an insurance object for an insurance policy that exists in your in-force business system, assign the
key 11-1234 or A-1234 for example, whereby "11" or "A" creates a reference to the in-force business system. This ensures
unique identi cation if policies from different in-force business systems happen to have identical keys to start with. You
can also use the External Number eld for the parameters.
3. Specify a business partner that already exists in the system.
You can assign more business partners to the insurance object at a later date, on the insurance object itself.
4. In the Ins. Obj. Cat. Field, select the insurance object category on which the insurance object is to be based.
Note
As soon as you have speci ed a category for the insurance object, the system replaces the term Insurance Object with
the name of the external insurance object category (such as Life Insurance Policy , Auto Claim , and so on).
5. Choose Continue .
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The screen for entering insurance object parameters appears.
Enter Controlling Speci cations and Parameters
1. To add more business partners to the insurance object, choose New Partner in the application toolbar.
2. In the Description eld on the General Data tab page, enter a text if necessary, giving further details on the insurance
object you have created.
3. In the External Number eld, enter the ID for the insurance object in an operational system. You can also de ne a reference
to other lead objects for information purposes.
This allows easier assignment of the insurance object.
4. Enter an alternative payment recipient, if required.
If you want to execute credit splitting, you must specify multiple alternative payment recipients. You can nd more
information under Credit Splitting .
5. Enter the required values on the tab pages:
The insurance object category that you have assigned to the insurance object de nes which tab pages are available.
Additional Customizing settings can also control the display.
If you want to use account creation variants , proceed as follows:
a. On the General Data tab page in the Creation Variant eld, choose a variant for automatic account creation or
account assignment.
b. If you can foresee that the system will create a new account, and you would like to assign an own account number,
enter this number in the Contract Account eld.
c. Or, if you want to assign the contract account manually, in the Contract account eld enter the number of the
account (existing in the system) that you want to use for settlement of the insurance object.
6. Determine which parameters should be active - those de ned at the insurance object-partner relationship level or those
de ned in the contract account. In the Collections/Disbursements and Correspondence tab pages, select either the
button Activate (correspondence) parameters in insurance contract or the button Activate (correspondence)
parameters in contract account .
7. Save your entries.
Display or Change Insurance Object-Partner Relationship

1. In the Collections and Disbursements menu choose Master Data Insurance Object Display Insurance Object or Change
Insurance Object .
2. In the Insurance Object eld enter a unique identi cation (key) for an existing insurance object.
You can use the input help to view all existing keys for insurance objects.
3. Specify a business partner.
4. The system enters the current date in the Valid from eld. You now have the following options:
Validity from Current Date Validity from Future Date
Change Copy the current date if the changes to Enter a date in the future, if you want to
your insurance object are valid with make changes that are only to take effect
immediate effect some time in the future.
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Validity from Current Date Validity from Future Date
Display Copy the current date if you want to view Enter a date in the future if you want to
an insurance object with the currently view settings for an insurance object that
valid settings are only to take effect some time in the
future
5. If necessary, restrict the display of payment plan items, or hide the payment plan and the payment plan items.
If many payment plan items are de ned for an insurance object-partner relationship, you can use this restriction to shorten
the call and improve system performance.
6. Choose Continue and then perform any necessary changes on the individual tab pages.
Note
You can use the Other Partners button to switch to the data for another insurance object-partner relationship.
7. Save your changes.
Activate Scheduled Changes
You can make changes to an insurance object for a date in the future. Future changes are not written to the database, but are
recorded in change documents.
In order to activate this data, execute the BUSPCDACTreport for the INSOapplication object. To call up the report, choose Master
Data Insurance Object Activate Scheduled Changes in the Collections/Disbursements menu.(You can also nd the report
under Collections/Disbursements Periodic Processing Copy Data Activation of Scheduled Changes) .
For more information, see the program documentation.
Postings and Documents

You can manually enter, post, and edit documents. Contract Accounts Receivable and Payable is designed to post and process
large document volumes and extensively automize business processes manually as a part of subledger accounting.
You transfer large amounts of document data from a feeder system or external system automatically usings the Transfer
Documents app (transaction FPB1 on the SAP Easy Access screen, under Periodic Processing Transfer Data Document ). With
the app Document Transfer: Process Errors (transaction FPB2, on the SAP Easy Access screen, under Periodic
Processing Transfer Data Document ), you resolve errors that occurred during the transfer. The prerequisites for the app
interface are the line items consisting of the header and items.
In addition, you can use the app Import Documents (transaction FPB1X) on the SAP Easy Access screen, under
Documents Import ) to transfer document data from a le stored locally and post the documents entered in this way. You use the
app for test purposes or if you want to create documents manually and check them before transferring. This app supports the
XLSX and CSV formats and automatically recognizes these formats by the le ending.
The system stores postings as documents in the system (document principle); documents serve as proof of the business
transaction in the system (see Documents).
Each document contains a unique document number (that is independent of the scal year) with a maximum of twelve characters.
Either the system assigns the document numbers automatically, or you enter the document numbers. Automatic number
assignment is controlled by the document type. In some countries you are legally required to follow a speci ed procedure for
numbering documents. In that case, you can assign an official document number to a document in addition to the normal
document number.
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When you enter documents, you can also clear open items that were already posted.
You can display documents, and when certain requirements are met, you can change, reverse, and archive them.
For entering and processing documents, you can hide elds that you do not require, or de ne your own screens that list the
document elds you need.
The individual industries that use Contract Accounts Receivable and Payable can output elds in shortened form or as display
elds.
In addition to line items that update transaction gures in the general ledger, such as those of invoices, payments, or credit
memos, you can also post statistical line items. The system then makes a note of these line items on the contract account. They
are not relevant for the general ledger, but they are processed both by the dunning program and the payment program. You use
statistical line items, for example, to post budget billing requests or charges receivable. Statistical line items are not taken into
account during the balance check.
You can post documents across company codes. The balance of all the line items in a company code is always zero (see Cross-
Company-Code Documents).
Depending on the business transaction, the system creates automatic postings. The business transactions that fall into this
category include taxes, discounts, and exchange rate differences. The system calculates the relevant amounts, and automatically
determines the G/L accounts to which they are to be posted. In addition to G/L accounts for automatic postings, you can de ne
further account assignments depending on the business transaction. You do this in Customizing. This makes it easier to enter and
process documents.
Note
Utilities (IS-U)
The system automatically determines all receivable and payable accounts, and all revenue and expense accounts using the
account assignments entered in the line item, as well as the main and subtransactions.
When you post a document, the system automatically determines the tax code using the account assignment.
You can post budget billings either as budget billing requests (statistical documents) or as partial invoices. For more
information, see the documentation for invoicing, invoice processing, and budget billing for the industry component Utilities.
You can settle documents on behalf of third parties using cross-company-code invoice documents. For more information, see
the documentation for invoicing for the industry component Utilities.
Note
Telecommunications (IS-T)
account assignments entered in the line item, as well as the main and subtransactions.
When you post a document, the system automatically determines the tax code using the account assignment.
You can settle documents on behalf of third parties using cross-company-code invoice documents. For more information, see
the documentation for invoicing for the industry component Telecommunications.
Note
Insurance (FS-CD)
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criteria entered in the line item.
If the system does not determine the expense and revenue accounts automatically, you have to enter them. In addition to the
G/L accounts, the system also determines the dunning procedure and item category automatically.
Tax calculation takes place in the feeder system and is transferred to Contract Accounts Receivable and Payable when periodic
posting takes place.
You have to enter the tax manually when you post manually.
Note
Public Sector Contract Accounts Receivable and Payable (PSCD)
account assignments entered in the line items, as well as the main and subtransactions.
Controlling Item Processing Using Main and

