fscm user manual

5/24/2018 Fscm User Manual

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FSCM User Manual

Disputes & Collections management


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ContentsContents..........................................................................................................................2

What is SAP FSCM.......................................................................................................3

SAP Collections Management.......................................................................................3

Roles in Collections Management.................................................................................3

Process Receivables ....................................................................................................!

SAP D"SP#$% MAA'%M%$...............................................................................(

2)


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What is SAP FSCM

SAP Financial Suppl* Chain Management optimi+es the ,inancial an-

in,ormation ,los ithin a compan* an- beteen business

partners. Folloing components o, SAP Financial Suppl* Chain

Management are implemente- at /0AM1

SAP Collections Management1 Application ,or proactive receivables

management

SAP Dispute Management1 Application ,or e,,icient processing o,

receivablesrelate- -ispute cases

SAP Collections Management$he components o, SAP Collections Management support *ou in active

receivables management. #sing collections strategies *ou can valuate an-

prioriti+e customers ,rom a receivables management vie. Customers that

,ul,ill the rules -e,ine- in a strateg* are -istribute- to the or4lists o, the

collection specialists. $he collection specialists then contact the customers

in their or-er o, priorit* in or-er to collect receivables.

5ou can -ispla* an overvie o, the current status o, the open invoices o, a

customer account as ell as the last pa*ments the customer contacts an-open resubmissions. ", a customer gives a promise to pa* *ou can enter

this in the s*stem an- ,ollo its status. 5ou can also -e,ine that a

customer is to reappear on the or4list on a certain -ate. When *ou return

to the or4list *ou can -ocumente the complete customer contact in the

s*stem.

Roles in Collections Management

$he ,unctionalities in this mo-ule is -esigne- ,or the ,olloing roles1

Collections Specialist 6Responsible ,or Collecting receivables7

Collections Supervisor8Manager 6Responsible ,or controlling the

process o, collecting receivables7

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Collections Specialist:$he collection specialist per,orms this process. "t covers the ,olloing

process steps1

Call #p Wor4list

Prepare Customer Contact

Contact Customer

Call up Work list:A or4list is create- automaticall* ,or each collection specialist on a -ail*

basis . $he collection specialist logs on to the Collections Management

s*stem an- calls up the or4list. $he or4list contains all customers to be

contacte- in or-er o, priorit*. $he prioriti+ation o, the customers in the

or4list 6or4list items7 is -etermine- b* the collection strateg* assigne-

to the customer.

Note: Transaction code for calling up the worklist isUDM_SPECI!IST"

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Prepare customer contact:$o prepare the customer contact the collection specialist nee-s

in,ormation about h* the contact is necessar*.9e also nee-s to consi-er

the customer:s account an- previous customer contacts.

9e can see h* the customer contact is necessar* b* -ispla*ing thevaluation o, the customer accor-ing to the collection strateg*. 9ere he can

see an overvie o, all collection rules ,ul,ille- b* the customer. %;ample1

$here as no success,ul customer contact in the last !) -a*s.

For a vie o, the current status o, the customer account the collection

specialist can loo4 at the or4 list. $his contains 4e* ,igures ,or the

customer such as outstan-ing amounts the amount to be collecte- the

amount o, bro4en promises to pa* or hen an- ith hom the last

customer contact as carrie- out.


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contact persons at the customer. 9e can also see promises to pa* -ispute

cases an- resubmissions that arose ,rom customer contacts.

Contact Customer$o ma4e the contact the collection specialist uses the contact -ata o, the

contact person at the customer that is -ispla*e- in the ,unction Process

Receivables.$he collection specialist enters the results o, the customer

contact in the s*stem.

", a customer promises to pa* open invoices the collection specialist

creates promises to pa* ,or the invoices speci,ie-. $he s*stem

automaticall* monitors hether this promise to pa* is 4ept. ", the

collection strateg* is con,igure- accor-ingl* hen promises to pa* are

bro4en the customer appears on the or4list again.

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", the customer ob=ects to an invoice the collection specialist can create a

-ispute case ,or the invoice. $he -epartment responsible can process the

-ispute case imme-iatel*. ", the result o, the -ispute case processing is

such that the ob=ections o, the customer are un=usti,ie- the correspon-ing

status o, the -ispute case lea-s to the customer appearing on the or4list

again. $he invoice is relevant ,or receivables management again.

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", the collection specialist cannot reach the contact person or the contact

person re>uests that the collection specialist calls bac4 the specialist can

create a resubmission. /n the -ate speci,ie- the customer appears on the

or4list again.

A,ter the customer contact has been carrie- out the contact is summari+e-

an- -ocumente-. $he s*stem creates a stan-ar- note an- a--s all promises

to pa* -ispute cases an- resubmissions create- to the customer contact.

