sap ar dilip sadh
DESCRIPTION
SAP Account Payable By Dilip Sadh Think Tree technologies Kabeer Consulting , IncTRANSCRIPT
Think Tree Technologies, Inc.
Sales Cycle & Documents
• Sales is a component of the Sales & Distribution module thatsupports the sale, delivery, and billing of materialsand/or services to the customers of the organization.
• In keeping with the system’s Document Principle, the steps inthe Sales Cycle are represented by various documents, whichare produced in the Sales & Distribution and FinancialAccounting modules.
• Chapter Objectives
– Provide an overview of how the system supports an
integrated Sales Cycle and a description of the purpose
and functionality of each document created in the
system in support of the Sales Cycle.
Think Tree Technologies, Inc.
Sales Order(SD)
Inquiry / QuotationCredit Check
Delivery Note(SD)
Authorization to Ship
Credit Check
Goods Issue(MM)
Credit Check
Inventory COGS
X X
FI
X
A/R Sales Revenue
Billing Document(SD)
Invoice Sent
X
FI
Receive Payment(FI)
A/R Cash
X X
17.1Sales Cycle
Think Tree Technologies, Inc.
17.2 Sales Documents
InquiryQuotationSales OrderCredit & Debit Memo Requests
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Inquiry
?
Customer Seller
Inquiry
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Inquiry Quotation
Customer
Quotation
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Price
QuantityDelivery
Dates
Sales Order
Sales Order
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• Initiates Shipping Activities • Forms the basis for Goods Issue & Billing
Delivery Note
Delivery Note
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Billing Due List
Delivery
OrderQuotation
Updated
Stock
Inventory COGS
X X
Goods Issue
GoodsIssue
Sales Order
Think Tree Technologies, Inc.
Invoice
Customer
Delivery Note
BillingDocument X
A/R Sales Revenue
X
Accounting Document
Billing Document
Think Tree Technologies, Inc.
Accts. Receivable Cash
Receipt of payment
Incoming Payment
Think Tree Technologies, Inc.
Create Customer
Master Records
Display CustomerAccount Balances
IncomingPayment
Processing
CreditManagement
Display / ChangeCustomer Line Items
Dunning
FIAccounts Receivable (A/R)
17.3Accounts Receivable in the Sales Cycle
Think Tree Technologies, Inc.
Sales Order(SD)
Inquiry / QuotationCredit Check
Delivery Note(SD)
Authorization to Ship
Credit Check
Goods Issue(MM)
Credit Check
Inventory COGS
X X
FI
X
A/R Sales Revenue
Billing Document(SD)
Invoice Sent
X
FI
Receive Payment(FI)
A/R Cash
X X
Sales Cycle
Think Tree Technologies, Inc.
Sales Cycle & Documents Chapter Summary
Key Terms
– Sales Cycle
– Sales Documents
– Inquiry
– Quotation
– Sales Order
Think Tree Technologies, Inc.
Sales Cycle & Documents Chapter Summary
Key Terms
– Shipping Documents
– Delivery Note
– Goods Issue
– Movement Type
– Billing Document
Think Tree Technologies, Inc.
Chapter 18Automatic Account Assignment
• To ensure a real-time, integrated Sales Cycle, the systemcontains functionality which will automatically determinethe proper General Ledger Accounts to be posted towhen a Goods Issue and a Billing Document is created.
• Chapter Objectives
– Gain an understanding of the configuration used in
automatic account assignment for Accounting
Documents created in the Sales Cycle.
Think Tree Technologies, Inc.
Goods Issue
Inventory COGS
X X
Account Assignment AreaAccount Assignment Area
Material Account Assignment Overview
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$120
StockValue
$120 =Stock
Quantity
4 Piecesx
MaterialPrice
$30 / Piece
4 Pcs.$30 / Pc.
What is Valuation?
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Valuation Level
Valuation Area is aPlant
Valuation Level isCompany Code
Selecting the Valuation Level
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Valuation ClassRaw Material
Finished Product
Price ControlStandard or Moving
Average Price
1
2
3 PriceCurrent, Previous
Month, Previous Year, Future
Accounting Data in the Material Master
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Case 1: Valuation Area = Company Code
ValuationGrouping
Code
0001
0002
0003
CompanyCode
0001
0002
0003
0004
Chart ofAccounts
GKR
IKR
Valuation Grouping Code
Think Tree Technologies, Inc.
