Baa Fiace Accouts Receivable Module Procedure UP036A US
Documetiformatio Documet Documet code : UP036A US Documet group : User Documetatio Documet title : Accouts Receivable Applicatio/Package : Baa Fiace Editio : A Date : July 1998 Copyright 1998 Baa Developmet B.V. All rights reserved The iformatio i this documet is subject to chage without otice. No part of this documet may be reproduced, stored or trasmitted i ay form or by ay meas, electroic or mechaical, for ay purpose, without the express writte permissio of Baa Developmet B.V. Baa Developmet B.V. assumes o liability for ay damages icurred, directly or idirectly, from ay errors, omissios or discrepacies betwee the software ad the iformatio cotaied i this documet. Accouts Receivable
Table of cotets 1. The Accouts Receivable (ACR) module i BaaERP 1-1 1.1 The ACR cocept as applied i BaaERP 1-1 1.2 ACR s fuctioal procedures 1-2 1.3 The modules related to ACR 1-3 1.4 The fuctioality of ACR s busiess objects 1-4 2. The maual sales ivoicig procedure 2-1 2.1 Eterig a maual sales ivoice 2-1 2.2 Eterig credit otes ad ivoice correctios 2-3 2.3 The sessios that are related to the mai procedure 2-4 2.3.1 Doubtful Sales Ivoices (tfacr2140m000) 2-4 2.3.2 Remove Fully Paid Sales Ivoices (tfacr2260m000) 2-4 2.3.3 Write off Paymet Differeces (tfacr2240m000) 2-4 2.3.4 Write off Currecy Differeces (tfacr2250m000) 2-5 3. The credit-cotrol procedure 3-1 3.1 To set up a credit-cotrol system 3-1 3.2 To sed remider letters for overdue ivoices 3-5 3.3 Sessios related to the mai procedure 3-7 3.3.1 Remider Diary by Credit Aalyst (tfacr3135m000) 3-7 3.3.2 Remider Diary (tfacr3130m000) 3-7 3.3.3 Actio Dates (tfacr3131m000) 3-7 3.4 To sed statemets of accout 3-8 4. The iterest-ivoicig procedure 4-1 4.1 To create iterest ivoices 4-1 Accouts Receivable i
Accouts Receivable ii
About this documet Read this documet to get a overview of the Accouts Receivable module s fuctioality ad to lear more about the fuctioal procedures that are related to ACR. You eed o detailed kowledge of the BaaERP software to read this documet. However, you are more likely to uderstad the cotets if you are familiar with: The overall structure of packages, modules, ad sessios withi the BaaERP software The geeral busiess procedures used i everyday busiess practice The basic cocepts of eterprise resource plaig For detailed descriptios of the module s sessios, refer to BaaERP s comprehesive olie Help. To use this documet Read Chapter 1, The Accouts Receivable (ACR) module i BaaERP, if you wat to kow more about: The module s fuctioality The relatioship of the module with other modules The fuctioality of the module s busiess objects Read Chapter 2, The maual sales-ivoicig procedure, if you wat to kow more about: The sessios i the procedure The results of the procedure The sessios that are related to the procedure Read Chapter 3, The credit-cotrol procedure, if you wat to kow more about: The sessios i the procedure The results of the procedure The sessios that are related to the procedure A secodary procedure related to the mai procedure Read Chapter 4, The iterest-ivoicig procedure, if you wat to kow more about: The sessios i the procedure The results of the procedure Accouts Receivable 1
Acroyms used i this documet ACP ACR BM CI COM EMM FAS GLD IBD MCS PIN PUR SLI SLS TD TF TI TP TS WH XCH Accouts payable Accouts receivable Baa Maiteace Cetral ivoicig Geeral data Eterprise modelig maagemet Fixed assets system Geeral ledger Item base data Tables Project ivoicig Purchase cotrol Sales ivoicig Sales cotrol Baa Order Maagemet Baa Fiace Baa Maufacturig Baa Project Baa Service Baa Warehousig Baa Exchage Leged Madatory sessio Optioal sessio Madatory busiess object Optioal busiess object TF SLI ACR Idicates a madatory sessio Idicates a optioal sessio Idicates a madatory busiess object Idicates a optioal busiess object Idicates a package Idicates a module Idicates a module that is described i the module procedure Accouts Receivable 2
1. The Accouts Receivable (ACR) module i BaaERP This chapter provides iformatio o: The ACR cocept as applied i BaaERP ACR s fuctioal procedures The modules related to ACR The fuctioality of ACR busiess objects 1.1 The ACR cocept as applied i BaaERP Baa s Accouts Receivable system helps you keep track of all the ivoices that busiess parters must pay to you. If ivoices are ot paid o time, you ca use the ACR module to geerate remider letters ad calculate a pealty iterest o the ivoice amout. This module is closely related to the Sales Ivoicig (SLI) module i Cetral Ivoicig (CI). All sales ivoices that are geerated i oe of the logistic packages, such as Order Maagemet, Service, or Maiteace, are collected i SLI. Although ivoices ca be processed i SLI, ope etries are always preset i ACR. I the ACR module, you ca maually create ivoices. To summarize, you ca: Moitor all sales ivoices that are ot yet paid Maually eter sales ivoices Maitai the lik betwee ACR ad GLD usig fiacial busiess parter groups Create remiders for overdue ivoices Calculate iterest o overdue ivoices for the overdue period. Iterest ivoices are the created i SLI Geerate statemets of accouts for particular busiess parters Accouts Receivable 1-1