Subtransactions
Use
Main and subtransactions are categories, which are used to specify items for a document in the Collections/Disbursements
system. They are speci ed with regard to the combination of parameters controlling the processing of these items in the
Collections/Disbursements system and account determination. The processing programs delivered by SAP are assigned to these
parameters.
Note
Account determination can also be controlled independently of the transactions, however we do not recommend this.
Features
Transactions are abstract categories, which you can de ne yourself using the appropriate settings in the SAP
Collections/Disbursements system. This allows you to work systematically.
Example :
Main transactions Sub-transactions
Key Meaning Key Meaning
6010 Premiums 0100 One-time premium
0110 First premium
0120 Renewal premium
6040 Broker 0100 Total: Premiums
0110 Total: Claims
0200 Clari cation: Premiums
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0800 Quotation 0140 Quotation
You can assign a group of (sub)transactions to a higher-level category, in other words, to a corresponding main transaction. The
key for concrete parameter combinations, which ultimately controls item processing, is derived from the key for the main
transaction and the key for the sub-transaction. This means that parameter combinations relevant for the transaction rst
premium would be identi ed with the key 6010/0100 in the example shown in the table.
The examples show that a main transaction can have several sub-transactions assigned to it, but a sub-transaction can only
belong to one main transaction (see main and sub-transaction Quotation ). In the latter case, the system identi es the relevant
parameter combinations using the key 0800/0140, derived from the main and sub-transaction Quotation .
Internal and External Main and Subtransactions
The concept of external and internal transactions is used for the following issue. Documents posted to the SAP
Collections/Disbursements system are not just created externally (through manual posting in dialog mode or automatic transfer
from the legacy systems), but also internally through automatic processing of documents in the Collection/Disbursements
system itself. Returns and dunning charges, for example, are posted internally. The processing of these internal documents is
controlled in the same way as for external documents. This means that documents created internally must be categorized as
transactions so that the system can identify the parameter groups that have been assigned to control processing. SAP cannot
issue any keys for identifying documents created internally, as companies must be able to de ne the transactions (including key
issue) according to their own speci c requirements. If SAP were to deliver keys, it could lead to incorrect identi cation, or
contradict the customer's own methods.
To avoid this, SAP delivers internal transactions, through which documents created internally are categorized. No control
parameters have been assigned to these internal transactions. These parameters are found using (external) transactions that you
yourself have con gured to control internal document processing, and assigned to internal transactions.
In other words, external transactions are those you de ne yourself, whereas internal ones are de ned by SAP. External
transactions control the processing of documents created externally and internally. In the case of internal documents, internal
transactions are used to identify the related external transactions.
In the case of dunning charges, the documents are usually created internally. To control dunning charges processing, you rst
de ne and parameterize an external transaction dunning charges (for example, 5010/0120). You then assign this external
transaction to the internal dunning charges transaction (0010/0120). This assignment enables the system to nd the relevant
parameters for processing dunning charges.
Exactly one external transaction can be assigned to an internal transaction. There may be considerably more external transactions
than internal ones; in other words, there may be external transactions that are not assigned to any internal transaction.
In the case of posting data transfer, the legacy system tells the Collections/Disbursements system that an annuity is to be
paid. Since this concerns an externally created document, no internal transaction is necessary to identify the external transaction
responsible for processing.
Main transaction Subtransaction Internal main transaction Internal sub-transaction
5010 Charge 0120 Dunning charge 0010 Charge 0100 Dunning charge
0130 Returns charge 0200 Returns charge
6020 Payment 0100 One-time payment - -
0110 Annuity
The following illustration shows where the parameters are taken from for internally created documents:
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Prerequisites
In order to use main and subtransactions, you have made the following settings in the Implementation Guide.
You have activated the main and subtransactions. Choose Collections/Disbursements Basic Functions Activating Basic
Functions
You have de ned and parameterized external main and subtransactions, and assigned the external main and
subtransactions to the internal ones. Choose Collections/Disbursements Basic Functions Postings and Documents
Document Maintain Document Assignments Maintain Transactions for IS-IS-CD
Make the following settings for the main and subtransactions:
Choose a statistical key, if documents are only to be posted statistically.
You decide whether manual postings are permitted.
You decide whether a main and subtransaction is relevant for payment reporting.
You decide whether a main and subtransaction is to be taken into account for invoicing.
You decide whether a main and subtransaction is not to be dunned.
You decide whether a main and subtransaction is to be taken into account for effective interest calculation.
You decide whether a main and subtransaction is relevant for 1099 reporting in the USA.
You have assigned the main and subtransactions you de ned to G/L accounts. In the Implementation Guide, choose
Collections/Disbursements Basic Functions Postings and Documents Document De ne Account Assignments for
Automatic Postings Automatic G/L Account Assignments .
Documents
De nition
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Representation of business transactions in Contract Accounts Receivable and Payable which is changed as a result of the
account balance in contract accounts and/or G/L accounts.
Use
Documents serve as proof of the account balances in Contract Accounts Receivable and Payable and indirectly also as proof of
summary data in General Ledger Accounting , Controlling , and Cash Management .
The open items contained in documents form the basis for subsequent processing, such as payments, dunning notices and
interest calculations.
Structure
Documents consist of header data, items for contract accounts and items for G/L accounts.
In addition to the unique document number, the header data also contains the document type as the classifying attribute, the
currency key and various date speci cations.
All items contain the posting amount and the necessary information for General Ledger Accounting , Cash Management and
Controlling .
The items in contract accounts also contain speci cations regarding the due date, cash discount, dunning, automatic
payments/debit memos, interest calculation and additional industry-speci c processes. Items in contract accounts can be
statistical. Statistical items do not update transaction gures in the general ledger. The corresponding open items are only needed
for creating follow-on postings. For example, when you clear a statistical charge receivable, it triggers the creation of a non-
statistical charge receivable, its clearing and the posting of the respective revenue. When you clear a budget billing request, it
triggers the creation of a budget billing posting.
Documents can contain repetition speci cations. In this case the document represents a time-dependent sequence of
transactions with the same structure. For example, you can post a budget billing request for which budget billing payments are
requested every month for twelve months as a document. In an additional item category, known as repetition items, data that
varies with time (such as the due date for cash discount, due date for net payment, or billing period) is recorded.
Repetition speci cations can only be made if the document just contains statistical items.
Document Type
De nition
Document types differentiate business transactions and control document storage, using the number ranges assigned to them.
You can use them to actively intervene in certain processes.
Use
The document type classi es documents and de nes:
The number range from which the document number is assigned
The minimum retention periods that are to be kept to before archiving
How long after archiving you can still access the archive directly
Whether postings in which different trading partners are addressed are allowed from a consolidation viewpoint.
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In addition to number ranges, document types are also responsible for the following functions:
You can use a ag connected to the document type to control whether a document type is allowed to be used in and/or
outside Collections/Disbursements . In addition to manual postings, you mainly post charges and interest in
Collections/Disbursements .
Field status de nitions that control the automatic transfer of posting data are connected to the document types.
Integration
The document types in the subledger are separate from those in the general ledger. When you transfer accumulated documents to
the general ledger, a general ledger document with a general ledger document type is created.
You have to prede ne a document type (as well as other parameters) for all automatic postings in the subledger. You de ne these
document types in Customizing for the corresponding business transactions.
Posting Dates and Posting Periods

To post a document in Contract Accounts Receivable and Payable, the relevant posting period must be open.
You de ne whether a posting period is open in Customizing (see IMG structure: Financial Accounting Global Settings
Document Posting Periods Open and Close Posting Periods ).
You can only carry out a posting in Contract Accounts Receivable and Payable if the period is allowed under account type V for
contract accounts and under the masked entry '*'.
If a period is to be closed only for postings in Contract Accounts Receivable and Payable but not for other postings, close this
period using the account type entry V . In addition, the system also checks the entries with account type S at G/L account level.
Do not specify any account numbers for the contract accounts entry, or for the entry * (all account types).
In order to be able to post in contract accounts receivable and payable after a release change from Release 4.51 (or earlier) to
Release 4.61, enter account type V for all variants in the posting periods.
Screens and Navigation

You enter and process documents on the following processing screens:
Header screen
The header screen contains elds for entries that are the same for all line items or that control document entry, such as tax
calculation.
List screens
To enable you to enter documents effectively, the system presents the input elds required for each line item in the form of a list.
In Customizing, you de ne screen variants for the list screens (see the IMG structure for Contract Accounts Receivable and
Payable BasicFunctions PostingsandDocuments Document ScreenPreparations ). To get a different subview of the data you
have entered, you can switch between the variants using the function Screen Variants .List screens are available for business
partner items and G/L items.You can make all user-speci c settings (SPA/GPA parameters) for entering/changing documents via
the button with the quick info text Display/Change Settings on the initial screen. When you save your entries, the system
updates the user master record. With the SPA/GPA parameters 802TC and 803TC on the initial screen of the transaction Post
Document , you can enter both line layouts under Line Layout for List Entry . If you choose the function Display/Change Settings
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, a dialog box appears; here you can choose the variants using input help and save them, whereby the variants are saved in the
user parameters.
Detail screens
Detail screens contain all elds that are available for line items. In Customizing, you hide elds that are not required (see the IMG
structure for Contract Accounts Receivable and
Payable BasicFunctions PostingsandDocuments Document ScreenPreparations ). Detail screens are available for business
partner items and G/L items.
Overview screen
On the overview screen you can display the line items entered in summarized form. The overview screen is divided into the
following parts:
Summarized list of business partner items
All items with the same data in the following elds are summarized:
Company code
Business partner
Contract account
Contract
G/L account
Division
Due date for net payment
Due Date for Cash Discount
You can choose between two prede ned variants with the Line Layout function: Contract , Division or Due Net/Due
with Cash Discount .
The overview screen for document display also contains the automatically created postings that cannot be displayed when you
enter a document. The following speci cations also appear as part of the overview:
Compressed list of G/L account items per company code and G/L account.
Compressed display of the items cleared with this document (for clearing documents).
Tax screens
Tax screens are display screens for the tax items to be created or that have already been created. The tax screens used depend on
whether you have selected the eld for the jurisdiction code (USA or Canada) in the document header.
Screen for processing open items
If you want to clear open items straight away with the line items you enter, you can process the open items on a separate screen
for clearing. For more information, see Processing Open Items .
Prerequisites
In Customizing, you de ne the elds that you do not require and screen variants for the list screens (see the IMG structure for
Contract Accounts Receivable and Payable BasicFunctions PostingsandDocuments Document ScreenPreparations ).
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Activities
You can navigate between the processing screens. The following functions are available:
You want to: Choose the following function:
Enter a business partner item Detail screen: BP item
List screen: BP item
Enter a G/L account item Detail screen: G/L item
List screen: G/L item
Display tax items Taxes
Select open items Select open items
Process open items Process open items
Display header data Header
Display document overview Overview
Automatic Postings
Use
Certain G/L items are created automatically. This reduces the manual entries required.
Features
During clearing, items for cash discount, payment differences, revenues from charges, exchange rates differences, and any
necessary tax adjustments are amended automatically (see Automatic Postings During Clearing ).
With all business transactions containing cross-company code documents, offsetting entries representing receivables and
payables between the company codes involved are amended automatically.
When posting down payments, you may have to post the tax from a general ledger viewpoint. No special line items for tax and tax
clearing are generated for this in Contract Accounts Receivable and Payable . Only the tax code, tax amount, and account
numbers for the tax account and tax clearing account are noted in the open item for the down payment. This information is
sufficient for updating the general ledger.
Prerequisites
The accounts to be posted to must be de ned in Customizing for the line items to be created automatically (see the IMG structure
for Contract Accounts Receivable and Payable BasicFunctions PostingsandDocuments Document De ne Account
AssignmentsforAutomaticPostings ).
Entering Taxes
Use
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If taxes need to be taken into account during document entry, you can enter the taxes manually or have the system calculate them
automatically.
You can specify your preferred entry type on the initial screen of the document entry transaction. You can change this setting
during document entry.
Note
The industry components Utilities and Telecommunications create tax items automatically from the business partner item.
For more information, see Enter Taxes.
Activities
The system determines the tax accounts automatically. You de ne the account numbers in Customizing for Contract Accounts
Receivable and Payable under Basic Functions Postings and Documents Document De ne Account Assignments for
Automatic Postings .
Entering Documents
Purpose
You enter documents using the Post Document function. The way you proceed depends on the document type.
Posting without clearing open items
For example, if you post a payment on account or carry out a transfer posting or debit entry, you post the document without
clearing any items. In this case you carry out the following steps:
1. Enter the document header.
2. Enter the business partner items.
3. The G/L account items are normally created automatically by the applications (see Automatic Postings ). You can also
enter them manually if necessary.
4. Post the document
Posting and clearing open items
You usually clear items with one of several specialized functions, which include payment lot, payment program, account
maintenance, or write-offs. You can also clear open items during document entry. In this case you carry out the following steps:
1. Enter the document header.
2. Enter the G/L account items where necessary (example: Incoming payment in a bank clearing account).
3. Enter business partner items where necessary (payments on account or transfer postings).
4. Select and process the open items.
5. Post the document.
Prerequisites
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You have made the settings in the Implementation Guide for Contract Accounts Receivable and Payable under Basic
Functions Postings and Documents. .If you frequently enter single postings of a speci c category online, for example, in the cash
desk or in the cash journal, and usually always use the same document type, the response times may be slow because all users
use the same number range for document number assignment. To avoid slow response times, you can assign several number
ranges to a document type for single postings (see Implementation Guide for Contract Accounts Receivable and Payable under
Basic Functions Postings and Documents Document Maintain Document Account Assignments Document Types Maintain
Document Types and Assign Number Ranges (Additional Number Ranges for Individual Processing) ).
Result
Posting without clearing open items
The system posts a document.
Posting and clearing open items
The clearing document created may contain business partner and G/L items as well as a list of the cleared items in the lower
portion of the overview screen.
Entering Document Headers