Case 2: Valuation Area = Plant
ValuationGrouping
Code
0001
0002
0003
CompanyCode
0001
0002
0003
0004
Chart ofAccounts
GKR
IKR
Valuation Area
0001
0002
0003
0004
0005
Valuation Grouping Code
Think Tree Technologies, Inc.
Material TypeAccountCategoryReference
ValuationClass
FERT 0001 7900
3000
HALB
3010
HAWA 0002 3020
ROH1 0003 3030
3040
ROH2 3100
ROH3 0004 3200
Linking a Material Type to a Valuation Class
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BSX - Inventory Posting
GBB - Offsetting Entry to the Stock Posting
Transaction / Event (Process) Keys
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231000550000
81000 140000
Transaction Key(Process Key)
ValuationGrouping
Code
Chart ofAccounts
Account Grouping(Account Modifier)
ValuationClass
1
2
3
5
4
How Does the System Find the Relevant G/L Accounts?
Think Tree Technologies, Inc.
Movement Type: 231Plant: CSPLMaterial: RES-A
Material RES-A Movement Type 231
ValuationGrouping Code
Chart ofAccounts
ValuationClass
Transaction Key G/L Acct - Dr. G/L Acct. - Cr.BSX 300000 300000GBB 191100 191100
Posting Strings:
ValueString
Plant CSPL
Performing a Simulation of the Account Assignment
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Billing Document
X
A/R Sales
X
ACCOUNT ASSIGNMENT CRITERIAACCOUNT ASSIGNMENT CRITERIA
Revenue Account Assignment Overview
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Accounting
Accounting
Release
Billing Document
Billing Document
�Posting Block
SD FI
Interface to Financial Accounting
Think Tree Technologies, Inc.
Billing Document
Chart of Accounts
Sales Organization
Customer Account Assignment Group
Material Account Assignment Group
Account Key
G/L Account
Material Master Record
Payer Master Record
Company Code
Assigned to
Pricing Procedure
Price 100.00 ERLDiscount 10.00 ERS
Account Key
ERL = Revenue
ERS = Sales Deduction
Account Assignment Criteria in the Billing Document
Think Tree Technologies, Inc.
Acct. Determination Procedure
KOFI
Condition Type: KOFI
Access Sequence: KOFI
Billing Document Type
1. Charts ofAccounts
2. Charts ofAccounts
3. Charts ofAccounts
4. Charts ofAccounts
5. Charts ofAccounts
SalesOrganization
SalesOrganization
SalesOrganization
SalesOrganization
SalesOrganization
Account Key
Account Key
Account Key
Account Key
CustomerAcct. Group
CustomerAcct. Group
MaterialAcct. Group
Records for Condition Type KOFINo valid record existsValid record exists (search ends)
Item 10
Price $10Discount (10%) $1
SalesDeduction
1
Sales Deduction
Account
MaterialAcct. Group
Specific
General
Condition Tables
Revenue Account Determination
Think Tree Technologies, Inc.
Automatic Account Assignment Chapter Summary
Key Terms
– Valuation Area
– Valuation Class
– Valuation Grouping Code
– Account Category Reference
– Transaction / Event Key (Process Key)
– Account Modification code
– Account Determination Procedure
Think Tree Technologies, Inc.
Automatic Account Assignment Chapter Summary
Key Terms
– Condition Type
– Access Sequence
– Condition Tables
– Account Assignment Group (Customer)
– Account Assignment Group (Material)
– Account Key
Think Tree Technologies, Inc.
Chapter 19Credit Management
• Credit Management is the process of establishing customercredit limits, establishing credit checking policies andmonitoring Customers against those criteria. It is configured inboth the Financial Accounting (FI) and Sales & Distribution(SD) modules.
• Chapter Objectives
– Provide an understanding of how credit limits are set and
maintained for customers.
– Provide an understanding of the hierarchical relationships
between Credit Control Area, Company Code, and
Customer.
– Identify and understand the functionality of monitoring credit
limits for Customers using Automated Credit Checking in FI and
SD.
Think Tree Technologies, Inc.
CustomerCustomerSales Rep.
