Dunning               HELP.FIBPRelease 4.6B         ™
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Fi ar-ar-du

  1. 1. Dunning HELP.FIBPRelease 4.6B ™
  2. 2. Dunning SAP AGCopyright© Copyright 2000 SAP AG. All rights reserved.No part of this brochure may be reproduced or transmitted in any form or for any purpose withoutthe express permission of SAP AG. The information contained herein may be changed withoutprior notice.Some software products marketed by SAP AG and its distributors contain proprietary softwarecomponents of other software vendors. ® ® ® ® ® ®Microsoft , WINDOWS , NT , EXCEL , Word and SQL Server are registered trademarks ofMicrosoft Corporation. ® ® ® ® ® ® ® ® ®IBM , DB2 , OS/2 , DB2/6000 , Parallel Sysplex , MVS/ESA , RS/6000 , AIX , S/390 , ® ® ®AS/400 , OS/390 , and OS/400 are registered trademarks of IBM Corporation. ®ORACLE is a registered trademark of ORACLE Corporation, California, USA. ® ® TMINFORMIX -OnLine for SAP and Informix Dynamic Server are registered trademarks ofInformix Software Incorporated. ® ® ® ®UNIX , X/Open , OSF/1 , and Motif are registered trademarks of The Open Group. ®HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C , World WideWeb Consortium, Laboratory for Computer Science NE43-358, Massachusetts Institute ofTechnology, 545 Technology Square, Cambridge, MA 02139. ®JAVA is a registered trademark of Sun Microsystems, Inc. , 901 San Antonio Road, Palo Alto,CA 94303 USA. ®JAVASCRIPT is a registered trademark of Sun Microsystems, Inc., used under license fortechnology invented and implemented by Netscape.SAP, SAP Logo, mySAP.com, mySAP.com Marketplace, mySAP.com Workplace, mySAP.comBusiness Scenarios, mySAP.com Application Hosting, WebFlow, R/2, R/3, RIVA, ABAP, SAPBusiness Workflow, SAP EarlyWatch, SAP ArchiveLink, BAPI, SAPPHIRE, ManagementCockpit, SEM, are trademarks or registered trademarks of SAP AG in Germany and in severalother countries all over the world. All other products mentioned are trademarks or registeredtrademarks of their respective companies.2 December 1999
  3. 3. SAP AG DunningIcons Icon Meaning Caution Example Note Recommendation Syntax TipDecember 1999 3
  4. 4. Dunning SAP AGContentsDunning ...............................................................................................................6Dunning Program Processing Steps ........................................................................................... 8Checking Open Items .................................................................................................................. 10Processing Accounts .................................................................................................................. 11Configuring the Dunning Program ............................................................................................ 12Managing the Dunning Program ................................................................................................ 13Dunning Procedure ..................................................................................................................... 14 Dunning Frequency and Dunning Interval................................................................................ 15 Grace Days for Line Items and Minimum Numbers of Days in Arrears for Accounts .............. 16 Dunning Levels......................................................................................................................... 18 Notes on Grace Days and Days in Arrears .............................................................................. 19 Determining Dunning Levels .................................................................................................... 20 Effect of Minimum Amounts and Percentage Rates on Dunning Levels ................................. 22 Special Features When Dunning per Dunning Level ............................................................... 24 Company Code-Specific Specifications: Figure ....................................................................... 25 Dunning Levels: Additional Specifications................................................................................ 26 Dunning Levels and Days In Arrears........................................................................................ 27 Charges and Interest ................................................................................................................ 28 Minimum Amounts and Dunning Level Determination ............................................................. 30 Selection of Transactions for Dunning ..................................................................................... 31 Entering Grace Days and Minimum Days in Arrears ............................................................... 32Dunning Areas ............................................................................................................................. 33 Usage of Dunning Areas .......................................................................................................... 34 Allocating Dunning Areas and Dunning Procedures ................................................................ 35 Dunning Areas and Different Dunning Procedures .................................................................. 36 Dunning Areas and a Single Dunning Procedure .................................................................... 37 Dunning Areas in the Line Item ................................................................................................ 38 Dunning Information in the Customer Master Record.............................................................. 39Dunning Blocks and Dunning Keys........................................................................................... 40Dunning Forms: Overview .......................................................................................................... 41 Parts of the Form...................................................................................................................... 43 Letter Header, Sender, and Footer .......................................................................................... 45 Windows In The Dunning Form ................................................................................................ 47 Text Elements in the MAIN Window - Dunning Letters ............................................................ 48 Text Elements for the HEADER Window ................................................................................. 50 Data from the Dunning Run for the Form Print......................................................................... 51 Sample Dunning Form ............................................................................................................. 52 Sorting Dunning Notices, Dunning Lists and Open Items ........................................................ 54 Modifying the Forms ................................................................................................................. 55Special Features .......................................................................................................................... 56 Dunning Credit Memos............................................................................................................. 57 Grouping Open Items Under Grouping Keys ........................................................................... 58 Cross-Company Code Dunning ............................................................................................... 59 Dunning: Legal Proceedings .................................................................................................... 60 Local Dunning........................................................................................................................... 61 Dunning One-Time Accounts ................................................................................................... 62 Customer and Vendor Clearing................................................................................................ 634 December 1999
  5. 5. SAP AG Dunning Alternative Dunning Recipient .................................................................................................. 64The Dunning Program: System Configuration ......................................................................... 65Executing the Dunning Program................................................................................................ 66Maintaining Parameters for the Dunning Program .................................................................. 67Creating a Dunning Proposal ..................................................................................................... 69Displaying the Dunning Run Status .......................................................................................... 70Editing the Dunning Proposal .................................................................................................... 71Displaying Lists: Dunning Program .......................................................................................... 73Displaying a Sample Printout ..................................................................................................... 74Displaying the Log....................................................................................................................... 75Printing Dunning Notices............................................................................................................ 76December 1999 5