Choose one of the following paths:
Role Manual Postings ( SAP_FI_CA_MANUAL_POSTINGS ) → Post Document
SAP menu Document → Post
The initial screen for posting a document appears.
Enter the required data:
Document type (see the “Document Types” section)
Currency (see Entering Foreign Currency Postings )
Document date
Posting date (see also Posting Dates and Posting Periods )
Reconciliation key (see Creating Reconciliation Keys ).
Also specify the following:
A screen variant This determines which elds are ready for input or are hidden when you enter a document.
How the taxes are to be entered or determined
If necessary, a company code that is relevant for all items.
Now enter the line items (see Entering and Processing Items ).
You can still change certain document header data during the entry transaction.
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Entering and Processing Items

After the header data, you now enter the line items and process them. Depending on the business transaction to be posted, you
have the following options:
To Proceed as follows:
Enter or adjust one or more business partner items Use the detail screen if you want to enter an item and not all the
required elds are available on the list screen. Choose BP item.
Use the list screen if you want to enter more than one item. Choose
the BP item function for a display in list form.
Enter or adjust one or more G/L account items Use the detail screen if you want to enter an item and not all the
required elds are available on the list screen. Choose G/L item .
Use the list screen if you want to enter more than one item. Choose
the G/L item function for a display in list form.
Delete a business partner item or G/L account item Call the corresponding list screen and place the cursor on the
required item. Choose the Delete function.
Delete an item on the detail screen by choosing Edit Delete item .
Enter an incoming payment

1. Choose G/L item .
2. Enter the data for the bank posting.
3. Now choose the open items for clearing, and process the
items. To do this, choose the Select open items and
Process open items functions.
For more information, see Processing Open Items .
You can switch between the selected open items and the current
document at any time. The remaining open items stay in processing
mode.
Enter repetition data

1. Choose Repetitions Enter data.
2. Enter the data to be repeated (interval, number).
3. Assign the valid repetition speci cations to the individual

line items using the eld for the repetition group. To do this,
we recommend that you create a screen variant with
repetition data.
You can display the repetition data using Repetitions Display .
Result
If all the items have been entered correctly, the balance should be zero. You can now post the document.
Entering, Changing and Displaying Locks

Use
On the Change Document: Item screen, there is one lock eld for dunning, payments, clearing and interest. You enter a lock
reason in this eld if you want to lock a line item. You can set the lock for a limited period or set multiple locks for each business
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transaction.
Prerequisites
You have maintained the lock reasons for dunning, payment, clearing, and interest in Customizing.
Procedure
1. Call up the line item you want to change.
2. On the Change Document: Item screen, enter the payment lock reason , the clearing lock reason, the dunning lock
reason, or the interest lock reason in the appropriate eld on the Payment Data or Dunning Data tab page.
3. If you want to set a lock for a limited period or if you want to set or display multiple locks, click the arrow key next to the
respective lock eld.
A dialog box appears where you can display and enter the lock interval or the lock itself. From this dialog box you can
navigate to the lock history, in which the changes to the locks are logged. You can change and delete the locks in this dialog
box. Note the following:
If you only specify one lock reason, the lock will be for an unlimited period of time.
If you only enter one lock reason, you can change the lock on the Change Document: Item screen. If multiple or
limited-time locks have been set, press the arrow key to make changes. The system displays a dialog box in which
you can change the locks.
If you have set multiple or limited-time locks, only ~ is visible in the lock eld on the Change Document: Item
screen . In this case, choose the arrow key to display the locks.
Result
The line item is locked for the business transaction selected either for a limited or unlimited amount of time, depending on the
lock reason.
Items with a clearing lock are not paid.In the exception list, they are marked with the item indicator 5 (account is locked for
clearing) or 13 (item is locked for clearing).
Foreign Currency Postings

Prerequisites
You have made the required settings in Customizing and de ned the currency keys and exchange rate speci cations (see the IMG
structure: Global Settings Currencies ).
You have de ned in the user settings whether:
The amounts are to be entered in document currency only. The local currency elds are then hidden during document
entry.
Documents can be entered in currencies other than the company code currency.
Note
You can check your user settings with the following paths:
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Roles
Current Settings Contract A/R & A/P Maintain User-Speci c Posting Settings
SAP Menu
Settings Current Settings Maintain User-Speci c Posting Settings
You can maintain foreign exchange rates under the following paths:
Roles
Current Settings Contract A/R & A/P Enter Exchange Rates
SAP Menu
Settings Current Settings Enter Exchange Rates
Activities
Enter the foreign currency in the document header. This ensures the currency is unambiguous in the document.
You can specify the exchange rate in the header when entering foreign currency postings if you have speci ed in your user settings
that you only enter documents in company codes with the same local currency. This local currency must also be speci ed in your
user settings. The exchange rate is then used as the default value for translating the amounts in the line items.
You can enter an exchange rate as well as both the local currency and foreign currency amounts in the line item. Mismatched
combinations of entries are corrected by the system.
You can only post a document if it has a zero balance for each company code involved in both local currency and transaction
currency. If you manage other currencies in parallel to the local currency (such as the group currency), a zero balance is required
here too.
Entering Taxes
Use
If you want to take taxes into consideration during document entry, you can enter the taxes manually or have the system calculate
them automatically.
Procedure
On the initial screen, in the Taxes group box, select the radio button to determine if you enter taxes manually or have the system
calculate them automatically.
To enter tax data manually, enter the following data needed for the tax calculation in the business partner item or G/L item:
Tax Code
Tax Base
For postings with a tax jurisdiction code, set the Tax Jurisdiction indicator on the initial screen in the Taxes group box. Then enter
the tax jurisdiction code and the tax date in the business partner item or G/L item.
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The system proposes the posting date as the tax date. The system calculates the tax amount automatically.
To determine tax data automatically, enter the tax code in the business partner items.
If necessary, the system automatically determines the tax date from the posting date and the tax jurisdiction code from the
business-partner-speci c details in the contract account.
The system totals the amounts from the business partner items for each tax code or for each combination of tax code, tax date,
and tax jurisdiction code. From the total, the system determines the net amount (the tax base amount) and the tax amount.
When you post the document, the system creates the line items for the tax automatically.
Note
Items resulting in tax are displayed in the lower part of all list screens. Tax items themselves are displayed on a separate list
screen; choose the Taxes function.
In document display, tax items appear on the overview screen in the area for G/L items. They contribute to the balance of the
document. You need to distinguish between tax items and line items resulting in tax.
Line Items Resulting in Tax
Here you enter the tax code, tax jurisdiction, and tax date. A line item resulting in tax can generate several tax items. You
enter these line items resulting in tax in the lower part of a list screen (for business partner items or for G/L items).
Tax Items
You cannot enter tax items. Using the Taxes function, you can display tax items.
Note
When you delete a line item resulting in tax, then all tax items generated from it are also deleted.
Entering Down Payment Items

Down payment items are created when a payment for a down payment request is posted. Down payment items are generated
automatically when a payment lot is posted or by a payment run, provided the payment for a down payment request appears.
To enter a down payment item for which there is no down payment request, select the Down payment eld in the business partner
item.
If down payments are relevant to tax, you must enter a tax code. The account numbers for the tax account and tax clearing
account are then automatically entered in the elds de ned for this purpose in the down payment item.
Entering Statistical Line Items

To enter a statistical line item, you only need to specify the type of statistical item (such as a statistical charge receivable) in the
Statist.key (statistical key) eld. Statistical items are not included in balance calculation.
Note
A document that has been entered manually can only contain one type of statistical item.
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Selecting Open Items for Posting with

Clearing
Use
If you want to clear open items when entering a document, choose the items you require by specifying selection criteria.
Prerequisites
You have speci ed the required selection criteria (selection categories) in Customizing (see the IMG structure for Contract
Accounts Receivable and Payable → Basic Functions → Open Item Management → Specify Selection Categories ).
Procedure
Choose Edit → Select Open Items anywhere within document entry. The Enter Selection Criteria dialog box appears.
Enter at least one of the following selection criteria: Business partner, contract account, contract number, payment form number,
payment form reference, document number, reference number, or number of a payment advice note. Selection criteria of the
same type are linked with a logical “Or”. For example, if you specify business partner number 4711 and 4712, the system selects the
items that are posted to contract accounts for business partner 4711 or 4712. Selection criteria of different types are linked with a
logical “And”. For example, if you enter business partner number 4711 and contract account numbers V100 and V101, the system
only selects those items that have been posted to business partner 4711 and either contract account V100 or V101. Selection
according to the payment advice note cannot be combined with other selections.
You can specify one or more company codes as an additional selection criterion.
Choose Continue . The screen for processing open items appears.
Now process the open items.
Processing Open Items