The Accouts Receivable (ACR) module i BaaERP Figure 1 shows how the ACR module is positioed i BaaERP. Basic data MCS Service COM EMM IBD TS GLD CMG Fiace GLD ACR FAS ACP Project TP Cetral Ivoicig Logistics SLI TD TI WH Figure 1, The ACR module withi BaaERP ACR is a executio module. I the ACR module you ca moitor all ivoices that are geerated withi BaaERP ad for which you must still receive paymet. If ecessary, you ca sed remiders, or calculate iterest o the ivoice amout. 1.2 ACR s fuctioal procedures The ACR module cotais three mai fuctioal procedures. Processig sales ivoices: Maually eterig a sales ivoice Dealig with overdue ivoices: Settig up a credit cotrol system Sedig remider letters Sedig statemets of accout (a secodary procedure) Creatig iterest ivoices Accouts Receivable 1-2
The Accouts Receivable (ACR) module i BaaERP 1.3 The modules related to ACR Figure 2 shows the modules that are related to ACR. SLS TP TS WH GLD ACP ACR FAS SLI CMG Figure 2, The modules related to ACR There are four Baa Fiace modules that have a lik with the ACR module: I the Geeral Ledger (GLD) module, ledger accouts ad trasactio types are defied for postig all accouts-payable trasactios. ACR is a subledger of the GLD module. Cosequetly, all ACR-related postigs are made i the GLD module. I the Cash Maagemet (CMG) module, the paymets for the ope sales ivoices are received. BaaERP keeps track of all received paymets for all ope sales ivoice etries i ACR. If the busiess parter is the same for both ivoices you ca balace sales ivoices from ACR with purchase ivoices from the Accouts Payable (ACP) module. The balacig is carried out i the Cash Maagemet (CMG) module. A lik with the Fixed Assets (FAS) module exists to hadle the removal of a fixed asset from the FAS module (disposal). The etry of a fixed-asset disposal is started i the ACR module by registerig a disposal trasactio. Accouts Receivable 1-3
The Accouts Receivable (ACR) module i BaaERP Several liks exist betwee the ACR ad other packages: I the Sales Ivoicig (SLI) module i Baa Cetral Ivoicig (CI), you ca create, prit, ad post sales ivoices for several BaaERP (logistic) packages. Ope etries are created i ACR for all ivoices that exist i SLI. Several itegratio liks exist betwee ACR ad logistic modules ad packages. Ope etries i ACR are geerated by the Sales Cotrol (SLS) module i Baa Order Maagemet ad by the Baa packages Project (TP), Warehousig (WH), ad Service (TS). 1.4 The fuctioality of ACR s busiess objects ACR cotais the followig busiess objects: Master Data Trasactio Processig Ope Etries Credit Cotrol Busiess Parter Statemets Iterest Ivoices Accouts Receivable 1-4
The Accouts Receivable (ACR) module i BaaERP Figure 3 shows the mai flow betwee the busiess objects. Master Data GLD Trasactio Processig FAS SLI Ope Etries Iterest Ivoices Credit Cotrol CMG Busiess Parter Statemets Figure 3, The mai flow betwee the busiess objects i the ACR module Master Data Certai master data must be available for the ACR module to work properly: The ACR parameters that cocer: Ivoice cotrol: Trasactio types, currecy differeces, tax calculatio, ad so o. Credit cotrol: Whe to sed a specific remider letter for overdue ivoices. Fiacial busiess parter groups ad a schedule of ledger accouts ad dimesios for each group. Problem codes ad problem refereces. A problem code ca be liked to a ivoice for which you expect a paymet problem. A problem code idicates the ature of the problem. Accouts Receivable 1-5
The Accouts Receivable (ACR) module i BaaERP Lik with GLD Agig-aalysis codes that you ca use to classify the ivoices based o their ivoice date or due date. These codes allow you to gai isight ito the age of the outstadig amouts. Most importatly, the lik with the geeral ledger must be defied. I ACR, you must defie your fiacial busiess parter groups. I the Geeral Data (COM) module, you must lik all ivoice-to busiess parters ad sold-to busiess parters to oe of the groups. For each fiacial busiess parter group, you ca the idicate the cotrol accout ad to which ledger accouts ad dimesios the ACR trasactios (such as discouts, iterest ivoices, currecy differeces, ad advace receipts) are posted. Trasactio Processig You ca use this busiess object, to maually create sales ivoices that are ot related to a sales order. However, you caot prit these ivoices. If you wat to create ivoices that you ca prit, you must use the SLI fuctioality. I ACR Trasactio Processig, you ca: Create sales ivoices Create sales-credit otes for oe or several ivoices Make correctio o sales ivoices Chapter 2, The maual sales ivoicig procedure, explais how to create sales ivoices. Ope Etries I the Ope Etries busiess object, all ivoices for which you expect to receive paymets are recorded, which icludes the ivoices for sold goods, services, ad so o. The ope etries (upaid ivoices) are created through the SLI module. All upaid sales ivoices that are geerated withi i BaaERP have a ope etry here as well as i SLI. Ope etries for logistic trasactios ca be geerated i ACR i several ways: Whe the Post Itegratio Trasactios to Fiace Trasactios (tfgld4201m000) sessio is ru, ope etries are created for all logistic sales trasactios. Whe you eter a maual sales ivoice i SLI, a ope etry is created for this ivoice. Whe you eter a maual sales ivoice i ACR s Trasactio Processig busiess object, a ope etry is created. The procedure of eterig a sales ivoice maually i ACR is described i Chapter 2. Accouts Receivable 1-6
