02 - Basic Functions

Basic Functions
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Table of content
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© 2014 SAP SE or an SAP affiliate company. All rights reserved.
Table of content
1 Basic Functions
1.1 SAP Business Partner
1.2 Contract Account
1.3 Insurance Object and Insurance Object-Partner Relationship
1.4 Additional Account Assignments for Insurance
1.4.1 Additional Account Assignments for German Statutory Reporting
1.5 Postings and Documents
1.6 Tax Postings
1.7 Open Item Management
1.7.1 Cleared Items
1.7.2 Clearing Documents
1.7.3 Manual Account Maintenance
1.7.3.1 Creating Automatic Clearing Proposals
1.7.3.2 Automatic Postings During Clearing
1.7.3.3 Selecting Open Items
1.7.3.4 Selecting Open Items for Posting with Clearing
1.7.3.5 Setting Withholding Tax to Active or Inactive
1.7.3.6 Parameters for Clearing Documents
1.7.3.7 Processing Open Items
1.7.3.7.1 Searching for Open Items
1.7.3.7.2 Assigning Clearing Amounts and Cash Discounts
1.7.3.7.3 Deactivating the Summarized Item Display
1.7.3.7.4 Resetting Statistical Open Items
1.7.3.7.5 Bundling Open Items during Clearing
1.7.3.7.6 Processing Open Items with Commands
1.7.3.7.7 Document Change in Account Maintenance
1.7.3.7.7.1 Changing Documents in Account Maintenance
1.7.3.7.7.2 Changing Multiple Documents in Account Maintenance
1.7.3.7.7.3 Splitting Items
1.7.3.7.7.4 Resetting Changes or Splits
1.7.3.7.8 Settings for Open Item Processing Screen
1.7.3.8 Posting Clearings
1.7.4 Automatic Account Maintenance
1.7.5 Resetting Clearing
1.7.5.1 Resetting Clearing
1.7.6 Clearing Control
1.7.6.1 Business Processes
1.7.6.2 Activities in the Implementation Guide
1.7.6.3 Preliminary Considerations
1.7.6.4 Amount Check Groups, Grouping and Sort Characteristics
1.7.6.5 Clearing Step
1.7.6.5.1 Grouping
1.7.6.5.2 Alternative Grouping
1.7.6.5.3 Alternative Grouping: Assignment Rules
1.7.6.5.4 Sort String
1.7.6.5.5 Alternative Sorting
1.7.6.5.6 Amount Rules
1.7.6.5.7 Amount Rules with Amount Check Group
1.7.6.5.8 Clearing Rules
1.7.6.6 Further Examples
1.7.7 Clearing on an Open Account Basis
1.7.8 Clearing the Oldest Debt
1.8 Account Balance Display
1.8.1 Account Balance
1.8.2 Selecting Items
1.8.3 Navigation in the Account Balance
1.8.4 Line Layout
1.8.5 Balances Variants
1.8.6 Sorting Items in the Account Balance Display
1.8.7 Additional Fields in the Account Balance Display
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1.8.8 Searching for Items in the Account Balance Display
1.8.9 Totaling Items in the Account Balance Display
1.8.10 Traffic Lights in the Account Balance
1.8.11 Calling Up Account Balances
1.8.12 Working with the Account Balance
1.8.13 Integration of Functions in Account Balance
1.8.14 Account Balance Display by Snapshot
1.8.15 Creating Payment Forms from the Account Balance
1.8.16 Creating Account Information
1.8.17 Compact Account Balance
1.9 Print Workbench
1.10 Creating and Issuing Correspondence
1.11 Document Management Service
1.11.1 Adding Documents to the DMS
1.11.2 Determining the Business Partner for Documents
1.11.3 Administration of Documents
1.11.4 Linking Documents with Application Objects
1.11.5 Deleting Document Images
1.12 Conditional Processing Locks
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1 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
1.1 SAP Business Partner
Definition
Organization (firm, 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-specific extensions,
again in each case for this business partner. This prevents data being created and stored redundantly.
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 .
1.2 Contract Account
Purpose
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This component enables you to create and manage contract account master data.
Implementation Considerations
Every posting in Collections/Disbursements is assigned to a business partner and a contract account, or an insurance relationship from which a contract account
is determined. In the master record for the contract account or the insurance object, you define parameters that control posting and processing for the documents in
the Collections/Disbursements system. These include, for example, settings for payments and dunning.
Integration
Master data can be changed automatically by certain business transactions. In this way, for example, a return can result in a processing lock being set.
Features
A contract account is always assigned to one business partner as the account holder. An insurance relationship is always assigned to just one contract account
and multiple insurance relationships can be assigned to a contract account.
You can transfer data manually or automatically.
The system logs changes to master data. See Logging Changes
1.3 Insurance Object and Insurance Object-Partner Relationship
Definition
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 significance 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
In the master data for the insurance object, define 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-specific parameters.
The insurance object is identified 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 defined.
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.
1.4 Additional Account Assignments for Insurance
Definition
The additional account assignments for insurance(AAAI) contain freely definable account assignment fields that you can use to transfer insurance-specific
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information to the G/L and any predefined special ledgers, in addition to the standard SAP account assignments.
In the standard delivery, the VLXX_MWTOT structure contains proposals for fields that are based on statutory reporting for the German Insurance Supervisory
Authority. These fields are automatically available when posting a document, if you do not make any changes to the delivered AAAI.
Use
The additional account assignments are required in many countries to generate legally required reports in the area of statutory reporting for insurance.
The defined AAAI fields are available for the document and can be entered directly when posting a document in the Collections/Disbursements subledger, and
when posting to the FI G/L.
To enter the additional account assignments in Collections/Disbursements, select the FS-CD Fields tab page when posting in the display for line items.
If you enter a document directly in the Financial Accounting component, choose the ( ) More button with Quick Info All Account Assignments in the
display for line items, and then choose the Ins. Acct Ass. button in the Account Assignment Block screen.
Integration
Storing Account Assignment Information

In the Implementation Guide, you can define how the information from the AAAI fields is to be stored.
Enhanced AAAI Storage
If you use the enhanced AAAI storage, the system stores the data from the AAAI fields in a specific table and you can use as many characters (and fields)
as you want. The KONTL field only stores a GUID, which refers to this table.
You activate the type of storage in the Implementation Guide for Collections/Disbursements, under Basic Functions Activation of Basic Functions . You
can find more information about prerequisites and activities there.
You can use event V900 to control decoding and encoding of data.
Storage in KONTL field
If you do not activate the enhanced AAAI storage, the system stores the data in the KONTL field. In this field, you can store up to 50 characters.
Settings for Fields and Display

The additional account assignments for insurance freely definable. You can replace the delivered AAAI with your own structure, and define the distribution of the
individual account assignments to business partner and G/L. All fields that you have defined are then available when posting.
You can find the necessary settings in the Implementation Guide for Collections/Disbursements, under Basic Functions Additional Account Assignments for
Insurance Customer-Specific Additional Account Assignments for Insurance .
Caution
You need to make a one-time definition of the account assignment fields and the type of storage, before posting documents for the first time. Subsequent
changes can lead to inconsistencies in the account assignment information, and it may be that the system cannot process the data correctly.
Transfer to Special Ledger

You can copy the additional account assignments for insurance to a customer-specific defined special ledger, and evaluate them there. Transfer to the special
ledger takes place when transferring documents from the Collections/Disbursements subledger to the G/L. This ledger can also be used as a "copy template” for
external information systems. You can use these evaluations as the basis for reports to the national supervisory authorities.
Usage for Account Determination

You can use the additional account assignments for insurance for account determination, for expense/revenue accounts in the G/L. It is then no longer necessary
to encrypt the information required for statutory reporting in the G/L accounts. You can find the settings in the Implementation Guide, under Basic Functions
Postings and Documents Document Define Account Assignments for Automatic Postings Automatic G/L Account Determination Define Accounts for
Revenue/Expenses .
Example
Additional Account Assignments for Insurance for Statutory Reporting for the German Insurance Supervisory Authority
1.4.1 Additional Account Assignments for German Statutory

Reporting
This document is only relevant for Germany and is not currently available in English.
1.5 Postings and Documents
Purpose
This component enables you to post and process documents. These documents are either automatically imported from an operational or non-SAP system, or you
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can enter and post them manually. You use this component to enter your basic settings for entering, posting, and processing documents both manually and
automatically.
Features
Postings are always stored as documents in the system (document principle); documents serve as proof of a business transaction (see Documents ). Each
document is assigned a unique number (document number). You can have the system number documents automatically, or you can number them yourself. The
document type controls how numbers are assigned (see Document Type ).
An official document number can be assigned to a document as well as the document number. This is required for reports to the tax authorities in some countries,
such as Argentina and Brazil. For more information about the assignment of official document numbers, see SAP Note 211778:
When you enter documents, you can also clear open items that have already been posted.
You can display documents and (provided certain prerequisites are met) change, reverse, and archive them. When you are entering and processing documents,
you can hide fields that you do not require, or define your own screens that list the document fields you do require. Individual industry solution components can
display fields in shortened form or as display fields.
In addition to line items that update transaction figures in the general ledger (such as those relating to invoices, payments, or credit memos), you can also post
statistical line items. These line items are noted on the contract accounts but do not need to be posted to the general ledger. They are processed both by the
dunning program and the payment program. They are used, for example, to post budget billing requests or charge receivables. Statistical line items are not taken
into account when checking the balance.
Documents can be posted across more than one company code. The balance of all the line items in a company code is always zero (see Cross-Company Code
Documents ).
The system creates automatic postings for all business transactions. This includes taxes, discounts, and exchange rate differences. In so doing, it 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
define further account assignments depending on the business transaction. You do this in Customizing. This simplifies the task of entering and processing
documents.
Industry-Specific ComponentUtilities (IS-U)

The system determines all accounts receivable, and accounts payable, and all revenue and expense accounts automatically using the account assignments
entered in the line item. When you post a document, the system automatically determines the tax code according to the account to which the document is posted.
You can post budget billings either as budget billing requests (statistical documents) or as partial invoices. For more information, see the Invoicing, Invoice
Processing, and Budget Billing Plan sections of the Utilities Industry component . You can settle documents on behalf of third parties using cross-company
code invoice documents. For more information, see the Invoicing section of the Utilities Industry component.
Industry ComponentTelecommunications(IS-T)
The system determines all accounts receivable, and accounts payable, and all revenue and expense accounts automatically using the account assignments
entered in the line item. When you post a document, the system automatically determines the tax code according to the account to which the document is posted.
You can settle documents on behalf of third parties through the use of cross-company code billing documents. For more information, see the Invoicing section of
the Telecommunications component.
Industry-Specific ComponentInsurance(FS-CD)
In this component, all accounts receivable and payable, and all revenue and expense accounts are determined automatically by the system using the criteria
entered in the line item. You have to enter revenue and expense accounts if they are not to be determined automatically. In addition to G/L accounts, the dunning
procedure and item category are also determined automatically.
Tax calculation takes place in the operational system and is transferred to Contract Accounts Receivable and Payable when making the debit entry. You have to
enter the tax manually when you are posting manually.
Industry ComponentPublic Sector Contract Accounts Receivable and Payable(PSCD)

The system determines all accounts receivable, and accounts payable, and all revenue and expense accounts automatically in accordance with the account
assignments entered in the line item, such as main and subtransactions.
1.6 Tax Postings
Features
The following sections contain information:
About posting taxes in Contract Accounts Receivable and Payable
About creating tax returns for the tax authorities
1.7 Open Item Management
Purpose
Open items arise from every posting transaction in a contract account and reflect unfinished business transactions. For example, an invoice item that has not yet
been paid is recorded as an open item in the contract account until it is paid and cleared. Open item management enables you to check which receivables and
payables are outstanding. In Contract Accounts Receivable and Payable , your accounts must be managed on an open item basis in order to be able to use
most procedures (such as dunning or payment).
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Features
You can:
Display open items in the document display (see Postings and Documents ) and account balance display (see Account Balance Display )
Change open items using the document change function (see Postings and Documents )
Clear open items to document that a business transaction has been completed, for example, an incoming payment for an invoice
You can clear open items belonging to a contract account either partially or in full. For partial clearing, the system stores the open residual amount for the item and
the cleared amount.
In the open item, you can enter a due date for net payment, due date for cash discount, and/or deferral date. If you enter a deferral date, the open item is not
processed again by the dunning or payment program until this date has elapsed.
Clearing restrictions or clearing indicators mean that line items can only be cleared by specific business transactions or settled, meaning they are neither paid out
nor collected.
Open items can be cleared in a currency other than the currency in which the open item was entered. If you clear the item in an alternative currency, the system
performs the necessary translations between the two currencies automatically. The translation involves two steps:
1. Translation of document currency to local currency
2. 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 other exchange rates or amounts with the
customer, differences arise during the translation. To avoid these differences, you can change the translated amounts in Account Maintenance (SAP menu:
Account Maintain ) on the screen Account Maintenance: Process Open Items (see Assigning Clearing Amounts and Cash Discount ).In addition to
determining exchange rate differences during clearing in foreign currency, the system carries out other automatic postings dependent on the business transaction.
For example, it automatically calculates small differences that are within predefined tolerance limits, cash discounts, and taxes, and posts them to the G/L
accounts defined in Customizing. In automatic clearing (for example, posting payment lots), the payment amount is assigned to the open items according to
industry-specific or customer-specific rules automatically via clearing control.
Functions with which you can clear open items

Account maintenance (see Automatic Account Maintenance and Manual Account Maintenance )
Allows you to clear or partially clear posted open items, such as invoices and payments on account, if the total amount of the selected line items is zero.
Payment program (see Creating Forms and Payment Media )
All items paid by the payment program are cleared.
Post a payment lot (see Processing Incoming and Outgoing Payments )
A posting document is created for each payment in a payment lot or a check lot. There is usually an item in the bank clearing account for each instance
where open items bearing the same amount are cleared.
Posting with payment at cash desk
Reversing a document (see Postings and Documents )
The reversal document clears all open items in the original document.
Posting a return (see Returns )
Down payments and payments on account that were posted for an incoming payment or debit memo are cleared by the returns document.
Resetting clearing (see Resetting Clearing )
If down payment requests or budget billing requests are contained in a clearing that is to be reset, the down payments or budget billing payments that were
created by the clearing are cleared again by the reset document.
Posting a document (see Postings and Documents )
Enables a combination of the entry of new posting items and clearing of posted open items.
Functions with which you can reset clearing