Use
When processing open items, you select the items that are to be completely or partially cleared. You can also de ne whether cash
discounts are allowed and to what extent.
Prerequisites
During posting, account maintenance, or clari cation processing of a payment lot, you have selected open items and you are in
the overview screen with the open items.
Features
When processing open items, you can:
Select items for processing
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Activate or deactivate open items (see Assigning Clearing Amounts and Cash Discounts ). Only active items are included in
the clearing.
Change clearing amounts (see Assigning Clearing Amounts and Cash Discounts )
Activate or deactivate cash discounts (see Assigning Clearing Amounts and Cash Discounts )
Change cash discount amounts (see Assigning Clearing Amounts and Cash Discounts )
Sort the list of open items
You can de ne the initial sorting for the items. To do this, enter a function module for event 0103; this de nes the elds that
you want to use for sorting.
Search for open items with certain properties (pushbutton Filter , see Searching for Open Items )
Select ltered items
You can use the functions Filter and Select in combination. After you have ltered items ( Filter pushbutton), you can
select the items found with the pushbutton ( Select Filtered Items ) to then activate or deactivate them.
Expand summarized lines or summarize lines (see Deactivating the Summarized Item Display )
De ne how the list is displayed
In order to ensure efficient processing of open items, you should use a suitable setting for the processing screen. On the
Document Posting: Process Open Items screen, choose the ( Change Layout ) pushbutton. For more information,
choose the pushbutton in the toolbar.
Select additional items, also selecting open items of multiple contract accounts. The additional items selected are
displayed at the end of the list. Choose: Process Select More All for Partner Process Select More All for
AccountProcess Select More Any Items
De ne alternative amounts for clearing in alternative currency
The system translates the amounts automatically. The translation involves two steps:
Translation of document currency to local currency
Translation of local currency to clearing currency
For the translation, the system uses the average rates in accordance with the exchange rate table. If you have
agreed on other exchange rates or amounts with the customer, differences arise during the translation. To avoid
these differences, you can change the translated amounts (see Assigning Clearing Amounts and Cash Discount ).
Transfer difference amounts to a G/L account de ned in Customizing by means of short account assignment
To do this, in the Transfer Amount eld, enter the amount to be posted, and in the Transfer To eld, specify the short
account assignment required. Using the short account assignment, the system determines the company code, account,
business area, and CO account assignments automatically.
You cannot transfer to tax-relevant accounts.
The transfer by means of short account assignment is only possible if the user has been assigned to a tolerance group for
which a maximum amount and maximum percentage rate for the transfer have been speci ed in Customizing. You make
the relevant settings in Customizing for Contract Accounts Receivable and Payable :
Open Item Management Short Account Assignments for Transfer Postings in Account Maintenance
Basic Functions Postings and Documents Document Tolerance Groups for Amount Limits De ne Tolerance
Groups and Assignment of Tolerance Groups to Users.
At short account assignment level, you can assign an authorization protection. To do this, in Customizing, assign an
authorization group to the short account assignment in the activity Short Account Assignments for Transfers in
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Account Maintenance . To perform transfers using short account assignment, a user needs the authorization for
the authorization object F_KK_KUKON with the authorization group assigned.
Assign difference amounts automatically using clearing control
If you assign part of the amount to be distributed to the open items explicitly and a difference remains, you can assign this
difference automatically using the pushbutton ( Distribute Difference ). The difference is distributed to
The selected inactive items if at least one inactive item is selected
All inactive items if no inactive item is selected
The clearing control distributes the difference. The distribution is made as if there was a payment for the difference
amount that is to be distributed to the items speci ed above.
Bundle items before clearing (see Bundling Open Items during Clearing ).
Save the status of open item processing and reload it later (pushbutton ( Hold Processing Status ) and pushbutton
( Get Processing Status ))
When you hold the status, specify an ID. You can hold several processing statuses in parallel for the same object (for
example, same business partner, same collective bill). A processing status is held in the system for 30 days. This period
starts from the last time the status is saved. For each processing status, in addition to the identi cation, the system also
saves the object processed. This is either the business partner to whom the open items belong, or for assignment at detail
level, the collective bill, the installment plan, or the bundle for which assignment of clearing amounts is to take place at the
level of the related original item. If the business partner is not unique, the partner with the most active items is held. When
you retrieve a held status for one or more business partners, the identi cations permitted are those where the business
partner held is correct for at least one of the items currently selected. The possible entries help offers a correspondingly
restricted selection here. The held status is always compared with the current selected items. These can be different from
the items that were selected when the processing status was held. Possible causes are:
Other selection criteria
Clearing or partial clearing that has taken place in the meantime
Different amounts for clearing in a different currency
Here the amounts are translated for open item processing and the translation result may have changed due to
changes in the exchange rate.
If clearing amounts were held for items that are not in the current selection, the system offers an automatic
subsequent selection. In a separate dialog box, you decide whether missing items are to be subsequently selected.
If a clearing amount was recorded in a held status, and this clearing amount is higher than the total amount of the
open items when the status is retrieved, the maximum possible clearing amount is set. If a cash discount amount
was speci ed, this is reduced accordingly so that the cash discount percentage rate is retained.
Whenever the held status cannot be used again completely, the system issues a message with details of the
variance in the long text.
You can process open items using:
Commands (see: Processing Open Items Using Commands )
Function keys or menu entries
The mouse
Posting to Special Periods

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Use
When posting a document, you can:
Enter a special period at document header level that the system uses when transferring the posting to the general ledger
Explicitly specify that the document is not to be posted in a special period
Prerequisites
You have the authorization for activity 140 of authorization object F_KK_SOND.
Features
You enter the desired special period at document header level in documents.
Note
Since FI-CA documents can post across company codes, it can be the case that the requested special period (from the
document header) is not open in all posted company codes for the document. A check for this at item level therefore only
results in a warning message. The system issues an error message only if the special period is not open in any document item.
For postings in other transactions and automatic processes, and if you do not have the special authorization mentioned, you
de ne a default special period that is dependent on the posting date. The system then enters this default special period
dependent on the posting date in the document header. In this way, for example, you prevent the posting period of the clearing
document for automatic clearing (transaction FP06 or FPMA) from being earlier than the posting period of the item to be cleared.
This default special period is also proposed as the default special period for manual postings (transaction FPE1). If you have the
necessary authorization, you can overwrite the default special period manually; or you can delete it, if you want to post without a
special period. Following a change to the proposed posting date, the system automatically proposes the new default special period
that results from the change (if you did not manually change the special period at the same time the posting date was changed). In
this way, you can check if the entered posting date and special period are correct.
During the transfer of cross-company-code postings to the general ledger, it can be the case that the special period stored in the
document header or totals record is not open in all company codes. For these cases, you can specify an alternative special period
dependent on the company code.
Note
This setting is only necessary for cross-company-code postings in company codes with different scal year variants.
If none of the de ned special periods is still open during the transfer to the general ledger, you can enter an alternative special
period for the transfer to the general ledger that is dependent on the company code and the requested special period.
If none of the de ned special periods is open at the time of the general ledger transfer and you do not want to open one, you can
perform the transfer posting with a new alternative posting date (in the new year) by entering an alternative posting date.
For automatic postings (transactions for which it is not possible to enter a special period), you can also use event 0062 to change
the default special period that was determined from the current settings, based on any document data (such as the document
origin from the document header).
When you display a document (transaction FPE2 or FPE3), you can display the special period from the document header at the
level of the line items. To do so, de ne an appropriate line layout variant, in which you specify that the Special Period eld is
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displayed. If you do so, the system determines the special period for each company code, already taking table TFK001W into
account. That means that the system displays the special period, in which the transfer to the general ledger is to be posted.
Activities
You activate the use of special periods in Customizing. To do so, set the Special Period indicator in Customizing for Contract
Accounts Receivable and Payable under Basic Functions Postings and Documents Basic Settings Maintain Central Settings
for Posting .
You enter default special periods for the posting date on the SAP Easy Access screen under Settings Current Settings Special
Periods Specify Default Special Periods .
You specify alternative special periods for each company code for the transfer to the general ledger on the SAP Easy Access
screen under Settings Current Settings Special Periods De ne New Determination for Each Company Code .
You specify the alternative special period to be used for the transfer to the general ledger if the special period is closed, on the SAP
Easy Access screen under Settings Current Settings Special Periods De ne Different Special Period for Transfer .
If it is not possible to post to a special period, enter an alternative posting date for the transfer of the totals records in the new
year. On the SAP Easy Access screen choose Settings Current Settings Alternative Posting Date .
Posting the Document

You can post a document when it has a zero balance. During posting, the summary records for the reconciliation key speci ed in
the document header as well as any balances in Cash Management are updated.
You can post the document under the following paths:
Roles
Manual Postings ( SAP_FI_CA_MANUAL_POSTINGS ) Post Document
SAP Menu
Document Post
Document Changes
Use
You can change the eld contents for a document.
Features
The system logs the changes. You can display document changes from the transactions for displaying and changing documents
by choosing Environment Document Changes .
You can lock eld groups against document changes by means of authorization object F_KKKO_AEN. You group the modi able
elds in the business partner items of a document into eld groups, and you assign only certain users change authorization for
these eld groups. This means that you can ensure that certain elds can only be changed by selected users.
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A eld that is contained in at least one eld group for which there is no change authorization cannot be changed using the Change
Document transaction.
If you have de ned your own modi able additional elds in the business partner item, the list of these non-modi able elds is
provided in function module FKK_DOCT_AKTYP_GET.
Activities
You de ne eld groups in Customizing for Contract Accounts Receivable and Payable under Basic Functions Postings and
Documents Basic Settings De ne Authorizations for Field Changes .
Functions Available for Displaying and

Changing Documents
Use
The functions described below are available when you display and change documents.
Features
If you want to change or display a document:
In the Manual Postings (SAP_FI_CA_MANUAL_POSTINGS) role, choose Display Document/Change Document
On the SAP Easy Access screen, choose Document Display/Change
On the initial screen, you can specify either the document number or the reference document number. If you set the Compressed
indicator, you can hide empty elds or hide empty, non-modi able elds.
You can also use the following functions on the initial screen:
Function Display
Goto Document Header Displays the document header data
Goto First Item Displays the rst item of the document
Goto Overview Displays the business partner items, G/L account items, and
clearings for the receivables document
Goto Business partner item list Displays the business partner items for the document
Goto G/L item list Displays only the G/L items for the document
Settings Taxes Displays the tax data for the document
Read from Archive (pushbutton) Displays documents from the document archive (including archived
SD documents).
However, you cannot display change documents for archived

documents. You cannot change documents read from the archive or
rewrite them to the database.
If you have selected the document for Document Display or Document Change, you have the option of using additional views as
well as the list of individual items:
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Function Display
Goto Physical View Displays business partner items and repetition speci cations
separately
Goto Logical View Displays integrated business partner items and repetition
speci cations, with due dates, clearing numbers, and open residual
amounts
Goto Due Date View Displays due dates, deferral date, payment and dunning blocks in a
logical view
Goto Payments/Returns Displays the payments, payment returns, and returns with return
reasons, bank data, and return texts for the selected business
partner item
Extras Interest Supplement Displays the interest data for an item on which interest has been
calculated
Extras Payment Card Supplement Displays the payment card data for a clearing document for which
receivables were cleared by the payment run or cash desk using the
payment card payment method
Extras Pro tability Analysis Displays the pro tability analysis account assignment for the G/L
item
Extras Deferred Revenues Displays the triggers for deferred revenue postings for receivables
for which revenue was deferred
Extras Corrections Displays the trigger records for doubtful items
Environment Document Changes Displays document changes
Environment Master Data Displays the contract account, business partner, and contract data
for the document
Environment Posting Totals Displays the posting totals for the reconciliation key used to post
the displayed document.
By double-clicking on the business partner item, you can go to the detail display. There you can use the following functions to
display clearing documents:
Function Display
Environment Cleared Items Displays the items cleared with this clearing document within the
account balance display
Environment Items cleared earlier For a clearing document for which clearing postings have been
reset, this displays the items that were cleared with this document.
Environment Payment Usage Displays the items cleared with this clearing document in a dialog
box
Environment Bank Data from Returns Document/Payment Displays the bank data from the sources mentioned
Lot/Payment Run
Environment Clearing analysis For the clearing document, displays the items that were cleared. For
items that are still open, this function displays the status of the item
(open, cleared, partially cleared).
Extras Clearing History Displays clearing postings and resetting of clearing postings in a
chronological view
Environment Clearing Document Displays the clearing document for the open business partner item
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You can use the following functions for dunning/installment plans/collective invoices:
Function Display
Environment Source Receivables For an installment plan document, this function displays all the
items that went into this installment plan and were replaced by it
Environment Line Items Coll. Bill Displays the individual invoices that make up a collective bill
Environment Installment Plan Displays the installment plan for the installment plan document
Goto Dunning History Displays the dunning history for the dunned items
When you display a business transaction that consists of several documents, you can use the following functions:
Function Display
Document Business Transaction Individual Document Display Displays the individual document of a business transaction
Document Business Transaction Full Display Allows you to switch from the individual document to the overall
business transaction
You can use the following functions in connection with the changeover to the euro.
Function Display
Goto Doc prior to conversion Displays the document data before the euro conversion
EURO simulation on (pushbutton) Displays the amounts in euros
In the detail display for the business partner and G/L item, the data is organized on tabs. By choosing the 1st Offsetting Entry
pushbutton in the navigation area of the detail screens, you can switch between the detail screen for the business partner item
and the detail screen for the general ledger item.
In conjunction with a general currency conversion, in the document display, you can display the transaction currency amounts of
document items for expiring currencies in the successor currency. In Customizing for Contract Accounts Receivable and Payable
under Business Transactions De ne Alternative Currencies , specify the successor currency for the company code group
<SPACE> and for the process Document Display as the alternative currency as of a certain date. The comparison value for this
date is the current date.
In addition, by setting the SPA/GPA parameter 8XC on the initial screen of the document display, you can make a checkbox visible
that you can use to switch the conversion on and off. If you add the parameter in the user master record with the value SPACE,
then the checkbox becomes visible and by default, the checkbox is not selected. If you add the parameter in the user master
record with the value X, then the checkbox becomes visible and by default, the checkbox is selected. If you deselect the checkbox,
you can display the document amounts in the original currency they were posted in.
The system converts business partner items and G/L items into the successor currency. Clearing amounts for cleared items are
converted, if a successor currency is de ned for the clearing currency.
Note
The Display -> Change function is inactive if the amounts are displayed in the successor currency. To change documents, use
the document change transaction.
Navigation in Documents
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Use
When you are displaying or changing documents, in addition to switching between the different document views and displaying
additional information for the document as described in the section Functions Available When Displaying and Changing
Documents , you also have the following options: You can navigate between the items, the repetition items, the partial payment
items, and the business partner items of a document.
Features
On the detail screen for displaying business partner items, in the Navigation area, you can use an item counter, repetition counter,
or a subitem counter.
You can use the buttons next to the item counters to navigate between the individual items. The data appears in the Business
Partner Items area .
Integration
By double-clicking on the output elds, you can display the detailed information about the objects displayed in the business
partner item (for example, business partner, contract, installment plan).
Mass Change of Documents