The Accouts Receivable (ACR) module i BaaERP I Ope Etries, you ca: View all these ope etries i differet ways (for example, by busiess parter or by ivoice documet umber) Chage ivoice data Write off paymet differeces ad currecy differeces Prit agig aalyses, to gai isight i the amout of time ivoices remai upaid Credit Cotrol A importat feature of ACR is its ability to moitor overdue ivoices ad create remider letters (duig letters) to sed to busiess parters. Based o ivoice date, due date, ACR parameters, ad remider methods that you create i this busiess object, the remider letters are created to urge your busiess parters to pay. You ca create a umber of icreasigly urget remiders that BaaERP automatically selects to sed i the appropriate order. A lik with Cash Maagemet (CMG) is preset to check if paymets for a ivoice have arrived. To summarize, you ca use Credit Cotrol to: Defie remider methods to cotrol, amog other thigs, the frequecy with which remiders are set. Select overdue ivoices ad prit the remiders. Maitai a credit diary, which cotais the ope ivoices for which the actio date has passed. These ivoices are eligible for sedig remiders. Busiess Parter Statemets This busiess object helps you to maitai ad prit statemets of accout for busiess parters. Statemets of accout, ulike remiders, do ot emphasize the eed for paymet but simply list the ope etries that exist for a busiess parter. To create a statemet of accout, you ca use a layout that is defied i this busiess object ad a agig aalysis code. Also, you ca defie header ad footer text as well as the ivoice data that must be prited, which is performed i the Statemet of Accout Letters (tfacr3513m000) sessio. You ca defie statemet methods to idicate: The frequecy by which statemets must be created The layout code for a particular statemet method Whether the statemets must be set directly to the busiess parter or to a paret compay Accouts Receivable 1-7
The Accouts Receivable (ACR) module i BaaERP You ca lik a statemet method to a ivoice-to busiess parter i the Ivoice-to Busiess Parters (tccom4112s000) sessio. Iterest Ivoices Whe ivoices are ot paid o time, aother actio (besides sedig remiders or statemets of accout) is to charge iterest o the ivoice amout. The chargig of iterest is carried out after the last late paymet o a ivoice is received i the CMG module. I the Iterest Ivoices busiess object, you ca calculate iterest o overdue ivoices ad geerate iterest ivoices as a result. Ope etries are created for these iterest ivoices, but oce they are created, the rest of the iterest ivoice procedure is hadled i SLI. I ACR s Iterest Ivoices busiess object, you ca: Cotrol how iterest is calculated o ivoices ad whe iterest ivoices are created Set the percetage of iterest that must be calculated, which depeds o the umber of days a ivoice is overdue Create a selectio of ivoices for which iterest ivoices must be created Trasfer (create) the iterest ivoices to the SLI module Accouts Receivable 1-8
2. The maual sales ivoicig procedure This chapter describes: The mai maual sales ivoicig procedure How to eter credit otes ad ivoice correctios The sessios that are related to the mai procedure 2.1 Eterig a maual sales ivoice The procedure s results I BaaERP, the mai procedure for eterig a sales ivoice, pritig it, ad sedig it to a busiess parter is carried out i the Sales Ivoicig (SLI) module. However, you ca also maually eter a sales ivoice i the ACR module i the Trasactio Processig busiess object. The maual sales ivoice procedure i ACR allows you to maually create a sales ivoice, credit ote, or sales ivoice correctio. However, you caot prit the ivoice i ACR. After you have etered a sales ivoice, a ope etry is created i the Ope Etries busiess object of ACR. The sales ivoice trasactio lies are posted to the geeral ledger. Figure 4 shows the steps i the maual sales ivoice procedure. 1 Trasactios (tfgld1101m000) 2 Sales Ivoices (tfacr1110s000) 3 Sales Ivoice Trasactios (tfacr1111s000) 4 Trasactio Error Log (tfgld1106m000) Figure 4, The maual sales ivoice procedure Accouts Receivable 2-1