Resetting clearing
If open items were cleared accidentally with a payment, you can reset clearing.
Reversing a document
When you reverse a clearing document, all items that were cleared by the clearing document become open items again.
Posting a return
When you post a return for a payment document, all items that were cleared by the payment document become open items again.
1.7.1 Cleared Items
Definition
Posting to a contract account when the posting represents a no longer existing receivable or payable. A cleared item is produced when an open item is cleared
by an accounting transaction such as a payment or reversal.
Use
A cleared item documents when and how a open item was cleared.
Structure
The following data is included in the cleared item in addition to the information that was already contained in the open item:
Clearing date
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Clearing reason
Clearing currency
Clearing amount
Document number of the clearing document
Posting date of the clearing document
1.7.2 Clearing Documents
Definition
Any document that clears previously open items when it is posted is known as a clearing document. Examples of clearing documents are payment documents
and reversal documents.
Use
Each accounting transaction that leads to the clearing of open items is stored as a document. In the document header you can see who conducted the clearing,
when and how.
Additionally, the clearing document is responsible, as are other documents, for the updating of the account balance.
Structure
Each document consists of a document header and line items. A clearing document also contains the items that it cleared. These items are recognizable by their
containing the document number of the clearing document in a special field.
If statistical items are not considered, the balance of a clearing document is zero for all of its items and all items it cleared.
1.7.3 Manual Account Maintenance
Purpose
If open items exist in an account on the debit (invoices) and on the credit sides (payments on account, credit memo), you can clear or partially clear these items
using account maintenance.
Prerequisites
You can only post clearing if the amounts to be cleared balance to zero, or if the balance is smaller than the assigned tolerance for small differences. You can only
process open items for which no clearing restriction is indicated. Items with clearing restrictions cannot be selected. A clearing restriction only allows the clearing
of the item within certain transactions. A budget billing payment for utilities can thus only be cleared during a final settlement.
Process Flow
1. You select the items to be cleared (see Selecting Open Items ).
2. You enter the parameters for posting the clearing document (see Parameters for Clearing Documents ).
3. You can have the system provide you with a proposal for the clearing (see “Automatic Assignment of Open Items” in the corresponding application).
4. You process the open items and assign them to clearing amounts (see Processing Open Items ).
5. You post the clearing document once you have assigned all amounts as desired (see Posting Clearing ).
Result
The clearing is always documented by a clearing document that is created during the clearing process. The selected items are cleared. Automatic postings for
cash discounts, taxes, and exchange rate differences are included in the clearing document. The subsequent postings (down payments, charges) are also
included in the clearing document when clearing statistical items (down payment request, statistically posted charges) (see Automatic Postings During Clearing ).
1.7.3.1 Creating Automatic Clearing Proposals
Use
In automatic clearing processing, or to support manual clearing processing, the system can determine a clearing proposal.
The system creates an automatic clearing proposal:
In automatic account maintenance
During posting of payment lots or check lots
During invoicing (industry solution component Utilities ).
You can also request an automatic clearing proposal manually:
In manual account maintenance
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In the cash desk
During clarification of incoming payments
In online processing you can check the proposed clearing and make changes if necessary.
Prerequisites
You control how the system assigns the open items to one another and carries out clearing using the clearing control. You make the required system settings for
clearing control in the Implementation Guide for Contract Accounts Receivable and Payable under Basic Functions Open Item Management Clearing
Control by assigning a clearing variantto the clearing typeof the clearing process.
Features
Using the settings that you have made in Customizing for clearing control, the system carries out the following steps to assign open items automatically:
Selection of open items for clearing
Grouping of open items for joint clearing
Sorting of open items for the order of processing for individual item groups or items within the groups
Assignment of payments to open items or clearing of open items considering predefined amount tolerances
Split of payment amount according to different methods for partial clearing
Activities
In manual clearing processing, you can choose between manual and automatic assignment by setting the corresponding indicator for creating a clearing proposal
on the initial screen of the transaction or selecting the corresponding activity for creating such a proposal dependent on the transaction.
1.7.3.2 Automatic Postings During Clearing
Use
The clearing of open items often requires additional postings. As long as these postings result directly from the data of the clearing, the corresponding document
items are created automatically in the clearing document. Both business partner items and G/L items are created as automatic postings.
Prerequisites
For the system to be able to create the corresponding document items without any action by the user, you must have defined the correct accounts for the various
accounting transactions and also defined the account assignments in Customizing. (In Customizing for Contract Accounts Receivable and Payable , choose
Basic Functions Postings and Documents Document Define Account Assignments for Automatic Postings. )
Features
Automatic postings during clearing (G/L items)
Posting created Requirement Note
Cash discounts paid Cash discount allowed
Small differences The clearing does not balance to zero, but the total balance You define tolerances in Customizing (see Customizing
is within the allowed tolerance. for Contract Accounts Receivable and Payable Basic
Functions Open Item Management Define Tolerance
Groups), and you enter them in the contract account
master record.
Revenue from charges A statistical charge is cleared. This item represents the offsetting entry for non-statistical
charges.
Taxes Cash discounts were paid or charges due were calculated The G/L account for cash discount expenditures or charges
and these postings have to be corrected for the tax amount. calculated controls whether a tax adjustment is made. Tax
amounts are calculated and posted automatically if the G/L
account is tax relevant (master record attribute) and if a tax
ID is entered in the open item itself.
Withholding tax Items relevant for withholding tax are cleared and the
clearing process is also relevant for withholding tax
(payment).
Other taxes A statistical receivable is cleared.
Exchange rate differences Open items are cleared if they were not posted in the local
currency, or if you use parallel currencies (group currency
or index-based currency) that do not match the local
currency.
Automatic postings during clearing (business partner items)
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Posting created Requirement Note
Charges A statistical charge is cleared The open item that represents the non-statistical charge is
immediately cleared by the clearing document 1 )
Down payment Down payment requests, budget billing payments or 1)
Budget billing payment security payments are cleared.

Security deposit request
1)With the proper authorization, statistical charges, down payment requests, and budget billing payments (statistical items) can be cleared without a subsequent
posting (see Resetting Statistical Open Items ). This means that the related receivable is waived.
1.7.3.3 Selecting Open Items
Use
The account maintenance requires you to enter selection criteria to define which open items are to be considered for clearing.
Procedure
1. Choose one of the following paths:
Roles Account Maintenance, Transfers, Reversals(SAP_FI_CA_ACCOUNT_MAIN_REVERS) Account Maintenance
SAP Menu Account Maintain
2. On the screen Account Maintenance: Select Account , specify at least the contract account, contract, or - if the field is active - the broker .
3. Add the contract account for the business partner or the business partner for the contract account and the desired company code or an upper limit for the
due date.
Note
Note that items with clearing restrictions are not selected. A clearing restriction only allows the clearing of the item within certain transactions. A budget
billing payment for utilities can thus only be cleared during a final settlement.
4. Specify the posting parameters (see Parameters for Clearing Documents ).
1.7.3.4 Selecting Open Items for Posting with Clearing
Use
Using the selection criteria, you can determine which open items are relevant for clearing. The selection options available vary and are adjusted to suit the
processing procedure in question.
Prerequisites
You have specified the required selection criteria (selection categories) in Customizing (see the Implementation Guide for Contract Accounts Receivable and
Payable →Basic Functions →Open Item Management →Specify Selection Categories).
Procedure
From the initial screen for posting a document, choose Edit → Select Open Items
The Enter Selection Criteria dialog box appears.
Enter at least one of the following selection criteria:
Business partner
Contract account
Contract
Broker (if the field is active)
Payment form number
Payment form reference
Document number
Document reference number
Classification key (if the field is active)
Due date
Payment advice note
If you set the indicator Create Proposal , a clearing proposal is created.

Selection criteria entered in the same line are linked with a logical OR. An open item fulfills the selection criteria for the line if it fulfills at least one criterion. For
example, if you specify business partner numbers 4711 and 4712, the system selects only the items that are posted to contract accounts for business partner
4711 or business partner 4712.
Selection criteria entered in different lines are linked with a logical AND. An open item must fulfill one condition from each line to qualify for selection. 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 to contract account V100 or contract account V101.
You can specify one or more company codes as an additional selection criterion.
Enter the Parameters for Clearing Documents .
1.7.3.5 Setting Withholding Tax to Active or Inactive
Use
When you are selecting open items for which withholding tax is to be deducted at incoming or outgoing payment, you can use the indicators WT Incoming
Payment and WT Outgoing Payment in the lower section of the editing screen. This controls whether the withholding tax is to be applied to incoming or outgoing
payments.
Prerequisites
Withholding tax retention is to be applied to the selected items.
Features
If you highlight the field WT Outgoing Payment , the company will retain withholding tax at clearing.
( ) You are not permitted to retain withholding tax in the case of certain clearing procedures that are not linked to a payment, such as write-offs and transfer
postings. In such cases you may not flag the field.
If you highlight the field WT Incoming Payment , the business partner will retain withholding tax. There are statistical credit items in the outgoing invoice for the
amount of withholding tax the business partner is expected to retain. If the business partner retains less than expected, you have to clear the remaining credit
amount separately at a later date.
( ) A business partner account reports an invoice for 100 UNI and proportionate withholding tax credit for -10 UNI as an open item. The customer does not
pay 90 UNI as expected, but rather 92. Proceed as follows:
1. Set the invoice for 100 UNI to active. In the withholding tax credit memo, enter –8 UNI as clearing amount.
2. Post the payment and then carry out account maintenance in a second step.
3. Set the remaining –2 UNI of the withholding tax credit memo to active. Deselect the field WT Incoming Payment and post the clearing.
1.7.3.6 Parameters for Clearing Documents
Use
The specifications are required for posting the clearing document.
Features
Default data is proposed for posting parameter related items. This data is required to create the clearing document:
The clearing reason and the document type are entered as default values based on the settings in Customizing (see IMG structure: Contract Accounts
Receivable and Payable Basic Functions Open Item Management Define Default Values for Account Maintenance ).
The system proposes the current date as posting date.
The values last entered by the user for the currency and reconciliation key are provided.
The system creates a clearing proposal if desired (see Automatic Assignment of Open Items ).
Activities
Check, overwrite, and add to the default values as needed. If you have not already done so, enter the selection criteria (see Selecting Open Items ).
1.7.3.7 Processing Open Items
Use
When processing open items, you select the items that are to be completely or partially cleared. You can also define whether cash discounts are allowed and to
what extent.
Prerequisites
During posting, account maintenance, or clarification 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
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 define the initial sorting for the items. To do this, enter a function module for event 0103; this defines the fields that you want to use for sorting.
Search for open items with certain properties (pushbutton ( ) Filter , see Searching for Open Items )
Select filtered items
You can use the functions Filter and Select in combination. After you have filtered 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 )
Define 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
Define 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 defined in Customizing by means of short account assignment
To do this, in the Transfer Amount field, enter the amount to be posted, and in the Transfer To field, 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 specified 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 Define 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 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 specified 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 identification, 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 identifications 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 specified, 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
1.7.3.7.1 Searching for Open Items
Use
If you want to edit a large number of open items, you can search for individual items.
Features
You can search for open items by placing the cursor on the column of the list and selecting the function Find . In a dialog box you can specify the values or
value intervals that you are looking for. You can also conduct a generic search by marking individual values with *.
The items meeting a search criterion are then placed at the top of the list. An optical division of items that do not meet the selection is made by the comments line
End of Search Area.
You can also carry out a more detailed search in several stages. Items meeting the second search criterion again appear at the top of the list. This area finishes
with the comments line End of Search Area 2 . Items that only meet the first search criterion then appear, followed by the comments line End of Search Area 1 .
In the individual search areas you can sort data independently of other search areas.
Activities
If you are editing open items, choose the icons Find or Refine search in the system function bar.
1.7.3.7.2 Assigning Clearing Amounts and Cash Discounts

In the following table, the most effective procedures are described for the most important processes. Generally speaking, you use the mouse button and functions.
Note that you can also use the command column (see Processing Open Items Using Commands ).
Setting items as active or inactive
You want to Proceed as follows:
Set individual items as active or inactive Double-click the corresponding amount field.
Set several open items as active or inactive Select the desired items individually or in blocks.
Choose the Active or Inactive function.
Assigning clearing amounts
Assign clearing amounts to open items If you set an open item to active, the entire amount of the item is proposed as the clearing
amount.
Assign partial amounts Activate the items and enter the desired amount in the Clearing column. If you want to
assign a remaining difference to one item, double-click the clearing amount field of this
item. The system assigns the partial amount that brings the clearing to zero.
Assign amounts for summarized items See Deactivating Summarized Item Display
Change the amount calculated automatically in an alternative currency in accordance You can overwrite the translated amount for each item displayed. To do this:
with the exchange rate table during clearing of an item Select Translated Amounts Modifiable in the settings under Clearing in
Alternative Currency .
On the processing screen, select the settings such that the posting and clearing
amounts are displayed gross and the amounts are displayed in clearing currency.
Make sure you have the authorization for activity 15 of the authorization object
F_KK_SOND.
Alternatively you can select a group of items and choose ( ) Change Translated
Amounts . In this case, a dialog box appears with the total of the items in original
currency, the internally translated amount, and input fields for the required amount or
the required translation factors. If you default an amount here, this is split over the
selected items proportionately. You can only change the amounts within predefined
tolerances. The setting in the field Maximum Exchange Rate Variance in the company
code table is decisive. If several company codes are involved, the smallest tolerance
specified applies.
Change the amount calculated automatically in an alternative currency in accordance If there are payment agreements , when you post clearing in the alternative currency in
with the exchange rate table or the amount agreed in a payment agreement during dialog, the system does not translate the receivables amount into the payment currency
clearing of an item at the current exchange rate; instead it shows the agreed amount. If you use payment
agreements, you can define whether the amount displayed is based on an agreement or
on a current translation. To do this, include the indicator FKKCLIT-XZVEX ( Payment
Agreement Exists ) in the line layout variant concerned. If the field is selected, the
amount is based on an agreement.
Assigning cash discounts
Allow cash discounts for open items If you set an item or a group of items to active, the agreed cash discount is proposed
automatically. The cash discount is active if the cash discount date has not expired. The
cash discount is inactive if the cash discount period has expired. You can then activate
the cash discount by double-clicking the cash discount amount field.
Change the proposed cash discount Overwrite the cash discount percentage or the cash discount amount. The other value is
then automatically updated.Instead of entering zero for the cash discount amount or
percentage rate, you can set the cash discount amount to inactive by double-clicking the
cash discount amount field. Using the same function, you can reactivate the cash
discount.If you want to set the cash discount as active/inactive for several items, select
the desired items and then choose Processing Selected Items Cash Discount
Active/Cash Discount Deactivated.
Individual assignment for installment plans and collective bills
You want to: Proceed as follows:
For an installment payment, manually define which original receivables are cleared and Place the cursor on the installment plan item to which a clearing amount was assigned,
in what amount and choose the pushbutton ( ) (Collective Bill/Installment Plan Original Item) .
The open items processing screen for the original items appears, and you can assign
amounts and cash discounts in the usual way. If the amount has been distributed in full
to the original items, an equals sign appears. If the amount has not been distributed in
full to the original items, a not equal to sign appears.
Manually assign the payment amount to the original receivables when a collective bill is Place the cursor on the collective bill item and choose ( ) (Collective Bill/Installment
partially cleared Plan Original Item) . The open items processing screen for the original items appears,
and you can assign amounts and cash discounts in the usual way. If the amount has
been distributed in full to the original items, an equals sign appears. If the amount has
not been distributed in full to the original items, a not equal to sign appears.
Result
The clearing amount should be completely assigned (green light) or the remaining difference should be within tolerances (yellow light). If the prerequisites are met,
you can post the clearing (see Posting Clearing ).
1.7.3.7.3 Deactivating the Summarized Item Display
Use
In the item display, you can choose to display related items summarized or individually. Items are related if:
They belong to the same document or to a group of documents with the same reference number
They have the same business partner, contract account, due date, and a few other characteristics
They contain the same value in the field for the summarization group for creating the document
Example
Receivable items for various divisions can thus be summarized in one invoice document. This means that the amount can be displayed summarized in
the invoice document and for the processing of open items.
Procedure
If a line is summarized, the icon ( ) appears in the Status column. To check the setting, or to change it, choose ( ) with the quick info text Change
Display .
You can override the summarized display as follows:
You want to: Proceed as follows:
Expand a line Place the cursor on the required line and choose the pushbutton ( ) with the quick
info text Expand Item .
Summarize a line Place the cursor on the required line and choose the pushbutton ( ) with the quick
info text Collapse Item .
Expand all lines Choose the pushbutton ( ) with the quick info text Expand All.
Summarize all lines Choose the pushbutton ( ) with the quick info text Collapse All.
Assign a partial amount to a summarized item and automatically distribute it to the 1. Select the required item(s).
individual items 2. Activate the item(s) by choosing ( ) with the quick info text Activate Item(s) .
3. In the column Clearing Gross , enter the partial amount as the clearing amount
for the summarized items. This amount is automatically distributed to the
corresponding line items by an industry- or installation-specific function .
Change the automatic distribution of a partial amount to a summarized item 1. Expand the summarized item by placing the cursor on the item and choosing (
) with the quick info text Distribute Difference , or double-click on ( ).
2. Enter the desired amounts.
In the summarized view, you can see from the status icon whether distribution
was automatic or manual.
Grant cash discount for an item 1. Select the required item(s).