  6. 6. Dunning SAP AGDunningDunningPurposeSometimes your business partners may fall behind on payments. You can send them a paymentreminder or a dunning notice to remind them of their outstanding debts.The R/3 System allows you to dun business partners automatically. The system duns the openitems from business partner accounts in which the overdue items create a debit balance. Thedunning program selects the overdue open items, determines the dunning level of the account inquestion, and creates a dunning notice. It then saves the dunning data created for the items andaccounts affected.You can use the dunning program to dun both customers and vendors. It may be necessary todun a vendor if he or she has a debit balance as a result of a credit memo. If a customer is also avendor, you can offset the account balances against one another. The dunning program is also used in Real Estate Management. For more information, see Dunning Procedure for Rental Agreement [Ext.]Implementation ConsiderationsIf you wish to use the automatic dunning procedure, you will need to make settings in thefollowing places before using the system and while it is running: • In Customizing for Financial Accounting • In the master record for your customer or vendor • When posting documentsSee also Configuring the Dunning Program [Page 12]Once you have decided in which countries you wish to use the automatic dunning procedure,adjust your settings to meet the country-specific business requirements. In the USA, for example,debtors are not usually dunned.You use the following attributes to control the dunning program, and you can configure themaccording to the needs of your company: • Dunning procedure The dunning procedure controls how dunning is carried out by the system. You can define as many dunning procedures as you like. • Dunning level The dunning levels are calculated based on the number of days open items are in arrears. You can also have the system calculate the dunning levels based on the dunning amount or a percentage paid (sales-related dunning level determination). You can determine more than one dunning level per dunning procedure. • Dunning area A dunning area is an organizational unit within a company code used for the dunning process.6 December 1999
  7. 7. SAP AG Dunning A dunning area can be a division or a sales organization. You assign a dunning area to an open item when making a posting. You can dun items separately by dunning area.FeaturesThe dunning program contains the following special functions:Payment deadline, interest on You can enter a definite payment deadline in thearrears, and dunning charges dunning notice, as well as interest on arrears and dunning charges.Dunning currency If all the open items in an account have been posted in the same currency (either local currency or a foreign currency), the dunning run uses this currency. Otherwise, the dunning program uses the local currency of the company code. The items are displayed in document currency in the dunning notice, and the totals in local and foreign currency.Cross-company code dunning You can combine the overdue items for one customer or vendor from several company codes in one dunning run and issue the items in one dunning notice.Dunning for head office/branch If your customer or vendor has both a head office andrelationships branch offices, dunning notices are sent to the head office. However, you can also send dunning notices to the branch offices.Dunning one-time accounts You can dun a one-time account just like any other customer or vendor account. All the items for a one- time account that have the same address are grouped in one dunning notice. The dunning date and level are entered in the item, not in the account master record.Individual dunning notice In addition to using the conventional dunning run, in which all overdue items are dunned according to their selection criteria, you can also dun individual customers or vendors separately.Dunning history The dunning history provides you with information on all of the dunning runs you have executed and the dunning notices you have sent (overdue items, dunning totals, etc.). If required, you can also select by account type, company code, and/or customer or vendor.December 1999 7
  8. 8. Dunning SAP AGDunning Program Processing StepsDunning Program Processing StepsThe dunning process consists of the following stages: 1 Master record Documents Data on the business partner Open items Creating a dunning proposal Dunning program 2 Dunning data set MHNK MHND Processing a F150D dunning proposal 3 Printing program Dunning list Dunning letters Printing dunning letters1. Creating the dunning proposal You start the dunning program and enter the company codes for the dunning run. You can only run the program for certain accounts. The dunning program determines the accounts and items which are to be dunned, the dunning level and all other details necessary for dunning. The dunning program produces a dunning proposal list. The dunning proposal list can be created as often as required since the dunning data for the item and in the account is not updated until the dunning notices have been printed.2. Editing the dunning proposal list You edit the dunning proposal list by raising or lowering the dunning level of some line items, blocking some line items from being dunned, or removing dunning blocks.3. Printing the dunning notices The print program prints the dunning notices. It updates the fields Dunning level and Dunning date in each line item, and dunning date and level in the master records.8 December 1999
  9. 9. SAP AG Dunning Dunning Program Processing StepsThe dunning forms and texts you use must be defined or adapted before the dunning run isexecuted. You determine the items and accounts to be dunned and the dunning texts, when youconfigure the dunning program. This configuration involves defining the rules governing how theprogram determines the data it needs. Only those accounts which contain a dunning procedure in the master record are included in the dunning run.December 1999 9
  10. 10. Dunning SAP AGChecking Open ItemsChecking Open ItemsThe dunning program checks whether a account needs to be dunned as follows:1. It checks the fields Dunn.procedure (dunning procedure) and Last dun.notice (date of last run) in the customer master record to determine whether the arrears date or the date of the last dunning run lies far enough back in the past.2. It tests whether the account is blocked from dunning according to the Dunn.block field in the customer master record.Following these checks, the account in question is either released for dunning or rejected. If theaccount is released for dunning, the dunning program processes all open items which wereposted on or before the date entered in the field Documents posted until.3. It checks each open item in an account as to whether the open item: a. Is blocked from dunning b. Is overdue according to the date of issue, the base date, the payment conditions and the number of days grace grantedFollowing these checks, the open item in question is either released or rejected for dunning. If itis released for dunning, the dunning program calculates the following:4. How many days the open item is overdue5. Which dunning level the open item has according to the dunning level specified in the dunning procedure.From these calculations, open items with specific dunning levels are determined for an account,whereby the dunning level of the account is equal to the highest dunning level of an open item.10 December 1999
  11. 11. SAP AG Dunning Processing AccountsProcessing AccountsOnce the dunning program has determined which open items to dun and the dunning level for theaccount, it processes each account by making the following checks: • Does the customer (or vendor) have a debit balance with regard to overdue items and all open items? If not, the account is not dunned. • Is the total to dun and the percentage of all open items more than the minimum amount and percentage defined in the dunning procedure? These minimum amounts are defined for each dunning procedure, currency, and dunning level, and may be zero (no minimum level required). • Is the dunning level for the account or the overdue items higher than it was for the last dunning run? If not, are there new open items to be dunned (with a previous dunning level of 0)? If not, does the dunning procedure specify that dunning be repeated? If the answer to these three questions is no (i.e. the dunning level of both the account and the overdue items has not changed, there are no new open items to be dunned and the dunning is not to be repeated), the account is not dunned.After the account is accepted for dunning, the next account is tested.After these processing steps, the program creates a list of all the accounts and open items whichhave been proposed for dunning (Dunning proposal list). The program allocates a dunninglevel to the account according to the highest dunning level of an open item in an account.You can process the dunning proposal, raising or lowering the dunning level of an item orblocking an item so that it does not appear in the dunning notice. You can increase the dunninglevel of an item to a maximum of one level higher than it was the last time the dunning programwas run. However, you can lower the dunning level of an item to several levels lower than in theprevious dunning run.December 1999 11
