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Collective Bill

Version September 2006

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Inhalt 1. General ......................................................................................................................... 4

1.1. What is a Collective Bill? .......................................................................................... 4 1.2. Concept of the Collective Bill in IS-U/CCS................................................................ 4

1.2.1. Master Data ........................................................................................................ 4 1.2.2. Documents.......................................................................................................... 6

1.2.2.1. Posting Documents........................................................................................ 6 1.2.2.1.1. Posting Documents in Invoicing................................................................ 6

1.2.2.2. Print Documents ............................................................................................ 8 1.2.3. Changes to Master Data ..................................................................................... 8

2. Customizing .................................................................................................................. 9 2.1. Master Data ............................................................................................................. 9 2.2. Document Type........................................................................................................ 9

2.2.1. Posting Document of a Collective Bill.................................................................. 9 2.2.2. Other Posting Documents for Creation of Collective Bill...................................... 9 2.2.3. Print Document of a Collective Bill .................................................................... 10

2.3. Transactions .......................................................................................................... 10 2.4. Clearing Control ..................................................................................................... 12 2.5. Bill Printout............................................................................................................. 12

3. Invoicing ...................................................................................................................... 13 3.1. Invoicing the Individual Accounts ........................................................................... 13 3.2. Creation of a Collective Bill .................................................................................... 15

3.2.1. Creation of the Invoicing Unit and Due Date Determination .............................. 15 3.2.2. Additional Functions.......................................................................................... 16 3.2.3. Posting Documents........................................................................................... 17 3.2.4. Restrictions....................................................................................................... 18

3.3. Reversal of a Collective Bill .................................................................................... 18 3.3.1. Reversal of a CB Print Document Versus Reversal of an Individual Bill ............ 18

3.4. Collective Bill and Budget Billings .......................................................................... 19 3.4.1. Master Data ...................................................................................................... 19 3.4.2. Budget Billing Plan............................................................................................ 19 3.4.3. Budget Billing Request...................................................................................... 19 3.4.4. Partial Bills ........................................................................................................ 21

3.5. Printing a Collective Bill.......................................................................................... 21 3.6 Graphic Display of a Collective Bill .......................................................................... 23

4. Business Transactions in Contract Accounts Receivable and Payable........................ 25 4.1. Process Collective Bill ............................................................................................ 25 4.2 Payment Run .......................................................................................................... 25 4.3. Automatic Clearing / Account Maintenance............................................................ 26 4.4. Payment Lot / Cash Payment................................................................................. 26

4.4.1. Allocation at Level of the CB Posting Document Number.................................. 26 4.4.1.1. Full Clearing ................................................................................................ 26 4.4.1.2. Partial Clearing ............................................................................................ 26

4.4.2. Allocation at Level of the Individual Document ................................................. 27 4.5. Writing Off .............................................................................................................. 28 4.6. (Partially) Reset Clearing ....................................................................................... 28 4.7. Dunning Notices..................................................................................................... 28 4.8. Account Balance for the Collective Bill Contract Account ....................................... 29 4.9. Security Deposits / Down Payment Requests ........................................................ 29

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4.10. Interest Calculation...............................................................................................30 4.11. Receivables Adjustment .......................................................................................30 4.12. Installment Plans ..................................................................................................30

5. Migration......................................................................................................................31 5.1. Budget Billing Plan .................................................................................................31 5.2. Other Open Items...................................................................................................32

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1. General

1.1. What is a Collective Bill? A collective bill groups together individual documents in one collective bill posting document (CB posting document) for the purpose of joint processing. For example, for the creation of bills or for payments. The concept of the collective bill can be used in different areas including the following:

- Property management companies

- Housing companies

- Branch-head office relationships

Example

One utility company supplies the tenants of a housing company. The housing company takes on the payment transactions (payments, reminders, returns, and correspondence) with the utility company for all its tenants and then bills them directly. The housing company is responsible for paying the bills.

1.2. Concept of the Collective Bill in IS-U/CCS

1.2.1. Master Data The concept of the collective bill is represented as follows at master data level: There is a collective bill contract account (CB contract account), to which individual contract accounts are allocated. The CB contract account is classified by a special contract account category. The individual contract accounts (individual accounts) are allocated to the CB contract account. To perform this allocation, choose the following in the menu: Utilities Industry ��Business Master Data � Contract Account � Create or Change. Enter the CB contract account in the Coll.bill.acct field in the Bill creation group frame. The individual accounts are allocated to individual contract partners.

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CAcct: 8711Acct cat.: 02

Account: 4712Acct cat.: 01

CB acct: 8711

Collector Corp. Anne Richards John Smith Marie Clarke

Contract acct cat.

collective bill

Normal contract acct cat. with

reference to collective bill contract acct


CB acct: 8711


CB acct: 8711

Creation of a Collective Bill Construct

By means of this allocation all payment and possible correspondence transactions are processed by the CB contract account (see figure Payment Data).

CAcct: 8711Acct cat.: 02

CAcct: 4712Acct cat.: 01CB acct: 8711

Collector Corp. Anne Richards John Smith Marie Clarke

Account: 4713Acct cat.: 01CB acct: 8711

Account: 4714Acct cat.: 01CB acct: 8711

Bank detailsSort code: 1010100Account:12349876

Bank details of CB account are always used forpayment regulation

Bank detailsSort code: Account:



Payment Data Business transactions (such as payments, dunning creation and so on) from contract accounts payable and receivable, and invoicing take the master data of the CB contract account into account.