Use
You can use the transaction Mass Changes to Documents to change multiple line items at the same time.
Integration
If you want to de ne alternative business partners (for payment) that have not yet been created, you can create them from the
mass change transaction.
Activities
1. Choose one of the following paths:
Role Manual postings (SAP_FI_CA_MANUAL_POSTINGS): Mass Change of Documents
SAP Easy Access screen: Document Mass Change
2. You select the line items to be changed in the same way as you select open items, by entering the business partner,
contract account, contract, or document number.
3. Choose Continue. The selected open business partner items appear in a list. You can change the following data:
Payment data
Dunning data
Due date data
Locks
Other payment data (alternative payer, alternative payee)
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Select individual items and enter your changes individually or select all items to be changed and enter the changes that
apply to these items in the upper part of the screen.
By choosing the pushbutton, you can add additional items to the selection. The additional items are added at the
bottom of the list; already selected items remain selected.
If you choose the pushbutton, on the upper part of the screen, you can select the elds you want to delete in all selected
items. You can also delete all locks with a speci c lock reason, or all locks regardless of the lock reason, add new locks, and
change existing locks. You can display simultaneous locks in the list by including the elds SPZAH_LST, MANSP_LST,
SPERZ_LST and CLRLO_LST in Customizing for the line layout variant with the texts Payment Locks, Dunning Locks,
Interest Locks, and Clearing Locks. Double click on these elds or the lock elds to display all locks. You can then make
changes to the locks in the dialog box that appears.
4. Using the pushbutton, you can transfer the changes to all items selected.
5. Saving saves the changes on the database. Change documents are updated in the same way as for changes to individual
documents.
As well as making changes to individual elds, you can split document items when carrying out mass changes. You can change the
subitems that arise in the same way as the original item. This means that as in the original item, you can enter different alternative
payees, payment methods, or locks. To split a line item, choose Copy in the list. The original item is copied and the amounts are
ready for input. You can either enter the amounts manually or you can change the original item automatically by double clicking on
the amount eld so that the total of the subitems corresponds once again to the original amount. You can also enter percentages
according to which the amounts are distributed. If you choose Delete in the list, the subitems created as a result of the split are
deleted. You can also de ne a distribution rule for a set of selected items. To do this, select the relevant items and choose the
Distribute pushbutton below the list.
Example
Document Number Amount Business Partner Payment Lock Alternative Payee
4711 100 1002 A
4733 200 1002 A
If you select both documents, there is a total amount to be split of 300. This should be split as follows:
20% alternative payee G1, no payment lock
30% alternative payee G2, no payment lock
50%, leave payment lock A
This results in:
Document Number Subitem Amount Business Partner Alternative Payee Payment Lock
4711 20 1002 G1
4711 30 1002 G2
4711 50 1002 A
4733 40 1002 G1
4733 60 1002 G2
4733 100 1002 A
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This means that 20 + 40 = 60 can be paid to alternative payee G1, and 30 + 60 = 90 to G2. You can only use one distribution
rule for each mass change.
Note
In the system settings, you can determine the layout of the list of business partner items to be changed by de ning line layout
variants for mass changes to documents. To do so, in Customizing for Contract Accounts Receivable and Payable, choose
Basic Functions Postings and Documents Document Screen Preparations De ne Line Layout for Mass Change . You can
de ne an initial sorting for processing open items. To do this, enter a function module for event 0103; this de nes the elds
that you want to use for sorting. You can also include any customer eld that is in the structure FKKOP in a line layout variant.
Note
In a one-column table above the table of line items, you can enter new values for line items to be changed. To do so, set the
Enhanced Mass Change indicator in Customizing for Contract Accounts Receivable and Payable under Basic
Functions Postings and Documents Basic Settings Maintain Central Settings for Posting .
The two tables have the same layout. The columns that are ready for input in the table of line items are also ready for input in
the table in which you enter new values.
In the same table, you can also select elds that have values you want to delete in selected rows of the line item table. To do so,
you select those columns in the table and initialize the eld. If you choose , the system deletes the values when new (non-
initial) values are adopted.
Cross-Company Code Documents

Points to note when entering documents
You can post documents across more than one company code. The company code is not recorded in the document header, but
separately for each line item. You can enter items for several company codes in one document.
If you enter a cross-company code document or one is created by a program, you can only post it if all of the non-statistical items
balance out to zero in document currency.
The following applies for the local currency and any simultaneously managed currencies: If the corresponding values have been
speci ed and the local currency (or parallel currencies) for all company codes affected are the same, then all of the non-statistical
items must also balance out to zero in these currencies.
From a nancial accounting viewpoint, the balance in each company code involved has to be zero in addition to the total balance in
a document being zero. This is achieved by offsetting items that are automatically added to the document. These offsetting items
re ect the receivables and payables between the company codes that result from the cross-company code transaction.
The offsetting entries are generated so that receivables and payables are always created for the rst company code mentioned in
the document for all other company codes. An offsetting entry is generated in each case in each of the other company codes.
Points to note when entering taxes

When you enter documents relevant to tax you can have the system calculate tax amounts and add information to tax items or you
can enter tax data manually. For more information, see Entering Taxes . If these are cross-company code documents, tax postings
for multiple company codes will be created automatically if postings must be made with tax.
The following applies to cross-company code documents:
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You can enter a tax company code that applies to all line items in the document header. This company code is used for
posting tax. This tax company code is the company code that issues the business partner a bill (which displays the tax) or
that contains a business partner’s bill (on which tax is displayed).
If no tax company code can be used, the company code of the line item entered for the tax posting is used. In this case tax
postings can therefore occur in different company codes.
Points to note when making payments