The maual sales ivoicig procedure Step 1 Step 2 Step 3 Step 4 The maual sales ivoice procedure cosists of the followig steps: Trasactios (tfgld1101m000) I this sessio, you must idicate the type of trasactio that you wat to create. Also, you must select the appropriate batch i which the trasactio must be created. Trasactios of the same batch are always fialized ad posted together to a certai fiacial period i the GLD. To perform this fuctio you must create a ew record ad select a trasactio type of the Sales Ivoices trasactio category. Save the record ad click Eter Trasactios. The Sales Ivoices sessio is started. Sales Ivoices (tfacr1110s000) Now, you ca create the sales ivoice header. BaaERP first assiges a documet umber to the ivoice. From ow o, this umber together with the trasactio type, is used to idetify the ivoice. Whether or ot you ca maually chage this umber depeds o the settigs for the trasactio type i the GLD master data. I the sales ivoice header, a lot of data is defied, such as: The ivoice-to busiess parter The documet (creatio) date ad due date The total ivoice amout Currecy data The level of tax calculatio ad other tax data Terms of paymet After you have etered the header data, click Lies. The Sales Ivoice Trasactios sessio is started. Sales Ivoice Trasactios (tfacr1111s000) For a sigle sales ivoice header, you ca eter oe or more trasactios. Each trasactio receives a lie umber that idetifies it withi the ivoice s documet umber. Fially, a sales ivoice trasactio is posted to the geeral ledger. You ca create oe trasactio for the total ivoice amout, or several trasactios i which the ivoice amout is split up. You ca defie a ledger accout ad dimesios for each trasactio. After eterig the ledger accout, trasactio amout, ad other data, save the trasactio ad exit the Sales Ivoice Trasactios sessio ad the exit the Sales Ivoices sessio. I the Trasactios sessio, the status of the trasactio is set to Ready. Trasactio Error Log (tfgld1106m000) If a error occurres durig the processig of the sales ivoice header or a trasactio lie, a descriptio of the error is etered ito a log file. Accouts Receivable 2-2
The maual sales ivoicig procedure For example, if the remaiig amout, which is displayed i the Sales Ivoice Trasactios sessio, is ot zero, the followig error is logged: Documet balace is ot zero BaaERP displayes the error log after you close the Trasactios sessio. You ca use the error descriptio to solve the error ad try to process the sales ivoice agai. 2.2 Eterig credit otes ad ivoice correctios Credit otes Ivoice correctios To correct the amout receivable for a sales ivoice, you ca use a credit ote or a ivoice correctio. The procedures for eterig credit otes ad ivoice correctios are very similar to eterig a regular sales ivoice. Credit otes are etered i the Sales Ivoices (tfacr1110s000) sessio. For the creatio of a credit ote, you ca use a trasactio type of trasactio category Sales Credit Notes or Sales Ivoices. If you select a Sales Credit Note trasactio type, the amout i the ivoice header must be positive. The amout etered i the trasactio lie ca be a positive debit amout or a egative credit amout, depedig o the defiitio of the trasactio type i the GLD module. If you select a Sales Ivoices trasactio type, the amout i the ivoice header must be egative. You ca oly create a credit ote i this way if egative amouts are allowed for the trasactio type you selected. The amout etered i the trasactio lie is a egative credit amout. You ca lik a credit ote to oe or more ivoices. To lik a credit ote to oe ivoice, simply eter the ivoice s documet umber i the Origial Ivoice field of the Sales Ivoices (tfacr1105000)sessio. To lik a credit ote to several ivoices, you must create a trasactio usig a trasactio type of the Sales Correctios category, which is defied for assigig credit otes to ivoices. The Credit Notes by Busiess Parter sessio is started, i which you ca select a credit ote. The, start the Assig Credit Notes to Ivoices (tfacr2121m000) sessio, i which you ca assig the credit ote to ivoices ad distribute the credit ote amout over them. The Sales Correctios category ca also be used for eterig simple ivoice correctios. This feature is essetial if, after postig the batch used to create a sales ivoice, modificatios i the ivoice header must be made that have cosequeces for the fiacial accoutig. A trasactio type with the Sales Correctios category ca be defied to use the Sales Ivoice Correctios (tfacr2110s000) sessio. Whe you eter a trasactio usig this trasactio type, the Sales Ivoice Correctios sessio is started. Here, you ca correct a ivoice s busiess parter, amout, or tax details. The correctio is posted to GLD as a extra lie of the sales ivoice header. Accouts Receivable 2-3
The maual sales ivoicig procedure 2.3 The sessios that are related to the mai procedure 2.3.1 Doubtful Sales Ivoices (tfacr2140m000) Note If sales ivoices are doubtful (that is, they probably caot be cashed), you ca post them to a special ledger accout for doubtful ivoices. This ledger accout is defied i the Ledger Accouts by Fiacial Busiess Parter Group (tfacr0111m000) sessio. Markig a sales ivoice as doubtful is carried out i the Trasactio Processig busiess procedure. You must eter a trasactio usig a trasactio type of the Sales Correctios trasactio category. The Doubtful Sales Ivoices sessio must be liked to this trasactio type i the GLD Master Data. The Doubtful Sales Ivoices sessio displays the sales ivoices by busiess parter. You ca mark a ivoice as doubtful by selectig the Doubtful check box. Whe you close the sessio, the ew doubtful ivoice amout is posted to the ledger accout for doubtful ivoices. If you chage a doubtful ivoice back to ormal by clearig the Doubtful check box, the ivoice amout is posted back to the busiess parter s cotrol accout. You ca oly use the Doubtful Sales Ivoices (tfacr 2140m000) sessio with ivoices that are fialized. 