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1.2.2. Documents

1.2.2.1. Posting Documents

A statistical CB posting document is automatically generated for the CB contract account when posting documents are created for individual accounts. The amount of the CB statistical posting document is the total of the amounts of the individual documents. General ledger-relevant posting (if required) always takes places at individual account level. The following technical settings must be made:

- The posting item of the CB posting document has statistics key S (collective bill item).

- The items of the individual documents are flagged as follows: o The Substitute document field in contract accounts receivable and payable

(DFKKOP-ABWBL) contains the document number of the CB posting document.

o The Doc. cat. field in contract accounts receivable (DFKKOP-ABWTP) contains value S (collective bill).

- As of release 4.63:

When document items have no direct reference to a statistical posting document, but their contract account refers to a CB contract account, data is entered in the field Alternative Contract Account for Collective Bills (DFKKOP-ABWKT).

This concerns the following documents:

o Reversed clearing documents (such as incoming payments)

o Payments withdrawn by a return

o Payments on account that were posted to an individual account

Note

A collective bill posting document is automatically created for such items when invoicing the collective bill contract account.

With regard to the time when the collective bill is created, the posting items of a budget billing plan are an exception for the statistical budget billing procedure. They are first of all posted without reference to a collective bill. The collective bill is created in a separate process to the budget billing request.

1.2.2.1.1. Posting Documents in Invoicing

Individual documents are grouped to one CB posting document for the following invoicing transactions:

- Create bill (EA10, EA19, EA26)

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- Create partial bill (EA11, EA25, EA27)

- Jointly create bill and partial bill (EATR, EA45, EA46)

- Request budget billing amounts (EA12, EA28)

Individual documents are grouped to one joint collective bill according to certain common properties, such as the same due date. A CB posting document can be used to include further individual documents, until it is completed for totaling, using transaction Create Collective Bill (Mass Creation) (EA10_COLL). If you cannot include an individual document in any of the existing collective bills, a new CB posting document is automatically created. For more information see the Invoicing section of this document.

Collector Corp. Anne Richards John Smith

Business partneritem 116 UNI

GL item100 UNI16 UNI

Doc. 471200

Collective bill 8711


GL item200 UNI32 UNI

Doc. 471300

Collective bill 8711


Doc. 871100

StatKey .: SStatKey .: S

Document Level

When invoicing contracts that are allocated to an individual

account of a CB construct, statistical CB posting documents are automatically created in the CB a contract account.

When invoicing contracts that are allocated to an individual

account of a CB construct, statistical CB posting documents are automatically created in the CB a contract account.

Individual documents 471200 and 471300 were posted to the contract accounts of contract account holders Anne Richards and John Smith respectively. These documents can be generated by invoicing, a budget billing request or a partial bill, for example. Since joint CB contract account 8711 is entered in both contract accounts, both individual documents are consolidated in one joint CB posting document. This means that they are both allocated to CB posting document 871100. This CB posting document refers to the business partner Collector Corp. and collective bill contract account 8711. The amount of the CB posting document is the total of the amounts of the individual documents.

1.2.2.1.2. Posting Documents in Contract Accounts Receivable and Payable

A statistical CB posting document is created automatically for the transactions listed below. The ratio of individual documents to CB posting documents is 1:1:

- Post document (FPE1)

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- Create security deposit (FPSEC1)

- Calc. interest individually (FPI1) and Interest run (FPINTM1) The items from due date adjustment are an exception. These items are indicated with clearing restriction 8 during posting. No CB posting document is created for them during posting. They are first requested during the next invoicing run. In exactly the same way the CB posting document is structured during the invoicing. The collective bill is not supported for the following transactions. Likewise the transactions cannot be executed in case of a collective bill:

- Transfer post items (FP40) - Deregulation scenarios

1.2.2.2. Print Documents

Collective bill print documents are used for the joint creation of bills and for correspondence with the collective bill contract partner. They are created using transaction Create Collective Bill (EA10_COLL). A collective bill print document can be created after the following invoicing transactions, and a collective bill can be printed:





1.2.3. Changes to Master Data

If you want to undo an allocation of a contract account to a CB contract account, you must delete the connection to the CB contract account, by removing the number of the CB contract account from the Coll. bill acct field. As a result, all future posting documents of the contract account are no longer allocated to the CB contract account.

If you want to change the allocation to a CB contract account for documents that have already been posted, proceed as follows:

1. Reverse documents

2. Change master data

3. Re-post documents

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2. Customizing

You must establish the following settings in Customizing for processing collective bills.

2.1. Master Data

Create a contract account category for the CB contract accounts and allocate a number range to it. To do this, choose the following in Customizing: Financial Accounting � Contract Accounts Receivable and Payable ��Basic Functions � Contract Accounts � Number Ranges and Contract Account Categories � Configure Contract Acct Categories and Assign Number Ranges. Select the CB field for this contract account category.

2.2. Document Type

2.2.1. Posting Document of a Collective Bill

1. Create a document type for the CB posting document and allocate a number range

to it. To do this, choose the following in Customizing: Financial Accounting → Basic

Functions → Postings and Documents → Document → Maintain Document

Assignments → Document Types → Maintain Document Types and Assign Number Ranges.

2. Store this document type as a default setting for the creation of CB posting documents. To do this, choose the following in Customizing: Financial Accounting

→ Basic Functions → Postings and Documents → Document → Maintain Document

Assignments → Document Types → Maintain Default Document Types for Collective Bill (IS-U).

2.2.2. Other Posting Documents for Creation of Collective Bill

If other posting documents are generated during creation of the collective bill, you can allocate separate document types to these documents.