  12. 12. Dunning SAP AGConfiguring the Dunning ProgramConfiguring the Dunning ProgramThis section describes how you configure the dunning program. During dunning programconfiguration you determine the following:• The dunning procedure to be used. The dunning procedure determines the dunning interval, the grace days for due date determination and the number of dunning levels. Note that it is not company code-specific.• The company codes and accounts that are always to be included in the dunning procedure. Only those company codes which you specify in the configuration of the dunning program are taken into account. Only those accounts to which you allocated a dunning procedure via the master record are dunned.• The type of dunning notice to be sent to the customer. You determine the appearance of the dunning notices by specifying their layout, which parts are highlighted and the fonts used. You can tailor the dunning texts to your own requirements, formulating them differently per dunning level.12 December 1999
  13. 13. SAP AG Dunning Managing the Dunning ProgramManaging the Dunning ProgramOverall control of the dunning program is exercised via the settings you make for the dunningprocedure. Further control can be exercised via the settings you make in the customer or vendormaster record, via the open items, and with regard to the parameters for the dunning run.Dunning is controlled via:• Company code-specific specifications. One of the factors these specifications determine is which company codes are dunned.• The dunning procedure. This contains most of the important specifications for dunning control, including the dunning frequency, the dunning levels, and the grace days for due date determination.• The customer or vendor master record. In the master record, you specify with which dunning procedure the account is to be dunned. The dunning program stores the date of the last dunning run and the dunning level in the master record. If an account is not to be dunned, enter a dunning block.• The open items. You can block items from being dunned, or specify that an item is only to be dunned up to a certain dunning level. The dunning program notes the date of the last dunning run for the item and the dunning level.• The parameters for the dunning run. These include which company codes and which accounts are to be checked during the dunning run, and the posting date up to which documents should be taken into account.You can define the dunning forms or dunning notices to meet your own requirements. Thisinvolves defining the layout of the letters, the texts to be used, how the letters are sorted and theitem information. In addition, a range of information from the dunning run can be included in thedunning notice, such as the name of the person processing the account, the account number ofthe customer, the open items dunned or all open items, the dunning level of the items, and apayment deadline.December 1999 13
  14. 14. Dunning SAP AGDunning ProcedureDunning ProcedureThe dunning program duns open items in customer and vendor accounts if the overdue itemsresult in a debit balance. When configuring the dunning program, you can specify further criteriaby which accounts or their open items are to be dunned.Most of the important specifications are made via the dunning procedure which is defined undera four-digit alphanumeric key, and determines:• The dunning frequency and/or the dunning interval with which accounts are dunned.• The grace days and the minimum numbers of days in arrears for the purposes of determining whether the open items and accounts in question should be dunned. This data is used only to determine the due date of the open items and whether an accounts should be dunned.• The number of dunning levels. For each dunning level you determine the number of days a line item must be in arrears to be assigned to a particular dunning level. This dunning level then determines the wording of the dunning notice.• The transactions to be dunned. You can select whether standard and/or special G/L transactions are dunned with the same procedure. Examples of special G/L transactions are payment requests, bill of exchange payment requests, down payments and down payment requests. Bill of exchange payment requests are used in Spain, France and Italy.You can set up one or more dunning procedures. Several procedures are necessary if you wantto dun accounts differently according to the above mentioned criteria.You specify which procedure is used for an account in the master record of the accountconcerned. Enter this procedure in the company code specific area. Although you never send more than one payment reminder to certain of your customers, you send up to three different dunning notices to all other customers. As a result, you define two dunning procedures: a single-level procedure and a 3-level procedure. Enter the single level dunning procedure into the master records of customers who should receive only one payment reminder. Allocate the 3-level dunning procedure to all other customers.The system is delivered with standard procedures for you to use, and these can be changed orsupplemented with your own procedures.Dunning Frequency and Dunning Interval [Page 15]Grace Days for Line Items and Minimum Numbers of Days in Arrears for Accounts [Page16]14 December 1999
  15. 15. SAP AG Dunning Dunning Frequency and Dunning IntervalDunning Frequency and Dunning IntervalFor every dunning procedure, you determine the dunning interval and therefore the dunningfrequency. This is the minimum number of days which must elapse after a dunning run before anaccount can be dunned again.In order to determine whether an account is included in a certain dunning run, the dunningprogram stores the date of the last dunning run in the master record. On the basis of this dateand the dunning interval, the dunning program determines whether the account should beincluded in a dunning run.If the necessary dunning interval has not elapsed, the account is not dunned. The account is notdunned even if it contains overdue items. You have last dunned on 3/1. The dunning interval is 14 days. When a dunning run is performed on 3/15, the necessary dunning interval of 14 days would be reached; the accounts could be dunned again. If a dunning run were performed on 3/14, the necessary dunning interval would not yet have passed. Customer. .. . . . . . 12300 Tomkins Enterprises Inc., San Francisco Company code . . . 0001 SAP AG Walldorf Dunning data Dunning procedure .. . 0001 Dunning block . . . . . Dunning recipient . . Legal dunning.. . . . . Last dunning. . . 03/01/1992 Dunning level . . . . . . . 1 Dunning by user . . 01 Dunning procedure . . 0001 Description . . . four-level procedure Dunning run Dunning interval in days . . . . . . . . . . . 14 Number of dunning levels .. . . . . . . . . 4 03/15/1992 Minimum days in arrears (account). . . . Grace period line items. . . . . . . . . . . 3 Interest indicator . . . . . . . . . . . . . . . . Account can be dunned Ref.dunning procedure. . . . . . . . . . . . Dunning of standard transactions.. . . X Dunning of special G/L transactions . .December 1999 15