2.3.2 Remove Fully Paid Sales Ivoices (tfacr2260m000) Note Ivoices for which all amouts, icludig correctios ad so o, are fully paid, ca be deleted from the ACR module. This sessio removes all ivoices from the ope etry file that have a zero balace, icludig all correspodig documets, such as paymets, correctios, ad so o. Address data of oe-time customers ad receipt schedules are removed as well. You ca oly remove ivoices if: The ivoice is fialized All the ivoice s receipt documets (received paymets) are fialized The related cash forecast is updated i the Cash Maagemet (CMG) module You should ru this sessio regularly, because excessive ivoice data will have a egative effect o performace. Whe deletig the ivoices, BaaERP ca copy them to a history compay to be archived. 2.3.3 Write off Paymet Differeces (tfacr2240m000) Ope ivoices that are almost completely paid, but for which a small remaiig amout still exists, ca be closed i this sessio. This fuctio is useful if the remaiig amout is too small to wait for its paymet. Accouts Receivable 2-4
The maual sales ivoicig procedure I this sessio, you ca idicate the maximum amout ad percetage that ca be writte off as paymet differece. BaaERP selects those ivoices that have a ope amout lower tha both the maximum amout ad the maximum percetage you specified. The selected ope amouts are posted as paymet differeces to the ledger accout that is defied for paymet differeces i the Ledger Accouts by Fiacial Busiess Parter Group (tfacr0111m000) sessio. 2.3.4 Write off Currecy Differeces (tfacr2250m000) Durig the period betwee the creatio ad the paymet of ivoices, exchage rate fluctuatios ca occur. This fluctuatios leads to the appearace of urealized currecy differeces. Currecy losses are always posted, while currecy profits are oly posted if this is idicated i the ACR Parameters (code)sessio. This sessio ca be used to write off both currecy profits ad currecy losses. The resultig currecy differeces are posted to the ledger accout for urealized currecy differeces defied i the Ledger Accouts by Fiacial Busiess Parter (tfacr0111m000) sessio. The realized currecy differeces, which result from a ivoice amout beig expressed i a currecy other tha that of the paymet, are processed after a ivoice is fully paid i the Bak Trasactios (tfcmg2100s000) sessio. Accouts Receivable 2-5
The maual sales ivoicig procedure Accouts Receivable 2-6
3. The credit-cotrol procedure The mai credit-cotrol procedure is split up i two procedures: Settig up a credit-cotrol system Sedig remider letters for overdue ivoices I additio, this chapter describes: Additioal iformatio about the mai procedure Sessios related to the mai procedure Sedig statemets of accout (a secodary procedure) 3.1 To set up a credit-cotrol system I BaaERP, you have extesive possibilities for hadlig sales ivoices that are ot paid o time. I the ACR module, you ca create ad process remiders for overdue sales ivoices. The remiders are geerated o the basis of the ivoice s due date. Whe a ivoice has passed its due date plus a certai margi of days, BaaERP geerates a remider advice for the ivoice. With a credit cotrol system, you ca cotrol ad moitor the creatio of remider advices ad the pritig of remiders. How ad whe remiders or statemets of accout are set to a busiess parter is highly user-cotrollable. Differet credit cotrol parameters are set: For a busiess parter, i the Ivoice-to Busiess Parters (code)sessio i the Geeral Data (COM) module. For remider letters i geeral, o the Credit Cotrol tab of the ACR Parameters (code) sessio. The layout ad cotet of the remider letters is defied i the Credit Cotrol busiess object. Also, remider methods are defied here that amog other thigs, idicate the period of time betwee the sedig of two remiders. All these credit cotrol parameters ad remider data must be defied before remider letters ca be created ad set. Accouts Receivable 3-1
The credit-cotrol procedure Figure 5 shows the steps i the credit cotrol setup procedure. 1 Ivoice-to Busiess Parters (tccom4112s000) 2 ACR Parameters (tfacr0100s000) 3 Remider Data (tfacr3508m000) 4 Remider Costs (tfacr3102m000) 5 Remider Lie Layout (tfacr3101m000) 6 Remider Methods (tfacr3520m000) Figure 5, The credit cotrol setup procedure The credit cotrol setup procedure cosists of the followig steps: Step 1 Ivoice-to Busiess Parters (tccom4112s000) The credit cotrol parameters are set for a busiess parter i the Ivoice-to Busiess Parters (tccom4112s000) sessio. These parameters are the followig: The iterval betwee the sedig of statemets of accout ad ivoices A statemet method, defied i the ACR module The credit aalyst (your employee who cotrols this busiess parters credit) The credit limit The credit isurace compay The tolerace amout for due ivoices. BaaERP will check if the total overdue ivoice amout is higher tha the tolerace amout Accouts Receivable 3-2