1. Create a document type for this posting document and allocate a number range to

it. To do this, choose the following in Customizing: Financial Accounting → Contract

Accounts Receivable and Payable → Basic Functions → Postings and Documents

→ Document → Maintain Document Assignments → Document Types → Maintain Document Types and Assign Number Ranges.

2. Store these document types as default settings for the creation of posting documents for the collective bill creation process. To do this, choose the following in

Customizing: Financial Accounting → Contract Accounts Receivable and Payable

→ Basic Functions → Postings and Documents → Document → Maintain Document

Assignments → Document Types → Maintain Default Document Types for Collective Bill (IS-U).

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2.2.3. Print Document of a Collective Bill

1. Create a document type for the CB print document. To do this, choose the following

in Customizing: SAP Utilities → Invoicing → Invoice Processing → Define Document Types for Print Documents.

2. Allocate a number range to this document type. To do this, choose the following in

Customizing: SAP Utilities → Invoicing → Invoice Processing → Allocate Document

Types to Print Documents.

2.3. Transactions

Statistical external main transaction Collective Bill (0075) is delivered by SAP for collective bill postings. The following subtransactions are available for this main transaction:

Ext. Subtrans. Description

0010 Collective bill request

0011 CB bill receivable

0012 CB partial bill request

0013 CB budget billing request

0020 Collective bill payment

0021 CB credit bill

0022 CB credit partial bill

0023 CB budget billing payment request

0030 CB request interest

0040 CB credit interest

0050 CBReqCashSecurityDepositReq

0070 Cb Req. down payment request

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They correspond to the following internal subtransactions:

Int. Subtrans. Description

0010 Collective bill request

0011 CB bill receivable

0012 CB partial bill request

0013 CB budget billing request

0020 Collective bill payment

0021 CB credit bill

0022 CB credit partial bill

0023 CB budget billing payment request

0030 CB request interest

0040 CB credit interest

0050 CBReqCashSecurityDepositReq

0070 Cb Req. down payment request

Establish the settings in Customizing as follows:

1. Maintain the corresponding main transactions. To do this, choose the following: Financial Accounting � Contract Accounts Receivable and Payable � Basic Functions � Postings and Documents � Document � Maintain Document Assignments � Maintain Main Transactions.

2. Maintain the corresponding subtransactions. To do this, choose the following: Financial Accounting ��Contract Accounts Receivable and Payable � Basic Functions � Postings and Documents � Document � Maintain Document Assignments � Maintain Subtransactions.

3. Maintain the transactions for the collective bill in the transactions for IS-U. In this activity, allocate internal transactions to external transactions. To do this, choose the following: Financial Accounting �� Contract Accounts Receivable and Payable � Basic Functions � Postings and Documents � Document � Maintain Document Assignments � Maintain Transactions for IS-U ��Maintain Transactions for Collective Bill.

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2.4. Clearing Control

The clearing processing of a collective bill within a payment allocation or account maintenance, is divided into two processing steps:

1. Allocation of this clearing amount to a statistical item. In case of automatic clearing processing, the allocation takes place according to the rules for the clearing control stored for the respective clearing process (payment lot, cash payment, automatic account maintenance and so on). A separate clearing type is reserved for each of these processes in clearing control.

2. Distribution of the clearing amount determined in the first step for a statistical item, to the associated individual documents. Automatic distribution takes place – independently of the basic clearing process – in principle by means of the clearing control rules stored for clearing type 20S (Distribute payment to collective bill). This clearing type is delivered by SAP. The clearing variant stored for clearing type 20S must be able to completely distribute the clearing amount to the items of the individual documents belonging to the collective bill. The clearing variant may not use rules for the automatic write off of tolerance deviations.

If the amount cannot be distributed to the individual documents, an error message is issued in the clearing process. In this case, check the Customizing settings for the corresponding clearing variant.

2.5. Bill Printout

Maintain an application form for the collective bill printout. To do this, choose the following in Customizing: SAP Utilities � Invoicing � Bill Printout � Define Print Form and maintain an application form for form class IS_U_BI_COLLECTIVE_BILL_NEW. Store this application form as a bill form in the CB contract account.

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3. Invoicing

The individual bills are grouped to one collective bill in invoicing. The collective bill also serves as the bill correspondence with the collective bill contract partner. The bill recipient that is maintained in the CB contract account also receives a collective bill for the individual bills.

Example

The tenants of a housing company are billed and invoiced by a utility company over the course of a month. However, the housing company receives a collective bill each month that includes the grouped individual bills of its tenants.

3.1. Invoicing the Individual Accounts

There is a separate process for the following invoicing transactions for contract accounts that are allocated to a CB contract account:





You can select these contract accounts in the executed transactions according to the allocated CB contract account. When invoicing these individual accounts, the procedure for creating the CB posting document (as described above) is followed. In parallel to the creation of individual documents, a statistical CB posting document is gradually generated, to ensure further joint processing of the bill in Contract Accounts Receivable and Payable. The individual posting items are grouped according to the following criteria in one joint collective bill:

- Origin

- Posting date

- Due date

- Cash discount deadline

- Cash discount percentage rate

- Currency

- Plus/minus sign for amount (credit/receivable)

A statistical collective bill item is only used to include individual documents if the item:

- Is not already (partially) cleared or reversed

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- Has not yet been processed by the Create Collective Bill (EA10_COLL) transaction

In the event Collective Bill: Summarization Criteria (2225), you can also determine additional criteria, such as billing transaction and portion, for the structure of a collective bill. This function is available as of Release 4.61. For further information, see note 542233.