  16. 16. Dunning SAP AGGrace Days for Line Items and Minimum Numbers of Days in Arrears for AccountsGrace Days for Line Items and Minimum Numbers ofDays in Arrears for AccountsThe dunning program determines which items are to be dunned according to the paymentperiods defined in the line item and the date of issue of the dunning notice (which you specifyduring the dunning run). The baseline date for payment and the latest possible payment date(according to the terms of payment) are added together and subtracted from the issue date. If theresult is a certain number of days in arrears, the item is to be dunned. You specify the issue date 03/13/1997 for a dunning run. For an item that is due net by 03/12/1997, the dunning program would calculate the item as being one day in arrears. Consequently, the item would be overdue.You can increase the payment period by granting grace days, in order to take account of (fordunning items) bank processing days or processing time for incoming payments in yourcompany. You can determine grace days for items (Grace period line items) or minimumnumbers of days in arrears for accounts (Minimum days in arrears (account)) (see the figurebelow). Dunning procedure . . 0001 Description. . . . . . . . . four-level procedure Dunning interval in days . . . . . . . . . . . 14 Number of dunning levels . . . . . . . . . . 4 Minimum days in arrears (account) . . . Grace period line items . . . . . . . . . . 3 Interest indicator . . . . . . . . . . . . . . . . Ref. dunning procedure . .. . . . . . . . . . Dunning of standard transactions.. . . X Dunning of special G/L transactions . .To determine whether an account is to be dunned, the system adds the grace days for lineitems to the due date, thus giving the due date for the dunning program. You specify an issue date of 03/3/1997 for a dunning run, and have defined three grace days for line items. For an item due net by 03/12/199, the dunning program would not determine any days in arrears: the item would not be recorded as overdue.As an alternative to entering grace days per line item, you can enter minimum numbers ofdays in arrears (see the figure above) for accounts. The dunning program only duns the openitems of an account if the maximum number of days an item is overdue is greater than or equal tothe number of days in arrears defined for the account. (I) Days in Arrears16 December 1999
  17. 17. SAP AG Dunning Grace Days for Line Items and Minimum Numbers of Days in Arrears for Accounts You defined three grace days for accounts. The dunning program calculates the highest number of days in arrears as three: a dunning notice would therefore be created for the account. (II) Days in Arrears You defined three grace days for the line items and six days as the minimum numbers of days in arrears for the accounts. The dunning program calculates that the open items which are longest overdue are only five days in arrears, and the account is therefore not dunned. (III) Days in Arrears You defined three grace days for the line items and six days as the minimum numbers of days in arrears for the accounts. The dunning program identifies those items which are not in arrears (due to the grace days). These items are not dunned. Those open items longest overdue have six days in arrears. The account is dunned because the minimum number of days in arrears for accounts has been reached. However, the dunning program only duns those items which are overdue despite the grace days.Determining the Payment Deadline According to Working DaysIf you would like to ensure that the payment deadline in the dunning letter does not fall on aweekend or public holiday, you can make an appropriate setting in the dunning procedure bysimply entering a holiday calendar key in the dunning procedure field Holiday Calendar ID.The payment deadline is still calculated from the dunning notice issue date and the paymentperiod you specified in the print parameters, but if this date happens to be a weekend or holiday,then the next working day is the date printed in the dunning notice.December 1999 17
  18. 18. Dunning SAP AGDunning LevelsDunning LevelsDunning levels determine which dunning text is selected for the dunning notice. The wording ofthe dunning letter will vary according to the dunning level. For the first dunning level you candefine a text that gently reminds a customer of their outstanding debts. At the second dunninglevel, you define a text with a more insistent tone.For each dunning procedure, you must define at least one dunning level up to a maximum ofnine. For each level, specify the number of days in arrears an item must be to be allocated thisdunning level (see the figure below).Dunning procedures which have only one dunning level are referred to in the system as apayment reminder. You will allocate a single-level dunning procedure to very importantcustomers and public corporations, thereby ensuring that they are sent only one paymentreminder.When setting up a dunning procedure, the system defaults the number of days in arrears on thedunning levels screen. For the first dunning level, the system suggests the grace days for the lineitems; for all further dunning levels, the system adds dunning intervals in days to the days inarrears of the previous dunning level (see the figure below). You can overwrite these defaultvalues. Dunning procedure . . 0001 Dunning procedure . . 0001 Description . . . four-level procedure Description . . . . four-level procedure Dunning interval in days . . . . . . . . . . 14 Dunning level 1 2 3 4 Number of dunning levels. . . . . . . . . . 4 Minimum days in arrears (account) . . . Days in arrears . . . . . . 3 17 31 45 Grace period line items. . . . . . . . . . . 3 Calculate interest. . . . X X Interest indicator . . . . . . . . . . . . . . . . Print parameters: Ref. dunning procedure . . . . . . . . . . . Always dun?. . . . . . . . . X Dunning of standard transactions. . . X Print all items . . . . . . . . X X Dunning of Special G/L transactions . . Payment period . . . . . . 1018 December 1999
  19. 19. SAP AG Dunning Notes on Grace Days and Days in ArrearsNotes on Grace Days and Days in ArrearsThe number of grace days (line item) and days in arrears (first dunning level) you enter willnormally be identical. This ensures that all items that can be allocated to a certain dunning levelare also printed on the dunning notice. The system therefore defaults the number of grace dayswhen you define the dunning levels.If the number of grace days does not equal the number of days in arrears, you should note thefollowing:• Grace period longer than days in arrears In this case there may be items which have reached a certain dunning level but which, due to the number of grace days, are not overdue. These items are printed in the dunning notice only if you choose to print all open items. The dunning level is zero.• Grace period shorter than days in arrears In this case there may be items which are overdue but which do not reach a certain dunning level due to the days in arrears. Although these items are printed out, they receive the dunning level zero. These items alone cannot trigger a dunning notice.December 1999 19
  20. 20. Dunning SAP AGDetermining Dunning LevelsDetermining Dunning LevelsOpen items reach a certain dunning level if the number of days in arrears is equal to or greaterthan the days in arrears specified for that particular dunning level, but less than the days inarrears specified for the next level up. When the dunning notices are printed, the dunning level ofan item is stored in the item. You defined dunning levels for your dunning procedure as shown in the figure below. An open item which was 14 days in arrears would then be allocated to the first dunning level; an item which was 31 days in arrears to the third level, and an item which was 50 days in arrears to the fourth level. Dunning procedure specification Dunning level determined Dunning level 1 2 3 4 OI days in arrears 14 31 50 Days in arrears 3 17 31 45 Dunning level 1 3 4The highest determined dunning level is stored in the master record of the account when theletters are printed. This dunning level determines the dunning text and (if one is required) aspecial dunning form. You can, however, also determine that dunning should be carried out perdunning level. In this case, the highest dunning level of the account does not determine thedunning text or the dunning form; instead, a separate dunning notice is created for every dunninglevel.Dunning levels are raised or reduced either by the dunning program or manually :• If you change the dunning level using the document or line item change or account change functions, you can raise or lower the level as you wish.• If you change the dunning level in the dunning proposal, you can reduce it by as many levels as you wish, but can only raise it by one level at a time. In addition, whether or not you can increase the dunning level will depend on the last dunning level: if the dunning program already raised the dunning level during the dunning run, you will not be able to enter a higher dunning level. You will normally increase the dunning level manually if you were to unblock a blocked item in the dunning proposal.• The dunning program can only raise the dunning level for line items by one level at a time (from the previous dunning level). This applies even to blocked line items once the block has been removed.20 December 1999
  21. 21. SAP AG Dunning Determining Dunning Levels For those customers for whom you have defined bank collection, line items are taken into account according to the following rules: For items which have a payment method specified for incoming payments in the items, a check is made to determine whether the item is blocked for payment. If it is, the item is dunned. If no payment method is specified, a check is made to determine whether a payment method for receipt of payment was specified in the master record. If one exists, a further check is made as to whether the master record is blocked for payments. If it has been blocked, the item is dunned. If a payment method is not defined in the master record, the item is dunned.December 1999 21