You can enter cross-company code payments as well as cross-company code bills. If items from different company codes are
selected and cleared when making a payment, then any offsetting items needed are automatically added so as to create a zero
balance in the document for each company code.
The system also supports cross-company code incoming payments (debit memos) and outgoing payments for automatic
payment transactions. Since the documents and therefore also the posting to the bank clearing account are generated
automatically, you must previously have used Customizing to de ne the company code in which the bank offsetting item is to be
generated. This company code is known as the “paying company code”. It processes payment transactions for other company
codes. To be able to do this, you use Customizing to assign a paying company code to each company code group.
At business partner level, each contract account is assigned to a company code group and thus to a paying company code.
Payment transaction speci cations in the account master record always refer to this paying company code. You can only post to
the contract account in company codes that you have assigned to the speci ed responsible company code group.
Reversing Documents
Use
You may sometimes have to reverse a document posting or the clearing of open items, as well as all the postings that were created
automatically. Depending on the situation, you choose one of the following functions:
Return
Reset Clearing
Reverse documents
Prerequisites
You can reverse a document if it contains items that were cleared by another document. Otherwise you rst have to reset the
clearing. Reversal documents themselves can be reversed, but you receive a corresponding warning. A reversed document cannot
be reversed again unless the related reversal document itself has been reversed beforehand.
For the creation of the offsetting items for the business partner items of the document to be reversed, you have speci ed the main
and subtransactions in the Implementation Guide for Contract Accounts Receivable and Payable under Basic
Functions Postings and Documents Document Maintain Document Account Assignments Maintain Subtransactions . For
each main and subtransaction, you have to specify a combination of main and subtransaction that is to be used for the offsetting
item in the reversal document in the case of a reversal.
You have entered default values for the reversal parameters in the Implementation Guide for Contract Accounts Receivable and
Payable under Business Transactions Reversal De ne Default Values for Reversals .
Features
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Reversing documents
There are two reversal methods. In the classic method, open business partner items are cleared by the reversal and clearing is
cancelled by the reversal. The second method is restricted to the creation of offsetting items. In particular, this method is used
when the document to be reversed has already been archived and therefore, neither clearing nor clearing reset is possible.
Reversing a document has the following effect:
Depending on the reversal method selected, the system clears all business partner items of the document or creates
offsetting items with opposite +/- signs.
In the reversal document, for every general ledger item, the system creates a corresponding item with the opposite +/-
sign.
Reversing payment documents
Reversing a payment document has the following effect:
Depending on the reversal method selected, the system either resets the clearing data of the original items paid, or creates
offsetting items for the clearing items within the reversal document.
If clearing is reset, in the payment document the system creates one or more business partner items as replacement for
clearing. These replacement items are cleared by the reversal document.
The system logs the transaction in the clearing history, provided clearing is to be reset.
Before reversing a document, you can use the Cleared Items function to check whether you have entered the correct document
number.
If you reverse a payment document that was posted directly without clari cation, in a dialog box when posting the reversal, you
can decide whether you want to reverse the payment document or transfer to the clari cation account. If the clari cation case is
created for a payment lot that has already been closed, the status changes again to Postprocessing Necessary .
Reversing a clari cation or partial clari cation document
When you reverse a clari cation or partial clari cation document for an incoming payment, either a new clari cation case for
incoming payments is created automatically or the amount to be clari ed in an existing case is adjusted.
Special features for documents with cleared items
If you manually reverse a document that contains cleared items, an overview screen with all clearings appears. You cannot execute
the reversal unless you reset these clearings. The overview screen displays the date and origin of the clearing documents and
whether additional documents were cleared by this clearing. You can display the clearing documents or initiate the clearing reset
via function keys. You can carry out the clearing individually online or carry out all clearing in the background. If you carry out
clearing online, you can also partially reset clearing and thereby retain the distribution of the clearing amounts to the accounts.
Special features for documents with repetition speci cations
If a document contains repetition items, you can reverse a speci c repetition speci cation by specifying the posting date of the
repetition speci cation to be reversed in the Repetition Date eld. Alternatively, you can reverse all repetitions that are still open.
Special features when reversing more than one document
You can reverse all documents with the same reference document number or classi cation key (if this enhancement is active)
together as a group. Using a simulation function, you can check whether the documents that were selected using the reference
number or classi cation key can be reversed. A list with the selected documents is displayed. In this list, error messages point to
any individual documents that cannot be reversed.
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Special features for reversing archived documents
Archived documents usually have business partner items that are cleared (for example, paid invoices), or have cleared business
partner items themselves (for example, payments). An exception is documents that contain exclusively general ledger items.
Since no data may be changed for an archived document, it is not possible to reset clearing as part of a reversal. Therefore, for
archived documents, you have to select another form of reversal. When you reverse archived documents, the system therefore
creates new business partner items in the reversal document.
Example
Reversal of archived invoice
In the reversal document, the system creates a business partner item with a reversed +/- sign for each business partner item
of the invoice document. In this case, the reversal document is a credit memo posting for the full invoice amount.
Reversal of archived payment
In the reversal document, for the paid receivable items, the system creates business partners in the same amount. This is
identical to the procedure for returns if new receivables are created derived from the payment.
If a document that still contains open business partner items is reversed such that the system creates offsetting postings, account
maintenance takes place automatically after the reversal; the open items of the document to be reversed are cleared against the
open items of the reversal document.
When you reverse an archived document, you cannot trigger a work ow to con rm the reversal. In this case, event 5502 that
is used to trigger a work ow is not processed.
For further restrictions, see the documentation to the Reversal Method eld on the initial screen of the reversal transaction.
Activities
1. Choose one of the following paths:
Role Manual Postings ( SAP_FI_CA_MANUAL_POSTINGS ) Reverse Document
SAP menu Document Reverse
2. To select the document to be reversed, enter its document number. If you want to reverse documents with the same
reference number, enter the reference number instead.
In the case of a document with repetition speci cations, you must also enter the desired date of the repetition, or indicate
that all open repetitions should be reversed.
To reverse documents that have already been reversed, set the indicator Check Archive .
3. If you reverse a document that has been archived, enter one of the following reversal methods:
Clear business partner items/reset clearing
Create offsetting postings if document is in archive
Create offsetting postings for business partner items
4. Choose Document Reverse.
Note
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Using event 0073, you can add customer-speci c data to the business partner items created in the reversal document.
The event is processed if business partner items are created with inverse +/- sign (for example, reversal of invoice). To
do this, de ne an installation-speci c function module in the Implementation Guide for Contract Accounts Receivable
and Payable under Program Enhancements De ne Customer-Speci c Function Modules .
Mass Reversal of Documents

Use
Under certain circumstances, it might be necessary to reverse a large number of documents. A mass reversal might be necessary,
for example, if you have executed a payment run by mistake, or if you have entered a payment lot twice.
Prerequisites
To be able to use the parallelized program run, you need authorization for the Reverse FI-CA Documents/Mass Processing
activity of authorization object F_KKRD_MAS.
Activities
To start a mass reversal, choose one of the following paths:
Role: Account Maintenance, Transfer Postings, Reversals (SAP_FI_CA_ACCOUNT_MAIN_REVERS) Mass Reversal of

Documents
SAP Easy Access screen: Document Mass Reversal
For more information, see the program documentation.
For a parallelized mass reversal, on the SAP Easy Access screen, choose Document Mass Reversal (Parallelized) .
For more information about scheduling program runs, see Functions for Scheduling Program Runs.
Reversal of Master Data Objects and

Reference Document Numbers
Use
You can use this function to reverse documents for business partners, insurance objects, contract accounts, or a reference
document number.
Prerequisites
To reverse documents, you must have access to the authorization object F_KKRD_MAS.
You have de ned default values for reversal and resetting clearing, in the Implementation Guide for posting areas 1050 and
1060. Choose Collections/Disbursements Basic Functions Open Item Management De ne Default Values for
Resetting Clearing Business Transactions Reversal De ne Default Values for Reversal .
Features
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You can select the documents to be reversed, according to the following criteria:
Business Partner
Contract Account
Contract
Reference Document Number
On the Document Data tab, you can restrict the documents to be reversed according to further criteria (such as company
code, document type, main and subtransaction).
On the Documents tab, you de ne whether receivables/payables, open and cleared documents, are to be reversed. If you
want to reverse payments on account, set the Incoming payments indicator.
The default values for posting areas 1050 and 1060 are de ned on the Posting data tab. You can overwrite these default
values.
You can simulate the reversal for a master data object, or a reference document number.
If you reverse a clearing document, clearing is reset for all documents that the clearing document has cleared.
If you reverse a document that has already been cleared, the clearing is reset, and then the document to be reversed is
reversed.
If you want to reverse reversal documents, returns or documents that occur as a result of resetting clearing, choose
Collections/Disbursements Document Reverse or Mass Reversal from the menu.
Activities
To reverse documents, choose Collections/Disbursements Account Reverse Items from the menu.
Provisional Postings
Use
Provisional postings are postings to contract accounts of business partners that you create although the amounts to be posted
are not yet nal. You enter these postings with projected or estimated values to satisfy accounting principles or to obtain
meaningful gures for internal evaluations.
If you have to create provisional postings to satisfy accounting principles, it may be necessary to update the amounts only in
selected ledgers and not in all of them. To do this, assign a ledger group to the posting items including the business partner items.
Prerequisites
The technical prerequisite for using provisional postings is that you implement a prepared enhancement for the line items in
Contract Accounts Receivable and Payable. Activate the prepared enhancement for the ledger group in Customizing for Contract
Accounts Receivable and Payable under Program Enhancements Prepared Enhancements Ledger Group for Provisional
Postings . The LDGRP (Ledger Group) eld is added to business partner items by this enhancement.
Note
This enhancement is also required if you want to use provisional postings without a ledger group.
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After you have implemented the enhancement, specify that you allow provisional postings and specify whether posting with a
ledger group is allowed. You do so in Customizing for Contract Accounts Receivable and Payable under Organizational Units Set
Up Company Codes for Contract Accounts Receivable and Payable in the Usage of Provisional Postings eld.
If you need new ledgers, set them up in Customizing for Financial Accounting (New) under General Ledger Accounting (New).
Integration
Provisional postings are excluded from typical processing processes (such as dunning, payment, and interest calculation).
The system includes provisional postings for closing operations such as foreign currency valuation or reclassi cation and aging of
open items.
Features
Designating Provisional Postings
Provisional postings are designated by clearing restriction H (FKKOP-AUGRS eld). This clearing restriction cannot be removed by
making changes to documents.
Creating Provisional Postings
Generally, provisional postings are created by feeder systems. In the Insurance industry component, the payment plan interface is
used to transfer them. You can use a BAPI to create provisional postings. You can set the clearing restriction directly by using the
RESTRICT component of the BAPIDFKKOP structure. You set a ledger group using the enhancement part of the BAPIDFKKOP
structure. This structure is used for all customer-speci c enhancements. Add the LDGRP eld here in CI_BAPI_TE_DFKKOP
with reference to data element LDGRP_KK.
You can enter provisional postings in dialog from the SAP Easy Access screen under Account Provisional Postings Enter . The
transaction is structured in the same way as the transaction for posting documents, but has some restrictions concerning
processing functions:
You cannot create statistical line items, down payments, or items with cash discount terms as provisional postings.
If you specify a ledger group when posting, you cannot specify a value-added tax code or a withholding tax code.
Displaying and Processing Provisional Postings
You display provisional postings the same as other documents from the SAP Easy Access screen under Document Display .
You change provisional postings the same as other documents from the SAP Easy Access screen under Document Change .
However, there are certain restrictions. For example, you cannot specify a cash discount percentage.
In the account balance, you can exclude provisional postings or take them into account. Or you can restrict the display only to
provisional postings.
Final Posting
If the nal postings belonging to a provisional posting become available, then take back the provisional posting. To do so, you
reverse the provisional posting. The reversal is performed in the same way as for all other documents.
To take back a provisional posting only partially, create an offsetting entry with the partial amount.
You can clear items subsequently from the SAP Easy Access screen under Account Provisional Postings Clear . The transaction
is essentially the same as the account maintenance transaction (FP06), but there are a few functional restrictions. The following
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are not allowed: cash discounts, payment surcharges, exchange rate differences, small discrepancies within speci ed tolerance
limits. You can only process items of one ledger group.
You can also clear provisional postings automatically. The system automatically ensures that provisional postings are not cleared
with other postings or with postings of other ledger groups.
Caution
However, during the clearing of provisional postings, the system does not check if the offsetting postings on the G/L account
side are also equivalent. It is the responsibility of the user to ensure that postings are cleared only with correct accounting
relationships.
Closing Operations
The open item list for a key date (transaction FPO1P or FPO1) and foreign currency valuation (transaction FPW1) take provisional
postings into account.
If you post provisional postings to ledger groups, you have to run the reports just mentioned separately for each ledger, since
different balances or item totals can result for each ledger. If you then generate adjustment postings for closing preparation, the
system posts these with a ledger group, which contains only the ledger with which you started the report. For each ledger, the
system automatically contains a ledger group with the same name, and this ledger group contains only this ledger.
Document Archiving
Use
Archiving documents means that you delete data from the database and archive it in the le system. You can then store the data
from the le system in external archives. You can thereby relieve the burden on your database at regular intervals. Archiving takes
place in two steps. The rst step is to write the data to an archive le in the le system. Then you delete the data from the
database based on this archive. You can still access data that you have archived to the archive le in the le system. If you need the
data on the database again (for example, because you have to make changes to it or because you archived it by mistake), you can
also reload archives.
Prerequisite
For you to be able to archive a document, the following prerequisites must be met:
All business partner items are cleared.
The residence time speci ed in Customizing has expired.
You enter the residence time for each document type in Customizing for Contract Accounts Receivable and Payable under
Basic Functions Postings and Documents Archiving De ne Residence Time of Document Types . Or in transaction
SARA, choose Goto Customizing
The archive information structure is active for documents.
You can nd a detailed list of all the checks that are carried out before archiving in the documentation for the archiving program.
To execute archiving in the background, you need a variant in which you de ne the parameters for the program run.
Features
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When you archive documents in Contract Accounts Receivable and Payable, you can only archive documents and their related
clearing documents in a prede ned order. You can only display the complete clearing document in the system if the items cleared
by it still exist on the database. The reverse is not true. Therefore, an archiving run rst deletes all the clearing documents that
have exceeded their residence time. You can then archive the documents with their respective cleared items in another archiving
run. You use the SAP standard tool for archiving to archive documents from Contract Accounts Receivable and Payable. The
archiving object for document archiving is FI_MKKDOC. The associated programs are:
Archiving of documents: RFKKAR10
Deletion of documents: RFKKAR11
Reloading of documents: RFKKAR12
The starting point for all archiving activities is transaction SARA for archive administration.
Activities
You should rst become familiar with the basics of archiving (see the documentation about data archiving in SAP NetWeaver). To
archive documents, choose one of the following paths:
Roles
Archiving (SAP_FI_CA_ARCHIVING) Document Archiving
SAP Easy Access screen
Periodic Processing Archive Data Documents
The programs for archiving documents from Contract Accounts Receivable and Payable appear in the Actions group box.
Automatic Document Transfer