The credit-cotrol procedure Step 2 Step 3 Step 4 ACR Parameters (tfacr0100s000) I the ACR Parameters (tfacr0100s000) sessio, o the Credit Cotrol tab, several parameters are set that cotrol: The margi of days after which a remider letter must be set. Whe a ivoice has passed its due date plus this margi of days, BaaERP geerates a remider advice for the ivoice. Which remider letters must be set. The differet remider letters are idicated by a letter umber, which idicates the degree of the remider. Remider Data (tfacr3508m000) Defiig the layout ad cotets of the remider letters starts i the Remider Data sessio (tfacr3508m000). The differet remider letters are idicated by a letter umber. I the credit cotrol system, the letter umber tells you: The degree of the remider. The remider with letter umber 1 is the most mild, the remider with the highest letter umber is the most urget. How may remiders have bee set to a busiess parter ad which remider will be set ext. Eter a ew record to create a remider letter. I the Remider Data (tfacr3100s000) sessio, you must defie the remider letters that you wat to use. First eter the letter umber, keepig i mid, that the letter umber idicates the degree of the remider. You ca ow defie some basic data for the remider letter: The laguage Several layout settigs The iterest percetage that is used to calculate iterest o the overdue amout. The iterest amout is prited o the remider letter Fially, you ca defie a stadard header text ad footer text to be prited at the top ad bottom of the remider letter. Click Text to add header text or footer text. Remider Costs (tfacr3102m000) You ca start the Remider Costs (tfacr3102m000) sessio from the Remider Data (tfacr3508m000) sessio. For each remider letter umber, you ca defie remider costs, i differet currecies that must be charged for overdue ivoices. The remider costs are charged whe a ivoice is selected for remidig. Accouts Receivable 3-3
The credit-cotrol procedure Step 5 Step 6 Remider Lie Layout (tfacr3101m000) For each remider letter, you must defie a remider lie layout. The remider layout defies the ivoice iformatio that must be listed o the remider letter. These so-called variables ca be, for example: The ivoice date The ivoice amout The due date The iterest amout For each of the variables you select, you must idicate the colum head ad the exact positio of the colum o the prited letter. To check your layout, you ca: Preview it usig the Remider Detail Layout (tfacr3500s000) sessio Prit it usig the Prit Remider Detail Layout (tfacr3400s000) sessio You ca start these sessios from the Specific meu i the Remider Lie Layout (tfacr3101m000) sessio. Remider Methods (tfacr3520m000) The last step i the credit cotrol setup procedure is the defiitio of remider methods. A remider method determies: The remider frequecy: the period of time betwee the sedig of two remiders To whose address the remider ad possibly a duplicate remider must be set: The ivoice-to busiess parter s His paret busiess parter s The pay-by busiess parter s If iterest must be charged for overdue ivoices Which ivoices must be selected for a remider letter that is set to a busiess parter: All ivoices Oly the overdue ivoices Remider methods are liked to pay-by busiess parters i the Pay-by Busiess Parters (tccom4114s000) sessio. Accouts Receivable 3-4
The credit-cotrol procedure 3.2 To sed remider letters for overdue ivoices The procedure s results After you set up a credit cotrol system, you ca sed remiders to your busiess parters that cocer sales ivoices that are paid late. The Credit Cotrol busiess object cotais the fuctioality for creatig ad sedig remider letters is cetered i The remider letter procedure etails: Selectig ivoices for remidig Maitaiig the list of ivoices that are due for remidig i the remider advice Pritig the remiders If you oly wat to iform a busiess parter about his sales ivoices that are due for paymet, you ca sed him a statemet of accout istead of a remider letter. The procedure for sedig statemets of accout is described i sectio 3.4. Whe you have completed the remider procedure, a list of ivoices that are selected for remidig (a remider advice) is created. The remiders that will be set to the busiess parters are prited. Accouts Receivable 3-5
The credit-cotrol procedure Figure 6 shows the steps i the remider-letters procedure. 1 Select Ivoices for Remidig (tfacr3210m000) 2 Prit Remider Selectio (tfacr3410m000) 3 Remider Advice by Credit Aalyst (tfacr3160m000) 4 Remider Advice (tfacr3510m000) 5 Prit Remider Letters (tfacr3420m000) Figure 6, The remider letters procedure Step 1 Step 2 Step 3 The remider letters procedure cosists of the followig steps: Select Ivoices for Remidig (tfacr3210m000) Whe you ru the Select Ivoices for Remidig (tfacr3210m000) sessio, BaaERP geerates remider advices for overdue ivoices, based o their due date. The remider frequecy defied i the Remider methods (tfacr3250m000) sessio is also take ito accout. Remider advices are geerated by busiess parter. Remider letters will be created for all busiess parters for whom advices are geerated. Prit Remider Selectio (tfacr3410m000) After the remider advice is geerated, you ca prit the remider selectio to check which ivoices were selected for remidig. If ecessary, you ca first maitai the remider advice maually. Remider Advice by Credit Aalyst (tfacr3116m000) I this sessio the busiess parters for whom remider advices were geerated are displayed. Select a busiess parter ad start the Remider Advice sessio from the Specific meu. Accouts Receivable 3-6