A collective bill can group a maximum of 500 individual documents. If this number is exceeded, the system automatically creates a new collective bill. Note that this restriction only applies to the posting documents. The size of the individual documents (number of posting items for an individual document) is irrelevant. No statement can be derived as to the maximum recommended size of the collective bill master data construction (number of individual accounts for a collective bill account). The statistical CB posting items created during invoicing of individual accounts, have clearing restriction Collective bill: Only payable after invoicing the collector (7). The CB posting items and associated individual documents are thus blocked against payments and clearings. As a result, you avoid clearing or partially clearing the items before the CB print document is created. The block is released by the Create Collective Bill (EA10_COLL) transaction. To be able to create a collective bill print document (CB print document), an invoicing order (EITR with document line type Z) is generated for each statistical collective bill item for the Create Collective Bill (EA10_COLL) transaction. The individual bills cannot be printed yet. Only once the Create Collective Bill (EA10_COLL) transaction has been executed you can print individual bills and regulate their posting items.

When you create the individual bill, integrated account maintenance is possible for the individual account that is to be invoiced. The same configuration options apply as those for invoicing contract accounts without reference to a collective bill.

Note - The additional Dunn function in invoicing is not supported at individual account

level. - A combined budget billing and bill due date is not possible for individual bills.

- No payment method is determined for the individual bills.

- No payment form is created.

Caution

Since interest calculation is supported in invoicing at both individual account level and at collective bill level, you must suitably configure the system to exclude items from being charged interest more than once. You have the following options for this:

- Store the interest key either just in the individual account or just in the CB contract account.

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- Use the Central control of additional invoicing functions (TE502) to activate the interest calculation just for clearing types of individual invoicing, or use the clearing type of the collective bill (R4Z).

- Use event Interest: Item Check (Standard) 2010.

3.2. Creation of a Collective Bill

The Create Collective Bill (EA10_COLL) transaction is executed at the level of the CB contract account. Its primary task is to bundle the CB posting documents that were generated in invoicing for the contracts of the individual accounts, to one collective bill print document. Execute this transaction after you have invoiced the individual accounts, but before the collective bill printout. The creation of the collective bill can be periodically started for CB contract accounts. The EITR indexes (document type Z = collective bill) for the CB posting documents that were generated when invoicing the individual accounts are used to select the individual documents. The collective bill contract partner, the CB contract account and the net due date are the most important selection criteria in the EITR indexes. The net due date is interpreted as the to-date; as a result, all unprocessed, open CB posting documents with the same or earlier due date are selected and processed. A CB print document is created for the jointly processed CB posting documents with creation reason Print Collective Bill (05). An EITERDK print index for the selection is correspondingly created for the print program. Clearing restriction 7 that was set in the posting items when invoicing the individual accounts is reset. In doing so, these posting items are released for further processing in contract accounts receivable and payable.

3.2.1. Creation of the Invoicing Unit and Due Date Determination

The selected CB posting documents are bundled according to CB contract account and joint due date, and are processed in one print document. No distinction is made regarding the invoicing origin of the CB posting documents. A CB print document can contain the CB posting documents from invoicing of consumption billing and the CB posting documents from the debit entry or budget billing request. You use the Invoicing Grouping (R403) event to group together or separate CB posting documents according to your own criteria. You can, for example, create a collective bill for budget billing requests separately from a collective bill for consumption billings, or you can group together CB posting documents with different due dates in one CB print document. No new due dates are determined when creating the collective bill. All the statistical CB items that are processed in the CB print document obtain the original due date that was determined when invoicing the individual accounts. This due date is then passed onto the CB print document at individual document level.

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Caution Therefore at the start of the Create Collective Bill (EA10_COLL) transaction, enter the date in the Due date for net payment field in the General selections group frame. The date must be far enough ahead in the future so that the payment deadline is adhered to.

Note

Since the CB posting documents with the same due date are grouped into one CB print document, you can minimize the volume of correspondence for each CB contract account, by using a payment condition in the CB contract account. This payment condition determines a fixed day within each month as the payment date. For example, payment is due on the 15th of the following month, rather than due in 14 days. By doing so, you can ensure that the collective bill recipient only receives a CB bill once a month.

3.2.2. Additional Functions

The Create Collective Bill (EA10_COLL) transaction supports the most important additional invoicing functions:

- Account maintenance at CB contract account level

- Selection of subitems for bill display

- Dunning of open items of the CB contract account

- Interest calculation for the open items of CB contract account

- Request with collective bill – due date adjustment: With this function, CB posting documents – that are posted between two CB creations in contract accounts receivable and payable – can be billed to the customer in his/her next collective bill and can be paid. To activate the function, choose the following in Customizing: Financial Accounting

→ Contract Accounts Receivable and Payable → Organizational Units → Assign Company Codes to Responsible Company Code. Here you activate the Total Invoice field. The due date of these CB posting documents is synchronized with the due date of the collective bill. The due date of the associated original items is also adjusted. The CB posting documents already have clearing restriction 8 during posting, meaning that it is not possible to clear the respective item. You use event 0042 to give items a clearing restriction. You can control at which level (collective bill/individual bill) the clearing restriction is set. Note that the CB posting document always adopts the clearing restriction of the individual items (independent of event 0042) during manual posting. During creation of the collective bill, those CB items are selected as standard whose original documents do not have clearing restriction 8. The original documents were normally processed in single invoicing.

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You can use event IS-U Invoicing: Selection of Items with Cl.Rle 8 (R411) to individually select documents with clearing restriction 8 for creation of the collective bill. Items that have not been taken into account are made available again for the next time a collective bill is created. The information for the selected CB items is added to the print document as print document lines with document line type SYCNDD. The amounts of these items are included in the final bill amount and the clearing restrictions are removed from the items. Their due date is adjusted. When the CB print document is reversed, only the statistical collective bill item has clearing restriction 8.