You can use a program to transfer documents from an operational system (initial data transfer). You can also use this program to
transfer data regularly from an operational system if you do not have an industry-speci c program available.
For more information, see the report documentation.
You start the report under one of the following paths:
Roles
Transfer Posting Data (SAP_FI_CA_POSTING_DATA_TRANSFR) Transfer Documents
SAP Menu
Periodic Processing Transfer Data Documents Transfer
During the document transfer, you can process errors under one of the following paths:
Roles
Transfer Posting Data (SAP_FI_CA_POSTING_DATA_TRANSFR) Transfer Documents - Process Errors
SAP Menu
Periodic Processing Transfer Data Documents Process Errors

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You can delete the incorrect data here by choosing Cluster Delete .
Note
You can ensure that the transfer le structure is release-independent by using Z structures. You can generate and check Z
structures in Customizing. (See Implementation Guide for Contract Accounts Receivable and Payable, Data Transfer
Generate Structures for Document Transfer ).
Work ows for Checks and Approvals

Use
If you are carrying out postings or reversals, you can keep them in a status that has to be con rmed. A work ow is triggered for
the con rmation; the last step in the work ow is an approval or rejection.
Prerequisites
You have entered check reasons in Customizing for Contract Accounts Receivable and Payable under Basic
Functions Postings and Documents Work ows for Checks and Approvals De ne Check Reasons . You can specify
whether a check is necessary dependent on any number of criteria. For example, you can make the reversal of receivables
that exceed a prede ned amount limit, or the posting of credit memos from a prede ned amount, subject to a check. In
addition, you can also make random checks. For each check reason, you can de ne whether payments, other clearing
transactions, dunning, calculation of arrears interest, or document changes are to be permitted up until the time the
work ow is completed.
You have implemented your own function modules for the following events and registered them in Customizing for
Contract Accounts Receivable and Payable under Program Enhancements De ne Customer-Speci c Function Modules :
5500 (Post)
5502 (Reverse)
5504 (Change)
5506 (Installment Plan)
5508 (Repayment Request)
5510 (Request)
5512 (Write-Off)
5514 (Payment Speci cation)
5516 (Promise to Pay)
5518 (Receivable Adjustment)
In the implementations of the modules, you specify whether an action for the given object has to be approved using a
work ow.
Note
If an employee changes a document that exceeds an amount of 200, you want the document change to be subject to a
check and approval. For this to happen, you implement a function module at event 5504. When a document is changed,
this event checks if the amount of the document exceeds 200. You register this module in Customizing for event 5504.
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If an employee changes a document with an amount higher than 200, the system triggers an approval work ow. The
system does not store the change to the document on the database until approval is granted using the work ow.
You have de ned the work ows (see “Features”).
You have de ned the role resolution. (see “Features”).
Features
Checks and approvals are supported for the following transactions:
Posting documents
Reversing documents
Changing documents
Creating installment plans
Creating repayment requests
Creating, changing, or reversing requests or standing requests
Writing off
Creating and changing payment speci cations
Creating or changing promises to pay
Creating or changing a receivables adjustment
If a con rmation is required for the transaction, the function module returns a check reason. The check reason is used to
determine the addressees of the work ow, and to de ne which activities are still permitted for the document until the check has
taken place. In these events, you can register the work ows that trigger the con rmation procedure. In addition to the check
reason, the system can return the number of checks/authorizations required and three additional parameters that are then
available for the role resolution in the work ow. If these parameters are used, for example, to determine the addressees of the
work ow, a company code or amount category can be returned here. The number of checks required determines whether for
example, the dual control principle (one additional check), or further checks are to be carried out. The maximum permitted value
is 9, meaning that a total of 10 checks have to be carried out. If a posting has to be con rmed, the document to be checked is
created, the check reason is assigned, and the document is locked for the following editing processes depending on the check
reason:
Payments
Clearing
Dunning notices
Calculation of interest on arrears
Document changes
Posting and reversing documents
For each posting, event 5500 is processed; for each reversal, event 5502. The function modules de ned for these events transfer
all of the data of the document to be posted or reversed. If a check reason is returned by the modules for event 5500 or 5502, then
for posting, the event ApprovalRequired is triggered, and for reversals, the event ReverseApprovalRequired from object category
CA_DOC is triggered. SAP provides the sample work ows WS21000088 for postings and WS21000089 for reversals. You can use
role 21000056 for role resolution. For a posting or reversal in the dialog transactions Post Document or Reverse Document, the
system requires you to enter a reason for the posting or reversal. If a reversal has to be con rmed, the reversal document is not
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created. The check reason is entered in the document to be reversed. Depending on the check reason, this document is also
locked for the editing processes stated above.
Changing Documents
The function module de ned for event 5504 runs for document changes. Using the document data, it checks whether the change
has to be con rmed and released by other clerks in a work ow. If a check is required, the module returns a check reason that is
stored in the document to be changed. Event ChangeApprovalRequired from object category CA_DOC is triggered. In the
document display, clerks that are assigned to the appropriate role in the work ow can:
Display the original document and the planned changes using the function Planned Changes
Accept or reject the document change using function keys
SAP provides the sample work ow 21000093 FICA_DCHAPPR. The role 21000056 FICA_DOCAPPR is used for the role
resolution.
Creating Installment Plans
If, for example, you do not want to grant installment plans to customers with poor credit without subjecting them to a check and
approval rst, de ne a customer-speci c function module for event 5506 in Customizing. This module runs when you create
installment plans. If the module returns a check reason, the event ApprovalRequired from object category INSTMNTPLN is
triggered. SAP delivers the role 21000062 FICA_INSTPL and the sample work ow 21000094 INSTPL.
Repayment Requests
In order to check and approve repayment requests in a work ow, you have to enter a customer-speci c function module for event
5508 in Customizing. If the module returns a check reason, the event ApprovalRequired from object category CA_RPAYREQ is
triggered. SAP delivers the role 21000063 FICA_RPAYREQ and the sample work ow 21000095 FICA_RPAYREQ.
Requests and standing requests
See Work ow for Checking and Approving Requests.
Write-off
See Checking and Approving Write-Offs.
Payment Speci cations
See Approval and Release of Payment Speci cations by Work ow.
Promises to Pay
See Approval and Release of Promises to Pay by Work ow.
Adjustment of Receivables
See Approval and Release of Receivables Adjustment by Work ow.
Activities
To authorize or reject a posting or reversal, proceed as follows:
Note
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You can display the check reasons in the document display once the document has been posted. You can determine whether
the work ow was started in the SAP Business Workplace under Outbox Work ows Started . In the transaction Reset Check
Reason in Document (in the menu under Administration), you can remove the check reasons from the documents by
specifying the document number. To do this however, you require special authorization for activity 060 for authorization object
F_KK_SOND. In the transaction Reset Check Reason in Repayment Request (in the menu under Administration), you can
remove the check reasons from the repayment requests by specifying the number of the repayment request.
1. In the SAP Business Workplace, choose Inbox Work ow .
The reason for the check procedure appears on the lower part of the screen.
2. Select the work item by double-clicking it. The document posted or to be reversed appears. You can then use various
functions to accept or reject the posting or reversal:
Required Action System Reaction/Activity to be Executed
Approve posting The check reason is removed from the document. The work ow
is completed and the document is posted.
Reject posting The screen for processing the reversal appears automatically.
All the data is copied, but you can change it (except for the
number of the document to be reversed). The work ow is
completed when the reversal is posted.
Approve reversal The screen for processing the reversal appears automatically.
All the data is copied, but you can change it (except for the
number of the document to be reversed). The work ow is
completed when the reversal is posted.
Reject reversal The check reason is removed from the document to be reversed.
The document is not reversed.
Accept document change The check indicator is removed from the document
automatically; the change is included in the document.
Reject document change The check indicator is removed from the document
automatically; the status of the document does not change.
Accept installment plan The check indicator is removed from the document
automatically and the installment plan is created.
Reject installment plan The check indicator is removed from the document
automatically. The original receivables are not changed.
Accept repayment request The repayment request is released.
Reject repayment request The repayment request is reversed.
Prepared Enhancements
Use
In FI-CA documents and requests, you can use the attribute Classi cation Key to identify documents. The classi cation key
provides a similar function to the reference number, but allows keys with a length of up to 35 characters.
In the business partner item, you can use the Broker eld. The broker represents a business partner that takes over the
processing of certain processes, such as payment or dunning for the end customer.
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Classi cation Key and Broker are enhancements supported in the sytem. This means that in the system delivered, these
attributes are not initially active. You have to activate them explicitly in your installation.
Features
Classi cation key
You can enter the classi cation key in the document header and it is available as an input eld for the document display,
document change, document reversal, and mass reversal.
The classi cation key is inherited in the business partner items and can be displayed in the account balance or in the processing of
open items.
It can be used as selection criterion in the account balance, in the selection of open items (for example, in the payment lot or in
online posting), for write-offs, in payment advice notes for incoming payments, or for the creation of an installment plan.
Broker
The eld is:
An additional speci cation for document entry, document change, and document display
Selection criterion for the account balance
Selection criterion for the account maintenance
Selection criterion for other clearing processing
Selection criterion in payment lot
Activities
You activate the Classi cation Key and Broker elds in the Implementation Guide for Contract Accounts Receivable and Payable
under Program Enhancements Prepared Enhancements . When you run the corresponding reports in Customizing, these create
the elds and database indexes required. In test mode, the report shows which enhancements would be made in an update run.
Note
If the classi cation key is active and you have posted documents with classi cation keys, the system administrator must
update the database statistics for table DFKKKO.
If the broker is active, you should update the database statistics for table DFKKOP.
This is the only way to make sure that the new indexes are also used.
If you use requests, the same applies for table DFKKORDERPOS.
You can deactivate the classi cation key and the broker – but only manually. To do this, for the classi cation key, remove the eld
OPORD from the CI includes to which it was added, and for the broker, the eld BROKR. You then have to convert the database
tables. This conversion can have a long runtime if a lot of data records are affected. SAP therefore recommends that you weigh-up
the activation of the eld and then adhere to this decision.
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Customer-Speci c Enhancements for