The credit-cotrol procedure Step 4 Step 5 Remider Advice (tfacr3510m000) You ca view ad maitai the list of a busiess parter s ivoices that were selected for remidig i the Remider Advice (tfacr3510m000) sessio. You ca: Add ivoices for remidig Delete ivoices if you wat to cacel the remider I the Remider Advice (tfacr3110s000) details sessio, you ca: Chage the ivoice status (Due or Normal) Chage the suggested remider letter umber Prit Remider Letters (tfacr3420m000) Fially, you ca prit the remider letters that were selected durig this procedure. 3.3 Sessios related to the mai procedure 3.3.1 Remider Diary by Credit Aalyst (tfacr3135m000) I this sessio you ca view the ivoices with ope amouts for which the actio date (the due date plus the remider margi) has passed. O their actio date, BaaERP checks if ivoices are paid. If these ivoices are ot fully paid, they are listed i the remider diary. Remiders have bee geerated for these ivoices. 3.3.2 Remider Diary (tfacr3130m000) I this sessio a remider diary is available i which you ca view the remiders that were geerated for ivoices that have ow passed their actio date. O the actio date, BaaERP checks if the ivoices are paid or ot. 3.3.3 Actio Dates (tfacr3131m000) After cosultig the busiess parter, you ca assig a ew actio date to a ivoice if this is ecessary Select a ivoice ad choose Actio Dates o the Specific meu. I the Actio Dates sessio you ca: Assig a ew actio date to the ivoice Lik a problem code to the ivoice, which describes the reaso why the ivoice is ot yet paid O the ew actio date, BaaERP will check oce more if the ivoice has bee paid. Accouts Receivable 3-7
The credit-cotrol procedure 3.4 To sed statemets of accout If you wat to iform a busiess parter about his upaid ivoice amouts, without urgig him to pay, you ca sed a statemet of accout. The procedure to geerate ad prit statemets of accout correspods to the remider letter procedure. I the statemets of accout busiess procedure, you ca: Defie the layout of your statemets of accout. This icludes selectig a agig aalysis code Defie statemet methods, which idicate amog other thigs the frequecy of sedig them Defie the cotet (header ad footer text) ad format for differet statemet letters Prit statemets of accout Figure 7 shows the steps i the statemets of accout procedure. 1 Statemet of Accout Layout (tfacr3512m000) 2 Statemet of Accout Methods (tfacr3511m000) 3 Statemet of Accout Letters (tfacr3513m000) 4 Statemet of Accout Variables (tfacr3114m000) 5 Prit Statemets of Accout (tfacr3440m000) Figure 7, The statemets of accout procedure Accouts Receivable 3-8
The credit-cotrol procedure The statemets of accout procedure cosists of the followig steps: Step 1 Step 2 Step 3 Step 4 Statemet of Accout Layout (tfacr3512m000) First, you must defie a layout for your statemets of accout. You ca idicate: Several layout settigs. A text widow, which defies the umber of characters you ca prit o a lie. You must select or create a text widow optio if you wat to create header or footer text later o. The ivoices that must be prited: oly the upaid ivoices, or the ivoices that were paid sice the previous statemet of accout as well. The agig aalysis code to be used to display or prit the ope etries i various colums, depedig o the age of the etry. Statemet of Accout Methods (tfacr3511m000) A statemet method idicates the frequecy with which statemets of accout must be set, ad to whom they must be set. A layout is liked to each statemet method. A statemet method is liked to a busiess parter i the Ivoice-to Busiess Parters (tccom4112s000) sessio. Statemet of Accout Letters (tfacr3513m000) For each layout you defied, you ca ow defie the format ad cotet of the statemet letters. You must defie the letter s laguage i the Statemet of Accout Letters (tfacr3113s000) details sessio. Optioally, you ca also defie header ad footer text. This is oly possible if you have selected a text widow i Step 1. Statemet of Accout Variables (tfacr3114m000) I the Statemet of Accout Letters (tfacr3114m000) sessio, you ca select a statemet layout ad choose Statemet Layout o the Specific meu. The Statemet of Accout Variables (tfacr3114m000) sessio is started. I this sessio, you ca defie the iformatio to be prited o the letter ad its format. The iformatio elemets are called variables ad ca be, for example: The ivoice date The ivoice amout The due date The total ope amout For each of the variables you select, you must idicate the colum head ad the exact positio of the colum o the prited letter. To check your layout, you ca: Preview it usig the Statemet Lie Layout (tfacr3511s000) sessio Prit it usig the Prit Statemet Lie Layout (tfacr3411s000) sessio Accouts Receivable 3-9