CreditCheck
CustomerCredit Limits
• Accept Order• Accept Order /
Block Delivery• Refuse Order
Used to Set and Control Credit Limits for Customers
SalesOrder
CustomerCredit
Information
Check
Credit Management
Think Tree Technologies, Inc.
Credit Control Area Credit Control Area
Client
PepsiCo.
CCAA
Company Code
123
Company Code
456
Customer A Customer ACustomer ACustomer B Customer C
Example:
ClientCredit
Control Area
CompanyCode
Customer
CCBB
Company Code
999
Credit Control Area
Think Tree Technologies, Inc.
Step 1: Define a Credit Control Area
19.1Defining a Credit Control Area
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19.1Defining a Credit Control Area
Step 2: Assign Company Codes to the Credit Control Area
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CCAA < = $ 500,000.00CCCH < = $ 500,000.00
CCAA +CCCH < = $ 2,000,000.00
2 levels of credit limit:• Globally across all Credit Control Areas• Per Credit Control Area
Example:Customer A Global Limit: $2,000,000.00 Credit Control Area Limit: $500,000.00
PepsiCo.
Customer A Customer A
Client
CCAA
Credit Control Area
CCCH
Credit Control Area
123
Company Code
999
Company Code
19.2Assigning Credit Limits Per Customer
Think Tree Technologies, Inc.
Maximum amountthat can be assigned
per Credit Control Area
Maximum sum amountthat can be assigned
across all CreditControl Areas
Highest limit alreadyassigned for an individual Credit
Control Area
Total limit alreadyassigned across allCredit Control Areas
Maintaining Credit Limits Per Customer
Think Tree Technologies, Inc.
Postings: Increase these amountsClearings: Decrease these amounts
Special G/LTransactions such as down payment
Receivablesfrom sales
Open Sales Orders,
Deliveries andBilling Docs.
Total receivables,Special G/L Trans.
and outstandingorder value
Monitoring Credit Limits for Customer
Think Tree Technologies, Inc.
19.3Credit Checking
A: WARNING MESSAGE
SALES ORDER TYPE
B: ERROR MESSAGE
C: WARNING MESSAGE WITH DELIVERY BLOCK
D: AUTOMATIC (AUTOMATED CREDIT CHECKING)
STATIC ONLY
STATIC or DYNAMIC
Check Credit Limit (Select One)
Think Tree Technologies, Inc.
19.4Static Credit Check
+OPEN SALES DOCUMENTS
OPEN DELIVERY DOCUMENTS
OPEN BILLING DOCUMENTS
OPEN ITEMS (A/R)
+
+CREDIT
EXPOSURE
Think Tree Technologies, Inc.
Dynamic Credit Check
DynamicComponent
Static Component
OPEN DELIVERY DOCUMENTS
OPEN BILLING DOCUMENTS
OPEN ITEMS (A/R)
OPEN SALES DOCUMENTWITHIN
HORIZON
+
++
Credit Exposure
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– STATIC CHECK
– DYNAMIC CHECK
– ON BASIS OF MAXIMUM DOCUMENT VALUE
– WHEN CHANGES ARE MADE TO CRITICAL FIELDS
– ON DATE OF NEXT INTERNAL REVIEW
– ON BASIS OF OVERDUE OPEN ITEMS
– AGAINST HIGHEST DUNNING LEVEL
Credit Checks
– WARNING WITH BLOCK
– ERROR
System Reaction
– WARNING
19.5Automated Credit Checking Features
Think Tree Technologies, Inc.
Credit Control Areas (CCA)
EURO EuropeCCCS North America
Risk Categories
RO1 High RiskRO2 Medium RiskRO3 Low Risk
Credit Representative Groups
001 Europe002 North America
Customer : 6
Credit Control Area : EURO
Risk Category : R02
CreditRepresentative Group : 001
Credit Limit : 10,000 USD
Customer Credit ManagementArea
Credit Representative
Part Func. Pers.No. MailKB 012 Jones
19.5 Automated Credit CheckingConfiguration in FI
Think Tree Technologies, Inc.
01 Sales Order02 Delivery03 Goods Issue
Document Credit Groups
OR...
Sales Document Types= Automated
CheckD
ActiveTANAGN Yes
Item Categories
X
Factors influencing credit:
Credit + Risk + DocumentControl Category CreditArea Group
Automated Credit Checking Configuration in SD
Think Tree Technologies, Inc.
