run dunning program · web viewpurpose use this procedure to process a dunning run. trigger....

Work InstructionFunctional Area: Accounts Receivable Run Dunning Program

Purpose

Use this procedure to process a dunning run.

Trigger

Perform this procedure monthly to identify and send letters to customers who have past due invoices, with the exception of those that are grant related because they have different dunning levels, or those customers that have been blocked from dunning.

Prerequisites

None

Menu Path

Use the following menu path to begin this transaction:

Select Accounting Financial Accounting Accounts Receivable Periodic Processing F150 - Dunning to go to the Dunning screen.

Transaction Code

F150

Business Process Information

Dunning is the business practice of informing a customer of past due payments. The customer is informed via dunning notices or letters. Dunning letters are typically generated as a part of the month end close procedure. However in SAP, dunning can be performed each day.

There are 2 standard dunning procedures defined in SAP: there is a dunning procedure that supports Grant related customer invoices and a dunning procedure that supports non Grants related customer billing. Invoices that reference a Grant master record will be included on the Grants related dunning procedure. Invoice without reference to a grant will be included on the non Grants related dunning procedure. In SAP, dunning procedures control how dunning will be carried out in the system. Dunning procedures are defined in configuration and specify: dunning intervals (dunning is performed every 30 days), dunning levels (aging categories that align to specific dunning letter text, interest charges, etc). There are several reasons why 2 dunning procedures were created:

Different dunning intervals or levels: Grants related dunning procedure has the dunning intervals of 60 / 90/ 120+. In other words, invoices are not selected for dunning until they are at least 61 days past due. On the other hand, non grants related invoices have dunning intervals of 30 / 60 / 90 / 120+. In other words, invoices are not selected for dunning until they are at least 31 days past due.

Different dunning letters: In SAP there can be a unique dunning letter (wording and format) generated for each dunning level within a dunning procedure. The Grants related dunning procedure called for different dunning letters (format and wording).

In SAP dunning can include interest charges and fees. Although this configuration option is not currently defined, it can be defined at a later date.


There will be a separate dunning area defined for each Department and a general dunning area defined for all Grants related billings. A dunning area is an organizational unit within a company code used for the dunning process. Dunning areas can align to company division or a sales organization. Dunning areas are defined on each customer invoice. The dunning area will be automatically determined based on the fund center used on the transaction or based on whether a grant master record was referenced on the transaction. There can only be 1 dunning area for each invoice or credit memo document. If an invoice crosses Departments, the first line item on the invoice will be used to determine dunning area. Dunning areas are linked to dunning procedures. The Grants dunning area is linked to the Grants dunning procedure. All other dunning areas are linked to the non Grants related dunning procedure.

The dunning letters for both procedures will have all outstanding invoices listed (by due date and dunning status). This was done to cut down on the number of letters sent to the customer. Therefore, a single customer, there may be up to 2 dunning letters produced:

3. Dunning letter supporting the Grants related dunning procedure and therefore will detail only grants related invoices.

4. Dunning letter supporting non Grants related dunning procedure and therefore will detail only non grants related invoices (across Departments). This can be done by only running the report for a certain field value such as G0 for grants or BD for non grants.

The dunning program will be executed centrally by Financial Services Department. There will be a separate dunning program execution by dunning procedure. The dunning transaction (F150) will be manually executed each month as a step on the period end close. A product of the dunning program execution is a dunning proposal. The dunning proposal will be produced and reviewed by the applicable Departments. Financial Services will download the dunning proposal and e-mail the report to a representative from each Department. If there are items on the dunning procedure that should not be included on the dunning (and therefore receive a letter), the Departments will send a request via email to financial services to exclude those items (specific invoices or an entire customer’s account) from the dunning run. Financial services will update the dunning proposal accordingly by blocking the required customer and/or customer invoices from dunning.

Once the dunning proposal has been reviewed and accepted, it is posted and scheduled for batch printing The letters will be printed in batch. The printed letters will be mailed to out to the customers centrally by financial services. The customer’s accounts are automatically updated by SAP with the current dunning level for each open document.

Helpful Hints

The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).

On certain screens you may have to scroll to view some data entry fields.