2. Activate the item(s) by choosing ( ) with the quick info text Activate Item(s) .
3. Choose ( ) Discount with the quick info text Activate Cash Discount for
Item and enter the required cash discount percentage rate in the column Cash
Discount Percentage .
4. Choose Continue .
The cash discount is calculated.
Use the button ( ) Discount with the quick info text Deactivate Cash
Discount for Item to cancel the granting of cash discount.
1.7.3.7.4 Resetting Statistical Open Items
Use
You can reset statistical open items during the clearing process. These items are then cleared without creating a subsequent posting. You reset an item if you
want to waive the corresponding receivable (such as statistical dunning charges).
Prerequisites
The reset of statistical items is protected by the authorization object F_KK_SOND .
Procedure
1. Set the statistical item to active. To do this, choose ( ) Activate Item .
2. Select the item and choose Write-Off Statistical Item ( ).
The symbol ( ) appears in the Status column. It shows that the item can be reset.
3. Choose Post . The item is thereby reset.
Note
If you have mistakenly selected the item for reset, you can reestablish the original status via Do Not Write-Off Statistical Item ( ) (that is, the item is not
reset).
1.7.3.7.5 Bundling Open Items during Clearing
Use
When you are clearing open items manually, you can bundle items. After bundling, one new item appears for the total amount instead of the individual items. The
bundling is retained, even if you do not carry out clearing. This enables you to retain interim statuses in complex clearing processing.
Prerequisites
In the Implementation Guide for Contract Accounts Receivable and Payable , you have:
Maintained the Specifications for Bundling Items under Basic Functions → Open Item Management
Set the indicator Collective Bills/Bundling Used under Basic Functions → Postings and Documents → Basic Settings → Maintain Central Posting Settings
You can set customer-specific fields for the new bundle item in event 0151. For more information, see the documentation for the function module
FKK_SAMPLE_0151.
Features
You can only bundle items that are not installment plan items or collective bill items and that have not been included in installment plans or collective bills.
Bundle items cannot be bundled further, and an item that belongs to a bundle cannot be simultaneously included in another bundle. Neither payables for which
withholding tax is to be deducted nor receivables that have been submitted to a collection agency can be bundled. All items to be bundled must have the same
business partner, currency, paying company code, and cash discount percentage rate. Since the items to be bundled can have different contract accounts,
contracts, company codes, business areas, division, and due dates, the corresponding values are inherited from the item with the largest amount in the bundle
item. Therefore, with regard to the due date, dunning notices and payments may result in a different behavior than if the items were not bundled. The same applies
to the cash discount amount proposed in clearing if the original items have different due dates for cash discount.
To carry out or cancel bundling, you need authorization for activity 16 of authorization object F_KK_SOND.
Bundling results in a new document that contains exactly one statistical item. This statistical item has the same properties as a collective bill item, which means
that it has the statistics indicator S. You can use similar clearing functions to those for collective bills. Therefore, for partial clearing, the clearing amount can be
split over the original items automatically using event 0120. Alternatively, you can carry out the split manually. As for collective bills, the original items refer to the
bundle. If you reverse a bundling, all references in the original items are deleted, the statistical items are deleted, and the document header of the bundling is
marked as “Reversed”. Since no new document is created, * is the reversal document number. Note that the functions for bundling are only active if you have
selected Gross in your personal settings for displaying invoice and clearing amounts.
Activities
In clearing processing, for example, in the menu under Account → Account Maintenance , select the items that you want to bundle and then choose ( )
with the quick info text Bundle Items beneath the list of items.
A dialog box appears. Enter a comment and choose Continue .
This creates the bundling and the item has the corresponding icon in the list of items.
From the document display of the bundling, you can use the function Environment → Original Items → For Bundling to display the original items. There is a
similar function in the account balance display.
To release a bundling, select it or place the cursor on the item and then choose ( ) with the quick info text Reset Bundling .
You can also release bundling in the document change function via the button ( ) Cancel Bundling . You can use the button in the bundle item and in the
items that have been bundled.
1.7.3.7.6 Processing Open Items with Commands
General Procedure
1. To display the command column, choose Setting Display .
2. For the command column, choose displayed from the radio button.
4. A command column is displayed on the left side of the screen for processing open items.
5. You can now edit individual items, multiple open items (block), or all items using the commands described in the following table:
To Single Block beginning and end All
Activate open item(s) + ++ +*
Deactivate open item(s) - -- -*
Activate cash discount +S ++S +S*
Deactivate cash discount -S --S -S*
Process individual items

To process a single open item, place the cursor in the command field of the open item and enter the command listed in the table to process the open item.
Process a block of items
To process a block of open items:
1. Place the cursor in the command field on the first open item in the block.
2. Enter the desired block command to activate a block of open items.
3. Place the cursor in the command field on the last open item in the block.
4. Reenter the desired block command to activate a block of open items.
Note
You can combine commands to process single open items, a block of open items, and all open items on one screen. For example, you can deactivate a
block of open items, but specify certain single open items as activated.
1.7.3.7.7 Document Change in Account Maintenance
Use
In addition to performing clearing, you can also make document changes in account maintenance.
Prerequisites
For document changes in account maintenance, define variants for the line layout in the Implementation Guide for Contract Accounts Receivable and Payable
under Basic Functions Postings and Documents Document Screen Preparations Define Line Layout for Mass Change in Account Maintenance .
A variant defines which fields appear as modifiable in an item.
Features
In account maintenance you can switch between both processing views Clear/Change . You can make document changes directly in the item. Alternatively, you
can make a change for several selected items simultaneously.
In addition to document changes, you can also split line items. You can combine clearing, splitting, and changing with few restrictions.
You define the modifiable fields via the structure FKKOP_CHG. In detail these are:
Specifications for due date (due date for cash discount, cash discount percentage rate, due date for net payment, deferral date)
Specifications for payment (payment method, payment grouping, details of alternative payee)
Specifications for dunning (dunning procedure, exclusion indicator)
Interest key
Text
Locks (up to two each of payment locks, dunning locks, interest locks)
The restrictions that apply to the transactions Mass Change of Documents also apply to the field changes. You should also consider the following points:
Locks of one category (payment lock, dunning lock, interest lock) can only be changed for an item if there are no more than two locks. A maximum of two
locks of the same category can be set at any one time.
Example
If the payment locks A , B and C are set simultaneously in an item, the locks for this item cannot be processed.
Where document items are displayed summarized (several items are displayed cumulated in one item), you can only change fields that have a unique
value that is displayed in the item displayed.
Example
If three items with a different text (field OPTXT) are displayed summarized, '*' is displayed in the text line and no change is possible. If you switch to the
individual display, you can change the text in any of the three items.
Special features for filtering and sorting the lock fields

For each lock category (dunning, payment, interest), two lock reasons can be displayed in the list together with their validity data. When you filter and sort by lock
reason or validity date, the system always considers both columns.
Example
Place the cursor on the first dunning lock reason and choose the pushbutton ( ) with the quick info text Filter . In the dialog box that appears, enter the
value A – this means that you are searching for items with the dunning lock A . The system displays all items where the first or second dunning lock has
the value A filtered.
Place the cursor on the first dunning lock reason and choose the pushbutton ( ) with the quick info text Sort in Descending Order . If there are items with
the dunning lock reasons A , B , and C , the items with dunning lock C appear at the beginning. It is irrelevant whether C is entered as the first or second
dunning lock. The items with dunning locks B and A follow.
1.7.3.7.7.1 Changing Documents in Account Maintenance
Procedure
1. From the SAP menu, choose Account Maintain.
2. To process the items of an account/business partner, proceed as described in the section Selecting Open Items .
3. On the screen Account Maintenance: Process Open Items , in the area Process Status under View , choose Change if you want to make document
changes, or Clear if you want to carry out account maintenance.
4. In the Changes view, in the Modifiable Fields field, enter one of the line variants defined in Customizing; these control which fields the system displays as
modifiable fields in the items.
If you want to hold a setting as default value, choose the pushbutton ( ) with the quick info text Change Display. On the next screen, select the
required variant for the modifiable fields and choose th e pushbutton ( ) Hold .
5. Carry out the required actions (clear, split, change).
6. Save your entries .
Changes and clearing become effective when you save them.
7. You can then exit the transaction.
For information about account maintenance, see the previous parts of this section.
Dependencies
The changes that you make do not have an effect on the current clearing processing.
( ) A clearing amount and a cash discount amount are assigned to an item. In the Change view, you enter the new due dates and a new cash discount
percentage rate. The cash discount amount assigned under the view Clearing is unchanged; it is neither activated nor deactivated. If you want to change the
cash discount amount assigned for this clearing, you have to make the change in the Clearing view.
1.7.3.7.7.2 Changing Multiple Documents in Account

Maintenance
Procedure
To change several items at once:
1. Call up account maintenance in the document change view as described in the section Changing Documents in Account Maintenance .
2. Select the required items.
3. Select the field or group of fields to be changed.
To do this, place the cursor on the required column of the display.
4. Then choose the pushbutton ( ) with the quick info text Mass Change.
Alternatively, you can double-click in the required column.
5. Once you have selected the field to be changed, the lower part of the screen changes. You can now enter the new values for the selected field or group
there.
6. Once you have entered all data required, you have to transfer the new values to all selected items using the function ( ) Execute Change .
The system always offers fields that belong together logically as a group to be changed in the case of mass changes.
Note
In a mass change you can either enter a new value for the Due Date for Net Payment for all items selected, or for the combination of the three fields Cash
Discount Deadline, Cash Discount Percentage Rate, Due Date for Net Payment . You cannot change only the cash discount percentage rate or the due date
for cash discount and leave all other due date details in the items selected with the previous values.
Example
If you select the Cash Discount Deadline field, in the lower part of the screen the fields Due Date for Cash Discount, Cash Discount Percentage Rate , and
Due Date for Net Payment are offered for change.
1.7.3.7.7.3 Splitting Items
Use
You can split line items into several subitems.
Prerequisites
You have reset the summarization of summarized items. You cannot split summarized items.
Procedure
Note
You can no longer split an item that has been selected for full clearing. If you split an item for which partial clearing is planned, the system automatically
proposes the partial amount that is not to be cleared as the subitem. You can reduce this amount manually, but not increase it. In this case too, you can no
longer split an item for which clearing has been planned.
For new subitems created, you can make the same changes as for original items. You can clear the new subitems either partially or in full.
To split an item:
1. Call up account maintenance in the document change view as described in the section Changing Documents in Account Maintenance .
2. Place the cursor on the required item.
3. Choose the pushbutton ( ) with the quick info text Split Item.
The system inserts a new item beneath the item to be split. The amount of the new subitem or the open remaining amount (if a partial clearing amount has
already been assigned ) is initially zero.
4. Enter the required partial amount in the new item.
The system automatically reduces the amount of the original item accordingly.
1.7.3.7.7.4 Resetting Changes or Splits
Procedure
As long as you have not saved the data, you can reset all changes made to an item as follows:
1. Select the required item(s).
2. Choose the pushbutton ( ) with the quick in fo text Undo Change.
To reset a split:
1. Position the cursor on the subitem concerned.
2. Choose the pushbutton ( ) with the quick in fo text Undo Split.
If several split items have been created for a split, and you want to reset all of them:
1. Position the cursor on the original item concerned.
2. Choose the pushbutton ( ) with the quick i nfo text Undo Split.
1.7.3.7.8 Settings for Open Item Processing Screen
Use
In order to allow an efficient processing of open items, you should use a suitable setting for the processing screen.
Prerequisites
You are in the screen for processing open items.
Procedure
1. From the application toolbar, choose the pushbutton ( ) ( Change Display ). A dialog box appears in which you can choose the following settings:
Command column (hidden/displayed)
Here you can determine whether the open items are to be processed with commands or function keys.
Summarization (deactivated/activated)
Here you can determine whether related items are to be displayed separately or as a total. Items are related if they:
Belong to the same document
Have the same business partner, contract account, due date, and a few other characteristics
Contain the same value in the field for the summarization group when the document is being created
Receivables items for various lines of business belong together, for example, if they are displayed together as a total amount in a customer's
billing document.
Invoice amount (gross/net)
If you choose gross, the amounts including cash discount are displayed, if you choose net the amounts are displayed without the cash discount.
Clearing amount (gross/net)
If you choose gross, the amounts including cash discount are displayed, if you choose net the amounts are displayed without the cash discount.
Display currency (transaction currency/local currency)
You can decide here whether you want to display the amounts in the transaction or local currency.
Line layoutThe line layout determines the detailed information to be displayed for the open items in each line. You can define the line layout variants in
Customizing (see Customizing for Contract Accounts Receivable and Payable Basic Functions Open Item Management Define Line
Layout Variants for Open Item Processing ).
Cash discount fields
If you do not need cash discounts for the clearing transaction, you can hide these fields.
Horizontal scrolling
For processing open items, you can create display variants in Customizing. A display area, which is variable to a limited extent, is available for the
fields belonging to a display variant. The status column forms the boundary on the left side; on the right side, the boundary is formed by the columns
for the amount fields, which should always be visible on the screen. For display variants containing a large number of fields, it can therefore be the
case that the width of the variable area is not sufficient to display all of the fields.
If you set the Active indicator, then you can scroll horizontally within the variable display area using the pushbuttons ( ) ( ) ( ) . In the
Fixed Columns field, you specify how many columns of the display variant remain fixed when you scroll. You can thereby ensure that important
information is always displayed, and is not hidden by horizontal scrolling.
( ) Your display variant begins with the document number, followed by other fields. During horizontal scrolling you want the column with the
document number to always remain visible. Therefore, you enter the value 1 in the Fixed Columns field.
1. Select the settings you require and save your entries.
1.7.3.8 Posting Clearings
Prerequisites
If the balance is zero (green light) or if the difference lies within the tolerance (yellow light), you can post the clearing. Otherwise, you have to process and allocate
the differences.
Features
The system clears the activated items with the allocated amounts and creates a clearing document. It creates the automatic postings needed (see Automatic
Postings During Clearing ).
Activities
From the Account maintenance: Process open items screen, choose Account Post .
1.7.4 Automatic Account Maintenance
Use
If you want to carry out account maintenance for a large number of contract accounts or business partners, in addition to manual account maintenance, you can
use the mass transaction Automatic Clearing .
Prerequisites
You have made the settings for clearing control for creating an automatic clearing proposal in Customizing for Contract Accounts Receivable and Payable under
Basic Functions Open Item Management Clearing Control .
With the settings that you make under Business Transactions Automatic Clearing , you can also influence how the clearing documents are composed by
assigning corresponding grouping variants to define whether a clearing document is to be posted, for instance, for each contract account, for each contract
reference, or for another item grouping.
See also the documentation for the individual IMG activities.
Features
The report selects the open items that correspond to the selection criteria and clears them according to the settings you have made in Customizing for clearing
control.
In addition, you can group selected items for a business partner or contract account into groups at event 0591. If you use grouping variants, then the groups that
are formed with them are further subdivided in this event. The system then calls the clearing control per group and can then, when there are suitable postings,
post several clearing documents. Items that can only be partially cleared or not cleared after grouping and assignment, you can continue to group again in an
iterative process. In this way, clearing control has the opportunity to assign the items again in a subsequent call. This means that you can define a series of
groupings with a decreasing level of detail and clear an item in a single run in several steps with several partial clearings. You can return messages for the
grouping logic; these are written in the application log.
Activities
1. To start the report, choose one of the following paths:
Roles
Receivables Administration(SAP_FI_CA_RECEIVABLES_ADMINIST) Automatic Clearing
SAP Easy Access screen
Periodic Processing For Contract Accounts Automatic Clearing
2. Assign a date ID and an identification that you can use to identify the run later, and enter the required selection parameters on the tab page General
Selections .
3. Schedule the program run. For more information, see Functions for Scheduling Program Runs .
Use
It may be necessary to reverse a clearing of open items as well as all postings that were created automatically during the clearing. Depending on the situation,
you reverse the clearing with various functions as shown in the following table. Note that there are other functions besides Reset Clearing with which you can
reverse clearings.
Situation What needs to be done? Choose the following function:
The business transaction that led to the clearing took You have to (partially) reset clearing. Reset Clearing. For more information, see the text that
place, (such as an incoming payment), but the wrong follows.
items were cleared.
The business transaction that was the cause for the Not only the clearing and the related postings have to be Reversal (see also Entering Documents )
clearing did not take place, or incorrect postings were reversed, all other postings related to this business
created for this business transaction. transaction also have to be reversed.
An incoming payment that was already processed has to The return, based on the account statement, is posted to Posting Returns Lots (see Returns )
be reversed since a return has occurred for the payment.In the bank account and the clearing account for returns. After
this case, a special variant of reversal postings is used. the return is included in a returns lot, an additional
document is posted that varies from a reversal posting in
one item: Posting is not made to the clearing account for
incoming cash but to the return clearing account.
Features
Scope of reset
You can reset clearing either completely or partially.
If items from different business partners, contract accounts, or contracts have been cleared and one of the following reasons exists for resetting clearing, then it
makes sense to only partially reset clearing.
Only some of the business partners, contract accounts, or contracts were selected incorrectly.
The document for one of the cleared items must be reversed (for example, invoice issued for the wrong amount).
On the initial screen of the transaction Reset Clearing (menu: Document Reset Clearing ), choose Parts of Clearing in the Settings area. You define
the posting of the clearing amount in the area Posting the Clearing Amount using the relevant buttons ( Retain Distribution to Accounts, Create One Open Item,
Clearing Amount in Clarification Account ). For more information, see the documentation for the selection buttons.
If you partially reset clearing, you can only specify for a group of items (and not for each cleared item), whether clearing is to be reset. The system groups the
cleared items according to the following criteria:
Business partners
Contract account
Contract
Company code
Business place (Korea)
Business area
Collective bill number
Industry
Document number
Reference document number
Posting the clearing amount
You can reset clearing as follows, depending on the initial situation:
You can create a new open item in the amount of the clearing document. This item is posted to one of the contract accounts involved in clearing.
You can retain the distribution to contract accounts and contracts.
You post the clearing amount to the clarification account.
System activities
Using the Reset Clearing function, the system carries out the following actions for the clearing document number you specify:
A reset document is created.
The clearing information is reset in all items that were cleared by the document specified.
New items are included in the clearing document as a replacement for the clearing items that no longer exist. They represent the amount that was in the
clearing document for the clearing of open items. This can be part of an incoming payment, for example, that is used for clearing open items but not for
payments on account. The new open items created can be used for clearing other items.
In the clearing document, all down payments and budget billing payments that were created by the clearing of down payment requests or budget billing
requests are cleared. The document number of the reset document is entered as the clearing number.
In the reset document, offsetting postings are added for all G/L items (cash discount, exchange rate differences, taxes, charges) that are created in the
clearing document due to the clearing of open items.
During clearing, differences within predefined tolerances are accepted and posted to an expense account automatically.
When you reset, wholly or in part, the clearing for an incoming payment document that was posted through a payment or check lot, a new clarification case for
incoming payments is created automatically or the amount in an existing clarification case is adjusted. If the clarification case is created for a payment lot that has
already been closed, the status will change again to Postprocessing Necessary .
Resetting Clearing in Other Transactions

You cannot post reversals and returns if the document to be reversed or the payment document contain items that have already been cleared. Typical examples
are payments on account, budget billing payments, and other down payments that have already been cleared.
You can reset obstructive clearing during processing of returns and reversals. To do this in a returns lot, set the indicator Enhanced Returns Processing . For a
reversal online, the obstructive clearings are listed and you can reset them in the background or online. When you reset obstructive clearing, you can also only
partially reset clearing; this enables you to only reset the clearing information in the document/payment document to be reversed. The clearing is only completely
reset if the clearing document was posted in a release before 4.71 and budget billing requests, down payment requests, or statistical charges receivables were
cleared or if interest on arrears was calculated and posted during clearing.