  22. 22. Dunning SAP AGEffect of Minimum Amounts and Percentage Rates on Dunning LevelsEffect of Minimum Amounts and Percentage Rates onDunning LevelsTo prevent relatively small overdue amounts from triggering high dunning levels, you can specifyminimum amounts and minimum percentage rates (see the figure below) for every dunning level.The next dunning level up is then triggered only if the amount to be dunned is equal to orexceeds the minimum amount and the minimum percentage rate (with reference to all openitems). If this is not the case, the items are allocated to the next dunning level down and thecheck is carried out again. During a dunning run, a "dunnable" amount of 100 USD was defined for dunning level one; the total of all open items is 1000 USD. The minimum amount for the first dunning level is 10 USD and the minimum percentage rate 10 percent. In this case, the minimum amounts have been reached and dunning level one is triggered. In the next dunning run, the open items are allocated to dunning level two, due to the increased number of days in arrears. The "dunnable" amount for level two is 100 USD. However, the total of all open items has changed and is now 1100 USD. Thus the minimum percentage rate is not reached. The amount to be dunned is allocated to the next dunning level down (level one) (see the figure below). Minimum amounts Dunning procedure . . . 0001 Description . . . . four-level dunning Dunning level Min. amount Min. percent. Min. amount for interest Curr. DEM 1 10 10 2 50 10 3 .. .. 4 .. .. Dunning level 2 dunning amount 100 USD sum of open items 1000 USD Dunning level 1 dunning amount 100 USD sum of open items 1100 USDFor checking purposes, the system determines the amount to be dunned in local currency or inthe foreign currency for those accounts that were posted to in a foreign currency only. Youtherefore enter your minimum amounts in local and/or foreign currency. If the dunning programfinds no entry in the selected foreign currency, it determines the minimum amounts in localcurrency.22 December 1999
  23. 23. SAP AG Dunning Effect of Minimum Amounts and Percentage Rates on Dunning LevelsDecember 1999 23
  24. 24. Dunning SAP AGSpecial Features When Dunning per Dunning LevelSpecial Features When Dunning per Dunning LevelDunning notices are printed separately for every account per company code. You can alsodetermine that dunning should be carried out per dunning level. You make this specification foreach company code (see the figure in Company Code-Specific Specifications: Figure [Page 25](2)).You should note the following special features when dunning per dunning level:• If you change the dunning level in the dunning proposal, the item is allocated to the dunning notice created for this dunning level. If no dunning proposal exists for this dunning level, no dunning notice is created, regardless of this allocation.• The dunning program checks whether the amount to be dunned is equal to or exceeds the minimum amount and the minimum percentage rate (see the topic Effect of Minimum Amounts and Percentage Rates on Dunning Levels [Page 22] above). If this is not the case, no dunning notice is created for this dunning level. The dunning amount is not allocated to the next dunning level down.• You can determine that all other open items are also printed in the dunning notice in addition to the dunned items. With dunning notices per dunning level, it makes sense to only assign the dunned items to a dunning level. The dunning program therefore does not perform the option "print all items".24 December 1999
  25. 25. SAP AG Dunning Company Code-Specific Specifications: FigureCompany Code-Specific Specifications: Figure Company code Dunning per Different dunning Ref. company dunning area letter per dunn. lev. code for texts 1 2 3 0001 X 0001 0002 X 0001 0003 . X . X 0003 . . . .December 1999 25
  26. 26. Dunning SAP AGDunning Levels: Additional SpecificationsDunning Levels: Additional SpecificationsFor higher dunning levels you make specifications which make the tone of the dunning noticemore urgent (see the figure Dunning Levels and Days in Arrears [Page 27]).For each dunning level you can specify that • Interest is to be charged. Further information on interest can be found in Charges and Interest [Page 28]. • Dunning should always be carried out. The dunning program duns if there is a change in the dunning proposal compared to the last dunning run. This can happen due to a new open item or a changed dunning level. If you specify that you always want to dun, the dunning program also duns for an unchanged dunning proposal; however, it takes the dunning interval into account. This option is particularly suitable for one-level dunning procedures (payment reminders). • All items are to be printed. The Print all items indicator has no effect if selections have been made to generate separate dunning notices for each dunning level in a company code. If this is the case, open items that are not yet due cannot be properly assigned to a dunning notice. • A payment period should be printed in the dunning notice. You can enter a number of days which are added to the issue date of the dunning run and printed in the dunning notice.26 December 1999
  27. 27. SAP AG Dunning Dunning Levels and Days In ArrearsDunning Levels and Days In Arrears Dunning procedure . . 0001 Dunning procedure . . 0001 Description . . . four-level procedure Description . . . . four-level procedure Dunning interval in days . . . . . . . . . . 14 Dunning level 1 2 3 4 Number of dunning levels. . . . . . . . . . 4 Minimum days in arrears (account) . . . Days in arrears . . . . . . 3 17 31 45 Grace period line items. . . . . . . . . . . 3 Calculate interest. . . . X X Interest indicator . . . . . . . . . . . . . . . . Print parameters: Ref. dunning procedure . . . . . . . . . . . Always dun?. . . . . . . . . X Dunning of standard transactions. . . X Print all items . . . . . . . . X X Dunning of Special G/L transactions . . Payment period . . . . . . 10December 1999 27
  28. 28. Dunning SAP AGCharges and InterestCharges and InterestYou can levy charges and interest for dunning notices and print them out on the dunning notices.The amounts are not posted.You determine the amount of dunning charges separately per dunning procedure, currency anddunning level. Dunning charges can be entered either as a set amount or as a percentage rate.You can also stagger the dunning charges by dunning amount (see the figure below). Dunning Charges Dunning Charges Dunning Procedure 0001 Description 4-Level Dunning Procedure Dunning Level From Dunning Amount Dunning charge Dunning Charge % 1 100 2 DM 1 1000 0,3 1 5000 0,3 2 100 3 DM 2 1000 0,4 2 5000 0,4 3 100 4 DM 3 1000 0,5 3 5000 0,5 4 100 5 DM 4 1000 0,6 4 5000 0,6The dunning charges are determined by the dunning program in the appropriate currency: if youposted to an account in different currencies, the program determines the amount to be dunnedand the charges in local currency. If all the open items in an account were posted in the samecurrency, the program uses this currency. This can be a local or a foreign currency.The charges must be defined in the currencies which the dunning program determines.Otherwise, no charges are printed in the dunning notice. If you only process businesstransactions with customers in a foreign currency, you should also enter the charges in thisforeign currency. Otherwise, the customer is not billed for any charges during dunning.28 December 1999
  29. 29. SAP AG Dunning Charges and InterestYou determine whether interest is to be calculated for the individual levels of a dunningprocedure (see Dunning Levels and Days In Arrears [Page 27]). Interest is generally calculatedfor higher dunning levels in order to render the dunning notice more insistent.For interest calculation, you can specify an interest indicator in the master record of thecustomer/vendor and per dunning procedure (see Dunning Levels and Days In Arrears [Page27]). The specification in the master record has higher priority.The interest rates valid on the dunning date are used for interest calculation. The interest isalways determined and printed out in the currency of the item. Since, generally speaking, interestis not calculated for small dunning amounts, you can make the interest calculation dependent onminimum amounts. Enter it separately per dunning level in local currency and/or foreign currency(see Minimum Amounts and Dunning Level Determination [Page 30] ). If no entry exists in foreigncurrency, the dunning program uses the entry in local currency.If you defined rounding rules for the currency, the interest will be rounded according to thosesame rules. You can find further information on the rounding rules in Configuring the SystemUsing the Implementation Guide [Ext.]Define your interest rates for every interest indicator. You can provide the interest rates with avalidity date and enter interest rates separately for every currency and depending on thecredit/debit balance.December 1999 29