$he collection specialist then enters a Contact Resultan- returns to the

or4list. $here he prepares the ne;t customer contact.

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", the Collection specialist chooses a Contact Resulthich in-icates that

the customer as success,ull* contacte- the


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Collections Supervisor:$he collection manager per,orms this process. 9e is responsible ,or

ensuring that the receivables are collecte- accor-ing to the ,inancial

targets o, the compan*. $he process covers the ,olloing process steps1

De,ine Collection Strategies

Process Collection 'roups

%-it


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All customers are anal*+e- an- valuate- accor-ing to the strateg* assigne-

to them an- -epen-ent on the valuation inclu-e- in the or4list. $he

more rules that appl* to a customer the higher this customer is prioriti+e-

in the or4list. Collection strategies are there,ore the basis ,or the

automatic creation o, or4lists.

Note: The transaction code for creating or editingCollection Strateg( is UDM_ST%TE)*"

Process Collection groups;Collection groups cover all collection specialists that collect receivables

using the same collection strateg*. $he collection manager is responsible

,or assigning his emplo*ees to collection groups. 9e can also -e,ine a

substitute ,or each collection specialist in a collection group ,or times

hen the specialist is absent. $he or4 list items ,or the absent colleague

are then assigne- to this substitute automaticall*.

$he collection manager also -etermines the collection strateg* that a

collection group uses to collect receivables.

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ote: !he transaction co"e for Collection groups inUDM_)%'UP"

#"it $usiness Partner Master Recor""n SAP Collections Management ever* customer has a business partner

master recor-. "n this master recor- the collection group an- 6optional7

collection specialist responsible ,or the customer are -e,ine-. $he

collection strateg* relevant ,or valuating the customer is -erive- ,rom thecollection group. $he collection groups an- collection specialists are

assigne- automaticall* 6see the process Data S*nchroni+ation an-

Creation o, Wor4lists7.

", necessar* the collection manager can assign a -i,,erent collection

specialist to the customer. $his ma* be necessar* ,or e;ample to improve

the -istribution o, the or4loa- in his team an- to react to changes in

personnel. 9e can also assign a -i,,erent collection group to the customer

temporaril* an- i, re>uire- an alternative collection specialist.

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ote: !he transaction co"e for editing a +usiness partner,aster record is UDM_+P"

Monitor Collection of Receiva%les$he collection manager is responsible ,or the success,ul collection o,

receivables. $o monitor this process he can -ispla* the or4list items ,or

all collection groups assigne- to him.

9e can -ispla* statistics that help him to evaluate ho man* or4list

items have been complete- ho man* are still open an- ho man*

success,ul or unsuccess,ul customer contacts have alrea-* been carrie-

out.9e can also re-istribute or4list items beteen collection specialists ,or a

more even -istribution o, the or4loa- an- to ensure that high priorit*

items are processe- >uic4l*.

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Change Assignment of Collection &roup an"Collection Specialist to Customer

$he collection supervisor can reassign


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Dispute Cases

Customer Contacts

Resubmissions

'nvoices$his ,unction provi-es *ou ith an overvie o, all open invoices ,or a

customer in the compan* co-es o, the current collection segment. 5ou can

-ispla* a--itional in,ormation ,or each invoice an- create promises to pa*

an- -ispute cases. $he tab page "nvoices is part o, the ,unction Process

Receivables.

5ou can see all open invoices ,or the selecte- customer an- those here

there are open resi-ual items. $he amountPromise- 6Resi-ual7 results

,rom the amount promise- minus the amount pai- ,or the promise to pa*.

$he amount pai- ,or the promise to pa* results ,rom theProcess

"ntegration ith Accounts Receivable.

(ist of )pen Cre"it 'tems", the account contains open cre-it items ith no invoice re,erence these

are totale- b* currenc* -ispla*e- in ros highlighte- ith -i,,erent

colors an- have the entr* Cre-it in the column Document umber.

Doubleclic4 on these ros to -ispla* a list o, items that have been totale-

on the loer part o, the screen.

Creating Promises to Pa*Select one or more invoices ,or hich *ou ant to create a promise to pa*

an- choose

Promise to pa* ith the >uic4 in,o te;t Create Promise to

Pay.

$he screen area Create Promise to Pa* appears un-er the list o, invoices.

"n the ,iel- Promise- the total o, the open items is propose-

automaticall*.

", *ou select invoices that alrea-* have a promise to pa* ith the s*stem

status /pen this is con,irme- an- the ne promise to pa* contains a level

increase- b* one.

", *ou enter a promise to pa* ,or several invoices the s*stem

automaticall* creates in-ivi-ual promises to pa* ,or each invoice hen

*ou save so that *ou can process an- ,ollo promises to pa* at invoice

level.

