Accounts Receivable - Run Customer Open Item Analysis by Balance of Overdue Items Report

Work Instruction Run Customer Open Item Analysis by Balance
Functional Area: Accounts Receivable

of Overdue Items Report
Purpose Accounts Receivable for Grants - Customer Billing Through Payment
Use this procedure to monitor dunning or respond to a customer inquiry.
Trigger
Perform this procedure when you need to view a customer or range of customer’s open items that are
past due and ensure that the proper dunning level is being used for these items.
Prerequisites
None
Menu Path
Use the following menu path to begin this transaction:
 Select Accounting Financial Accounting Accounts Receivable Information

system Reports for Accounts Receivable Accounting Customers: Items
Customer Open Item Analysis by Balance of Overdue Items to go to the Customer Open
Items Analysis by Balance of Overdue Item screen.
Transaction Code
S_ALR_87012178
Helpful Hints
 The R/O/C column in the field description tables below defines whether the field is required
(R), optional (O), or conditional (C).
 On certain screens you may have to scroll to view some data entry fields.
 If the reporting parameters entered on this report are used on a repeated basis, these
parameters can be saved as a report variant. To create a report variant enter all the desired
data selection & output display criteria. Click on the Customer Open Item Analysis by
Balance of Overdue Items screen.
 Click on the Customer Open Item Analysis by Balance of Overdue Items screen to
access the reporting variant.
Procedure
1. Start the transaction using the menu path or transaction code.
Customer Open Item Analysis by Balance of Overdue Items
2. As required, complete/review the following fields:
15_AR_S_ALR_87012178_Run Op Item Anal Bal Ov due Rpt_R2_

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Field R/O/C Description

Customer account Required Account assigned to each customer; Invoices to
the customer and payments from the customer
are recorded in this account; Each accounts
receivable account is a sub-ledger account that
rolls up to a general ledger reconciliation account
Example:
1000025
You can enter a single customer or range

of customers.
Company code Optional Organizational unit within Financial Accounting

Example:
UC
Search help ID Conditional The hot key permits the user to select data values
based on match code search functions defined in
the system; Match code search function is used
to select data values based on selection
restrictions identified by the user
Example:
A
Search string Conditional Field used to restrict the selection of data based
on free form text entered by the user; Search
strings are used in conjunction with Search Help
ID (match codes)
Example:
Lady of Mercy
Fiscal year Optional State of Ohio mandated fiscal year (accounting

period) running from July 1st of one year to June
30th of the following year
Example:
2005
You can enter a specific fiscal year or a

range of fiscal years.

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Open items at key date Required Data selection criteria used to limit the open item
search by a certain period; The system selects all
items posted up to and including the specified key
date and open for this period; The current date is
the default setting
Example:
01/19/2005
Overdue items balance Optional Balance of the overdue debit postings and credit
postings of a customer in local currency
Example:
1,000
This field allows the user to restrict the

selection to those customers whose overdue item
balance is greater than the value entered here. A
single value or range of values can be entered.
Although the report does not require a

specific overdue balance amount(s), it is
important to enter an amount in order to have
favorable run time conditions.
3. Perform one of the following:

If You Want To Then
Include only overdue items (not items not Select to the left of Total of overdue
currently due) receivables.

Due dates Optional Days an open item is overdue; The due dates are
calculated by subtracting the due date for net
payment from the key date
Example:
01/15/05
You can enter a single date or a range of

dates.

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Fiscal period Optional The fiscal month for which this report is relevant
Example:
7
Balance Optional Balance of debits and credits for the specified

period
Example:
1000
This field allows the user to restrict the

selection to those customers whose open item
balance is greater than the value entered here. A
customer balance includes debits and credits.
You can enter a single balance amount or a
range of balance amounts.
Absolute total Optional You can use this field to select only those
commitments customers whose total liabilities do not exceed
the value entered here
Example:
1000
A single value or range of values can be

entered. The value must be a whole number (no
decimals).
Master Record Recon. Optional The reconciliation account in G/L accounting is

Account the account which is updated parallel to the
subledger account for normal postings (for
example, invoice or payment)
Example:
130001
All customers were defined with one

standard recon account.