Choose one of the following paths:
Role Account Maintenance, Transfer Postings, Reversals (SAP_FI_CA_ACCOUNT_MAIN_REVERS)→ Reset Clearing
SAP menu Document → Reset Clearing
On the initial screen, enter the number of the clearing document for which the clearing is to be reset. Since a reset document is created, you need to provide the
following additional details for posting:
Document type
Posting date
Reconciliation key
Clearing reason
Under Scope of Reset , you can define whether clearing is to be reset fully, or only partially. If you only want to partially reset clearing, first define the level at
which you want to make the selection:
Partner/account/contract
Reference number
Document number
A selection screen appears; here you can define for each combination of the following data that occurs during clearing whether the corresponding part of clearing is
to be reset.
Business partners
Contract account
Contract
Company code
Business area
Industry
Collective bill number
Document number (if reset per reference number was selected – see below)
Reference document number (if reset per document number was selected – see below)
Using the following additional selection buttons, you can control the selection further as follows:
By partner/account/contract
By reference number
By document number
If you decide to use the reference number or document number, on the following selection screen there is at least one item that you can select for each reference
number or document number. If several company codes, business areas, divisions, partners, accounts, or contracts were involved in one document, there are
more lines for you to select from.
Under Posting the Clearing Amount, you can decide how the clearing amount is to be posted:
Posting of a new open item to one of the business partners involved.
Distribution of the amount among the partners, accounts, contracts, company codes, business areas, and divisions involved in the clearing.
Posting of a new item to the clarification account for incoming payments.
If you wish to post the whole amount to one of the combinations of business partner, contract account, contract, company code, business area, and division
involved, choose the setting Create a New Open Item . If the amount is to be distributed among the business partners, contract accounts, contracts, company
codes, business areas, and divisions involved in the same way as the clearing is distributed, choose Retain Distribution to Accounts. With this setting, the
simplest case is where only the clearing information is reset, and no new items are created. This case arises if:
No cash discount, small differences, exchange rate differences, or withholding taxes were posted in clearing
No statistical items were cleared
The system recognizes automatically whether this combination exists. If clearing was posted with an incoming payment using a payment lot, and the payment
assignment is to be clarified again, choose Clearing Amount to Clarification Account . If you post the clearing amount to the clarification account, a new clarification
case is opened automatically or the amount in an existing clarification case is increased. Some of this data is provided in the form of default values, but you can
overwrite them as needed. You can display the corresponding items before posting the reset document. To do this, choose Goto → Cleared Items
Choose Document → Post to post the reset document and thus reset the clearing.
The items for which clearing has been reversed can now be reassigned (for example, with account maintenance).
Restriction
You cannot reset clearing per document or per reference number if the clearing document was posted in a release before 4.71 and budget billing requests, down
payment requests, or statistical charges receivables were cleared or if interest on arrears was calculated and posted during clearing.
Note for collective bills

If you reset the clearing of a collective bill either wholly or in part, new open items are always posted to the collective bill account.
Making settings
System default settings do not cover the scope of the reset or the posting of the clearing amount. This is done deliberately to avoid incorrect settings being used for
posting. If you wish to make a default setting, you can do so by saving the relevant setting.
1.7.6 Clearing Control
Use
This section contains an overview of the clearing control functionality. The documents describe the tasks and implementation areas for clearing control. The
elements of clearing control and the special features of the individual implementation areas are also described. The most important functions of clearing control are
presented with examples.
This introduction is an extension of the documentation about clearing control in the Implementation Guide (IMG). Use this document if are setting up clearing control
when implementing mySAP Insurance Collections & Disbursements (FS-CD). In order to understand clearing control, you have to be familiar with the basic
concepts and terms in FS-CD. The values referred to here are used as examples, which you can replace with your own company-specific specifications, when
checking the business model for clearing control. The following examples assume that one document is created for each item.
Note
You can check your settings, without creating clearing documents or other postings.
Account maintenance: Set the Create proposal indicator in the Maintain account transaction (FP06)
Payment receipt: Choose Post item online in the Cash payment transaction (FPB0)
In the named transactions, clearing proposals are created according to the settings in clearing control.
1.7.6.1 Business Processes

Clearing control actually controls the assignment of an incoming payment to open items, as well automatic and manual assignment between items that have
already been posted. On the basis of the assignment, clearing, partial clearing or a payment on account takes place for the selected items.
The underlying clearing concept offers comprehensive and flexible control. This allows you to use company-specific Customizing requirements to define the set of
rules you want or need, and to reduce the amount of manual processing of accounts done by processing clerks.
Clearing control
Assigns customer-initiated incoming payments for a policyholder (such as bank transfer, cash payment) to open items, and clears them if required.
Assigns open items on policyholder accounts (such as credit and receivables) to one another, and clears them if required.
Assigns items (such as credit) on a clearing account, for which the coverage check is active, to items (such as receivables) whose accounts are paid
using this account, and clears them if required.
Note
Clearing type 06 (and a payment run-related clearing category, if required) are implemented for the payment run. It is not clearing variant settings that are
relevant for this usage, but instead the settings for extended grouping in the Implementation Guide ( SAP Insurance Collections/Disbursements
Business Transactions Payments Incoming/Outgoing Payment Creation Extended Grouping ).
Implementation Areas
The following transactions in FS-CD process the settings for clearing control.
Customer-initiated incoming payments:
Collections/Disbursements Payments
Payment Lot
Check Lot
Credit Card Lot
Cash Desk Cash Payment
Assignment of open items:
Collections/Disbursements
Account Maintain
Periodic Processing For Contract Accounts Automatic Clearing
Payment of contract accounts using clearing accounts:
Collections/Disbursements Periodic Processing For Contract Accounts Payment Run
You can find information bout the named transactions by calling up the Help Application Help menu option from the initial screen for the transactions.
1.7.6.2 Activities in the Implementation Guide

The settings for clearing control are made in the Implementation Guide (IMG). Choose SAP Insurance Collections/Disbursements Basic Functions
Open Item Management Clearing Control.
Make the following settings:
Define grouping and sort characteristics
Define amount check group
Define clearing variants
Define clearing categories
Define clearing types
Define specifications for payment receipt
Define specifications for account maintenance
The decision about
Whether and how an incoming payment from a payment lot, for example, is cleared with open items,
Whether and how receivables and credit, for example, can be assigned to one another in account maintenance,
Whether and how credit on a clearing account can be cleared with receivables on referencing accounts,
is defined and made in the clearing variant, or the clearing steps for a clearing variant.
In order to be able to set up clearing variants, define sort and grouping characteristics, as well as amount check limits if required.
A clearing variant is uniquely linked to a payment receipt process (such as a payment lot), or an account maintenance process, by the assignment of a clearing
type ( Specifications for payment receipt and Define account maintenance ). You assign one clearing variant for each process. You can assign a clearing
variant to multiple processes.
You can use an alternative clearing variant to override a clearing variant, which is assigned to a process through the clearing type. You define the alternative
clearing variant for a clearing category, which is assigned to the clearing type, and therefore also to the process. Clearing category control is account-related: Enter
a clearing category in the contract account master data.
In the Specifications for payment receipt and Account maintenance , you can set more parameters for clearing variants (such as whether postings on account
are permitted, or whether items due in the future can be taken into account if you specify grace days).
1.7.6.3 Preliminary Considerations