Credit Account Order Credit Value Risk Status
Customer A 351 1000.00 Medium Dynamic ChkCustomer X 567 200.00 High Dynamic ChkCustomer Y 595 50000.00 Low Static Chk
Credit Control Area CCXXCredit Rep Group US
Release the order(s)
Blocked SD Orders
19.6Reviewing and Releasing Credit Holds
Think Tree Technologies, Inc.
19.7 Risk Management
Risk Management
Payment Cards
Export Credit
Insurance
Letters of Credit
Credit Management
Manual Checks
Static/Dynamic
Checks+
Sales Order 101
Sold-to #6
Net value $1000
XYZ 10 500
ABC 20 500
Letter of Credit for customer 6
of $600
3. System performs a credit check against remaining $400 of the sales order.
2. The system determines that letters of credit are allowed and finds one for this customer valued at $600.
1. At sales order entry, the sytem determines what types of payment guarantees are allowed for the payer and document type.
Think Tree Technologies, Inc.
A User Exit at the Header Level
Billing View of the Payer Master Record
The Sales Area of the transaction
Company Code of the Sales Organization
Order of checks for determining
the Credit Control Area
First
Last
19.8 Credit Control Area Determination Options
Think Tree Technologies, Inc.
19.9 Early Warning List
Creates a report on customers who are likely to become critical
The Early Warning List derives its information from the A/R Summary. It is necessary to run the A/R Summary on a timely basis to ensure up to date information.
Management can use the results of these reports to determine a course of action on clients. Automatic actions can also be set in customizing.
Think Tree Technologies, Inc.
SD Creating SD - Documents
SD Creating SD - Documents
FIFI
Report: RFCMCRCV
Non distributed systems:
CHECK
a) perfor-mance+
b)
Distributed systems:
CHECK
a)
b)perfor-mance?
A/R Summary
Creates
Actual Data
CHECK
Report:RFDKLI42
Report:RFDKLI42
via RFC
19.10 A/R Summary in distributed and non-distributed systems
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Preliminary settings are done here.
19.11AR Summary
● It contains all creditinformation for an account incompact form
● Can be used for SD credit checks both in distributedand non-distributed creditmanagement
● Increases efficiency in non-distributed systems asrepeated read of open itemsis avoided
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19.12 AR Summary - Aging Settings
A/R Summary aging settings in A/R
A/R Summary aging settings in SD
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Credit Management Chapter Summary
Key Terms
– Credit Management
– Credit Control Area
– Credit Limit
– Automated Credit Checking
– Static Credit Checking
– Dynamic Credit Checking
– Risk Category
Think Tree Technologies, Inc.
Credit Management Chapter Summary
Key Terms
– Document Credit Group
– Risk Management
– Early Warning List
– A/R Summary
Think Tree Technologies, Inc.
Chapter 20Incoming Payment Processing
• The receipt of payment from a customer is the final step in theintegrated Sales Cycle. The system provides full functionalityfor processing customer payments, clearing open items inthe Customer Account and resolving any paymentdifferences.
• Chapter Objectives
– Provide an understanding of how the system processes incoming payments.
– Provide an understanding of how the system processes payment differences.
– Provide an understanding of Payment Advice
functionality and its uses.
Think Tree Technologies, Inc.
20.1 Post Incoming Customer Payment
Mandatory Dates
Bank Account &Amount paid
Customer Account
Defaulted Information:
Document Type(for payment)
Account Type(for Customer)
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Entering the Customer Payment
Parameters for Open ItemSelection
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20.2.Selecting Open Items to Be Cleared
Activated Open Item
Entered & Assigned Amount
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If a payment amount doesn’t match the open item amount, it can be processed as a partial payment or residual payment.
• Leaves original invoice intact (full amount)
• Credits the Customer Account for the payment amount
• No items are cleared
• Clears the original invoice
• Creates a new invoice for the remaining amount
• The new invoice has a new Document Date and
Baseline Date; although it is changeable
Partial Payment
Residual Payment
20.3.Partial Payment / Residual Payment
Think Tree Technologies, Inc.
Structure:
HeaderDate Amount Currency
1/27/98 700 USD
Item 1Amount Cur. Doc. #
100 USD 123
Item 2Amount Cur. Doc. #
600 USD 999. . .
Match
Usually byDocumentNumber
Payments
Invoices
Documents:
Doc. # Amount Cur.