A collective bill document is also generated for the individual account items without reference document number (and without clearing restriction).

During collective bill creation, clearing type Create collective bill (R4Z) is used as standard. Provided that the additional functions are to be integrated into the Create Collective Bill (EA10_COLL) transaction, you must establish the correct settings in Customizing for this clearing type.

Caution Since interest calculation is supported in invoicing at both individual account level and at collective bill level, you must suitably configure the system to exclude items from being charged interest more than once. You have the following options for this:

- Store the interest key either just in the individual account or just in the CB contract account.

- Use the Central control of additional invoicing functions (TE502) to activate the interest calculation just for clearing types of individual invoicing, or use the clearing type of the collective bill (R4Z).

- Use event Interest: Items (Standard) 2010.

3.2.3. Posting Documents

The primary task of the Create Collective Bill (EA10_COLL) transaction is to process the CB posting documents that were created by invoicing individual accounts for one print document. In doing so there is no bill posting, and no separate posting documents are generated. New posting documents can, however, be generated within integration of additional invoicing functions such as account maintenance, interest calculation and so on.

3.2.4. Restrictions

The following functions are not possible:

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- Entry of an alternative application form for the creation of a collective bill from budget billing requests. The CB form from the CB contract account is always used (table TE633 is not used for the Create Collective Bill (EA10_COLL) transaction).

- Outsorting of collective bills

3.3. Reversal of a Collective Bill

You can use transaction Invoicing Document Reversal (Mass Reversal) (EA15) to reverse a collective bill. The generated CB print document and the posting documents (such as interest documents and account maintenance documents) generated during creation of the CB print document are reversed. The individual account bills grouped together in the print document are not automatically reversed in doing so. When reversing a CB print document, the statistical CB posting items that were created when invoicing the individual accounts, are once again given a clearing restriction and as a result are blocked for payment. After the reversal, you can create a new CB print document for the CB contract account concerned that includes the single CB invoicings that were contained in the original CB print document.

3.3.1. Reversal of a CB Print Document Versus Reversal of an Individual Bill

To be able to reverse an individual bill, you are not required to reverse the respective CB print document, provided that this individual bill was not already (partially) cleared within the integrated account maintenance when creating the collective bill.

You must note, however, that this reversal document is not taken into account during printing. To display the reversal of the individual bill on the print document, you must reverse the collective bill. Individual bills that were already reversed before they were entered in a collective bill, are not included in a collective bill. The reversal bills of these individual bills are not entered in a collective bill.

The reversal information of the individual bill is processed after the collective bill has been invoiced, and the process for creating a collective bill has been restarted for the same due date. It is processed according to the following rules:

� If all individual bills of the CB posting document are reversed (meaning that the

whole CB posting document is reversed), this CB posting document and the associated individual bills are not taken into account for creation of the collective bill. If an invoicing unit only contains such CB posting documents, it is not invoiced.

� If only some of the individual bills of the CB posting document are reversed, both the reversed individual bill and the reversal document are printed.

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3.4. Collective Bill and Budget Billings

3.4.1. Master Data

It is not possible to have different budget billing procedures at the level of individual accounts that are allocated to one CB contract account. When you allocate an individual account to a CB contract account, the system checks whether the budget billing procedures entered in the individual contract accounts are identical. This ensures that no combinations such as statistical budget billing plans and debit entry budget billing plans can exist in one CB construct.

3.4.2. Budget Billing Plan

When you create a budget billing plan, the system checks whether an individual account is allocated to a CB contract account. If this is the case, the CB contract account is stored in the budget billing plan and displayed during budget billing plan processing. The budget billing plan items have clearing restriction Collective Bill: Reference to Contract Bill Account (6) for regulation. The items can only be regulated or paid using a CB posting document for budget billing amounts.

- When allocating a contract account to a CB contract account, you enter clearing restriction 6 in the budget billing items.

- When undoing the allocation of a contract account to a CB contract account, clearing restriction 6 is deleted from the budget billing items that have not yet entered a budget billing collective bill.

Note

See note 402011 for up to and including SAP IS-U/CCS 4.62.

3.4.3. Budget Billing Request

You can group individual budget billing requests to a joint budget billing request, to simplify the correspondence with the collective bill contract partner, for example. In the function Request Budget Billings, execute transaction Mass Proc.: Request BB Amounts (EA28) or Request Budget Billings (EA12). The procedure described in section 3.1 for invoicing individual accounts also applies in this case. You can select the budget billing amounts to be processed using the CB contract account. You select the CB contract account number and selection date as selection parameters.

The system uses the selection date to compare the debit entry date of the budget billing items, and to ascertain which of them are relevant. When you create the budget billing request, a CB posting document is either generated or gradually enhanced, to guarantee joint processing of the budget billing items in contract accounts receivable and payable. This CB posting document, which represents the budget billing requests, is also described as a budget billing collective bill.

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Collector Corp Anne Richards John Smith

01/02 116 UNI02/02 116 UNI03/02 116 UNI

Document

4711


Stat. key: S

BB amount 0815 BB amount 0816

A budget billing request for MM/DD/YYYY

generates the statistical collective bill request

in the collective bill account!