Postings and Documents
Use
You can use the function modules that are called up for the events listed below to trigger industry- or installation-speci c
additional actions when you are posting or reversing a document in Contract Accounts Receivable and Payable .
Features
Additional Activities When Posting and Reversing
Event You can use a function module called up for this event to:
0010 Trigger additional actions when you are posting a document in

Contract Accounts Receivable and Payable . To do this, you can use
all the document data (except for the document number) in this
event.See the documentation for the sample function module
FKK_SAMPLE_0010.
0020 Trigger additional actions when you are posting a document in

Contract Accounts Receivable and Payable and simultaneously
clearing or partially clearing open items. You can use all the
document data (except for the document number) and all the data
for the items to be cleared for this event.See the documentation for
the sample function module FKK_SAMPLE_0020.
0030 Close additional actions initiated by event 0010 (document posted)

or 0020 (document posted and items cleared). You can use the
document header, including the document number assigned
(I_FKKKO_OPBEL).See the documentation for the sample function
module FKK_SAMPLE_0030.
0090 Reset the data noted for events 0010, 0020, and 0030 to ensure
consistent data for a ROLLBACK WORK.See the documentation for
the sample function module FKK_SAMPLE_0090.
Additional Items in the Document
Using a function module called up for event 0032, you can create additional line items in a document. Event 0032 is processed
before the creation of items for cross-company code clearing.
See the documentation for the sample function module FKK_SAMPLE_0032.
Note
The event is not processed if you post reversals, returns, or clearing reversals. You cannot create additional items for purely
statistical documents.
Dependent Documents
You can use events 0010, 0020, or 0030 to create an additional document for a document automatically. To do this, in the events,
de ne a function module that creates the additional document, checks it, and the calls up the function module
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FKK_CREATE_DOC_ADDITIONAL.
For more information, see the documentation for the function module FKK_CREATE_DOC_ADDITIONAL.
Checks during Reversal
You can use a function module called up for event 0070 to integrate document reversal. To check whether the reversal is
permitted, you can use the document header data, I_FKKKO, the desired reversal date, I_STODT, and an ID for the reversal trigger,
I_CALLR.
See the documentation for the sample function module FKK_SAMPLE_0070.
Checks during Clearing Reversal
You can use a function module called up for event 0071 to integrate clearing reversal. See the documentation for the sample
function module FKK_SAMPLE_0071.
Dual Control Principle for Posting and Reversing
You can use function modules called up for events 5500 and 5502 to subject document posting and reversal to a check. For more
information, see the documentation for the sample function modules FKK_SAMPLE_5500 and FKK_SAMPLE_5502 and the
section Dual Control Principle for Posting and Reversing .
Dual Control Principle for Document Changes
In event 5504, you can subject changes to documents to a check and subsequent release in accordance with the dual control
principle dependent on document data. See the documentation for the sample function module FKK_SAMPLE_5504.
Dual Control Principle for Repayment Requests
In event 5508, you can check and approve repayment requests in a work ow. See the documentation for the sample function
module FKK_SAMPLE_5508.
Dual Control Principle for Write-Offs
In event 5512, you can subject write-offs of documents to a check and subsequent release in accordance with the dual control
principle dependent on document data. See the documentation for the sample function module FKK_SAMPLE_5512.
Activities
1. Write function modules for the events stated above as required.
2. De ne these function modules for the relevant events in the Implementation Guide for Contract Accounts Receivable and
Payable under Program Enhancements De ne Customer-Speci c Function Modules .
Extended Consistency Check for Documents

Use
Along with the standard plausibility checks that the system runs when you post documents, Contract Accounts Receivable and
Payable offers an extended consistency check. During this extended check, you determine and analyze documents that show
inconsistencies that typically arise when customer programs are used. Inconsistencies arise when a program without adequate
lock logic changes records in the document table DFKKOP while other processes are running at the same time that create
clearings or clearing resets. Due to the competing changes to the same document items, the clearing information can be lost.
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Additionally, the extended check checks if changes that are not permitted for event 0061 are carried out by a custom function
module. The system classi es the following changes as non-permitted changes:
New business partner items for adding to the document or deletion
New G/L items for adding to the document or deletion
Changes to elds that are not yet listed in the internal structure for event 0061 (see DDIC structures FKKKO_CUS,
FKKOP_CUS_0061 and FKKOPK_CUS_0061)
Note
If you use your own programs that change document data, we recommend that you use the extended consistency check at
least for a limited time.
Note
If you nd inconsistent documents, contact SAP by writing a customer message.
Prerequisites
SAP delivers the extended consistency check as inactive. Note that you have to rst activate the extended consistency check
before you can analyze documents using the functions described below.
Caution
If you activate the extended consistency check after your system is already productive, you cannot analyze documents that
were posted before you activated the consistency check.
You can activate the extended consistency check in one of two ways:
In Customizing for Contract Accounts Receivable and Payable under Technical Settings Activate Extended Consistency
Checks
From the SAP Easy Access screen under Settings Current Settings Activate Enhanced Consistency Check
Process
If the extended consistency check is active, the system writes all documents that initiate or take back clearing to a work list
(trigger table DFKK_SG_TRIG) directly when the document is posted. In parallel, the system also stores additional information
for the check that follows later. The system performs all consistency checks on the basis of this work list using the additional
information. During the analysis, the system identi es documents with errors and provides information on what the correct status
of the data should be.
You perform the consistency check using the following steps:
Checking Documents
Processing the Check History
Deleting the Work list
In addition, there is a dialog transaction available for checking and analyzing documents.
Caution
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For non-permitted changes to a document at event 0061, the system does not offer all the features as described above. Non-
permitted changes are logged and can be deleted again from the work list. The system does not give any information about the
correct status of the data.
Checking Documents
Use
The check run runs in the background, analyzes the selected documents, and determines inconsistencies.
Activities
1. On the SAP Easy Access screen, choose Periodic Processing Enhanced Consistency Checks Execute Check Run .
2. Restrict the documents to be checked using the reconciliation key, document number, or date of creation.
3. Run the program. To do so, choose the pushbutton.
The system issues a log for the checked documents. If there are inconsistent documents, you can process them in the check
history.
Checking and Evaluating in Dialog Mode

Use
While you can check the consistency of large volumes of documents using background processing, there is also a dialog
transaction for checking the consistency of selected documents.
Activities
1. On the SAP Easy Access screen, choose Periodic Processing Enhanced Consistency Checks Edit Check Results .
The system displays the documents determined in the form of a worklist. You can analyze documents in the worklist that have
errors by choosing the pushbutton.
By choosing the pushbutton, you can repeat the check for selected documents. This enables you to nd out if corrections that
were made in a parallel mode were successful.
Processing the Check History

Use
If you have checked the consistency of documents using background processing, you analyze the results of the check for
documents with errors in the check history.
Activities
8/2/2019
1. On the SAP Easy Access screen, choose Periodic Processing Enhanced Consistency Checks Edit Check History .
The system displays the inconsistent documents in the form of a worklist.
3. To analyze an error more closely, select an incorrect document in the worklist and choose the pushbutton.
Below the worklist, the system displays the error details and how the document should look on tab pages. These
speci cations enable you to determine the necessary correction.
Deleting the Worklist

Use
If the residence time of the worklist for the extended consistency check is exceeded (trigger table DFKK_SG_TRIG), you can delete
the worklist and thereby reduce the burden on your database.
Prerequisites
When you activated the extended consistency check, you entered a residence time for the worklist (the trigger table).
Note
If you do not de ne a residence time, then the system automatically deletes the worklist after the document check is completed
successfully (in the background or in dialog mode). In that case, you cannot check a document again once it has been checked
successfully.
Activities
1. On the SAP Easy Access screen, choose Periodic Processing Enhanced Consistency Checks Delete Worklist Check Run .
2. Limit the worklist to be deleted by using the reconciliation key, document number, or date of creation.
If you set the indicator Delete worklist, even if no check run was executed yet, then you can intentionally delete a worklist
even when its residence time is not yet exceeded.
You can also perform a test run. The program then runs through all checks, but does not change the database.

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8/2/2019

SAP S/4HANA | 1809.002

For more information, please visit the SAP Help Portal.

SAP Business Partner

Postings and documents

Open item management

Account balance display

Document Management Service

Conditional processing locks

SAP Business Partner

Business Partner Concept

BP Role Contract Partner

A company must have the following information on a contract partner:

Control/Payment Transactions: Bank details and general data (creditworthiness)

Relationships: Relationships to other business partners (see Relationship Categories)

Driving license number

Social insurance number (USA)

Employee classi cation

Account category (as default value for contract account)

Tax numbers for business partners

Checking dependencies of master data changes

Check digit for contract partners

The contract partner is created with internal number assignment.

Shadow table for business partners

See SAP Note 871094 .

Change of Payment Data

The system does not support editing of customer contacts.

Create new bank details/payment cards

Change existing bank details/payment card data

Create customer contacts

Print con rmation letters

Deleting locks from contract accounts, items, and industry objects

Resetting returns activities

Processing can take place in one of three modes:

Mode Function Access by Pushbutton

Create Create new bank details/payment card

Change Change existing bank details/payment card

Delete Delete existing bank details/payment card

Making System Settings

Creation of Con rmation

2. Create a copy of the standard form FI_CA_BANK_MAINTAIN_SAMPLE or FI_CA_CCARD_MAINTAIN_SAMPLE and adjust it

Read the documentation for the IMG activities.

Changing Payment Data

3. Con rm your entries.

4. Choose a reason for the change.

5. Make your changes to the data and save your entries.

Bank Details/Card Data Group Box

Contract Accounts Group Box

The following contract accounts are displayed:

The system automatically selects certain contract accounts in the list:

Automatic Selection of Contract Accounts in the List

Mode Automatic Selection

Create If the business partner has no bank details/payment card, the

You can also select speci c contract accounts manually.

Note for the industry component Insurance

Correspondence/Contact Group Box

You can also enter further data for the contact.

Special Features of Changes with Eﬀect in

The object being processed (bank details or payment card)

The master data aﬀected (business partner or contract account)

The program mode (create, change, delete)

Creation in the future

Change in the future