2)
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. %nter the -ata re>uire- ,or the promise to pa*.

"n the ,iel- Re,erence *ou can enter -ata such as a chec4 number that

the customer gave *ou. 5ou can also enter notes in a te;t ,iel-.

2. ", *ou have onl* selecte- one invoice or i, the amount promise- ,or

several invoices agrees ith the total open amount *ou can save the

promise6s7 to pa*. /therise *ou have to speci,* ho the amountpromise- is -istribute- beteen the invoices selecte-.

a. Choose ith the >uic4 in,o te;t Distribution.

$he screen area Distribute Amount appears.

b. Assign the amount that as promise- to each invoice in the list

o, invoices ,or hich a promise as submitte-. $he ,olloing

automatic -istribution ,unctions are available ,or this -istribution1

? %>uall*1 %ach invoice receives a part o, the total amount

promise- -epen-ing on the open amount.

? Accor-ing to -ue -ate1 $he invoice ith the earliest -ue -ate

receives a part o, the amount promise- ,irst. ", the totalpromise- amount as not assigne- the invoice ith the ne;t

-ue -ate receives a part an- so on.

", *ou -istribute the amount manuall* choose ith the >uic4

in,o te;t Chec4 Distribution to ensure that the total amount

-istribute- matches the total amount promise-. ", this is not the

case but *ou ant to retain the amounts *ou -istribute- the

s*stem automaticall* changes the total amount promise- to the

ne total o, the amounts *ou entere-.

3. Save *our entries.

Pa*ments$his ,unction provi-es *ou ith an overvie o, the pa*ments o, a

customer. $he tab page Pa*ments is part o, the ,unctionProcess

Receivables.

For the customer selecte- *ou see the incoming pa*ments o, the last 3)

-a*s that have been poste- in the compan* co-es o, the current collection

segment. 5ou can change this perio- i, necessar*.

For an e;act here use- list ,or the pa*ment choose 9istor*.


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Dispute Cases$his ,unction provi-es *ou ith an overvie o, all -ispute cases o, the

customer that contain at least one item asDispute- /b=ect. $he tab

page Dispute Cases is part o, the ,unction Process Receivables.

", *ou select a -ispute case ,rom the list an- choose Dispute Case ith

the >uic4 in,o te;t Displa* Dispute Case the s*stem -ispla*s the -ispute

case ith all hea-er -ata notes log an- the case recor- ith the lin4e-

ob=ects.

Customer Contacts$his ,unction provi-es *ou ith an overvie o, the contactsith a

customer in a collection segment. For each customer contact *ou can

-ispla* a--itional in,ormation in the loer screen area.

Resu%missions$his ,unction provi-es *ou ith an overvie o, allresubmissions,or a

customer in the current segment that have notbeen complete-. 5ou can

create change or -ispla* in-ivi-ual resubmissions. 5ou can also complete

one or more resubmissions.

2)
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SAP D'SPU!# MAAM#!

$his component contains ,unctions ,or processing receivablesrelate-

-ispute cases. "t supplements the logistics process chain Purchase /r-er @

Deliver* @ "nvoice @ Pa*ment in the stage beteen invoice an- pa*ment i,

there are -iscrepancies ith the customer.

Disputes arise i, customers -e-uct an amount ,rom the invoice /R not

ma4e a pa*ment at all -ue to

Pricing issues

0ate -eliver*

"ncorrect -elivere- >uantit*

Damage- goo-s

9igh volume o, such -ispute- items can lea- to

9igh DS/

Di,,icult* in pre-icting cash ,lo

9igh cost o, solving the -ispute cases

When a customer -isputes an invoice i-eall* e oul- to li4e to trac4 itb* recor-ing various aspects relate- to this -ispute li4e the reason h*

the customer is -isputing an invoice the criticalit* o, the issue the amount

o, the -ispute an- an* notes an- proo, or attachments provi-e- b* the

customer in this regar-.

$his re>uirement o, all the in,ormation relate- to a -ispute is illustrate- in

the ,olloing -iagram1

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When *ou create -ispute cases the attributes 6,or e;ample processor

reason priorit* e;ternal re,erence contact person7 an- notes that *ou

enter in the -ialog bo; are inclu-e- in the -ispute case. $he s*stem also

a--s the line items concerne- as -ispute- ob=ects an- uses the

environment to -etermine other ob=ects that coul- be help,ul in processing

the -ispute case 6customer invoice ,or a resi-ual item billing -ocument

,rom SAP R83 %nterprise !.) also account statement items7B the s*stema--s these other ob=ects to the -ispute case. $he s*stem -etermines the

-ispute- amount ,rom the -ispute- line items an- saves it in the -ispute

case as an attribute.