Collective bill

4711

01/02 232 UNI02/02 232 UNI03/02 232 UNI

Request to 01/02/99Request to 01/02/99

Posting Document - Budget Billing Request

The budget billing due date is the most important criterion for grouping budget billing amounts to one CB posting document. Only budget billing requests with the same due date are bundled to one budget billing collective bill. The CB posting document number is entered in the budget billing item as the alternative document number, with alternative document type S (collective bill). Clearing restriction 6 is deleted. As a result, the budget billing item itself is blocked against further changes to the document and the due date, and can only be regulated by the budget billing collective bill. If you processed the gradually created budget billing collective bill using transaction Create Collective Bill (EA10_COLL) you cannot include further budget billing requests in this budget billing collective bill.

If you want to undo the allocation of a budget billing request to a budget billing collective bill, you must reverse the budget billing request at individual account level. To do this you call up transaction EA15 (for all other print documents too). The alternative document number of the collective bill is deleted from the budget billing item and the amount of the CB posting document is adjusted.

Until now it was possible to remove the CB number from the budget billing item directly in the budget billing plan. This procedure for reversing a collective bill at budget billing plan level is no longer supported.

Note

In the table System Parameters for BB (TE633) the payment method is not determined for transaction Request budget billing amount. It is handled the same way as in the direct debit procedure.

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21

3.4.4. Partial Bills

You can group individual partial bills to one joint bill, to simplify correspondence with the collective bill contract partner, for example. In function Create Partial Bill, execute transaction Create Partial Bill (EA27) or Create Partial Bills (Mass Creation) (EA11). The procedure described in sections 3.1 (invoicing individual accounts) and 3.3 (reversing a collective bill) also applies in this case. You can select the partial bills using the CB contract account. You enter the CB contract account number and selection date as selection parameters. The system uses the selection date to compare the debit entry date of the budget billing items, and to ascertain which of them are relevant. When you create the partial bills, a statistical CB posting document is either generated or gradually enhanced, to guarantee joint processing of the debit entries in contract accounts receivable and payable. The partial bills are bundled according to their due date (usually their budget billing due date) to one CB posting document. The partial bill document number is stored in the budget billing plan items. The CB posting document number is entered in the partial bills as the alternative document number with alternative document category S. With partial bill creation, the budget billing items are blocked against further changes to the amount and the due date. The partial bills can only be regulated by the collective bill. If you processed the gradually created budget billing collective bill using transaction Create Collective Bill (EA10_COLL), you cannot include further partial bills in this budget billing collective bill.

3.5. Printing a Collective Bill

You use transaction Print collective bill (EA64) or the mass activity Collective Bill Printout (EA58) to print collective bills.

To print a collective bill successfully you must first execute transaction Create Collective Bill (EA10_COLL). This transaction makes the necessary print index EITERDK available and creates the CB print document. Print orders for individual bills or individual budget billing requests are not created in doing

so. You can use the CB contract account and CB print document number to select the collective bills to be printed. You can also control whether collective bills with different due dates are printed and sent at the same time or separately. To do this, use the Until due date for next payment field in the Selection parameters group frame for the print report.

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Normally a cover sheet (a bill grouping together the individual bills) is created for the collective bill recipient.

The printed collective bill is created in the same way as an individual bill. Although the amounts of the CB posting document are listed here instead of the information about the individual contract billings with quantities and price specifications. You can print information about clearings by integrated account maintenance and subitems of the CB contract account.

Structure of a collective bill:

- Collective bill 1 - amount

- Collective bill 2 - amount

- Account maintenance

- Items for bill display (subitems)

You can also print individual bills. To do this, select the Print single documents too field in the Selection parameters group frame. Since no print orders exist for the individual documents, the print documents of the individual bills are selected using the alternative document number of the collective bill.

Note

As of Release 4.64, you can print selected individual bills using certain criteria. To do this, use event IS-U Collective Invoice Print: Select Individual Invoices (R439). You cannot use transaction Print Out Print Document (EA60) to print or reprint the individual bills.

You can also use the field Only New Individual Documents in the selection parameter group frame. If you select this field, only individual bills that have not yet been allocated to a previous collective bill are printed. You can use this function, for example, after a CB document has been reversed and recreated. This enables you to print reversals of individual bills that have been executed since the previous creation of the CB document.

A collective bill can be reprinted. To do this, enter the first print date in the Reprinting group frame.

You can use transaction Display Print Document (EA40) to simulate printing a collective bill. You must bear certain special features for simulation in mind, including the following; no alternative bill recipient is determined, dispatch control is not possible, and the print date is not set. You can also use transaction Display Print Document (EA40) to simulate the individual bill. The data from the collective bill print document and possible data from the individual bills are available in the collective bill form that is stored in the CB contract account. You correspondingly maintain one of the application forms you used from form class IS_U_BI_COLLECTIVE_BILL_NEW using the Maintain Application Form (EFRM) transaction.

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23

3.6 Graphic Display of a Collective Bill The following graphic illustrates the processes involved in the invoicing process at both individual and CB contract account level.

Billing

• Billing document

ERCH• Invoicing index

EITR

• Individual print document ERDK

- repres. doc. ABWBL = 8711

• No print index EITERDK

• Collective bill DFKKOP

- FI-CA document

- Doc. number OPBEL = 8711

- Clearing restrict. AUGRS = 7

• SR Invoicing order EITR

- Doc. number BELNR = 8711

- Document type BEL_ART = Z

Bill

Clearing type R41, R42, R43

Reason for creation 01

CB invoicingClearing type R4Z

reason for creation 05

• CB print document ERDK

• Print index EITERDK

• Collective bill DFKKOPClearing restriction 7

was deleted

• CB Invoicing order is deleted

Budget billing

requestClearing type R6


Partial bill

Clearing type R5

Clearing for creation 03

Individual

account level

CB account level

CB printout

Processes at Individual and CB Contract Account Level

• CB reversal of print doc. ERDK

• Print index EITERDK

• Collective bill DFKKOP Clearing restriction 7 is set

•CB Invoicing index EITR is

recreated

Individual account level

CB account level

CB printout

CB Reversal (EA15)

Clearing type R4Z


Reversing the collective bill, does not automatically

reverse the individual bills

Reversal of a Collective Bill

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The following graphic represents how the CB print document technically accesses data in the individual print documents, for example, how it is used in the print report.