To set up clearing control, you need a business model that deals with the following questions:
What form do the documents have when they come from to FS-CD from the operational system?
Are payment plan items (such as premium, tax, partial payment surcharge) that are delivered (or defined in the payment plan) and match in terms of
certain attributes, summarized (compressed in one document)?
Are different payment plan items (before or after summarization) grouped in one document as different line items?
How do the documents or line items differ on the subledger side, and what are the separating attributes?
What criteria are used to select items that are to be cleared with an incoming payment?
What items are to be assigned to one another for automatic clearing or manual account maintenance?
Are certain items excluded from clearing?
Is partial clearing permitted?
Is overpayment permitted?
Which tolerance limits still permit clearing?
Are different clearing variants valid for different processes and contract accounts (and contract account categories)?
1.7.6.4 Amount Check Groups, Grouping and Sort Characteristics
Use
To configure clearing variants, define grouping and sort characteristics. If you use amount rules 4 to 7 and 9, define amount check groups.
Features
All fields from the DFKKOP table (contract account: VKONT; insurance object: VTREF; main transaction: HVORG; document: OPBEL; due date for net payment:
FAEDN, and so on) are available as grouping and sorting characteristics. You can define your own characteristics. In this case, define a function module that is
based on the FKK_SAMPLE_TFK116 sample module. You can find information about the specifications of the module in the sample module documentation.
Example
You want to use the insurance object category as the grouping or sorting characteristic. Create a function module (here: ZJM_SAMPLE_TFK116), in this case the
insurance object category has the name ZVOTYP.
FUNCTION ZJM_SAMPLE_TFK116.
*"----------------------------------------------------------------------
*"*"Local interface:
*" IMPORTING
*" VALUE(X_VERVAR) LIKE TFK115-VERVAR
*" VALUE(X_VERART) LIKE TFK110-VERART OPTIONAL
*" VALUE(X_IFNAM) LIKE TFK116-IFNAM
*" VALUE(X_XSORT) LIKE BOOLE-BOOLE DEFAULT SPACE
*" TABLES
*" T_E516_FKKCL STRUCTURE E516_FKKCL
*" T_SELTAB STRUCTURE ISELTAB OPTIONAL
*"----------------------------------------------------------------------
DATA: ls_dimaiobpar TYPE dimaiobpar.
check x_ifnam eq 'ZVOTYP'.
LOOP AT t_e516_fkkcl WHERE vtref NE space.
CALL FUNCTION 'IMA_PARTNER_INSOBJECT_READ'
EXPORTING
i_partner = t_e516_fkkcl-gpart
i_insobject = t_e516_fkkcl-vtref
IMPORTING
e_dimaiobpar = ls_dimaiobpar
EXCEPTIONS
not_found = 1
invalid_input = 2
OTHERS = 3.
IF sy-subrc <> 0.
CONTINUE.
ENDIF.
t_e516_fkkcl-e_fwert_te516 = ls_dimaiobpar-insobjecttyp.
modify t_e516_fkkcl.
ENDLOOP.
ENDFUNCTION.
1.7.6.5 Clearing Step
Use
The clearing step is a core component of clearing control. A clearing variant consists of at least one clearing step, up to a maximum of 99. In a clearing step, you
define rules for:
How items are grouped together.
How groups, and items in a group, are sorted.
How amounts are assigned to a group.
Partial clearing.
The end of a clearing step, or the next clearing step.
Whether payment is made using a customer module.
The clearing steps run in ascending order, or according to a sequence that you have defined, and are mostly independent of one another. A clearing step transfers
the items that have not yet been paid to the following clearing step.
1.7.6.5.1 Grouping
Use
In the clearing step, you group the grouping characteristics that you have defined in the grouping string. You can use a maximum of 5 grouping characteristics.
Items that match in terms of their grouping characteristics are put together in a group, balanced and then paid, according to the settings in clearing control.
Example
Grouping: Contract account (VKONT), insurance object (VTREF)
Insurance object 2020 is assigned to contract account 4711. 4 premiums of 1000 EUR are due for the insurance object. Group result: 4000 EUR.
Insurance objects 2021 and 2022 are assigned to contract account 4712. Two premiums of 1000 EUR are due for insurance object 2021, and one premium of
1000 EUR is due for insurance object 2022. Group result for 2021: 2000 EUR; group result for 2022: 1000 EUR.
Grouping: VKONT
Insurance objects 2021 and 2022 are assigned to contract account 4712. Two premiums of 1000 EUR are due for insurance object 2021, and one premium of
1000 EUR is due for insurance object 2022. Group result for 4712: 3000 EUR.
Grouping: HVORG, VTREF, document (OPBEL)
Insurance object 2020 is assigned to contract account 4711. 4 premiums of 1000 EUR are due for the insurance object. Group result: 4 groups of 1000 EUR.
1.7.6.5.2 Alternative Grouping
Use
The grouping characteristics entered in the grouping string receive between one and n characteristic values, according to their origin (insurance object: n =
number of insurance policies; document type; n = number of document types defined in Customizing). You can use the setting for alternative grouping to define
partial quantities, which are paid separately.
Partial quantities are formed with the following grouping rules.
[SPACE]: According to characteristic value [alternative grouping is not active]
1: According to alternative grouping, otherwise according to characteristic value
2: According to alternative grouping, otherwise set characteristic value = SPACE
3: According to alternative grouping, otherwise no analysis in current step
Example
You have set up a grouping, according to VKONT, VTREF and subtransaction (TVORG). The following subtransactions are available: 0100 one-time premium,
0110 initial premium, 0120 renewal premium, 0140 premium adjustment. With this setting, all items that match in contract account, insurance object and
subtransaction are paid together; all items for a contract account and insurance object, which refer to different subtransactions, are paid separately. You want to
define an alternative grouping for subtransactions:
Grouping rule 1: According to alternative grouping, otherwise according to characteristic value
Every subtransaction forms a group, with the exception of the subtransaction(s) defined in the alternative grouping. This rule is primarily used to combine
characteristic values.
Example: You define for a clearing step that renewal and final premiums are to be paid together. Choose grouping rule 1 for grouping characteristic TVORG. Enter
characteristic values 0120 and 0130 in the alternative grouping. Use space as the assignment rule (see below) each time, assign group 1 to every
characteristic value.
Grouping rule 2: According to alternative grouping, otherwise set characteristic value = SPACE
All subtransactions form a group, with the exception of the subtransaction(s) defined in the alternative grouping. This rule is primarily used to exclude
characteristic values.
Example: With the exception of one-time and initial premiums, all other subtransactions are to be paid. Choose grouping rule 2 for grouping characteristic
TVORG. Enter characteristic values 0100 and 0110 in the alternative grouping. Use assignment rule 2, for example, if one-time and initial premiums are to be
analyzed in another clearing step. Assign a group to every characteristic value.
Grouping rule 3: According to alternative grouping, otherwise no analysis in current step
Only the subtransactions defined in the alternative grouping are analyzed.
Example: Only initial premiums are to be paid in a clearing step. Choose grouping rule 3 for grouping characteristic TVORG. Enter characteristic value 0110 in
the alternative grouping. Use assignment rule 4, for example, if initial premiums are only to be analyzed in this clearing step. Assign group 1 to this characteristic
value.
1.7.6.5.3 Alternative Grouping: Assignment Rules
Use
You use assignment rules for a characteristic value for a grouping characteristic to define whether an item is excluded from payment, or whether it is suitable for
cross-group payment.
The following assignment rules are available:
[space]: Only within the group (defined using the grouping string)
1: If the higher-level characteristics of the grouping string are equal:
2: No clearing analysis in the current clearing step
3: No clearing analysis in the current clearing step and all other clearing steps
4: Clearing analysis ONLY in the current clearing step
5: No clearing analysis for ALL items in the current step
6: No further clearing analysis for ALL items
Example
You have set up a grouping with VKONT, VTREF and main transaction (HVORG). All items that match, in terms of these characteristics, are cleared. The
following main transactions are available: Auto liability: 6010, auto partially comprehensive: 6015, auto claim: 6020, annuity: 8000, payment on account: 5060.
You want to define an alternative grouping for main transactions:
Assignment rule [space]: Only within the group (defined using the grouping string)
Example:
Insurance object 2020 is assigned to contract account 4711. Three auto liability receivables of 1000 EUR, one claim payment of 2000 EUR, and the
disbursement of a 1000 EUR annuity are due for the insurance object. You want to clear receivables and claims with one another for automatic clearing, but
exclude the annuity from a payment.
Choose grouping rule 1 for grouping characteristic HVORG. Enter characteristic values 6010 and 6020 in the alternative grouping. Use space as the
assignment rule each time, assign group 1 to every characteristic value. Enter characteristic value 8000 in the alternative grouping. Use as assignment rule 2;
assign group 2 to the characteristic value.
Assignment rule 1: If the higher-level characteristics of the grouping string are equal:
Clearing between different values for a characteristic takes place if they match, in terms of all other characteristics.
Example:
Insurance object 2020 is assigned to contract account 4711. Two auto liability receivables of 1000 EUR are due for the insurance object. The policyholder makes
a payment on account of 2000 EUR. You want to clear receivables and payments on account for automatic clearing. Choose grouping rule 1 for grouping
characteristic HVORG. Enter characteristic value 5060 in the alternative grouping. Use as assignment rule 1; assign group 1 to the characteristic value. Make
sure that the assignment of the payment on account to another main transaction is unique, and that it is influenced by other parameters (such as amount rule,
sorting, see below).
Example:
Insurance object 2020 is assigned to contract account 4711. Two auto liability receivables of 1000 EUR and two auto partially comprehensive receivables of
1000 EUR are due for the insurance object. The policyholder makes a payment on account of 3000 EUR. You want to clear the receivables with the payment on
account for automatic clearing.
Choose grouping rule 2 for grouping characteristic HVORG. Enter characteristic value 5060 in the alternative grouping. Use as assignment rule 1; assign group 1
to the characteristic value. Make sure that, in this case, all other main transactions form a group, due to grouping rule 2. This setting means that a possible
annuity of 1000 EUR would then be cleared with the receivables from the auto policies.
1.7.6.5.4 Sort String
Use
The sort string groups together the sort characteristics that you have defined. You can use a maximum of 5 sort characteristics. After items have been grouped by
the settings in the grouping string, the sort defines the sequence of the groups, and the sequence of the items within the groups. You can define an alternative sort
for certain characteristics in a sort characteristic, and choose whether sorting takes place on an ascending or descending basis.
Example
You have set up a grouping with VKONT and VTREF. Insurance object 2020 is assigned to contract account 4711. 4 premiums of 1000 EUR are due on a
monthly basis from 01/01/02 for the insurance object. You want to clear the oldest premium insurance first. Select the due date (FAEDN) as the sort
characteristic. Ensure that sorting is set to ascending order.
1.7.6.5.5 Alternative Sorting
Use
The sort characteristics entered in the sort string receive between one and n characteristic values, according to their origin (insurance object: n = number of
insurance policies; document type; n = number of document types defined in Customizing). You define partial quantities by setting alternative sorting, and you can
assign a specific rank (such as 1 st place) for sorting. The characteristic values that are not listed in the alternative sorting get a sort rank from the following rules:
[space]: Rank corresponds to the characteristic value [alternative sorting is not active]
1: Rank corresponds to the order of preference, otherwise the characteristic value
The characteristic values for a sort characteristic, which are not listed in the alternative sorting, are processed according to their characteristic value.
2: Rank corresponds to the order of preference, otherwise rank ‘000’
The characteristic values for a sort characteristic, which are not listed in the alternative sorting, are initially processed by sorting in ascending order.
The characteristic values for a sort characteristic, which are not listed in the alternative sorting, are processed at the end by sorting in ascending order.
Example
Insurance object 2020 is assigned to contract account 4711. Three premiums of 1000 EUR are due on a monthly basis from 01/01/02, for auto liability insurance,
auto insurance and auto contents insurance, for the insurance object. The policyholder makes a payment on account of 5000 EUR, which is to be cleared
automatically with the due items. The insurances are mapped using the 6010, 6015, and 6020 main transactions. You have set up a grouping with VKONT and
VTREF. You want to pay the liability insurance first. All other items are to be paid according to the due date.
Choose HVORG as the sort characteristic. Use rule 3 for the HVORG sort characteristic. Enter the characteristic value 6010 in the alternative sorting; assign rank
1 to the characteristic value. Use FAEDN as another sort characteristic.
Example
The master data and the grouping setting correspond to the previous example. HVORG and FAEDN are also used as sort characteristics. Use rule 2 for the
HVORG sort characteristic. Enter the characteristic value 6010 in the alternative sorting; assign rank 1 to the characteristic value. With automatic clearing, the due
premiums for the liability insurance are not cleared, according to rule 2 (rank corresponds to order of precedence, otherwise rank ‘000'’ < rank 1 for characteristic
value 6010). The main transactions are processed according to the characteristic value: All items for main transaction 6015, and the items for main transaction
6020 that are due on 1/1 and 1/2 are cleared (without taking an amount rule into account, see below).
Example
The settings correspond to the previous example, with one exception. Use rule 1 for the HVORG sort characteristic. With automatic clearing, all items for main
transaction 6010, and the items for main transaction 6015 that are due on 1/1 and 1/2 are cleared (without taking an account rule into account, see below).
1.7.6.5.6 Amount Rules
Use
Amount rules define whether and how the grouped and sorted items are cleared.
The following amount rules are available:
[space]: No amount restrictions
0: Clearing only with equal amounts
1: No partial clearing permitted
2: No overpayment permitted
3: Max. amount difference acc. to tolerance group, write off tolerance
4: Max. amount difference acc. to amount check group
5: As for ‘4’, but for sequences of open items
6: As for ‘4’, but for sequences of documents
7: As for ‘4’, but for sequences of OI groups
8: Proportional payment/credit assignment to OI groups
9: As for ‘7’, but no cross-group clearing
Examples
Prerequisite: In the Specifications for payment receipt , you have defined that payments that can not be assigned are to be posted on account.
Grouping: VKONT, VTREF; sorting: FAEDN
Insurance object 2020 is assigned to contract account 4711. 4 premiums of 1000 EUR are due on a monthly basis from 01/01/02 for the insurance object. Group
result: 4000 EUR.
The payment lot is used to post an incoming payment of 2000 EUR with the insurance object as the selection category.
Result with amount rule space : The premiums due on 1/1 and 1/2 are cleared.
Result with amount rule 0: No clearing, payment amount is posted on account.
Result with amount rule 4 (without amount check group): No clearing, payment amount is posted on account.
The policyholder makes a further payment of 2000 EUR.
Amount rule space : The remaining open items are cleared.
Amount rule 0: The previous incoming payment did not clear any items, but is included in the group result. Group result: 2000 EUR. All premiums are cleared.
Amount rule 4 (without amount check group): The group result is 2000 EUR. All premiums are cleared.
Grouping: VKONT; sorting: FAEDN
Insurance objects 2021 and 2022 are assigned to contract account 4712. Three premiums of 1000 EUR are due on a monthly basis from 01/01/02 for insurance
objects 2021 and 2022.
Group result: 6000.
The payment lot is used to post an incoming payment of 3000 EUR, with business partner and contract account as selection categories.
Result for amount rule space : The items are sorted according to due date. For both insurance objects, the premiums due on 1/1 are selected and sorted,
according to the sorting you have set. One premium due on 1/2, on one of the insurance objects, is also cleared. As no sorting is set for insurance objects,
selection takes place by chance.
Result with amount rule 0: No clearing, payment amount is posted on account. The policyholder makes a further payment of 3000 EUR, which is posted using the
payment lot: All premiums are cleared.
Grouping: VKONT, VTREF; sorting: FAEDN
Insurance objects 2021 and 2022 are assigned to contract account 4712. Three premiums of 1000 EUR are due on a monthly basis from 01/01/02 for insurance
objects 2021 and 2022.
Group result: 3000 for insurance object 2021, 3000 for insurance object 2022.
The payment lot is used to post an incoming payment of 3000 EUR, with business partner as selection category, and without reference to an insurance object.
Result with amount rule space : All premiums for one of the insurance objects are cleared. As no sorting is available for insurance objects, selection takes place
by chance.
Result with amount rule 0: Same as for amount rule space .
Result with amount rule 8: The premiums on both insurance objects due on 1/1 are cleared, the premiums on both insurance objects due on 1/2 are half cleared.
You have the following options for making an arbitrary assignment of the incoming payment to one of the insurance objects.
You use the payment lot to post the incoming payment with insurance object as the selection category, and by specifying the ID and/or
You set an alternative sort, which uses the separating attributes for the insurance objects (such as insurance object category, main and subtransaction); this
allows you to give priority to the payment of the defined insurance objects.
Grouping: VKONT, VTREF; sorting: FAEDN, insurance object category
Insurance objects (auto liability insurance), 2021 (auto insurance) and 2023 (auto contents insurance) are assigned to contract account 4711. Insurance object
2020 can be differentiated from the other insurance objects by insurance object category 11. Three premiums of 1000 EUR are due on a monthly basis from
01/01/02 for every insurance object.
Group result for each insurance object: 3000 EUR
You want to pay the liability insurance first.
Define the insurance object category as the sort characteristic. As the insurance object category is not a characteristic of the DFKKOP table, you must create a
function module, which is based on the FKK_SAMPLE_TFK116 module ( see Amount Check Groups ).
Use rule 3 for the insurance object category sort characteristic. Enter the characteristic value 11 in the alternative sorting; assign rank 1 to the characteristic value.
Result with amount rule space : All premiums for liability insurance (insurance object category 11) are cleared. As no sorting is available for insurance objects,
selection takes place by chance. Two more open items are cleared according to the due date, on one of the two other insurance objects.
Result with amount rule 0: No clearing, the amount is posted on account.
Result with amount rule 1: All premiums for liability insurance (insurance object category 11) are cleared. The remaining payment amount is posted on account.
The payment lot is used to post a further incoming payment of 4000 EUR, with the business partner as the selection category.
Amount rule space : All remaining open items are cleared.
Result with amount rule 0: As the incoming payment can not be assigned to a group, and the previous incoming payment does not have a group assignment,
there is no clearing and a new payment on account is made.
Result with amount rule 1: A second policy is cleared with 3000 EUR; the remaining amount of 1000 EUR is posted on account. No clearing takes place for the
third policy, as no settings for processing payments on account are defined in the clearing step.
In order to perform clearing for the third policy in this case, make the following settings. Prerequisite: Payments on account are mapped by your own main
transactions.
Define a grouping according to VKONT, HVORG, VTREF. Use grouping rule 2 for the HVORG grouping characteristic. Enter characteristic value 5060 (HVORG
for payment on account) in the alternative grouping. Use assignment rule 1; assign group 1 to the characteristic value. Retain the sorting.
Result: All premiums for liability insurance (insurance object category 11) are cleared. The remaining payment amount is posted on account.
The payment lot is used to post another payment of 4000 EUR, with business partner as the selection category. Result: The remaining premiums are cleared.
Grouping: VKONT, VTREF, OPBEL; sorting: FAEDN
You have set the Write off tolerance indicator. Underpayments are accepted, up to a maximum of 5 EUR, and lead to clearing of the receivable. The tolerance
limit always refers to the group result, not to individual items (meaning that it refers to the balance for all items that match in terms of the VTREF characteristic,
when grouping according to VTREF).
Insurance object 2020 is assigned to contract account 4711. Three premiums of 1400, 1200 and 1000 EUR are due on a monthly basis from 01/01/02. Three
groups are formed. The payment lot is used to post an incoming payment of 1198 EUR.
Result with amount rule space : The oldest premium due is partially cleared.
Amount rule 0: Amount rule 0 does not allow tolerances to be written off.
Result with amount rule 3: The premium of 1200 EUR, which is due on 1/2, is cleared, as the difference between the incoming payment and the open item lies
within the tolerance limit. With amount rule 3, there is no partial clearing; all groups are checked according to the sorting that you have set. If a group fulfils the
condition, clearing takes place.
1.7.6.5.7 Amount Rules with Amount Check Group
Use
Amount check groups enable you to control the clearing of incoming payments for open items, or between credit and receivables on accounts, dependent on
amounts.
Example
Insurance object 2020 is assigned to contract account 4711. Three premiums of 1000 EUR are due on a monthly basis from 01/01/02. An incoming payment is
to clear as many premiums as possible, starting with the oldest premium. Partial clearing is not permitted. Underpayment within the tolerance limit leads to
clearing. Overpayments are to be posted on account; an incoming payment clears this, if it corresponds to a receivable when in conjunction with a payment on
account.
Grouping: HVORG, VTREF, OPBEL
Use grouping rule 2 for the HVORG grouping characteristic. Enter characteristic value 5060 (HVORG for payment on account) in the alternative grouping. Use
assignment rule 1; assign group 1 to the characteristic value.
Sorting: FAEDN
Set the Write off tolerance indicator.
Amount rule: 4
Define the following amount check group and assign it to amount rule 4. Define a key, a name and the EUR currency as header data for the amount check group.
Choose 0 as the from-amount, select clearing rule 1, and enter the tolerance limit amount (5, for example) and 10000 as the upper and lower amount limits. This
setting means that every incoming payment, which differs from the item group balance, is cleared according to the amount limits.
The payment lot is used to post an incoming payment of 2500 EUR.
Result: The oldest receivables are cleared, 500 EUR is posted on account.
The payment lot is used to post another incoming payment of 500 EUR.
Result: The remaining receivable is cleared.
Result: The remaining receivables are cleared.
1.7.6.5.8 Clearing Rules
Use
You can select clearing rules to define
Whether and how and incoming payment is to be distributed to open items, or how a credit is to be distributed to receivables, in the case of partial clearing.
Whether an alternative clearing variant is to be called up for partial clearing.
Whether a customer module is to be called up for partial clearing.
The following rules are available for this:
[space]: Assignment according to sort sequence [no clearing rule active]
1: Proportional distribution within the group for partial clearing
2: Call up alternative clearing variants for partial clearing
3: Assignment using the alternative clearing variant
7: Assignment using a customer module for partial clearing
8: General assignment using the customer module
Example
Insurance object 2020 is assigned to contract account 4711. Three premiums of 1000 EUR are due on a monthly basis from 01/01/02. An incoming payment is
to be proportionally distributed to all premiums.
Grouping: VTREF
Sorting: FAEDN
Amount rule: space
Clearing rule: 1
Result: The premiums are each partially cleared with 500 EUR.
1.7.6.6 Further Examples