Procedure

1. Start the transaction using the menu path or transaction code.

Dunning

2. Perform one of the following:If You Want To Then Go ToProduce a dunning letter for a single customer Click . Step 3

Produce a dunning letter for a range of customers -- Step 18

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22_AR_F150_Run Dunning Prog_R1_CustBill.udc© University of Cincinnati 3/43


Output Parameters:

3. As required, complete/review the following fields:

Field R/O/C Description

Output Device Required Code used to identify the name and location of the printer

Example:UHall, 3rd floor HP5si

4.Click .

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Individual Dunning Notice



Company Code Required Organizational unit within Financial Accounting

Example:UC

Customer Required SAP code that identifies a customer; A customer is a business partner who orders goods and services.

Example:1000004

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Run on Required The date that the dunning proposal will be set to run

Example:05/04/2005

This is the date that the dunning proposal will be run.

Dunning date Required The date that will print on the dunning letters

Example:05/04/2005

This is the date that will appear on the dunning letter.

Docmnts posted up to Required The proposal will pick up documents up to this date

Example:05/04/2005

The dunning proposal will include documents up to this date.



6. Perform one of the following:If You ThenWant to preview the dunning run before it is actually run Select to the left of Print preview.Do not want to preview the dunning run before it is actually run Select to the left of Print preview.

7. Perform any of the following:If You Want To Then Go ToGenerate a test run with a log of the parameters of the dunning proposal Click . Step 8

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View a printout of the dunning parameters for the dunning proposal Click . Step 12

Print the dunning proposal Click . Step 15

Exit the transaction Click . Step 74

8. Click .

Dunning Data

9. Review the displayed information.

10. Click .

11. Return to Step 7.

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Dunning Data (2)


13. Click .


Dunning Notice

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15. Click .

Dunning Data (3)

16.Click .




Run on Required Date that the dunning will be run

Example:05/04/2005

This is the date that you want the dunning to be run.

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Identification Required Additional information used to differentiate between payment proposals

Example:May4

This is a code that can be used to track the dunning. We will be using the month of the dunning run since we will be running the dunning on a monthly basis.

19.Click .

Dunning: Parameters

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Dunning date Required Dunning letter date that will be printed on the letter

Example:05/04/2005

This is the date that will appear on the dunning letter.

Docmnts posted up to Required Documents up to this date will be included in the dunning run

Example:05/04/2005

Invoices up to this date will be included in the dunning run.

Company Code Required Organizational unit within Financial Accounting

Example:UC

Customer Required SAP code that identifies a customer; A customer is a business partner who orders goods and services.

Example:10000219

Narrow all searches as much as possible using specific selection criteria when known. Use the From field for a single search, both the From and To fields for a range, and the arrow to the right of each row for a combination of single entries and ranges. If no selection criteria are specified, the system will conduct a lengthy search that may yield large volumes of unnecessary data.

21.Click .

Using this tab, the program can be limited by data selection criteria defined by the user. For example, the dunning program can be limited to specific dunning areas (Grants vs Non Grants, etc).

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Dunning: Free Selections



Field name Optional Name of a field in a table (transparent table, pool table, cluster table, table pool, table cluster)

Example:

Values (1) Optional Amount to be entered in specified currency

Example:

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Values (2) Optional Amount to be entered in specified currency

Example:

If you want to exclude certain fields from the dunning run click on the exclude box and enter the values. For example, if you wanted to exclude grants you would choose the field name for grants from the drop down menu and the value. The proposal will pick up everything except the grants dunning.

23.Click .

This tab is used to generate a program execution log. The program execution log is used to trouble shoot unexpected results or program errors. If this information is not completed, no log will be generated.

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Dunning: Additional Log



Customer Optional SAP code that identifies a customer; A customer is a business partner who orders goods and services.

Example:1000219


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25.Click .

Dunning parameters (2)

26. Click .

Dunning (2)

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27. Click .

The system displays the message, “Details have been saved for the run on XXXX XXXX.”

Output Parameters: (2)





29. Click .

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Schedule Selection and Print



Start date Required Commencement date of activity or business event

Example:05/04/2005

Start time Optional Time when an operation commences

Example:12:00:00

Leave blank if you want the program to start immediately.

Target computer Optional Used to indicate the specific computer that should be used for a SAP program data execution and or printing

Example:

Leave blank.

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OutputDevice Required Code used to identify the name and location of the printer

Example:

The output device should be directed to a printer in the Computer Center.

