Accounts Receivable Information System in fi

Purpose

In this process, we show you some of the analysis options in the Accounts Receivable Information System.

Firstly, you carry out two due date analyses: These are global analyses of open items for each country the customer belongs to, and for each company code (for the whole group).

You then analyze the IDES customers. You expand the report to the individual items. You then send an internal message to an accounting clerk, so that, for example, he can provide an explanation for the items that are still open.

You can also carry out additional analyses using this method: In each case, you can expand the reports to the line item display, look at sorted open items, send messages, or call up graphics.

The next step is to analyze the payment history of customers in the IDES group using a DSO (Day Sales Outstanding) analysis. This report evaluates the number of days a customer takes to pay invoices.

The evaluations are updated every week using a batch job. The documents that you enter (invoices, payments) are therefore taken into account in the reports.

Process Flow

You can find the data for this process under .

1. 
   
Due Date Analysis by Country
2. 
   
Due Date Analyses for Company Codes
3. 
   
Customer Analysis
4. 
   
Sending Internal Messages
5. 
   
DSO Analysis (Day Sales Outstanding)
6. 
   
Saving Menu Paths

Scheduling the Next Dunning Run in fi

You have executed an entire dunning run in this process. What happens if the customer does not settle the invoice, despite having received dunning notices?

You generally execute the dunning run on a regular basis (every two weeks in this example). All customers selected with the dunning parameters are analyzed by the system according to the following criteria:

1. Has the date of the next run been reached?

A customer can only be dunned within predefined intervals. The interval is dependent on the dunning procedure that is entered in the customer master data. For example, dunning procedure 0001 defines that the dunning run can be executed every two weeks. A dunning notice can only be sent to the customer when two weeks have elapsed since the last dunning notice was sent. Dunning runs which are executed in the meantime do not include the overdue items of this customer.

2. When it is time for the customer to be dunned again, the system analyzes all open items.

Every item that was dunned in the previous run is then assigned to the next dunning level. The same occurs in the master data.

Displaying the Customer Master Data in fi

Use

Once the dunning run has been executed, the dunning data is saved in the master data.

Procedure

1. Call up the transaction as follows:

Menu Path	Accounting ® Financial Accounting ® Accounts Receivable ® Master Records ® Display
Transaction Code	FD03

2. Enter the following data:

Field	Europe	North America
Customer	Your customer	Your customer
Company code	1000	3000

3. Choose .
4. Choose the Correspondence tab page.

You can see the dunning data in the Last dunned and Dunning level fields.

5. Choose .
6. Choose .

Displaying the Customer Line Items in fi

Use

You now call up one of the overdue items to see how the dunning data have been entered.

Procedure

1. Call up the transaction as follows:

Menu Path	Accounting ® Financial Accounting ® Accounts Receivable ® Account ® Display/Change Line Items
Transaction Code	FBL5N

2. Enter the following data:

Field	Europe	North America
Customer	Your customer	Your customer
Company code	1000	3000
Open items	Select	Select
Layout	1SAP-D	1SAP-D

3. Choose .

The system displays the list of the customer’s open items. This particular display contains information about the due date, the number of days in arrears, the dunning date, and the dunning level.

4. Select one of the dunned items by double-clicking on it.

On the Display Document: Line Item 001 screen, you see the last dunning date is shown in the Last dunned field. The dunning level is displayed in the field to the right of this.

5. Choose until the overview tree appears.

Printing the Dunning Notice in fi

Use

You now print out the dunning notices. Consequently, the system updates the overdue items and the master data with the dunning information.

Once you have printed the dunning notices, you can no longer delete the dunning information, nor restart the dunning run with changed parameters.

Procedure

1. On the Dunning screen, choose Dunning printout.
2. In the dialog box, enter the following data:

Field	Europe
Start immediately	Select
Output Device	Your printer

3. Choose Print.

The status now reads Dunning printout has been scheduled and Printing of dunning notice is running.

4. Choose , until you see the status Dunning printout is complete.

The system prints the dunning notices.

You can check whether the dunning printout was completed successfully via Extras ® Dunning notice printout log.

5. Choose until the overview tree appears.

The dunning level is increased by one for each customer who has been dunned. The dunning information is stored in each of the dunned invoices. If no payments are received within the next 14 days, you restart the dunning run. You can keep the same name for the dunning run. Enter a new date and copy the parameters from the dunning run you have just executed.

Sample Printout in fi

Use

You will now display a model dunning notice on your screen. You print the dunning notices in the next process step.

Procedure

1. On the Dunning screen, choose Sample printout.
2. In the dialog box, enter the following data:

Field	Data
Start immediately	Select
Output Device	Your printer

3. Choose .
4. Choose .



You use the sample printout to check that the dunning template is okay.

If you want to make changes to the layout, on the dunning screen, choose Environment ® Change configuration.

After you have changed the configuration, choose Samp. printout and confirm that you want to display the print output on the screen. Choose Print.

5. Choose until the Dunning screen appears.

At this stage, neither open items nor master data have been updated with the dunning data. It is still possible to delete the dunning proposal, change the parameters, and generate the proposal again.

Scheduling the Dunning Run in fi

Use

You now execute the dunning run. The system analyzes all the open items for the customers you selected using the relevant parameters. It then determines whether dunning should be carried out for the items and, if appropriate, which dunning level should be used This process step is optional. The system has not yet printed any dunning notices, nor has it updated the open items or master data.