  30. 30. Dunning SAP AGMinimum Amounts and Dunning Level DeterminationMinimum Amounts and Dunning Level Determination Minimum amounts Dunning procedure . . . 0001 Description . . . . four-level dunning Dunning level Min. amount Min. percent. Min. amount for interest Curr. DEM 1 10 10 2 50 10 3 .. .. 4 .. .. Dunning level 2 dunning amount 100 USD sum of open items 1000 USD Dunning level 1 dunning amount 100 USD sum of open items 1100 USD30 December 1999
  31. 31. SAP AG Dunning Selection of Transactions for DunningSelection of Transactions for DunningFor every dunning procedure, specify which transactions are to be included in the dunning run. Adistinction is made between standard transactions and special G/L transactions (see the figureEntering Grace Days and Minimum Days in Arrears [Page 32]).Special G/L transactions are transactions which should be displayed in a particular way in thesystem either for reporting purposes (balance sheet) or for other reasons internal to thecompany. Down payments, bills of exchange and guarantees are all types of special G/Ltransaction. When you maintain the dunning procedure, the system displays a list of special G/Ltransactions from which you select the transactions to be included for dunning.December 1999 31
  32. 32. Dunning SAP AGEntering Grace Days and Minimum Days in ArrearsEntering Grace Days and Minimum Days in Arrears Dunning procedure . . 0001 Description. . . . . . . . . four-level procedure Dunning interval in days . . . . . . . . . . . 14 Number of dunning levels . . . . . . . . . . 4 Minimum days in arrears (account) . . . Grace period line items . . . . . . . . . . 3 Interest indicator . . . . . . . . . . . . . . . . Ref. dunning procedure . .. . . . . . . . . . Dunning of standard transactions.. . . X Dunning of special G/L transactions . .32 December 1999
  33. 33. SAP AG Dunning Dunning AreasDunning AreasThe following topics describe how dunning areas are used. Dunning areas are only necessary ifyou do not process dunning at company code level. Since dunning is generally processed at thislevel it is not usually necessary to set up dunning areas.December 1999 33
  34. 34. Dunning SAP AGUsage of Dunning AreasUsage of Dunning AreasDunning areas are used if several organizational units are responsible for carrying out dunningwithin a company code. These organizational units are represented by dunning areas in the SAPsystem. Dunning areas can correspond to a division, a distribution channel, a sales organizationor a business area. The dunning procedure is controlled and the dunning notices are sentseparately per dunning area. Two separate dunning areas have been set up, for the fertilizers and the plastics divisions respectively. If a customer purchases his goods from the fertilizer division and also buys plastics, he could be dunned by two dunning areas (see the figure below). Dunning area Fertilizers Plastics Dunning letter Dunning letter Customer 60034 December 1999
  35. 35. SAP AG Dunning Allocating Dunning Areas and Dunning ProceduresAllocating Dunning Areas and Dunning ProceduresDunning areas and dunning procedures are allocated in the master record of thecustomer/vendor. Enter the dunning areas and the dunning procedures in use (see the figurebelow). If you use dunning areas, you can:.• Define different dunning procedures for the dunning areas. Read the topic Dunning Areas and Different Dunning Procedures [Page 36].• Use the same procedure for several dunning areas. Read the topic Dunning Areas and a Single Dunning Procedure [Page 37].December 1999 35
  36. 36. Dunning SAP AGDunning Areas and Different Dunning ProceduresDunning Areas and Different Dunning ProceduresEvery dunning area can have its own dunning procedures. Separate dunning procedures arenecessary if the dunning areas are to dun at different intervals or to assign different grace days. The dunning areas for the fertilizers and plastics divisions defined their own dunning procedures. A customer who purchases goods via both divisions is reminded of its payment due by the dunning area for the fertilizer division after ten days; the plastics dunning area only sends a dunning notice after 14 days. The figure below shows an example of information which is stored in the customer master record. Dunning areas 01 and 02 use different procedures. Customer EVANS Dwight Evans Boston Company code 0001 SAP AG Walldorf Page 01/01 Parameters for dunning Dunning letter sent Area Procedure Block Recipient User Date Dun. level Legal dunning __ AAAA 02/11/92 1 01 AAAA 02/11/92 2 02 BBBB 02/11/92 136 December 1999
  37. 37. SAP AG Dunning Dunning Areas and a Single Dunning ProcedureDunning Areas and a Single Dunning ProcedureIf you want to use dunning areas but use only one dunning procedure, you need enter only theprocedure in the customer or vendor master record, obviating the need to define a dunningprocedure for each dunning area. The system determines the correct dunning procedureautomatically from the dunning area entered in the line items. In effect you use only one dunningprocedure; the information concerning the dunning area (see the previous figure) is storedautomatically in the master record per dunning area, and you can dun separately per dunningarea.December 1999 37
  38. 38. Dunning SAP AGDunning Areas in the Line ItemDunning Areas in the Line ItemTo enable line items to be allocated to a dunning area, a dunning area must be entered in thecustomer or vendor line item. This dunning area can be entered in the appropriate field duringdocument entry or can be transferred from other business transactions.No entry can be made in the field Dunning area unless it exists in the entry screen for thecustomer or vendor line item. To ensure that this field is present, you must specify that dunning isto be carried out per dunning area. This specification is made under the company code-specificspecifications for dunning (see the figure Company Code-Specific Specifications: Figure [Page25] (1)).The dunning area is stored in the line item. In addition, the last dunning level and the last dunningdate are noted per dunning area in the customer or vendor master record. (see the figureDunning Information in the Customer Master Record [Page 39]). If you have not specified anydunning areas in the master record, the system automatically enters the dunning areas specifiedduring document entry into the master record, including the related data. If you transfer businesstransactions from the Sales and Distribution or Materials Management application components,the dunning area is taken from these components and entered into the line item. The dunningarea can be taken from the sales organization, the distribution channel or the division (productgroup). Before the derivation of the dunning areas is defined in the other applications, they mustbe defined for the individual company codes in the Financial Accounting application component.Further information on the derivation of dunning areas from other applications can be found in thedocumentation for these applications.38 December 1999
  39. 39. SAP AG Dunning Dunning Information in the Customer Master RecordDunning Information in the Customer Master Record Customer EVANS Dwight Evans Boston Company code 0001 SAP AG Walldorf Page 01/01 Parameters for dunning Dunning letter sent Area Procedure Block Recipient User Date Dun. level Legal dunning __ AAAA 02/11/92 1 01 AAAA 02/11/92 2 02 BBBB 02/11/92 1December 1999 39
  40. 40. Dunning SAP AGDunning Blocks and Dunning KeysDunning Blocks and Dunning KeysDunning blocks enable you to prevent an account or an item from being dunned. Dunningblocks require a blocking key to be entered in the field Dunning block in the master record or inthe item. There are texts stored for the blocking keys which explain the reason for the block (seethe figure below,(1)). Blocked accounts or items are not included in the dunning run and areprinted in an exception list with the reason for the block.Dunning keys enable you to limit the dunning level for an item. They also allow you to controlwhether the items with dunning keys are to be displayed separately in the dunning notice (seethe figure below,(2)). You can also print the text for the dunning key in the dunning notice.Dunning keys are company code-independent. Blocking key Block Text 1 1 A Manual block reason A . . . . B Manual block reason B . . . . Dunning key Dunn. key Max. level Sep. print Text 2 2 1 1 initiates up to dunning level 1 2 2 initiates up to dunning level 2 3 3 initiates up to dunning level 3 4 X Payment made, separate line display 5 X Resid. items from pymt. difference When a certain incoming payment was made, you posted a residual item carry forward, since you noticed differences in payment. You want to display this residual item in a separate section in the dunning notice, and to do this, you define an appropriate dunning key for it.40 December 1999