Example 1:
Insurance object 2020 is assigned to contract account 4711. One premium for 1000 EUR and insurance tax of 100 EUR is due on 1/1/2002 . Due to late
payment by the policyholder, charges of 11 EUR are now due.
Premiums, insurance tax and charges are mapped using main transactions 6010, 6011 and 5010, and they are to be paid in this order. Partial clearing is not
permitted. Clearing only takes place for the charges if the amounts are equal.
1. Clearing Step:
Grouping: VTREF, HVORG. Use grouping rule 2 for the HVORG grouping characteristic. Enter characteristic value 6010 in the alternative grouping. Use
assignment rule space and assign group 1 to the characteristic value. Also enter characteristic value 5010 in the alternative grouping. Use assignment rule 2;
Sorting: FAEDN
Amount rule: 1
2. Clearing Step:
assignment rule space and assign group 1 to the characteristic value. Also enter characteristic value 5010 in the alternative grouping. Use assignment rule 2;
Sorting: FAEDN
Amount rule: 1
3. Clearing Step
assignment rule space and assign group 1 to the characteristic value.
Sorting: FAEDN
Amount rule: 0
Incoming payments
Incoming payment: 1000 EUR. Result: The premium of 1000 EUR is cleared.
Incoming payment: 1050 EUR. Result: The premium of 1000 EUR is cleared, 50 EUR is posted on account.
Incoming payment: 1100 EUR. Result: Premium and insurance tax are cleared.
Incoming payment 1111 EUR: Result. Premium, insurance tax and charges are cleared.
If you post charges statistically, you can use the Specifications for payment receipt (or Specifications for account maintenance ) to define whether statistical
items are to be written off.
Example 2:
Insurance object 2020 is assigned to contract account 4711. Three premiums – one initial premium and two renewal premiums - of 1000 EUR are due on a
monthly basis from 01/01/02 . Initial and renewal premiums are mapped using subtransactions 0110 and 0120. The initial premium is cleared if amounts are
equal. If the initial premium is not cleared, all items are excluded from clearing in this clearing step, and any others; an incoming payment is then to be posted on
account, regardless of the amount.
1. Clearing Step:
Grouping: VTREF, HVORG, TVORG. Use grouping rule 1 for the TVORG grouping characteristic. Enter characteristic value 0110 in the alternative grouping. Use
assignment rule space and assign group 1 to the characteristic value.
Sorting: FAEDN
Amount rule: 0
2. Clearing Step:
Grouping: VTREF, HVORG, TVORG. Use grouping rule 1 for the TVORG grouping characteristic. Enter characteristic value 0110 in the alternative grouping. Use
assignment rule 3; assign group 1 to the characteristic value.
Example 3:
The following insurance objects are assigned to contract account 4711: 2020: Auto insurance; 2021: Annuity; 2022: Loan.
The following items are on insurance object 2020: Receivable from renewal premium: 3000; credit from premium exemption: 4000.
The following item is on insurance object 2021: Credit from recurring annuity: 5000.
The following item is on insurance object 2022: Receivable from interest: 1500.
The premium and premium exemption are mapped using main transactions 6010 and 6020; the annuity is mapped using main transaction 2100, the interest is
mapped using main transaction 5040.
You want to clear premiums and premium exemption with one another in the first clearing step; interest and annuity are not to be taken into account.
Premiums, premium exemption and interest are to be cleared with one another in the second clearing step. As the premium has already been cleared against the
premium exemption in step 1, only the remaining amount from the premium exemption is cleared against the interest. The annuity is not cleared.
1. Clearing Step:
Grouping: VKONT, HVORG. Use grouping rule 3 for the HVORG grouping characteristic. Enter characteristic values 6010 and 6020 in the alternative grouping.
Use assignment rule space and assign group 1 to the characteristic values. Also enter characteristic value 2100 in the alternative grouping. Use assignment
rule 3; assign group 2 to the characteristic value.
Sorting: FAEDN
Amount rule: space
2. Clearing Step:
Grouping: VKONT, HVORG. Use grouping rule 3 for the HVORG grouping characteristic. Enter characteristic values 6010, 6020 and 5040 in the alternative
grouping. Use assignment rule space and assign group 1 to the characteristic values.
Sorting: FAEDN
Amount rule: space
Result of automatic clearing:
Premium and premium exemption are completely cleared, the interest is partially cleared with the remaining amount from the premium exemption, 1000 EUR
from the first clearing step.
1.7.7 Clearing on an Open Account Basis
Use
The function enables you to clear items on an account managed on an open account basis.
Integration
Clearing on an open account basis is used primarily for deposit contracts, and the insurance objects that refer to them.
Prerequisites
You have selected open account management in the contract account master data.
Features
You can execute open account clearing with or without balance carryforward. You can make your decision, for each contract account category, in the
Implementation Guide.
Open account clearing without balance carryforward:
In clearing on an open account basis, those items that do not have a clearing restriction, or that have clearing restriction ‘D’, are selected. Statistical items
are not entered. Credit and receivables, which belong to a contract account and have the same currency, are sorted according to their due date. The oldest
items are cleared first. As far as possible, clearing is executed according to the sort, until all items are cleared. Clearing is also carried out in full for equal
amounts with credit and receivables. If the credit exceeds the receivables, thus meaning that the credit can not be cleared in full, the last credit item
required for clearing is only partially cleared (and vice versa). Just one clearing document is created, with the posting and document date for the posting
parameters from the clearing on an open account basis. Posting area 1025 delivers the default values for the clearing reason and the document type.
Open account clearing with balance carryforward:
For open account clearing with balance carryforward, all items up to the to-date for the due date for net payment, or (if you have not filled that field) up to the
system date, are cleared. Items for which interest has been calculated and items for which interest has not been calculated are dealt with separately, and
are cleared with different documents. The documents created by open account clearing are then reposted on the following day: One document for each
clearing, and one document for each balance carryforward, separated according to items with and without interest calculation (a maximum of four
documents). The documents for the balance carryforwards have the main and subtransactions for posting area V065, separated according to items with and
without interest calculation.
Activities
To set up open account clearing with or without balance carryforward, select SAP Insurance Collections/Disbursements Basic Functions Contract
Accounts Configure Contract Account Categories and Assign Number Ranges (FS-CD) in the Implementation Guide.
To define the values for open account clearing with and without balance carryforward, select SAP Insurance Open Item Management Define Default
Values for Automatic Clearing and Define Specifications for Clearing on Open Account Basis in the Implementation Guide.
In order to execute clearing on an open account basis, choose Periodic Processing For Contract Accounts Clearing on an Open Account Basis from
the Collections/Disbursements menu.
1.7.8 Clearing the Oldest Debt
Use
This function allows you to process insurance objects so that the items posted to this insurance object (receivables only) are cleared seamlessly, in chronological
order. The due date determines the sequence, starting with the oldest item.
Gaps appear on an insurance object if receivables are cleared, but older receivables exist for which the items are still open (or have been reopened). Gaps like
this can occur during manual clearing, for example, or if clearing is reset (reversal of a clearing document). The older open receivables then represent the gaps.
To clear these gaps, the system reopens the newer items that have already been cleared and uses the amounts that become free to clear the older items.
Caution
Evaluation of items on the insurance object takes place without taking the business partner and the contract account into account. No items posted on account
are included, as these do not have a direct relationship to the insurance object.
Integration
The function also creates the prerequisites for the system to determine that date on which all items for an insurance object are completely, seamlessly and
chronologically cleared (the paid-to date ). The FSCD_PAID_UNTIL function module determines this date.
Prerequisites
Settings for clearing control
The system triggers clearing control to clear the older items. You have made the settings for clearing control in the Implementation Guide for
Collections/Disbursements (under Basic Functions Open Item Management Clearing Control).
To achieve seamless, chronological clearing, clearing control must be set up for the Account Maintenance clearing type so that the oldest document is
always cleared. Also ensure that clearing control is only executed after all activities that are relevant for posting documents and clearing items have been
performed.
BAdI for Selection of Relevant Documents
The FSCD_IO_ITEM_SEL BAdI runs during selection of relevant line items. In the method for this BAdI, the system filters the documents that are to be
taken into account when recognizing gaps and for clearing control for clearing the oldest debt. If necessary, you have created your own implementation for
this BAdI (IMG activity BAdI: Filtering Items for an Insurance Object under Collections/Disbursements Basic Functions Postings and Documents
Basic Settings ).
Document Types
In the Implementation Guide for Collections/Disbursements you have defined the document types that are to be used for generating clearing documents or
document for the required clearing resetting. You can find the required settings under Basic Functions Postings and Documents Document
Maintain Document Assignments Document Types Define Document Types for Clearing Oldest Debt .
Authorization Object
The I_VV_AAS authorization object ( FS-CD: Clearing Oldest Debt ) is available to control the authorization for this function. Processing clerks who are
familiar with postprocessing for insurance objects have this authorization in their profile.
Scope of Functions
The function is controlled with a mass activity. The system performs clearing in two steps:
Determination of Gaps
The system examines the items on the insurance object and determines the following:
Available open credit items that can be used for clearing
Older open receivables that must be cleared
Additional, more recent items, for which clearing must be reset to clear the older items with this amount
In event V135, you can define additional check criteria to control the items for which the system can reset clearing.
Note
If the system does not determine a consistent number of items, for which clearing can be reset, the function is cancelled and the processing clerk must
perform manual postprocessing for the insurance object.
Clearing Older Items

The system resets clearing for the more recent of the determined items.
The system then triggers clearing control . Clearing control creates a proposal for items that are to be cleared with one another. The system updates this proposal,
the credit created is then cleared with the previous gaps.
Activities
To call up this function from the SAP Easy Access screen, select SAP Insurance Collections/Disbursements Periodic Processing For Contract
Accounts and Insurance Objects Clearing Oldest Debt .
1.8 Account Balance Display
Purpose
You use this component to display the debit and credit items posted to one or more contract accounts.
Features
You can use selection criteria to limit the selection of items to be displayed. For example, you can only select cleared items or items which were posted in a
particular period.
You determine what information is to be displayed from the document by means of line layout variants. Line layout variants of the "totals variant" type define the
fields by which items are to be displayed in accumulated form. You can switch between the variants as required within the account balance display. You define
the required variants in Customizing.
There is also a search, sort and summation function in the account balance display.
1.8.1 Account Balance

You can display the account balance as a list or an ALV Grid Control ; it is divided into sublists that are displayed on tab pages:
Receivables/credit: Items according to the line layout variant selected
Down Payments
Totals: Summation of items in categories such as open receivables, payment on account postings, down payments, and balance display of the selected
items.
Payment list: Display of the incoming and outgoing payments with the following information:
Date, amount of payment
Items cleared with the payment
Items posted on account
The display in the ALV Grid Control is similar to the list display. However, the detailed display of a payment in the ALV Grid Control is not on the tab page
Payment List in the normal list; instead, you double-click on the payment to display the details. This takes you to the document display. There you can display
the items of the clearing document and the items thus cleared.
You can configure the layout of the header area to meet your requirements in event 1217; specify the number of a subscreen on which you want to display any
additional data.
You can call up a context menu by clicking on the right mouse button when the cursor is on an item in the account balance. In events 1247, you can adjust and
supplement the functions of the context menu to meet your requirements.
1.8.2 Selecting Items
Use
Before you access the account balance, you can determine which items are to be selected.
Prerequisites
Posted items that match the selection criteria must be available in the system.You have defined the selection fields in the Implementation Guide for Contract
Accounts Receivable and Payable under Basic Functions Account Balance Display Select Fields for Selection Function .
Features
The items are selected. The list is structured according to the list layout variant used.
1.8.3 Navigation in the Account Balance
Use
Navigation in the display
Features
Once you have entered and confirmed the criteria for selecting the account balance on the initial screen, a navigation area appears in the top part of the display. If
you choose Navigation , a list with the following contract accounts appears in accordance with your selection:
If you enter a business partner, the list contains all contract accounts of the business partner.
If you enter a business partner and a contract account, the list contains all contract accounts of the business partner.
If you enter a contract account, the list only contains this contract account.
The name of the contract account also appears. You can see the name and number of the business partner in the first line in the list.
If you double-click on a specific contract account line, the item list then contains only those items that belong to this contract account. If you want to display all of
the items for the business partner again, double-click on the line for the business partner.
In the following cases the navigation area does not appear:
When selecting the items you selected the postings from other partners. This means that in the detail view of the list category, you have set the indicator
With Postings from Other Partners .
In your user master record, the indicator Hide Navigation is set.
1.8.4 Line Layout
Use
The line layout is the definition of the list format for the items to be displayed. Line layout variants consist of a number of fields. These constitute the columns of the
list and therefore determine the line layout of a list line. All lines in the list have the same line layout. The line layout also determines the output of the cleared items
for a payment document in the payment list.
The category of the line layout variant is an important attribute: Single item variant or totals variant.
With totals variants, the selected items are cumulated before the output for all non-amount fields of the variant, so that a variant that only consists of a business
partner/contract account/amount only gives one list line for 100 items with the same business partner/contract account.
Prerequisites
You have defined line layout variants in Customizing (see IMG structure: Contract Accounts Receivable and Payable Basic Functions Account Balance
Display Define Line Layout Variants ).
Features
The system outputs each output line in accordance with your specifications of the line layout. If the totals variant is the category of the list layout variant, the single
items are cumulated before output.
You can also define a hierarchy of line layout variants. In the system, this is defined as a totals variant with subsequent variants. This hierarchy has a maximum
of four levels.
Example
S10 Partner/account
S11 Partner/account/due date
S12 Partner/account/due date/document
In the line layout, you can define a Pointer field (field name, POINT ) - normally the first field of the variant. Click on this field to display the items of the selected
lines in the next lowest variant.
1.8.5 Balances Variants
Definition
A balances variant covers balances whose type of calculation you define in Customizing.
Use
In addition to the totals in the account balance display, in Customizing you can create balances variants that you then select on the initial screen of the account
balance display.
You configure balances groups in the Implementation Guide for Contract Accounts Receivable and Payable under Basic Functions Account Balance
Display Define Balances Groups .Here you define which balances categories are to be used in the rows for the table display and which balances grid is to
be used in the columns.
You summarize the balances groups into balances variants in the activity Define Balances Variants . (You can also hide individual balances for a balances
variant.)
Structure
The system groups the individual balances of a balances variants in balances groups (for example, payments) and displays them in a table.
Example
Example for a balances variant
Payments Open Due Due since 30 Days
Payment on account 140 140 140
Down payment 160 160 160
Down payment clearable 390 390 390
Note
Balances categories specify the type of the individual line items of a balances group. These line items can be read per line of the table (for example,
payment on account or down payment).
For each column of the display, the balances categories are subdivided by balances intervals (for example, open, due since 30 days).
A balance is therefore the combination of a balances category and a balances interval. In the example, the "Payments" balances group shows a balance of
160 for the "Down Payment" balances category and the "Due" balances interval.
SAP supplies a standard variant. The system only calculates balances automatically for the combinations of balances categories and balances intervals
delivered in this standard variant.
If you define your own balances variants with balances different to the combinations contained in the standard variant, you have to implement the calculation of
these balances in event 1299.
Note
SAP provides a time-based balances variant for the industry component Public Sector Contract Accounts Receivable and Payable .
1.8.6 Sorting Items in the Account Balance Display
Prerequisites
You have defined sort variants in Customizing (see IMG structure: Contract Accounts Receivable and Payable Basic Functions Account Balance
Display Maintain Sort Variants ).
Features
On the initial screen, you can choose a sort variant.
If you do not use a sort variant, the system sorts the data in ascending order according to the first six fields of the line layout variant. If you set the Descending
indicator in the attributes of the line layout variant, the system sorts the data in descending order.
Irrespective of the Customizing, you can place the cursor in any field in the normal list and choose the functions Sort in Ascending Order or Sort in Descending
Order . The data is then sorted based on the field selected.
1.8.7 Additional Fields in the Account Balance Display
Use
If you temporarily require additional information in the account balance display, you can display an additional field.
Prerequisites
The required additional fields are specified in Customizing for Contract Accounts Receivable and Payable (see IMG structure Contract Accounts Receivable
and Payable Basic Functions Account Balance Display Select Additional Fields to be Displayed ).
Activities
To display an additional field, place the cursor on the required position in the list and choose Settings Additional Field .
To hide an additional field, choose Settings Hide Additional Field.
1.8.8 Searching for Items in the Account Balance Display
Use
To search for items and filter the list.
Features
Cursor position Result
In the list The system searches for all items with the value 06/01/2002 in the Doc.Date field
For example, on the field Doc.Date 06/01/02
On the column header A dialog box appears where you can enter search values for the field Document Date .
For example, Doc.Date column Afterwards, the system displays all items that match the search criteria.
Outside of the list The system displays, one after the other, a dialog box for selecting search fields and a
dialog box for entering search conditions. You must have defined the search fields in
Customizing (see IMG structure Contract Accounts Receivable and Payable Basic
Functions Account Balance Display Choose Fields for Search Function ). There
you can specify all of the fields of the business partner item as search fields.
1.8.9 Totaling Items in the Account Balance Display
Use
Totaling items in the basic list.
Features
If you position your cursor on a field in the basic list:
The system totals all items after this field
Outputs the list with the corresponding subtotals.
1.8.10 Traffic Lights in the Account Balance
Use
Visual display of an item category
Prerequisites
You are using Event 1203 (see IMG structure: Contract Accounts Receivable and Payable Program Enhancements DefineCustomer-Specific Function
Modules).
Features
In the standard system, the following is valid for debit entries:
Color Meaning
Green Paid
Yellow Not paid, not yet due
Red Not paid, overdue
1.8.11 Calling Up Account Balances
Prerequisites
If you do not want to offer all business partner relationships when the selection by relationships is used, you limited the number of relationship types that are
offered in Customizing for Contract Accounts Receivable and Payable, by choosing Basic Functions → Account Balance Display → Exclude Business
Partner Relationship Types
If you want to use balances variants, you made the necessary settings in Customizing for Contract Accounts Receivable and Payable under Basic Functions →
Account Balance Display → Balances Variants
See also the documentation for these activities.
Procedure
Choose one of the following paths:
Roles Information about Business Partner Account (SAP_FI_CA_PARTNER_ACCOUNT_INFO)→ Account Balance
SAP Easy Access screen Account → Account Balance
Enter the business partner and/or the contract account and/or a contract.
By entering an account balance role and/or a subapplication (in industry component Public Sector Contract Accounts Receivable and Payable ), you can further
refine the selection of master data.
( ) SAP provides account balance roles for each industry component. You can add your own installation-specific account balance roles in Customizing for
Contract Accounts Receivable and Payable under Basic Functions → Account Balance Display → Define Account Balance Roles . If there are no account
balance roles defined in the system, then this field does not appear on the initial screen of the account balance display.
( ) You define the account balance role parent company and enter it as a selection criteria in addition to the business partner.
The account balance display therefore displays not only the items of the business partner, but also all items of the subsidiary companies.
If necessary, restrict your selection to an installment plan, a collective bill, or a reference document number.
Using the list type, select the items.
Specify whether you also want to display items from the archive, along with due and (partially) paid budget billing/payment requests.
Set the User-Specific Selection indicator, if you want to use your own selection criteria that you have already defined. To create your own criteria, read the
documentation for the indicator. To specify selection criteria:
Choose ( ) Selection conditions …