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Line item reconciliation Optional The reconciliation accounts under consideration
acc here are those which were entered in the
customer master records on the day the posting
was made or those which were determined via
the system configuration for the special G/L
transactions
Example:
225010
This specification is used to select based

on specific down payment recon account (225010
GL account is used for General Down Payments
and 225011 is used for Grants related Down
Payments.)
Authorized Deductions Optional The field contains the total of the authorized cash
discounts for all cleared items in the fiscal year
displayed; Therefore it is irrelevant as to whether
the cash discount has been taken advantage of
or not
Example:
100

entered.
Unauthorized Optional This field contains the total amount of unearned

deductions cash discount claimed by customers for all the
cleared items in the fiscal year displayed
Example:
100
This field is used to limit data selection

based on the total of the unauthorized cash
discounts for all cleared items in the fiscal year.

entered.

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Accumulated yearly Optional Total of the cleared, sales-relevant postings in the
payments fiscal year
Example:
100
Total of the cleared, sales-relevant

postings in the fiscal year. Sales relevant
postings are those invoices that were posted via
Resource Related Billing.

entered.
Posting Date Optional The date on which a transaction in SAP will be

posted to the appropriate accounts; SAP will
default this field to be the current date, but
changes are allowed; For items to be posted in a
future or past period, you must enter the posting
date

entered.
Example:
1/15/02
Document Date Optional Specifies the issue or creation date of the

document

entered.
Example:
1/15/02

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Net due date Optional The due date for net payment is calculated from
the baseline date for payment and the maximum
permissible target dates in the terms of payment;
It is not stored in the document line item but is
always recalculated during ABAP evaluations via
logical data bases (on the basis of the current
terms of payment) and displayed in this field

entered.
Example:
1/15/02

If You Want To Then
Select to the left of Standard documents.

Include standard documents (open invoices and
credit memos)
This will automatically default.
Include noted items such as customer down
payment requests Select to the left of Noted items.

OI sorted list sorting Required The parameter controls sorting within the open
(1,2) item list
Example:
1
Option 1 sorts all open items by the

following:
Option 2 sorts only open items posted in

foreign currency by:

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Summarization level (0- Required Parameter used to limit the list output.
6)
Example:
0
Option 0 - Prints the following information

on the results screen:
Option 1- Prints the following information

on the results screen (there will be a new page
per customer account)
Option 2- Prints the following information

on the results screen (there will not be new page
per customer account)
Option 3 - Prints the following information

on the results screen:
OI list summarization (0- Required Parameter used to control the output of the open
2) item list.
Example:
0 - Per business area, an open item list is printed
The parameter is used to control the

output of the open item list.

If You Then
Select to the left of Corporate group version.
Want to display by customer account number It is recommended to activate this option.
(across company codes)
If you want the report to be displayed by

company code (across accounts), leave
unchecked.
Do not want the report to be displayed by Deselect to the left of Corporate group
company code (across accounts) version.

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Company code data Optional Parameter used to control whether, in addition to
the master data and sorted list per account, the
corresponding data per company code and
account can also be output
Example:
0 - Output company code master data and sorted
list
This parameter controls the report display

output. Using this parameter, you can control
whether, in addition to the master data and sorted
list per account, the corresponding data per
company code and account can also be
displayed.

If You Then
Want to view branch activity Select to the left of Only master acts w/ open
items.
Do not want to view branch activity Deselect to the left of Only master acts w/
open items.

Due date sorted list Required Upper limit in days of a due date interval in the
due date list
Example:
20/40/60/80
Controls how the open items are grouped

in the report (according to user defined aging
categories).

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Rounding factor/decimal Required Parameter used to control how the data in the
places amount fields are displayed on the report
Example:
0/0
Controls how the open invoice amounts

are displayed in the report. The default 0/0 means
that the amounts are displayed without places
behind the decimal point

If You Want To Then
View invoice related items (credits, short Select to the left of Assign Items.
payments) to be sorted according to the criteria
defined for the associated document
This will default.
View the report to list the debit (invoice) and
credit (credit memos) amounts separately on Select to the left of Separate display.
the output display

Special G/L Iiabilities Optional Parameter used to indicator which special G/L
indicators should be considered on the output of
the report
Example:
A
An example of a special G/L indicator is

‘A’ used to indicate a customer down payments:
The special GL indicator ‘X’ is used to support
Grant related customer down payments.

If You Then
Want to view the report list display to sort the
open line items invoice amount (in descending Select to the left of Sort by bal.of overdue
order) items.