Access from Collective Bill to Indiv idual Bill

ERDK

. . .

OPBEL OPBEL

ERDK

. . .

OPBEL

ERDK

. . .

OPBEL

ERDK

. . .

OPBEL

ERDK

. . .

OPBEL

. . .

INVOPBEL 1

ERDB

ERDB

OPBEL

INVOPBEL N

. . .

. . .

. . .

. . .

. . .

. . .

ABWBL 1

ABWBL 1

ABWBL N

ABWBL N

. . .

. . .

. . .

Print document header for collective bill

Print document header for individual bill

FI-CA documents for a print document

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4. Business Transactions in Contract Accounts Receivable and Payable

4.1. Process Collective Bill

The transaction Process Collective Bill (FPCB) is available as of release 4.64. You can execute the following activities in this transaction:

� Create a new collective bill for open items

� Remove open items from a collective bill

� Remove open items from a collective bill and create a new collective bill for

these items

Example

If you enter a CB contract account in the contract account master data, you can include the open items of this contract account in a collective bill. Make sure that you always create a new collective bill for these items.

Example 2

If you delete a CB contract account in the contract account master data, you can remove the open items from the collective bill. These items are then only allocated to the individual contract account.

Example 3

If you only want to block certain items in a collective bill, you can place these items in a new, separate collective bill and block them.

Caution

The following activities are not supported when a collective bill is changed:

� Changing master data such as the CB contract account

� Inheriting blocks during the removal or inclusion of open items

�

4.2 Payment Run

The payment run (FPY1) regulates items at CB posting document level and uses payment information, such as payment key and bank details, from the CB contract account and account holder. If you enter individual accounts as selection criteria in a payment run, no items are selected, and nothing is processed. The only exception to this is payments on accounts that are assigned to an individual account.

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A payment block or deferral is only taken into account if it concerns the CB posting document. A payment block or deferral of an individual document within a collective bill is not taken into account.

4.3. Automatic Clearing / Account Maintenance

Automatic clearing (FPMA) takes place at CB posting document level. Do not enter individual accounts as selection criteria for automatic clearing.

A clearing block or deferral date is only taken into account if it takes place in the statistical CB posting document. A clearing block or deferral of an individual document within a collective bill is not taken into account. In exceptional cases, clearing is also possible at individual account level for manual Account maintenance (FP06). Manual account maintenance is also possible at CB contract account level.

4.4. Payment Lot / Cash Payment

You have two options for allocating the payment amount for transactions Payment lots (FP05) and Post payments (FPB0):

- Allocation at level of the CB posting document number

- Allocation at level of the individual document

4.4.1. Allocation at Level of the CB Posting Document Number

The CB posting document number is usually the initial criterion for a payment. Clearing takes place at CB posting document level and at individual document level. The clearing document number is the payment document number. This is the same for all documents, meaning that there is no separate payment document number at individual bill level.

4.4.1.1. Full Clearing

The CB posting document and all corresponding individual documents are cleared with full clearing.

4.4.1.2. Partial Clearing

Clearing control is used by automatic allocation for part payments. For online clearing processing (for example, cash payment and clarification worklist processing), you can in principle allocate the payment amount to the individual documents. You double-click on the Collective bill icon to display the individual documents for each CB posting document that was allocated a clearing amount, and explicitly allocate the payment amount. The CB posting document item is split up with partial clearing. The corresponding lines of the CB posting document and the relevant individual documents are cleared. A part of the CB posting document and a part of the individual bill document remain open.

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Example See figure Document level.

A payment of 150 UNI is made towards CB posting document 8711. Clearing can take place as follows, for example:

Document 4712 is fully cleared, 4713 is partially cleared. The data in the documents is now as follows:

Document 8711:

Item 1, Subitem 0: Still open 198

Item 1, Subitem 1: Cleared with payment document 9999

Document 4712:

Item 1, Subitem 0: Fully cleared with payment document 9999

Document 4713:

Item 1, Subitem 0: Still open 198

Item 1, Subitem 1: Cleared with payment document 9999

4.4.2. Allocation at Level of the Individual Document

This type of allocation is an exception, since the collective bill contract partner is responsible for payment, and not the individual contract partner. Both the allocation options and clearing are described in section Partial Clearing.

Caution A maximum of 999 subitems can be mapped.

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4.5. Writing Off

Mass Run: Write-Off (FP04M) takes place for individual accounts posting document level. If you enter CB accounts as selection criteria for a write-off, no items are selected, and nothing is written off. For manual write-offs (Write off items (FP04)), you can select the CB posting documents as well as the individual documents. But the CB documents will only be displayed for informative reasons, they cannot be handled/written off. For the write-off process of the CB documents, use the corresponding individual accounts as selection criteria.

4.6. (Partially) Reset Clearing

You can reset clearing at both CB posting document level and at individual document level using transaction Reset Clearing (FP07). The respective individual accounts are offered on the screen for selection for a partial reset. You can partially reset clearing as of release 4.62. A clearing amount can be posted in the following way:

- Release 4.62 and 4.63: The payment on account is always posted to the CB

contract account.