123 100 USD
456 500 DEM
789 200 USD
999 600 USD
627 235 SFR
20.4.Payment Advice
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Customer:Receives GoodsSends Payment
Seller:Receives PaymentSends Goods
ExecutePayment Program
PaymentAdvice
ClearedDocuments
Generate Clear
Sending and Receiving Payment Advices
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Types delivered with the system:
AccountStatement
EDI
Bank
Lockbox Manual
Types of Payment Advices
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Payment DifferenceDetected
How to Handle the Difference:
Write off to a G/L Expense Account(Charge Off Indicator is set)
Or
Generation of a New Item(Charge Off Indicator is not set)
ReasonCode
20.5Automatic Handling of Payment Differences
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Bank:
LockboxFile
(Format)
LockboxFile
(Format)
PaymentAdvice
Database
PaymentAdvice
Database
Checks
ClearedDocuments
BAI:Bank Administration Institute
A Payment Advice is created for each check.
20.6 Lockbox Processing
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Key Reports:
RFEBLBT1: Generates pre-programmed test data (for internal use only)
RFEBLB00: Imports data into lockbox processing
RFEBLB20: BAI format processing
RFEBBU00: Post account statement / check deposit listing
Key Tables:
T049A: Destination and origin definition (“Who”)
T049B: Format definition (of EDI, BAI, etc.) (“How”)
T049C: Evaluation of Autocash Tapes(creation date and time) (output - results)
T049L: Link to House Bank table for Lockbox Master
Lockbox Processing
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20.7.Interest Calculation
● The R/3 Interest Calculationprogram calculates and booksinterest on customer/vendoraccounts in arrears resulting fromitems that are not yet paid or werepaid too late.
● User definable correspondencefor the recipient is generatedspecifying the details ofthe transaction.
● Configuration options determinetiming and rates of interest.
Think Tree Technologies, Inc.
Chapter 20 - Incoming Payment Processing Chapter Summary
Key Terms:
– Clearing
– Partial Payment
– Residual Payment
– Payment Advice
– Reason Code
– Lockbox Processing
Think Tree Technologies, Inc.
Chapter 21Dunning
•Dunning is the process of notifying customers that an unpaid obligation has become past due.
•Chapter Objectives
– Understand the functionality and configuration of a
Dunning Procedure and how it is executed in the Dunning
Program.
– Understand the Organizational Structure of Dunning
Levels within a given Dunning Program and how
parameters can be set for each of them.
– Understand how to send dunning correspondence to
customers and vendors through Dunning Letters.
– Run the Dunning Program.
Think Tree Technologies, Inc.
Organizational Structure related to Dunning:
ClientCLAA
Company CodeCCAA
Company CodeCCBB
Dunning AreaDA01
Dunning AreaDA01
Dunning AreaDA02
The Dunning Area is an optional unit in the Organizational Structure usedto group Customers / Vendors for dunning. Each Dunning Area can represent different dunning policies or Organizational Units responsible for dunning.
21.Dunning
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21.1Dunning Run -Overview
Run dateIdentification
Status
Maintain ParametersParameters entered
Schedule dunning runDunning Run has finished
Change dunning noticesDunning data has been changed
Start dunning printoutPrinting of dunning notices has been terminated
Think Tree Technologies, Inc.
The Dunning Procedure contains the configuration of a Dunning Program.
The Dunning Procedures can be tied to Dunning Areas or to aCustomer / Vendor master record.
Dunning Procedure Dunning Program
Configuration Execution
DunningLevels
MinimumAmounts
DunningCharges
DunningTexts
Basic Parameters of the Dunning Procedure
21.2.Dunning Program Configuration
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21.2Assigning the Dunning Procedure in the Master Record
•Master Record•Company Code Data•Correspondence Tab
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Frequency for running
Items that are overdue less or equal to the grace period willnot be dunned (works like abonus period)
Days in arrears after which a Dunning Notice will be sent
0 1 2 3 4 5 6 7 8 9 10 11 12
Grace Period Minimum Days in Arrears # Days in Arrears
21.2Configuring the Dunning Procedure
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Grace Period: 4 DaysMinimum Days in Arrears: 8 Days
Due Amt. Status
1) -6 1,500 Not Overdue2) +3 350 Within Grace Period3) +6 800 Within Min. Days in Arrears4) +10 5,400 Overdue 10 Days
Result:
Items 3 and 4 will be dunned. You will dun the account forItem 3 because there is another item that is overdue more thanthe minimum days in arrears.