31. Perform one of the following:If You Then

Want the dunning proposal to run immediately Select to the right of Start immediately.Do not want the dunning proposal to run immediately Select to the right of Start immediately.

32. Click .

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Dunning (3)

33.Click until the system displays the message, “Dun selection is complete”.

The system displays the message, “Dunning job F150-XXXX-XXXX –X was scheduled successfully.”

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Dunning (4)

34. Perform any of the following:If You Want To Then Go ToView a log of the dunning program to trouble-shoot program errors Click . Step 35

Change the dunning proposal (block customer or documents from dunning, change dunning levels, etc)

Click . Step 38

Generate a sample printout of the dunning letters Click . Step 53

Print the dunning letters withoutreviewing the dunning proposal

Click . Step 59

View the dunning proposal Click . Step 65

Delete the dunning proposal Select Dunning notices Delete dunning run… Step 73

Exit the transaction -- Step 74

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Various processing buttons are now displayed at the top of the screen.

Job Log Entries for F150-XXXX-XXXX -X


36.Click .


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Dunning Proposal



Account type (D/K) Optional ‘D’ is for customers and ‘K’ is for vendors

Example:D (Customers)

Company code Optional Organizational unit within Financial Accounting

Example:UC

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Customer number Optional An entity to which sales are made; Represented by a customer master record

Example:1000219

Accounting clerk Optional The person who entering the document

Example:

Dunning level Optional Highest dunning level of the customer/vendor reached by the last dunning run

Example:

Dunning Area Optional An organizational unit within a company code from which dunning is conducted. A dunning area can represent cost center, divisions, channels, sales organizations, business areas, etc.

Example:


39. Perform any of the following:If You Want To ThenCreate or change long text information for the account Select to the left of Check account long text.

Create or change long text information for the document

Select to the left of Check document long text.

Perform a high-performance change to the listing

Select to the left of High-Perf. Change.

If you have changed a dunning notice, the list is not updated until you run the report again. This function is only relevant if you have selected Change Dunning Notice.

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40.Click .

Dunning Proposal (2)


42. Perform one of the following:If You Want To Then Go To

Change the dunning notice Click . Step 43

Change the text attached to the document Click . Step 47

Save the changes Click . Step 51

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If there are changes that need to be made to the dunning, the department will send an email to the financial services department.

Change Dunning Notice



Dunn. block Optional Indicator that blocks a document from dunning.

Example:1 (Pending legal procedure)

44.Click .

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Accounting Texts



S Optional Location of the stored information

Example:X (selected but not yet processed)

Language Optional Language the be used in documents

Example:EN (English)

1st line Optional The first line of document texts

Example:

48.Click .

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51.Click until you return to the Dunning screen.

The system displays the message, “Dunning notices have been saved.”

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Dunning (5)




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54. Click .

Schedule Sample Printout


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Example:05/04/2005


Example:12:00:00



Example:

Leave blank.


Example:




57.Click .

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Dunning (6)


The system displays the message, “Dunning job F150-XXXX-XXXX -X was scheduled successfully.”


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60. Click .

Schedule Print




Example:05/04/2005

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Example:12:00:00



Example:

Leave blank.


Example:




63.Click .

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Dunning (7)

64. Return to Step 34

The system displays the message, “Dunning job F150-XXXX-XXXX –X was scheduled successfully.”

Dunning List Variant

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Program Required Code used to identify the ABAP program

Example:

Do not change this data. The default program name is the program used to compile the dunning proposal list.

Variant Name Optional User defined name assigned to a reporting variant. Reporting variants are used to modify a report's display layout.

Example:

Leave this field blank, Program variants are created by the AR team.

66. Click .

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The departments will have display only access and will not be able to make any changes to dunning. All changes will be made centrally by financial services.

68. Perform one of the following:If You Go ToWant to change the proposal layout Step 69Do not want to change the proposal layout Step 34

69. Click .

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Layout: Choose

70. Double-click the Layout number you want to display.

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71. Click .

The system displays the message, “Layout copied.”

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Dunning (8)


Delete dunning proposal

73. Click .

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Dunning (9)

74.Click until you return to the SAP Easy Access screen.

The system displays the message, “Dunning data was deleted for the XXXX ID XXXX.”

75. You have completed this transaction.

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Result

You have processed a dunning run.

Comments

None

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