Select a maximum of three fields, then choose Continue .
In the dialog box that appears, include or exclude values for the selected parameters from the selection. Specify the type of link between these values.
Confirm your entries.
Choose the type of display. Using the balances variant, you can control which balances are calculated and which balances groups are displayed.
The following functions are also available in the toolbar:
Pushbutton Choose the pushbutton to
( ) ( Period for Item Selection ) Limit the time period for which the system selects items
( ) ( Enrich Selections Using Relationships ) Include in the display the account balance of a business partner with a relationship to the
currently entered business partner (such as, the account of the spouse of the policy
holder)
In the standard system, the system offers all business partners that have a relationship
to the entered business partner, as well as the business partners that have a relationship
to those business partners. Choose the business partner relationships you want in the
dialog. The system then considers these during the selection.
( ) ( Write Selection Variant ) Save the entered selection parameters for master data and company code (user-specific
or user-independent) under a name for later use
( ) ( Read Selection Variant ) Call a selection variant that was saved previously
( ) ( Initialize Selection Criteria ) Delete all selection criteria currently entered in the input fields
Choose Continue.
In addition to the standard initial screen, there is also a reduced initial screen that only contains the Business Partner, Contract Account, Contract, and Company
Code fields. Choose the Further details pushbutton to switch between the two variants.
User-Specific Settings
You can make all user-specific settings (SPA/GPA parameters) for the account balance display from the menu by choosing Settings → Display/Change (or
by choosing the pushbutton ( ) ( Display/change settings ) in the initial screen or in the list. When you save your entries, the system updates the user
master record.
( )
If you set the Propose tab last active indicator, a new list always begins with the last screen that was active in the previous list.
Result
The system displays the basic list.
1.8.12 Working with the Account Balance

You want to: Please proceed as follows: Important information:
See which items are still open Select open items only, for example, sorted by due date.
See which items are cleared Select cleared items only. Cleared items must already be activated. Data from the
archive is not displayed.
See the remaining amount of a receivable Include the Remaining Amount field (OBETH) next to
the Total Amount field (GBETH) in the line layout
See partial payments Include the Partial Payment Number field (OPUPZ) in Even when only open items are to be selected, partial
the line layout variant and indicate that this variant is a line payments are read as well so that the original total amount
item variant of the item can be displayed unchanged.
See which invoices were cleared by which payments Select open and cleared items. Use a variant with the field The total of all invoices and clearings with the same
Clearing Document Number (AUGBL) and sort or total clearing document number is zero.
according to this field.
Display payment data Choose a list type with the With Cleared Items indicator A clearing item is simulated and displayed for each paid
item. These items do not physically exist. The payment
document does not have business partner items. These
items are indicated in the Clearing field (XZAHL) if you
include it in the variant.
Display zero clearing Set the parameter 820 ( Zero Clearing ) in the user As standard, zero clearing is hidden.
parameters. This integrates zero clearing into the basic list
as standard.
Choose the function Settings Zero Clearing
Hide/Show .
Hide reversals Choose Settings Hide in the menu for account This allows you to hide all reversed documents and the
balance display. corresponding reversal documents. This only applies to
line layout variants of the type line item variant.
Display debit and credit amounts in different columns Select the Debit Local Currency (SBTRH) field or similar
fields for credit entries in the line layout variant.
Define a hierarchy of line layout variants. Define the totals variants with follow-on variants. In the line layout, you can define a Pointer field (field
Example name, POINT ) as the first field of the variant. Click on
S10 Partner/account this field to display the items of the selected lines in the
S11 Partner/account/due date next lowest variant.
S12 Partner/account/due date/document
If you set parameter 812, the variant hierarchy will appear
in the upper part of the list. This allows you to skip variants
in a totals variant hierarchy that has more than two levels.
If you set parameter 810, the last active tab page is given
as the default the next time the transaction is chosen.
Show the clearing history of an item which could not be Define a variant with the field Document Number . To Choose Environment Returns History to access
collected despite multiple attempts display the clearings for this item, position the cursor and the general display of all returns for the business
choose Clearing History . If returns have occurred, you partner/contract account (not document-specific).
can include the data from the returns history in the line
layout. The system displays the data for the last return
(such as return reason).
See which items were originally paid by a payment that Switch from the account balance to the document display.
was reversed In document display choose Items Cleared Earlier
Show bank data for a payment If the payment was entered with a payment lot or payment
run, you can branch to the payment lot item or payment
run data by choosing Environment Bank Data .
Show payment transactions Choose the Payment List tab page.
Display a chronological list of transactions for the account Choose the Chronology tab page.
Display which other accounts the business partner has Choose Navigation
Display archived items To display items from the archive, select the With To output archived items in the display, you must select a
Archive parameter in the Further Selections frame on line layout variant that contains the Item Archived field
the account balance initial screen. (XARCH).(See Implementation Guide for Contract
Accounts Receivable and Payable under Basic
Functions Account Balance Display Define Line
Layout Variants for Account Balance ).
Send a payment form to a business partner From the menu in the account balance display choose The system creates the correspondence type payment
Environment Create Payment Form. .A dialog box form (0022). You can either print all displayed items
appears in which you can change the amount.As standard individually or as a total. For more information, see
the amount field contains the total of the open items Creating Payment Forms from the Account Balance
displayed.You can also debit the business partner with
charges for sending correspondence.
Display the archived document/SD billing document for an Place the cursor on the SD document in account balance If the SD document has been optically archived in
SD document display. Choose Invoice . SAPArchiveLink , the archived document is displayed. If
the document does not exist in SAPArchiveLink or the
archived document cannot be displayed, the system
displays the SD billing document (transaction VF03).
Display the original document from the Accounting Place the cursor on the corresponding document in If an original document exists for the selected document,
interface for any FI-CA document account balance display. Choose Invoice . the system displays it.
Information About Installment Plans
Display installment plan items for a specific installment On the initial screen, enter the installment plan and
plan choose a list type that has the indicator Installment Plan
Item in the area Statistical Items .
Display the source receivables for an installment plan Place the cursor on the display of the installment plan Source receivables are normally not displayed in the
items and choose Environment Original account balance.In the totals section, the source
Receivables. .Or, on the initial screen, in the list type receivables do not form part of the open receivables.The
choose the document type Original Item for Installment original receivables are displayed with the line layout that
Plans and specify the installment plan number. you defined in the default values for the account balance
under the caller SAPLFKL9 and the RATPL function (see
IMG structure Contract Accounts Receivable and
Payable Basic Functions Account Balance Display -
>Define Proposal for Line Layout ).
Information About Collective Bills
Display the line items of a collective bill Enter the collective bill. The original receivables are displayed with the line layout
that you defined in the default values for the account
balance under the caller SAPLFKL9 and the SAMMR
function (see IMG structure Contract Accounts
Receivable and Payable Basic Functions Account
Balance Display ->Define Proposal for Line Layout ).
Display the source receivables for a collective bill Position the cursor on the relevant item in the collective
bill item display and choose Environment Original
receivables for collective bills
1.8.13 Integration of Functions in Account Balance
The account balance display integrates numerous functions that you can use to:
Display further information (such as histories) for the displayed items
Access further processing (such as, changing and reversing) for the displayed items
Features
To navigate from the account balance display to the processing functions for the document, select the document. Then in the menu, choose Environment
Document and one of the following menu functions:
Menu Entry Function
Change The system offers the item to be changed.
Reverse The system navigates to the initial screen of the Reverse Document transaction and
adopts the selected document number.
Reset Cleared Items The system navigates to the initial screen of the Reset Cleared Items transaction and
adopts the selected document number.
Display : The system displays the selected item in the detailed view or in the selected view.
Item
Logical View
Physical View
Due Date View
Payments/Returns
Invoice
For Installment Plan Item : The system displays the installment plan for the installment plan item.
Installment Plan
Source Receivables
Collective Bill Line Items The system displays the line items that belong to the collective bill item.
Line Item Bundle The system displays the line items that belong to the bundle item.
Cash Security Deposits The system displays the cash security deposit for the cash security deposit request
document.
Budget Billing Plan The system displays the budget billing plan for the budget billing plan document.
Histories : The system displays the dunning history for the selected item.
Dunning History The system displays the clearing history (clearings and clearing resets) for the
Clearing History selected item in a dialog box.
Interest History The system displays the posted interest documents for the item.
Interest Supplement The system displays the interest supplement for the interest document.
Dispute Case The system displays the dispute cases for the document in Dispute Management.
To navigate from the account balance display to the processing functions for payment data, select the payment amount or the document. Then in the menu,
choose Environment Payment Data and one of the following menu functions:
Menu Entry Function
From Payment Run For a payment document from the payment run, the system displays the payment data
(bank data, payment method) in a dialog box.
From Payment Lot For an incoming payment, the system displays the bank data from the payment lot.
From Returns Doc For a returns document for an incoming payment, the system displays the payment data
from the returns lot.
From Repayment Request For a repayment request (from credit processing or a payment lot), the system displays
the bank data from the repayment request.
From External Cash Desk For a payment that was entered at an external cash desk, the system displays the
payment data.
Payment Usage In a dialog box, the system displays the receivables and credits for which the payment
was used.
To navigate from the account balance display to a processing function for the selected contract account, choose Environment Account from the menu and
then choose one of the following menu functions:
Menu Entry Function Note
Mass Change The system offers the items that you currently selected for To have the system offer only those items for mass
mass change. This applies even if you reduced the change that are in the current item selection of the account
number of items using the search after you selected items. balance, define event 1256 and set the E_ADD_CUST-
Also in that case, the system transfers only the currently XMCFI indicator in your implementation.
displayed items to the mass change.
Account Maintenance The system goes to the initial screen for account
maintenance and proposes the business partner and
contract account – provided they can be determined
uniquely.
Installment Plans The system displays the installment plans for the
business partner and contract account – provided
they can be determined uniquely.
Budget Billing Plans The system displays the budget billing plans for the The display is implemented using event 1215.
business partner, contract account, and contract –
provided they can be determined uniquely.
Dunning Notices The system displays the dunning history for the contract The system calls the initial screen of the report RFKKMA02.
account or for the business partner and contract account
– provided it can be determined uniquely.
Returns The system displays the returns history for the business The systems calls the report RFKKRF02.
partner and contract account – provided it can be
determined uniquely.
Collection Agency ( Submit to Collection Agency , Submit to Collection Agency: The system navigates to the
Release for Collection ) transaction Management of Submitted Items (transaction
FP03).
Release for Collection: The system navigates to the
transaction Release Items for Collection(transaction
FP03E).
Write-Offs The system displays the write-off history for the business
partner and contract account – provided it can be
determined uniquely.
Installment Plan History The system displays the installment plan history for the
business partner and contract account.
Dispute Cases ( Create , Display ) Create: The system asks for the necessary data for The prerequisite for this is that you are using SAP Dispute
creating the dispute case in SAP Dispute Management Management and you have made all necessary system
and creates the dispute case. settings for the integration.
Display: The system navigates to the initial screen of the
Dispute Cases for Account Balance (RFKKDM00) report in
order to display existing dispute cases.
Additional Data ( Corrections , Security Deposits ) Corrections: The system displays items with individual
value adjustments.
Security Deposits: The system navigates to the initial
screen of the transaction for displaying an overview of
security deposits (transaction FPD2).
Creditworthiness The system displays the creditworthiness data of the
business partner.
Locks for Partner The system displays all locks for the business partner in
dialog mode.
To navigate from the account balance display to a processing function for the selected master data, choose Environment Master Data from the menu and
then choose one of the following menu functions:
Menu Entry Function
Business Partner The system navigates to the display of the business partner.
Change Business Partner The system navigates to the transaction for changing the business partner.
Contract Account The system navigates to the display of the contract account.
Change Contract Account The system navigates to the transaction for changing the contract account.
Contract The system navigates to the display of the contract.
Change Contract The system navigates to the transaction for changing the contract.
1.8.14 Account Balance Display by Snapshot
Use
For individual business partners whose contract accounts have a large number of items, you can create the account balance display from a preselected set of
items – a snapshot.
Prerequisites
In the Implementation Guide for Contract Accounts Receivable and Payable under Basic Functions Account Balance Display Define Business Partner
for Creation of Snapshots , you have entered business partners with large numbers of items.This setting is one of the current system settings and, therefore,
you can access it in the menu under Current Settings (Business Partner for Snapshots).
Note
Note for the industry component Insurance
You can only use snapshots in the account balance if there is exactly one insurance object-business partner relationship for the selection criteria entered.
Features
The system manages the business partner for whom you create an item set in table TFK021_SNAP. Changes to this table are current settings, which means that
you can also make entries in the productive system. You use report RFKKSNAP (SAP menu: Account Account Balance Snapshot ) to create the current
dataset for all (or selected) business partners in this table and save it as a data cluster in the database in the form of a snapshot.
When you call up the account balance display, the system checks whether a unique business partner can be determined from the selection conditions.
If the system has determined a business partner and a snapshot exists for this business partner:
1. The system imports this snapshot.
2. The system checks the current selection conditions.
3. The system displays the result in the list with corresponding information that the data is not up-to-date and with the date of the snapshot.
Note
If you use account balance roles or event 1210 such that several selections are derived from one selection condition, the system does not evaluate the
snapshot.
For installment plans, the snapshot contains the installment plan items and not the original item for these installment plan items. Therefore, if, in the list
category, you make the setting that the original items for installment plans are to be displayed, the system ignores the snapshot for the display.
Activities
For a snapshot to reflect the current data status, you have to update it at regular intervals.
If you are in a snapshot display, you can deactivate the snapshot from the menu via Account Balance Current Status. The system then reads the current
data.
If you select by contract account or contract, you can use the new event 1219 here to determine a business partner.
1.8.15 Creating Payment Forms from the Account Balance
Use
The business partner has open items for settlement. You therefore want to send your business partner a payment form .
Procedure
1. On the initial screen of the account balance, enter the business partner or the contract account and choose Continue .
2. From the menu, choose Environment Create Payment Form .
A dialog box appears for you to enter the data required for creating the payment form.
3. On the Payment Form Content tab page, specify the number of payment forms required and the amount category. You can:
Display the amount according to the items attached
You define the selection of attached items by only selecting the items that are to appear in the payment form on the Item Selection tab page.
Enter any other amount
Enter no amount
1. If required, enter a contract on the Master Data tab page and, if you want to charge the customer, enter a charges schedule on the Charge Posting tab
page. On the tab page Print Parameters , define the required form and select an output device.
1. If you choose Continue , the payment form is printed on the printer requested immediately. If you choose Set in Print Dataset of Mass Printing , the
correspondence is created in the next correspondence print run.
Result
The payment form was created.
1.8.16 Creating Account Information
Use
Account information contains a list of a customer's receivables and payables. It is designed to be created as a result of individual customer queries.
Procedure
1. In the basic list of the account balance display for the business partner concerned, choose Environment Create Account Information .
A dialog box appears in which all the business partner items are listed.
2. On the Item Selection tab page, deselect the items that you do not want to appear in the account information.
3. If you want to charge the customer for sending account information, define the appropriate charges schedule on the Charges Posting tab page.
4. On the tab page Print Parameters , define an application form and select an output device.
5. Choose Continue or Set in Print Dataset for Mass Printing .
Result
The account information is output on the printer you selected or created with the next correspondence print run.
1.8.17 Compact Account Balance
Use
The compact account balance display enables access to selected data for the insurance relationship, using open items and payments.
Features
You can choose to display all currencies for the open items in the insurance object relationship, as well as the local currency and the Euro, as long you are taking
part in the conversion to the Euro.
You can also select the item history for display.
You can also switch the currency between receivables and payments in the display, and show or hide the item history.
In the display you see
the balance for the insurance object, master data fields relevant for payment, invoicing and correspondence as well as the dunning level and
a list of receivables for the selected insurance object or
a list of all payments for the business partner and their usage
The lists contain the relevant fields for receivables and payables (including the document number and type, the due date for net payment, the receivable amount,
the clearing document, reason and date, and the dunning level). You can change the layout of the account balance display and match it to your objectives.
If a business partner possesses multiple insurance objects, you can switch between the receivables for the different insurance objects in the display.
You can jump from the account balance display to the listed documents display and the dunning history.
The following events are available with sample modules:
1200 and 1207 (FU.FKK_SAMPLE_1200, FU.FKK_SAMPLE_1207): In the events that come from the standard account balance display (FPL9), you can
configure up to ten lines for the display in the account balance display header.
1230 ( FKK_SAMPLE_1230): In event 1230, you can configure text fields for the lists of open items and payments.
V086 ( ISCD_SAMPLE_V086): In event V086, you can add or remove columns for list output. The event is of special relevance if you use additional fields
for the insurance object or document.
Activities
You can access the account balance display from the insurance object and/or the business partner. All insurance objects for a business partner can be
displayed.
1.9 Print Workbench
Purpose
The Print Workbench is a central development environment for creating standardized outgoing correspondence. To configure the forms, the Print Workbench uses
the SAP standard components for configuring forms – SAPscript forms, Smart Forms, and SAP Interactive Forms by Adobe .
The Print Workbench is subdivided into the following subobjects:
Form classes
Form classes are defined by SAP applications and contain modeling, as well as access instructions for all of the data that belongs to an application or an
application process. You can use form classes to create application forms where you access the data defined in the form classes. Invoices, dunning
notices, and account statements are examples of form classes. The form classes are delivered with each application component that uses the Print
Workbench. Changes to form classes delivered have modification status.
Application forms
You create application forms based on the form classes delivered. You can define several application forms for each form class, for example, different
invoices for different business partner groups. SAP delivers example forms that you can use as a reference for your own application forms. You can use
user exits to adjust the application forms to your requirements. Numerous help functions simplify form creation.
You can call up the Print Workbench using the area menu PWB .
Integration
The Print Workbench (CA-GTF-PWB) is a component of SAP Web Application Server and it can be used with no further prerequisites by every other SAP
application. In the Print Workbench you can use Smart Forms (BC-SRV-SSF), SAPscript (BC-SRV-SCR), or SAP Interactive Forms by Adobe (BC-SRV-FP).
Architecture of the Print Workbench
1.10 Creating and Issuing Correspondence
Purpose
You can create correspondence based on individual requests, such as account information, or based on mass requests, such as invoice printing, dunning
notices, or returns notifications.
Features
Correspondence is created and issued by means of the integrated use of the following components:
Correspondence Tool
Print Workbench
SAPscript
Smart Forms
PDF-based forms
The exact form of the correspondence creation and issue is dependent on the using application.
1.11 Document Management Service
The Document Management Service (DMS) archives documents and links the archived documents with application objects of Contract Accounts Receivable and
Payable (FI-CA).
Prerequisites
You made system settings in Customizing for Contract Accounts Receivable and Payable under Basic Functions Document Management Service .
Process
A document consists of the original image and management data, such as the person who created it, the date it was created, and the document type.
The management data of documents is managed in a database table in the SAP system, whereas images are saved implicitly or explicitly in a storage system.
The image of a document can be stored in any storage system using any interfaces. This means that the access to documents and the handling of images, such
as display, copy, or delete, cannot be mapped within the program for each case. Therefore, handling takes place at runtime using a processor. Each application
that loads documents to the DMS must therefore ensure that a processor is assigned to each document as soon as the image of the document exists in the
system. The processor is effected by an ABAP class that must implement the interface IF_FKKDMS_DOCPROC. In the standard system, SAP provides
processor CL_FKKDMS_DOCPROC_AL for images stored in SAP-CMS by SAP ArchiveLink .
You can link documents with application objects within the context of the Document Management Service. You can then display and handle these documents
from within the application object.
The SAP system checks accesses to documents using the following authorization objects:
F_KKDM_BUK
F_KKDM_DOT
F_KKDM_BEG
The authorization check takes place in function module FKKDMS_AUTHORITY_CHECK. You can add to this check at event 1383.
1.11.1 Adding Documents to the DMS
You can add documents to the Document Management Service:

From local PCs
From correspondence containers
From storage systems, such as the optical archive
Prerequisites
For you to be able to manually add correspondence from correspondence containers to the Document Management Service, you must have activated the function
for manual additions in Customizing. You do so by setting the Manual Addition Permitted indicator in Customizing for Contract Accounts Receivable and Payable.
Choose Basic Functions Document Management Service Configure Correspondence Types for DMS .
For it to be possible for correspondence to be added automatically to the DMS after it is output using the Print Workbench, the correct correspondence type must
be active in Customizing. (See Customizing for Contract Accounts Receivable and Payable under Basic Functions Document Management Service
Configure Correspondence Types for DMS .)
Features
To add documents from local PCs, on the SAP Easy Access screen, choose Management of Documents Add New Documents . SET/GET parameter
8DM controls access to the transaction. If the parameter has the value 1, you have to select the transaction Goto Add from Files from the menu to add a
file from a local PC to the DMS. If the parameter has the value 2, the entry screen for adding documents from files appears. The system saves the last setting
when you exit the transaction; and when you call it up again, it takes you to the last entry screen that was active.
If you want the installation-specific additional fields of the CI include CI_FKKDOC to be ready for input, you must define event FKK_SAMPLE_1385.
You can also manually add correspondence from correspondence containers. On the SAP Easy Access Screen, choose Management of Documents Add
New Documents . If the SET/GET parameter 8DM of the transaction has the value 2, you can add correspondence from correspondence containers by choosing
Goto Add from Correspondence Container . If the parameter has the value 1, the entry screen appears for adding correspondence from correspondence
containers (see adding from local PCs, above). You can also simulate an addition from correspondence containers.
If you made the necessary system settings, you can have the system add correspondence automatically after it was successfully output by the Print Workbench.
Using event 1384 you can restrict the correspondence further. However, you have to activate this restriction first in the Customizing activity mentioned above. If
you have activated a correspondence type for the automatic addition, the system automatically adds correspondence of this correspondence type to the DMS after
successful output by the Print Workbench. Here the system considers both correspondence generated by the correspondence print run (SAP Easy Access
screen: Periodic Processing For Contract Accounts Correspondence Print ), as well as correspondence output individually using the correspondence
history (SAP Easy Access screen: Account Further Information Correspondence History ). Note that the system only considers correspondence that was
actually printed, and not correspondence for a test or repeat print.
Storing archived images can be delayed in the output modes Archive Only or Print and Archive . Therefore, the system does not determine and save the
connections between a document in DMS and the image belonging to it in the optical archive immediately after output in the Print Workbench. The connection is
made automatically when the image is displayed. For a large number of images, you can create this connection from the SAP Easy Access screen by choosing
Management of Documents Create Link to DMS Optical Archive .
In Customizing, you can also specify whether only archived correspondence is to be added, and whether the images of the correspondence are to be copied from
the document categories to the default content repository when they are added.
Documents created in processes that use Contract Accounts Receivable and Payable are added to the DMS by means of the integration of the given interfaces.
For example, Public Sector Contract Accounts Receivable and Payable allows you to load scanned tax forms into the SAP system. You can modify the
management data of a document at event 1382 when you add it to DMS; the changes to the fields of the structure FKKDOC_CHG are transferred. In addition, at
event 1381 you can implement additional functions after the addition of documents.
Activities
1. On the SAP Easy Access screen, choose Management of Documents Add New Documents.
2. Enter your selection criteria for limiting the correspondence that is selected.
3. Choose ( Correspondence History ) Correspondence History to display images of correspondence from correspondence containers that meet the
selection criteria.
4. Choose ( Start Addition ) Start Addition to add the correspondence that meets the selection criteria to the DMS.
5. By choosing ( Display Documents Added ) Documents Added
you can display the documents that were added to the DMS.
1.11.2 Determining the Business Partner for Documents
An application can automatically determine the business partner, as well as the contract account and company code for documents (such as, scanned customer
correspondence). This is made possible, for example, through integration with the software of a third-party provider. In certain cases, this software may be unable
to automatically determine the business partner, contract, and company code (or you have not yet entered this data). In such cases, you can select the
documents and either enter the data yourself or specify that the documents are not able to be identified. To do so, on the SAP Easy Access screen, choose
Management of Documents Assign Business Partner .
Example
A tax office scans in the tax returns of the taxpayers. The appropriate software automatically determines the business partner to be assigned to each tax return.
For some tax returns, the business partner is so difficult to read that the software is not able to determine the business partner. In these cases, someone has to do
the follow-up processing manually. Using the Determine Business Partner transaction, this person can select the correspondence involved and try to determine
the business partner by displaying the image.
1.11.3 Administration of Documents
On the SAP Easy Access screen, by choosing Management of Documents Manage Existing Documents , you can select, display, and manage
documents according to specific criteria.
Features
The following functions are available:
Display of management data of a document
Display of the image of a document
Display of the relevant BOR object of a document
A BOR object type is specified for each document type, for instance, the dunning history is specified for the dunning letter.
Display of the where-used list of a document
Display of the correspondence history, if the document was added from the correspondence container
Change to the management data of a document
If you also want the installation-specific additional fields of the CI include CI_FKKDOC to be changed in dialog mode, you have to define event 1385.
Deletion of a document with image
Note
Only delete a document if it has been mistakenly added to the DMS. You can only delete a document if it is not linked to an application object. The
system only deletes the image of the document if it was created by the DMS. That means, only if:
The document was originally uploaded from a local PC.
The image of the correspondence was copied on being added to the default content repository.
The process that created the document explicitly requested the copying of the image on its addition to the DMS.
Activities
1. On the SAP Easy Access screen, choose Management of Documents Manage Existing Documents.
2. In the different group boxes, enter the criteria you want to use to limit your selection. Execute the transaction. The system displays the selected documents.
You can use the following pushbuttons to process individual entries that have been selected.
Functions for Processing Documents
Pushbutton Function
( Display BOR Object ) Displays the BOR object assigned to the document type
( Where-Used List ) Displays where the document is used
( Correspondence History ) Displays the correspondence history for the document
( Change Entry ) Changes the management data of the document
( Delete Entries ) Deletes images that were created by the DMS
Note
Delete documents using this function only in exceptional cases, for example, if
you uploaded incorrect data from a local PC. The function does not check the
retention period of the image of the document.
1.11.4 Linking Documents with Application Objects
You can link documents with any number of application objects.
Prerequisites
For an application object that is integrated with the Document Management Service, the following details must be defined in Customizing:
Document types that use the application object
Function module for determining the where-used list for a document
Function module that checks if the document is used in an application object
The module is called before the deletion or archiving of a document.
Optional: a function module that displays the application object when the where-used list is called
Features
The link is made possible by the integration of the interfaces of the Document Management Service with the application objects.
Links between documents and application objects can be stored and accessed centrally or on an application-specific basis. For individual application objects,
you can decide if you want to use the application-specific link or the central link.
You integrate this central management of links in your individual applications using Application Programming Interfaces (APIs). The following functions are
supported:
Create
Using the function module FKKDMS_CONNECTION_INSERT, you can link documents or unprinted correspondence with an application object. After the
correspondence is printed using the print workbench or correspondence history, the system automatically adds the correspondence to the Document
Management Service. You can use the function module FKKDMS_CONNECTION_INSERT to link correspondence with an application object even before
the correspondence is printed. After the correspondence is printed, and thereby added to the Document Management Service, the system automatically
updates the links with the information about the documents.
Delete
You can use the function module FKKDMS_CONNECTION_DELETE to delete links between application objects and documents.
Selection
Using the function module FKKDMS_CONNECTION_SELECT, you can select documents that are linked to an application object.
Activities
If you do not want to use the central function for linking documents, define the following in Customizing by choosing Basic Functions Document Management
Service Define Application Objects :
A function module that checks if a document can be deleted.
A document cannot be deleted if it is used by an application object, for example.
A function module that returns information as to which application objects use a document.
1.11.5 Deleting Document Images
You can delete the images of documents whose minimum retention period has expired.
Prerequisites
You entered a retention period for images for each document type. In Customizing for Contract Accounts Receivable and Payable, choose Document
Management Service Configure Document Types .
Note
You can change the retention period for individual documents. On the SAP Easy Access screen, choose Periodic Processing Manage Existing
Documents .
Features
To delete images, on the SAP Easy Access screen, choose Periodic Processing Delete Data .
The system deletes both documents stored on the database and documents that are already archived. The program selects all documents that exceed their
retention period and deletes the images of these documents. The documents themselves, meaning the management data, are archived.
1.12 Conditional Processing Locks
Purpose
For certain business transactions, it may be useful to remove objects, such as line items, from further processing until a specific condition occurs.
Features
To lock objects, set a conditional processing lockfor them. If the condition occurs, the system can remove the lock automatically or change it. Using the transaction
Check Conditional Locks (SAP menu: Periodic Processing For ContractAccounts ), you must periodically check whether the conditions for the lock still
exist. If this is not the case, the program removes or changes the lock automatically. The function module that you have programmed decides whether a lock is
removed or changed.

02 - Basic Functions

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02 - Basic Functions

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Basic Functions

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Created on December 09, 2014

1.1 SAP Business Partner

1.2 Contract Account

1.3 Insurance Object and Insurance Object-Partner Relationship

1.4 Additional Account Assignments for Insurance

Storing Account Assignment Information

Settings for Fields and Display

Transfer to Special Ledger

Usage for Account Determination

1.4.1 Additional Account Assignments for German Statutory

1.5 Postings and Documents

Industry-Specific ComponentUtilities (IS-U)

Industry ComponentPublic Sector Contract Accounts Receivable and Payable(PSCD)

1.6 Tax Postings

1.7 Open Item Management

Functions with which you can clear open items

Functions with which you can reset clearing

1.7.1 Cleared Items

1.7.2 Clearing Documents

1.7.3 Manual Account Maintenance

1.7.3.1 Creating Automatic Clearing Proposals

1.7.3.2 Automatic Postings During Clearing

Posting created Requirement Note

Cash discounts paid Cash discount allowed

Other taxes A statistical receivable is cleared.

Automatic postings during clearing (business partner items)

Down payment Down payment requests, budget billing payments or 1)

Budget billing payment security payments are cleared.

1.7.3.3 Selecting Open Items

4. Specify the posting parameters (see Parameters for Clearing Documents ).

1.7.3.4 Selecting Open Items for Posting with Clearing

If you set the indicator Create Proposal , a clearing proposal is created.

1.7.3.5 Setting Withholding Tax to Active or Inactive

1.7.3.6 Parameters for Clearing Documents

1.7.3.7 Processing Open Items

1.7.3.7.1 Searching for Open Items

1.7.3.7.2 Assigning Clearing Amounts and Cash Discounts

You want to Proceed as follows:

Assigning clearing amounts

You want to Proceed as follows:

Assigning cash discounts

You want to Proceed as follows:

Individual assignment for installment plans and collective bills

You want to: Proceed as follows:

1.7.3.7.3 Deactivating the Summarized Item Display

You want to: Proceed as follows:

Grant cash discount for an item 1. Select the required item(s).

1.7.3.7.4 Resetting Statistical Open Items

1.7.3.7.5 Bundling Open Items during Clearing

1.7.3.7.6 Processing Open Items with Commands

To Single Block beginning and end All

Activate open item(s) + ++ +*

Deactivate open item(s) - -- -*

Activate cash discount +S ++S +S*

Deactivate cash discount -S --S -S*

Process individual items

1.7.3.7.7 Document Change in Account Maintenance

Special features for filtering and sorting the lock fields

1.7.3.7.7.1 Changing Documents in Account Maintenance

1.7.3.7.7.2 Changing Multiple Documents in Account

1.7.3.7.7.3 Splitting Items

1.7.3.7.7.4 Resetting Changes or Splits

1.7.3.7.8 Settings for Open Item Processing Screen

1.7.3.8 Posting Clearings

1.7.4 Automatic Account Maintenance

1.7.5.1 Resetting Clearing

Situation What needs to be done? Choose the following function:

Resetting Clearing in Other Transactions

1.7.5.1 Resetting Clearing

Note for collective bills

1.7.6 Clearing Control

1.7.6.1 Business Processes

1.7.6.2 Activities in the Implementation Guide

1.7.6.3 Preliminary Considerations