  41. 41. SAP AG Dunning Dunning Forms: OverviewDunning Forms: OverviewTo learn how to create and change forms, refer to the documentation on SAPscript wordprocessing. The following describes only the special features to be observed regarding dunningforms.To ensure that the forms are printed correctly by the print program, the position of each group ofdata in the form is predefined in the system. The layout of the form is defined using SAPscript.You can use just one form or several different forms for the dunning notices in your organization.You specify the form when configuring the dunning program, depending on the dunningprocedures, the company code and the account type involved. You can further differentiateselection by dunning level (see the figure below,(1)) and dunning area (see the figure below,(2))and separately for the legal dunning procedure (see figure below, (3)). Dunn. procedure 0001 Description four-level procedure Company code 0001 SAP AG Account type D Customer Dunn. level Area Form List name Normal dunning procedure 1 F150_DUNN_01 LIST1S 2 F150_DUNN_01 LIST2S Form with interest 3 F150_DUNN_02 LIST3S 4 F150_DUNN_01 LIST4S 1 1 2 2 Legal dunning procedure F150_DUNN_03 LISTXS 3 2You need different dunning forms if you • Use dunning procedures with different dunning levels. If for example you have defined a single-level dunning procedure and a multi-level dunning procedure, you would require a form for each dunning procedure. • Require different line structures. You would require different line structures if you want to print the line item in the dunning notices without interest for lower dunning levels and with interest for higher dunning levels. • Require different totals structures. This might be required if, for example, you need one form on which both the item totals and the account balance are printed, and one form on which only the item totals are printed.You do not need different dunning forms if, for example, you defined the dunning procedure soas to dun with different dunning frequencies. You can also use the same form if you want to dunin different languages. You only need to translate the texts of the form to do this. The forms arestored by language key. In each case, the print program selects the form in the language enteredDecember 1999 41
  42. 42. Dunning SAP AGDunning Forms: Overviewin the master record of the customer/vendor. If there is no form in this language, the defaultlanguage of the form is used, and the dunning program issues an error message in the dunningrun log.If you use the same form for several company codes and dunning procedures, you need specifythe form once only. For the company codes and dunning procedures which use the same form,refer to the reference company code (see Company Code-Specific Specifications: Figure [Page25],(3)) or the reference dunning procedure (see Entering Grace Days and Minimum Days inArrears [Page 32]). The form can only be maintained for this company code or this procedure. The reference dunning procedure for the forms should be used only with procedures which have same number of dunning levels.You can enter one list name per dunning level. The individual dunning notices are then storedunder these names in the SAP spool. This makes it possible to store dunning notices fromdifferent company codes or with different levels separately in the spool.Parts of the Form [Page 43]Letter Header, Sender, and Footer [Page 45]Text Elements in the MAIN Window - Dunning Letters [Page 48]Data from the Dunning Run for the Form Print [Page 51]Sample Dunning Form [Page 52]Sorting Dunning Notices, Dunning Lists and Open Items [Page 54]Modifying the Forms [Page 55]42 December 1999
  43. 43. SAP AG Dunning Parts of the FormParts of the FormA dunning form can consist of one or more pages. You can define two pages per form: a first anda subsequent page. In the SAP system every form page is divided into different windows - seeWindows In The Dunning Form [Page 47] .The figure below shows the text windows for page 1 which were defined for a dunning notice inthe standard system:Text window for dunning notices Window Contents HEADER company-specific specifications, for example which company name and logo ADDRESS Receiver address and sender INFO1 Address of original dunning recipient FOOTER Footer, for example company accounts and names of the members of the board of directors REPEAT Test printout INFO Account information such as account number of the customer with you, your account number with the customer, the accounting clerk, date, telephone and fax numbers MAIN Main window: this contains the dunning text (letter), the line item information from the dunning run and total sumsYou determine the windows and their position on the page when defining a form. Enter a text forevery window.For the HEADER, ADDRESS and FOOTER windows, you can enter different texts depending onthe company code and dunning area. To do this, read the topic Letter Header, Sender, andFooter [Page 45].The MAIN window is processed in a special way. You can use text elements for this window(see the figure in Sample Dunning Form [Page 52]).The text elements enable you to enter different texts for a window; which text is then printeddepends on the dunning proposal in question. To do this, read the topic Text Elements in theMAIN Window - Dunning Letters [Page 48].For information which can only be determined in the dunning run, you store variables in the textor in the text element. These are replaced by the appropriate values when the dunning notice isprinted. Read the topic Data from the Dunning Run for the Form Print [Page 51]. None of the line item information printed in the dunning notice can be determined until the dunning run takes place. This information is provided by the dunning program and includes the document number, the document date, the currency and the amount. Variables are defined in the text element of the form for this information.December 1999 43
  44. 44. Dunning SAP AGParts of the Form These variables are replaced with the actual information when the dunning notices are printed.44 December 1999
  45. 45. SAP AG Dunning Letter Header, Sender, and FooterLetter Header, Sender, and FooterYou can print the dunning notices on letterhead or on blank paper. If you use letterhead, you donot need to make any specifications concerning the letter header, the sender and footer in yourform.If you use blank paper, define the texts for the letter header, the sender specifications and thefooter in your form. To enable you to do this, separate windows (see Windows In The DunningForm [Page 47]) have been defined for the forms defined in the SAP system.You can enter text in these windows in three ways: Text element Standard text 1 IDES Direct Holding Inc. data entry ADRS_HEADER 2 Include ADRS_HEADER Standard text IDES Holding Inc. for all forms a ADRS_HEADER 3 Include & REGUD-TXTKO& c Standard, OBJEKT ... company code- IDES specific text for all Holding Inc. forms b Company code 0001 Letter header ADRS_HEADERSince the texts for the above-mentioned windows are company code-specific, you must specifywhether you are working with one or several company codes: 1. You can enter a fixed text in the form window text element. You should do this only if you use the form for a single company code. 2. You can define a standard text for several forms. Enter the name of the standard text in the text elements of your choice in several forms. However, this is only worth doing if you work with one company code but want to use one text for several forms. In the figure above, the standard text "ADRS HEADER" was used, for example. 3. You can define standard texts for several forms, and specify (depending on the dunning area and company code involved) which text should be used in the form. This makes sense if you work with several company codes which use the same form. Three steps are necessary to do this: a) Create the company code-specific standard texts.December 1999 45
  46. 46. Dunning SAP AGLetter Header, Sender, and Footer b) Specify, when configuring the dunning program, which standard text is to be used for which company code. c) In the text element, enter a standard variable for the standard text (see the table below). Depending on the company-code in question, the print program replaces the variable with the name of the standard text.The variables for the company code-specific standard texts that you specify in the text elementare predefined in the system:Variables for Standard Texts Standard text for Variable in the text element Letter header T047I-TXTKO Sender in the letter window T047I-TXTAB Signature line T047I-TXTUN Letter footer T047I-TXTFU46 December 1999
  47. 47. SAP AG Dunning Windows In The Dunning FormWindows In The Dunning Form HEADER ADDRESS REPEAT INFO 1 INFO MAIN FOOTERDecember 1999 47