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Do not want to view the report list display to sort

the open line items invoice amount (in Deselect to the left of Sort by bal.of overdue
descending order) items.

Additional heading Optional User defined custom header that will be
presented on the report
Example:
English Dept Report (including Down Payments)

If You Want To Then Go To
Expand the data selection (reporting
parameters) to include fields on the
Click . Step 16
customer master or open item
(document)
Run the report Click . Step 23
16. Click to the left of the folder you want to expand.

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Customer Open Item Analysis by Balance of Overdue Items (2)
17. Double-click on the field(s) you want to add.

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Industry Required Key that specifies the type of industry to which
the material is assigned
Example:
Created on Required Date the document was created

Example:

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Cancel or hide the dynamic
Click . Step 15
selections
Save the dynamic selection Click . Step 20
Run the report Click . Step 23
Variant Attributes

Variant name Required User defined name assigned to a reporting
variant; Reporting variants are used to modify a
report's display layout
Example:

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Meaning Required Description of the meaning
Example:
21.
Click .
22. Return to Step 19.
The system displays the message, “Variant XXXX saved.”

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Print the report Click . Step 24
Exit this transaction -- Step 28

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Print Screen List

Output Device Required Description of the Output Device.
Example:
locl
25.
Click .
Information
26.
Click .

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Print Screen List
27.
Click .
28.
Click until you return to the SAP Easy Access screen.
29. You have completed this transaction.

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Result
You have run an open item analysis report by balance of overdue items.
Comments
None

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Work Instruction Run Customer Open Item Analysis by Balance

Functional Area: Accounts Receivable

Purpose Accounts Receivable for Grants - Customer Billing Through Payment

Use this procedure to monitor dunning or respond to a customer inquiry.

Use the following menu path to begin this transaction:

 Select Accounting Financial Accounting Accounts Receivable Information

1. Start the transaction using the menu path or transaction code.

Customer Open Item Analysis by Balance of Overdue Items

2. As required, complete/review the following fields:

15_AR_S_ALR_87012178_Run Op Item Anal Bal Ov due Rpt_R2_

Field R/O/C Description

You can enter a single customer or range

Company code Optional Organizational unit within Financial Accounting

Fiscal year Optional State of Ohio mandated fiscal year (accounting

You can enter a specific fiscal year or a

15_AR_S_ALR_87012178_Run Op Item Anal Bal Ov due Rpt_R2_

Field R/O/C Description

This field allows the user to restrict the

Although the report does not require a

3. Perform one of the following:

4. As required, complete/review the following fields:

Field R/O/C Description

You can enter a single date or a range of

15_AR_S_ALR_87012178_Run Op Item Anal Bal Ov due Rpt_R2_

Field R/O/C Description

Balance Optional Balance of debits and credits for the specified

This field allows the user to restrict the

A single value or range of values can be

Master Record Recon. Optional The reconciliation account in G/L accounting is

All customers were defined with one

15_AR_S_ALR_87012178_Run Op Item Anal Bal Ov due Rpt_R2_

Field R/O/C Description

This specification is used to select based

A single value or range of values can be

Unauthorized Optional This field contains the total amount of unearned

This field is used to limit data selection

A single value or range of values can be

15_AR_S_ALR_87012178_Run Op Item Anal Bal Ov due Rpt_R2_

Field R/O/C Description

Total of the cleared, sales-relevant

A single value or range of values can be

Posting Date Optional The date on which a transaction in SAP will be

A single value or range of values can be

Document Date Optional Specifies the issue or creation date of the

A single value or range of values can be

15_AR_S_ALR_87012178_Run Op Item Anal Bal Ov due Rpt_R2_

Field R/O/C Description

A single value or range of values can be

5. Perform one of the following:

Select to the left of Standard documents.

6. As required, complete/review the following fields:

Field R/O/C Description

Option 1 sorts all open items by the

Option 2 sorts only open items posted in

15_AR_S_ALR_87012178_Run Op Item Anal Bal Ov due Rpt_R2_

Field R/O/C Description

Option 0 - Prints the following information

Option 1- Prints the following information

Option 2- Prints the following information

Option 3 - Prints the following information

The parameter is used to control the

7. Perform one of the following:

Select to the left of Corporate group version.

If you want the report to be displayed by