- As of release 4.64: If you select the field Retain distribution to accounts, you can choose whether the payment on account is posted to either the individual account or the CB account.

Note

The partial clearing reset is recommended in the following case:

After the collective bill has been paid, it appears that one individual bill is incorrect. You do not have to reverse the total payment and reallocate it; rather you can run a partial reset for this individual account. As of release 4.64, if you select Retain distribution to accounts, a payment on account is created for this individual account. This can then be taken into account when you re-invoice the individual account.

4.7. Dunning Notices

Dunning notices (FPVA) are created at CB posting document level. If you enter individual accounts as selection criteria in a dunning run, no items are selected, and no dunning notices are created. A possible dunning charge is posted to the CB contract account and not to the individual account. The dunning history is likewise updated for the CB contract account.

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29

The CB posting document is not broken down into individual documents for dunning printout. If required, you must provide this information yourself for the dunning form. When you dun collective bills, the following restrictions apply:

- Only information from the CB contract account is used in the dunning notice.

- The contracts, installations and connection objects are not listed in the form.

- A payment block or deferral is only taken into account if it concerns the statistical CB posting document. A payment block or deferral of an individual item within a collective bill is not taken into account.

- The blocking function is not available for collective bills.

- Dunning does not take place when invoicing at individual account level. The CB contract account is dunned during invoicing (transaction Create Collective Bill), if the Invoicing dunn. field is selected for the Create collective bill (R4Z) clearing type. For more information see Customizing: SAP Utilities � Invoicing � Invoice Processing � Define Control for Additional Invoicing Functions. Based on these restrictions, we do not recommend a collective bill for private customers with several connection objects (such as apartment building and vacation home).

4.8. Account Balance for the Collective Bill Contract Account

Document items that have no direct reference to a CB contract account number, and whose contract account refers to a CB contract account, are displayed in the account balance of the CB contract account as of SAP IS-U/CCS 4.63 (see section Posting Documents).

Proceed as follows for up to and including SAP IS-U/CCS 4.62:

1. Include the Clearing reset (XARGL) field in your line layout variant. Select this field in the account balance display for the document for which clearing was reset.

2. In the account balance display you can display information about previous clearings for this document. To do this, choose: Environment -> Document -> Display -> Payments/Returns. Include the History icon (field name IHIST) in the account balance display. Double-click on the icon to directly view the necessary information.

4.9. Security Deposits / Down Payment Requests

Security deposits and down payment requests must be created at individual account level. A statistical CB posting document is also posted for the CB contract account.

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4.10. Interest Calculation

You can only select individual documents for interest calculation. This applies to both automatic (FPINTM1) and manual (PFI1) posting of interest. A statistical CB posting document is also generated for the CB contract account.

4.11. Receivables Adjustment

You can use the individual accounts or the CB contract account as initial criteria for adjusting receivables (FPZW). The individual documents are always posted. The Correct Receivables According to Age (FPRW) transaction takes place at individual account level.

4.12. Installment Plans

You can only create installment plans at CB contract account level.

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5. Migration

5.1. Budget Billing Plan

When you migrate a budget billing plan using migration object BBP_MULT, the system recognizes that the corresponding contract account belongs to a collective bill. As a result, the items of the budget billing plan automatically have clearing restriction 6. How you proceed further depends on the respective budget billing procedure:

1. Statistical procedure Before you can migrate the budget billing payments, you must generate all due date requests in the IS-U System that have already been requested or paid in the legacy system. To do this, use transaction Mass Process.: Request BB Amounts (EA28) or Request Budget Billings (EA12).

You can no longer use transaction Create Collective Bill to change the collective bills generated in this way once they have been processed.

Afterwards you can use migration object PAYMENT to migrate the budget billing payments.

2. Partial bill procedure Once you have migrated the budget billing plan, you must first migrate the partial bills. You use object DOCUMENT (legacy system subject to partial bill procedure) or BBP_DOC (legacy system subject to statistical procedure) to do this. In doing so, the partial bills are automatically allocated to a collective bill. Therefore you can then finally migrate the payments directly.

In both cases the reference to an existing CB posting document number in the legacy system is lost.

Caution If you have informed the customer of the old CB posting document number, problems can occur when allocating payments.

Solution: Migration object BBP_CB_TAB allows you to migrate the old document numbers. It is written in table Allocation of Budget Billing Due Date to Coll. Doc. Number (TEM_BBP_CB) and is then available for further processing. When invoicing requests budget billing due dates, the system checks whether a document number exists in the legacy system. If this is not the case, the old document number is entered in the CB posting document as a reference document number. To improve the performance for future invoicing runs, you can define in table Processing Control of Table TEM_BBP_CB (TEM_BBP_CB_CNTRL), whether this check should be activated.

In this way you can allocate a payment using the reference document number.

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Note

In the statistical procedure you must first migrate migration object BBP_CB_TAB after you have migrated the budget billing plan and before the due dates are requested.

In the partial bill procedure, migration object BBP_CB_TAB can be migrated after the partial bills have been paid, since the reference document number was already migrated with the partial bills.

5.2. Other Open Items

If an open item was posted to a collective bill in the legacy system, this document is migrated as follows:

1. In IS-U the item is posted to the corresponding contract account as an actual document.

2. The CB posting document is automatically generated in the CB contract account.

3. The open items are allocated to a CB posting document in the same way as they are allocated in the legacy system.

cookbook - collectivebill

Documents

creation of collective

collective bill version

posting documents

bill printout

print documents

master data

document type

invoicing unit