  48. 48. Dunning SAP AGText Elements in the MAIN Window - Dunning LettersText Elements in the MAIN Window - Dunning LettersThe MAIN window contains a series of text elements. Each text element is indicated by /E in theprint format column and a number in the text column (see the figure below). These numbers arepredefined in the system. If there is data in the dunning proposal for one of these text elements,the print program prints that text element. You define dunning texts for the MAIN window for each of the individual dunning levels (see the figure Text Elements for the HEADER Window [Page 50]). The print program selects the dunning text according to the dunning level of the account.In the MAIN window, you can define the following text elements:Text elements for the MAIN window Text element Meaning 500 Information on original Dunning recipient 511 Dunning text level 1 512 Dunning text level 2 51n Dunning text level n (n <= 9) 520 Dunning text for legal dunning proceedings 530 Line item heading 531 Line item line layout 540 Blank line 550 Beginning of separate display dunning key x 551 End of separate display dunning key x. 570 Dunning charge 581 Dunning totals line 1 582 Dunning totals line n (n > 1) 591 Account balance line 1 592 Account balance line n (n > 1)If you define your own form, you should note that text elements 530, 531 and at least one text fora dunning level must be contained in the MAIN window. If these are not present, this will lead toerrors when the dunning notices are printed.48 December 1999
  49. 49. SAP AG Dunning Text Elements in the MAIN Window - Dunning LettersDecember 1999 49
  50. 50. Dunning SAP AGText Elements for the HEADER WindowText Elements for the HEADER Window Text element Standard text 1 IDES Direct Holding Inc. data entry ADRS_HEADER 2 Include ADRS_HEADER Standard text IDES Holding Inc. for all forms a ADRS_HEADER 3 Include & REGUD-TXTKO& c Standard, OBJEKT ... company code- IDES specific text for all Holding Inc. forms b Company code 0001 Letter header ADRS_HEADER50 December 1999
  51. 51. SAP AG Dunning Data from the Dunning Run for the Form PrintData from the Dunning Run for the Form PrintThe data from the dunning run which you need for the form printout is provided by the dunningprogram. The dunning program stores this data in the following files after each dunning run.• MHNK contains information from the master records, for example, dunning level of the account and account number of the dunning recipient.• MHND contains the information on the items to be dunned, for example the amount, the dunning level of the item and the document number. The dunning program creates a MHND record for every item that is dunned.• F150D contains different totals which were set up for the dunning run: total of items due, total of all open items in the account, interest and account balance. The totals are displayed in both local and foreign currency.• T003T contains the document type texts.• TBSLT contains the posting key descriptions.All fields from these files can be used as variables in the form. In addition, you can transfer fieldcontents into the forms from master record tables (e.g. KNA1 and KNB1) and document tables(e.g. BKPF and BSEG).In order to insert variables into a letter, you must name the field and enter the field namebetween two "&" characters. A complete field name consists of the name of the data table andthe name of the field.If you want to insert the account balance in a foreign currency for example, you must use thename &F150D-SALFW&. The field is called SALFW and is in the table F150D. The print date ofthe letter is &MHNK-AUSDT&.December 1999 51
  52. 52. Dunning SAP AGSample Dunning FormSample Dunning FormThe figure below shows an example of a dunning notice. HEADER ADRESS Ides Holding Inc., P.O.box 9999, Wilmington, DE 19807 1st dunning notice Test print REPEAT Jackson Shipping, Date P.O. box 7893, 09/15/95 INFO Philadelphia, PA 19113. Our clerk Mr.Trent Telephone (302) 555 4657 Fax (302) 555 2365 INFO 1 Your account with us Dunning notice for UB2 account no. TEST Test company This notice includes postings General Services Main Street up to and including: Philadelphia, PA 19112 09/15/95 MAIN Dear Sir/Madam, The following invoices are due for payment. If you have paid the due amounts by the time you receive this notice, please disregard the notice, regards, IDES Holding Inc. Document Date Curr. Amount Due date Dys/ar D 1700000010 09/15/1995 USD 60,000.00 USD 31 1 1700000011 09/15/1995 USD 60,000.00 08/15/1995 31 1 1900000016 09/14/1995 USD 50,000.00- 09/04/1995 11 1 1900000017 09/14/1995 USD 10,000.00- 09/04/1995 11 1 Dunning charge USD 5.00 Total of due items USD 60,005.00 Account balance USD 160,000.00 FOOTERThe texts in the form windows are defined as follows:• HEADER ADDRESS and FOOTER Company code-specific standard texts have been created for these windows (see the figure in the topic Text Elements for the HEADER Window [Page 50],(3)). The names of these texts were specified for every window according to the company code in the52 December 1999
  53. 53. SAP AG Dunning Sample Dunning Form configuration of the dunning program. When the dunning notice is printed, the print program determines the corresponding text.• INFO The INFO window includes the name of the clerk for the customer account, the telephone number and the fax number. The dunning program determines the data on the basis of the name identification code in the master record of the customer/vendor and enters the information via structure FSABE into the INFO window. The "documents up to" date specified for the dunning run (03/15/1995) is entered in the dunning notice. The date is entered by the dunning program into field GRDAT of file MHNK. The corresponding variable MHNK-GRDAT was entered into the text element of the INFO window. The print program replaces the variable with the date.• INFO1 This window contains the address of the original recipient of the dunning notice.• MAIN The MAIN window contains a letter text with information on the line items and a dunning charge, the total of the items and the balance of the account. The dunning text was entered under text element 513 ("3" for the third dunning level) in the text element of the MAIN window. The percentage rate for interest on arrears (see the figure above, b) has been entered in field T056Z-ZINSO by the dunning program. The payment period (see the figure above, c) was determined by the dunning program on the basis of the specification for the third dunning level (see Dunning Levels and Days In Arrears [Page 27]) and entered into field F150D-ZIELD. The total of the receivables (see the figure above, d) was taken from field MHNK-SALDO. The line item information was defined under the following text elements the MAIN window: Text Elements Used in the Dunning Notice Text element Meaning 530 Line item heading 531 Layout of line item information with variables for document number, due date, currency, amount, arrears dunning level and interest 570 Dunning charge with variables for currency and amount 581 Dunning totals with variables for currency and amount 591 Account balance with variables for currency and amountDecember 1999 53
  54. 54. Dunning SAP AGSorting Dunning Notices, Dunning Lists and Open ItemsSorting Dunning Notices, Dunning Lists and Open ItemsYou can specify the sort sequence for the printing of the dunning notices. Dunning notices can besorted by postal code for example, in order to obtain a discount for presorted letters from the postoffice. You could specify the dunning level as a second sort criterion, enabling you to separatethe letters with the last dunning level ( to be sent to the legal department) from other letters moreeasily. In addition, you can sort the open items listed in a dunning notice.In the standard system letters are sorted by company code, dunning procedure, customernumber and account number of the head office. The open items are sorted by due date,document date and number and line item number.The sort criteria for the dunning notices and the open items (see the figure below) apply to alldunning procedures and all company codes. The dunning list is sorted according to the samecriteria. Dunning Sorting Dunning letters/lists Seq. Field name Description Offset Length Type 1 MHNK-BUSAB Acct. clerk dunning 10 C 2 MHNK-KUNNR Customer 10 C 3 MHNK-MAHNS Dunning level 10 N 4 MHNK-SKNRZF Dunning items Seq. Field name Description Offset Length Type 1 MHND-BLART Document type 2 C 2 MHND-FAEDT Due date for net pymt 8 D 3 MHND-BLDAT Document date 8 D 4 MHND-BELNR Document number 10 CYou can specify a maximum of five sort fields from the tables MHNK and MHND. By specifyingan offset, you can determine the position from which one should sort for every field. Sorting isnormally carried out in ascending order, but you can also sort in descending order.54 December 1999
  55. 55. SAP AG Dunning Modifying the FormsModifying the FormsYou can copy and change the forms in the standard system, or define your own. If you define anew form, you must allocate it to the appropriate dunning procedure and company code.You can alter the dunning forms in the standard system by overtyping the texts for the individualwindows, defining a new position for the windows or changing the highlighting of the individualwords and letters. If you need other information from the dunning run, you can add thecorresponding variables from the files KNA1, KNB1, MKNK, MHND, F150D, BKPF and BSEGinto your text elements.December 1999 55
  56. 56. Dunning SAP AGSpecial FeaturesSpecial FeaturesIf you do not follow the standard dunning procedure, there are certain special features you shouldnote. These are described in the following topics.56 December 1999

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