Procedure

1. Choose Schedule.
2. In the dialog box, enter the following data:

Field	Data
Start date	Today’s date
Start immediately	Select



You do not schedule the printing of dunning notices at this stage, because you then have the option of editing the log. If you do schedule the printing of dunning notices here, all the dunning run data will be deleted after the notice has been printed.

3. Choose Schedule.

The status is Dunning selection scheduled and Dunning selection running.

4. Choose Log.

You can now check to see which customers have been dunned and analyze the reasons why certain customers were excluded from the dunning run.

The log also provides information about any errors, should they occur.

5. Choose .

You now check which invoices have been dunned.

6. Choose Dunning list.
7. In the Dunning List Variant dialog box, choose .

The log lists all overdue customer items for which dunning notices have been generated. You can see when the individual invoices were posted, and when they were due.

The system also determines the number of days in arrears. You can also use the list to determine which dunning level a customer has reached, and which dunning procedure has been maintained in the master record.



If the results of the dunning run are not as you expected, you need to delete the dunning run and then maintain the corresponding parameters again.

8. Choose .

In the short term, you can remove an item from the dunning run. This can be useful if you have only just been informed that a customer has finally settled the bill.

9. Choose Change.
10. Choose .

The system selects all customers with overdue items. Due to the current parameters, you only see the open items for one customer.



You could further restrict the selection fields to specific customers, vendors, company codes, and so on.

Suppose you have just heard from your bank that you will receive payment for the invoice on the next working day. You therefore wish to remove this invoice from the dunning run.

11. Position your cursor on one of the documents.
12. Choose Change dunning notice.

In the dialog box, you can either block an entire dunning level in the Dunning Header area, or block an individual document in the Dunning line items area.

13. In the Dunning line items area, use the F4 input help in the Dunning block column to choose block indicator A for your document.
14. Choose Copy.
15. Choose .
16. Choose .
17. In the Save dunning notices? dialog box, choose Yes.
18. Choose until the Dunning screen appears.

Maintaining the Parameters in fi

Use

You use the parameters to control which overdue items the system selects for dunning. In this process, you evaluate one customer’s open items, sorted by due date. In practice, however, you would define the parameters for multiple customers.

Procedure

1. Call up the transaction as follows:

Menu Path	Accounting ® Financial Accounting ® Accounts Receivable ® Periodic Processing ® Dunning
Transaction Code	F150

2. Enter the following data:

Field	Europe	North America
Run on	Today’s date	Today’s date
Identification	Any alphanumeric entry	Any alphanumeric entry

The run date is used as the basis for clearing the interest on arrears. The identification is a six-figure alphanumeric definition of your choice.

3. Choose .

The status reads No parameters maintained.

4. Select the Parameter tab page.
5. Enter the following data:

Field	Europe	North America
Dunning date	Today’s date	Today’s date
Docmnts posted up to	Today’s date	Today’s date
Company code	1000	3000
Customer account	Your customer	Your customer



The next time you run this process, choose Edit ® Copy and copy the parameters from one of your previous dunning runs.

6. Choose the tab page Additional Log.
7. Enter the following data:

Field	Data
Customer	Your customer

8. Choose .
9. Choose .

The system informs you that the dunning run has been saved.

10. Choose the tab page Status.

The status now reads Parameters were maintained.

11. Remain on this screen.

Posting Overdue Items in fi

Use

You now post the overdue items for your customer. This customer will then be selected in the next dunning run.

You post the invoice directly in Financial Accounting, there is no integration with the Sales and Distribution application. This makes it easier to post backdated invoices.

Procedure

1. Call up the transaction as follows:

Menu Path	Accounting ® Financial Accounting ® Accounts Receivable ® Document Entry ® Invoice
Transaction	FB70



Make sure that the correct company code is specified.

If the system displays the Enter company code dialog box, enter the following data:

Field	Europe	North America
Company code	1000	3000

Otherwise, choose Environment ® Set company code. In the dialog box, enter 1000 (Europe) or 3000 (North America).

Choose .

2. If the worklists are not displayed, choose Tree on.
3. On the Basic Data tab page, enter the following data:

Field	Europe	North America
Customer	Your customer	Your customer
Invoice date	Today’s date -2 months	Today’s date -2 months
Posting date	Today’s date -2 months	Today’s date -2 months
Amount	12,000.00 (gross amount, including sales tax)	12,000.00 (gross amount, including sales tax)
Currency/rate (defaulted)	EUR	USD
Calculate tax	Select	Select
Tax code (defaulted)	AN	S1



If any warning messages appear, choose .

4. Choose Screen variants for items ® With business area.
5. Enter the following data:

Field	Europe	North America
G/L account	800200	800200
D/C (defaulted)	Credit	Credit
Document currency amount	12,000.00	12,000.00
Business area	1000	1000



To simplify this process, we have not defined a cost element for account 800200, which means that you do not need to assign a CO object, for example, an order number. You do not therefore need an additional account assignment. The system does not, therefore, transfer the data to Profit Center Accounting.

6. Choose .

The system displays the address of the customer. In addition, you can display the open items for this customer by choosing OIs.

7. Choose Simulate.

The system displays the document overview screen. You see the document with the account that has been posted to.

8. Choose .



You should post at least 2 invoices. The invoices must be at least 6 days overdue in order to be dunned.

9. Choose .
10. In the Exit Editing dialog box, choose Yes.