The credit-cotrol procedure Step 5 You ca start these sessios from the Specific meu. Prit Statemets of Accout (tfacr3440m000) You ca prit a selectio of statemets of accout i this sessio. You ca prit a test versio of the statemets or the fial prit. The layouts that are used to prit the statemet letters are selected based o the statemet method defied for the busiess parter. This selectio is performed i the Ivoice-to Busiess Parters (tccom4112s000) sessio. Accouts Receivable 3-10
4. The iterest-ivoicig procedure This chapter describes the mai iterest ivoicig procedure. 4.1 To create iterest ivoices The procedure s results As a pealty measure, you ca choose to charge iterest o sales ivoices that are ot paid o time. The iterest is calculated after the last late paymet o a ivoice is received i the Cash Maagemet (CMG) module. The, you ca create a iterest ivoice ad sed it to the busiess parter. The selectio of ivoices for which a iterest ivoice will be set is geerated i the ACR module. This selectio is the trasferred to the Cetral Ivoicig (CI) package. The iterest ivoices ca be prited i the Sales Ivoicig (SLI) module of this package. The iterest ivoicig procedure icludes: Defiig geeral selectio criteria Defiig the iterest percetages for differet rages of days by fiacial busiess parter group Selectig the ivoices o which iterest will be charged Trasferrig the ivoices to the SLI module, i which they ca be prited Iterest is calculated o ivoices that have overdue paymets. Iterest ivoices are created ad trasferred to the SLI module. I SLI, these iterest ivoices ca be posted ad prited. Accouts Receivable 4-1
The iterest-ivoicig procedure Figure 8 shows the steps i the iterest-ivoicig procedure. 1 Iterest ivoice Related Data (tfacr5101s000) 2 Iterest Percetages (tfacr5102m000) CMG 3 Select Bus. Part. Receipts for Iterest Ivoices (tfacr5210m000) 4 Iterest Ivoice Advice (tfacr5110m000) 5 Trasfer Iterest Ivoices to SLI (tfacr5220m000) 6 Delete Posted Iterest Ivoices (tfacr5230m000) SLI Figure 8, The iterest ivoicig procedure The iterest-ivoicig procedure cosists of the followig steps: Step 1 Iterest Ivoice Related Data (tfacr5101s000) I this sessio, you ca defie several parameters that cotrol the way iterest ivoices are geerated: The umber of days the ivoice must be past its due date before it is selected for iterest ivoicig. The miimum iterest amout that must be exceeded by the iterest amout before a iterest ivoice is geerated. Whether receipts of fully paid ivoices, or partly paid ivoices are selected for iterest ivoicig. Accouts Receivable 4-2
The iterest-ivoicig procedure Step 2 Step 3 Step 4 Step 5 Step 6 Iterest Percetages You ca defie the iterest percetages that are used to calculate the iterest ivoice amout for differet rages of days. The iterest percetages are defied by fiacial busiess parter group. The rages of days defied i the Miimal Days for Iterest Ivoicig field idicate the umber of days a paymet must be overdue to start chargig iterest. You ca defie differet iterest percetages for differet umbers of days. Select Busiess Parter Receipts for Iterest Ivoices (tfacr5210m000) Now you ca select sales ivoices that have bee paid too late, for iterest ivoicig. Which ivoices are selected depeds partly o the settigs i the Iterest Ivoice Related Data sessio (Step 1): To geerate the iterest ivoices, a lik with the CMG module exists. Iterest ivoices are created for the late paymets that are received for sales ivoices. The amout that is take as the base for the iterest calculatio ca be either the received paymet amout or the remaiig ope ivoice amout. The lowest of the two amouts is always take as base. All received paymets ad credit otes are cosidered to determie the remaiig ope amout of the sales ivoice. Oce the remaiig ope amout is equal to zero, o further iterest is calculated. Iterest Ivoice Advice (tfacr5110m000) I Step 3, iterest ivoice advices were geerated. Before trasferrig the geerated iterest ivoices to SLI, you ca view ad modify the list of iterest ivoice advices i this sessio. If a iterest ivoice lie is icorrect, you ca delete it or modify the iterest amout. Trasfer Iterest Ivoices to SLI (tfacr5220m000) The iterest ivoice selectio that was created i step 3 ca ow be trasferred to the Sales Ivoicig (SLI) module. Iterest ivoices are created i SLI. At the same time, ope etries are created i ACR as well. I SLI, the iterest ivoice are listed i Iterest Ivoice Lies (cisli2510m000) sessio. The further processig of the ivoices, such as pritig ad postig them, is carried out i SLI. You ca use, for example, the Compose/Prit/Post Ivoices (cisli2200m000) sessio. Delete Posted Iterest Ivoices (tfacr5230m000) The iterest ivoice advices remai listed after they are trasferred to SLI, util the ivoices are prited ad fially posted to the geeral ledger. You ca use this sessio to remove all ivoices that have the Posted status from the Iterest Ivoice Advices (tfacr5110m000) sessio. Accouts Receivable 4-3
The iterest-ivoicig procedure Accouts Receivable 4-4