Folloing aspects o, -ispute management is -iscusse- in the ,olloing

sections.

Creating a Dispute case

Searching ,or a Dispute case

#p-ating a Dispute case

Fiel-s o, a Dispute case

Attributes o, a Dispute case

Closing a Dispute case

2)
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Creating a "ispute case$he easiest a* to create a -ispute case is through the transaction F


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Searching for a "ispute caseAlmost all o, the ,unctionalities relate- to this mo-ule can be accesse-

through the transaction #DMD"SP#$%.

", *ou 4no the Dispute case i- *ou can simpl* enter the number an- ,in-the case. %ven i, *ou -on:t 4no the number *ou can still ,in- the -ispute

case b* entering various other search criteria li4e the invoice number o,

user i- or creation -ate range.

. Call up -ispute case processing.

2. %;pan- the Cases ,ol-er.

3. Choose Dispute Case Search. $he -ispute case search appears on the

right si-e o, the screen.

!. %nter values ,or the attributes that *ou ant to use to search ,or the

-ispute case. ", *ou -o not enter an attribute value the s*stem selects all

e;isting cases.

. Choose %;ecute Search.

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E. $he s*stem -ispla*s the list o, selecte- -ispute cases here *ou can

-ouble clic4 on in-ivi-ual cases to select them.

Fin- -ispute cases in hich *ou are entere- as processor coor-inator or

person responsible

. Choose M* Dispute Cases. A list o, the -ispute cases here *ou are

entere- as processor appears on the right si-e o, the screen. ", *ou ant to

see the -ispute cases in hich *ou are entere- as person responsible or

coor-inator select the re>uire- role vie b* choosing Processor.

(. $he s*stem -ispla*s the list o, selecte- -ispute cases an- *ou can

-ouble clic4 on in-ivi-ual cases to select them.

Up"ating a "ispute caseA -ispute case can be up-ate- b* a user using the transaction co-e#DMD"SP#$%. Mass up-ates can also be per,orme- using this

transaction.

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Fiel"s of a "ispute case

$here are various ,iel-s available in a -ispute case1

)riginal Dispute" AmountWhen *ou create a -ispute case the s*stem enters the value o, the

-ispute- line items in the ,iel- Original Disputed Amount. $he currenc* o,

these items -etermines the currenc* o, the -ispute case.

Dispute" amount$he Dispute- Amount is the remaining open amount o, a -ispute case.

When *ou create the -ispute case the -ispute- amount is the same as

the original -ispute- amount. At an* time it contains the current total o,

the -ispute- items.

Amount cre"ite"Cre-its that *ou clear -uring a clearing transaction increase the amount

cre-ite-

Amount pai"$he amount pai- is the total o, the pa*ments poste- ,or a -ispute case.

$he s*stem calculates the amount pai- ,or each line item using the

,olloing logic1

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$he posting o, partial pa*ments ,or a -ispute- receivable increases

the amount pai-.

Pa*ments on account that are cleare- -uring clearing are

-istribute- to the items in the same a* as the cre-it memos

6see Amount Cre-ite-7.

Amount cleare" manuall*$he amount cleare- manuall* is the resolve- portion o, the original

-ispute- amount that as neither cre-ite- nor pai-. $his inclu-es1

Resi-ual items hose reason co-e controls that the -i,,erence is

ritten o,, to a separate general le-ger account.

Cash -iscount -e-uctions 6inclu-ing ta; a-=ustment7 hen resi-ual

items are create-.


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Attri%utes of a "ispute case:"n a--ition to the ,iel-s -ispla*e- above other attributes o, a -ispute case

can be accesse- b* clic4ing on theAttributesbutton.

/nce *ou are in the Attributes section *ou ill see ,olloing sub ob=ects

in here1

0in4e- ob=ects

otes

0og

(inke" )%,ects:All the lin4e- ob=ects li4e the invoice relate- to the -ispute- item the

billing -ocument the business partner an* resolve- ob=ects can be seen

& accesse- here.


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otesAn* notes relate- to the -ispute can be entere- here.

(ogAll the activit* an- histor* ,or a -ispute can be seen here1

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Closing a "ispute case", a -ispute case has been completel* resolve- the processor can close it.

From SAP R83 %nterprise !.) *ou can choose hether the s*stem is to

close the -ispute cases automaticall* hen the last -ispute- ob=ect ,or the

case is cleare- or hether the processor is to close the -ispute cases

manuall*. /0AM:s Dispute management is con,igure- to close a case

automaticall* hen the -ispute amount is +ero.

2)

fscm user manual

Documents

theprocess o

or4lists o

collections managements

open invoices o

folloing components

current status o

prioriti ation o

complete customer contact