If Item 4 did not exist, then item 3 would not be dunned.
Items:
21.2.Selecting Open Items to be Dunned
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21.2. Dunning Levels
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Minimum Amounts define an overdue threshold of the total AccountBalance, which must be exceeded to reach a Dunning Level.
Dunning Level
• Minimum Amount
• Minimum Percentage
• Minimum Amount for Interest
Example:Total Account Balance: USD 25,000,00Configuration of Dunning Level 1: Min. Amount = USD 15.00 and Min. Percentage = 5%Dunning Balance Level 1: USD 500.00
Will be dunned? No, because USD 500.00 >= Min. Amount but USD 500.00 < Min. %
21.2Minimum Amounts
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For each Dunning Level, it is possible to define an amount to be charged if the minimum amount for dunning is exceeded.
A Dunning Charge is used to cover the postage and handlingof Dunning Letters.
Dunning Level
Dunning Charge:Static amount to be charged
Dunning Charge %:Percentage to be applied tothe total of all overdue itemsin the Account to determinethe Dunning Charge
21.2.Dunning Charges
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Dunning Level
Dunning Form
A form is set up using SAPScript and can beshared by more than one Dunning Level.
21.2.Dunning Texts
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The Dunning Program examines the open items of
a Customer / Vendor and, if overdue items exist,
produces the appropriate notice.
Dunning Date
Documents Date
Company Code,
Range of Customer /
Vendor Numbers
21.3 Parameters for the dunning run
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It’s possible to create an additional log to analyze
the dunning run.
A range of customer
and vendor accounts
has to be specified
21.3 Parameters for the dunning run
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OverdueItem
OldLevel
New Level=
Old Level + 1
The Dunning Letter
21.4.Selecting the Dunning Level
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Dunning can be started
at a specific date and time
or it can be started
immediately.
Dunning notices can be created
immediately after the dunning
run. If this parameter is set it
is no longer possible to change
the dunning proposal manually
or to delete it.
21.4. The dunning run
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Dunning Block Reasons are used to block a Customer / Vendor or an item from being dunned.
The user specifies the Dunning Block Identification and a Description.
Dunning Keys are used to mark items that should not trigger a higherDunning Level.
The user specifies the Dunning Key Identification and the Maximum
Level that can be triggered.
21.4The dunning run
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21.4. The dunning Run
Dunning run can be divide in to three steps:1. The program checks which accounts shall be considered in the dunning run
according to the parameters and configuration.
2. The system checks which line items are overdue in the selected accounts and
which dunning level should be applied.
3. The system checks whether payments have to be dunned for an account and
,if so,which dunning level should be used.
Think Tree Technologies, Inc.
21.5. Editing the dunning proposal
Accounting Overview
Dunning data
Dunning data
Dunning data
AccountClerkDunning AreaDunning LevelDunn Block
Dunning items
Account
Items
Item 1
Dunning LevelDunn Block
Item2….
Document
Items
Item 1
Customer Correspondence
Company code
Dunning data
Correspondence
Think Tree Technologies, Inc.
21.6. Printing dunning notices
• A payment coupon may be attachedto a dunning letter or accountstatement.
• Payment coupons can also beprinted in a separate spool ondedicated forms.
This image cannot currently be displayed.
Think Tree Technologies, Inc.
21.6Cross Company Code Dunning
This feature enables users to create one
dunning notice that covers business partners
that exist in different company codes.
Likewise, data that would normally be spread
over several company codes (and hence
several correspondence letters) can now be
grouped into one correspondence letter.
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Pre-DefinedAction Trigger
Correspondence
Sending Correspondence to Customers / Vendors
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Chapter 21 - DunningChapter Summary
Key Terms:
– Dunning
– Dunning Area
– Dunning Procedure
– Grace Period
– Dunning Level
– Minimum Amount
– Dunning Charge
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Chapter 21 - DunningChapter Summary
Key Terms:
– Dunning Letter
– Dunning Program
– Dunning Block Reason
– Dunning Keys