How to use the Dunning Wizard How To Guide

Transcription

How To Guide
SAP Business One 8.2 & 9.0
How to use the Dunning Wizard Overall Business Processes
FINANCIAL
Related Business Process
FINANCIAL
ACCOUNTING
Responsible Department
ACCOUNTING
Involved Departments
ACCOUNTING
Last Updated
08/01/2014
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QF 4.19.14 – v1 – 27/09/2012
Approved by: KDS
Created by: EPP
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How To Guide
CONTENTS
Background ........................................................................................................................................ 3
Glossary ............................................................................................................................................. 3
Prerequisites ....................................................................................................................................... 4
Step 1: Define Dunning Interest and Dunning Fee A/c ................................................................. 4
Step 2: Create Dunning Terms ....................................................................................................... 5
Step 3: Define Dunning Terms for Customers .............................................................................. 7
Exclude irrelevant A/R invoices from the dunning process .......................................................... 8
To exclude a specific invoice ..................................................................................................... 8
To exclude all invoices created for a specific customer ............................................................ 8
Example of a Dunning Wizard .......................................................................................................... 9
Step 1: Wizard Options ................................................................................................................ 10
Step 2: General Parameters .......................................................................................................... 10
Step 3: Business Partner – Selection Criteria .............................................................................. 11
Step 4: Document Parameters ...................................................................................................... 12
Step 5: Recommendation Report ................................................................................................. 14
Step 6: Recommended and Service Invoices ............................................................................... 17
Step 7: Processing ........................................................................................................................ 19
Step 8: Results.............................................................................................................................. 21
Journal Entry ................................................................................................................................ 23
A/R Invoice .................................................................................................................................. 24
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How To Guide
Background
A company needs to monitor their incoming payments to ensure that customers’ bills are paid on
time. When a customer does not do that, the company needs to activate a multilevel collection
process, such as telephone or written reminders.
To solve this issue and to automate the process, SAP Business One provides a dunning wizard,
where the user can produce and send reminder letters to customers. The processes run through all
customers, checks for any outstanding A/R invoices and transactions that represent debt, and
enables the user to print and send reminder letters of different levels of severity. In addition, the
dunning wizard lets you automatically post service invoices for interest and fees charged with a
dunning letter.
That functionality works through the following six modules of SAP Business One:
1. Open A/R invoices, including invoices that are partially credited or partially paid
2. Invoices that include instalments
3. A/R credit memos
4. Incoming payments that are not based on invoices
5. Manual journal entries with at least one row posted to a customer
6. Opening and closing balances transactions
Glossary
The following is a list of dunning related terms and definitions:
Term
Dunning interest rate
Description
A late payment fee based on a percentage of the overdue amounts in
unpaid invoices.
Dunning letter
A reminder or warning letter used to collect outstanding payments.
Dunning level
Level of communication to customers for accounts receivable.
Dunning is a methodical process of contacting customers to collect unpaid
bills. It generally starts at the first level with a reminder and progresses on
to warning letters and severe warnings as accounts become seriously
overdue.
Dunning term
The fees and interest rate charged to customers who reach a dunning level.
The dunning wizard compares a selected dunning level to all open
customer documents, such as A/R invoices. If a customer reaches a
dunning level, the dunning terms are specified in a dunning letter.
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How To Guide
Prerequisites
To start using Dunning Wizard the user must first perform the following preparations.
Step 1: Define Dunning Interest and Dunning Fee A/c
To be able to automatically post interest or fees using service invoices, the following must first be
performed:
• Go to Modules → Administration → Setup → Financial → G/L Account Determination
• Click the Sales tab
• Click to open General tab within the Sales tab
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Dunning Interest: select the account where interest will be posted.
Dunning Fee: select the account where fees will be posted.
Note: The Dunning Interest A/c and Dunning Fee A/c (both G/L Accounts) will need to be defined
with the assistance of the accounting department.
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How To Guide
Step 2: Create Dunning Terms
Dunning terms are based on dunning levels and contain parameters and values required by the
dunning process run.
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Go to Modules → Administration → Setup → Business Partners → Dunning Terms
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Code: define a unique number for a specific dunning term.
Name: define a unique and meaningful name for the dunning term.
Dunning Letter Method: select of the following values from the dropdown list.
o One Letter per Invoice: create a dunning letter for each invoice.
o One Letter per Dunning Level: group all the debts related to the same dunning level
into one dunning letter. This option is selected by default.
o One Letter per BP: create one letter for each business partner, even if the debts of the
customer comprise more than one dunning level.
Apply Letter Layout by Highest Level: if you select this option the template for the
highest dunning level of all documents included in the letter is used.
o Note: This field is available only if you choose the dunning letter method One Letter
per Dunning Level or One Letter per BP.
Dunning Levels: in the Dunning Level section of the window, either add, edit, or remove
dunning levels with the following fields:
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How To Guide
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o Letter Layout: Select the dunning letter number that corresponds to the dunning level.
For example, to add dunning level 4, choose Dunning Letter 04. Or Select All which is
a general layout suitable for all dunning levels.
o Effective After: Enter the number of days after which the dunning level takes effect.
This field is disabled when the selected dunning level is All.
o Fee per Letter: Enter the fee charged for a specific dunning letter. When the fee is
related to the dunning level All, it is relevant only for the combined dunning letter.
o Minimum Balance: Enter a minimum balance amount for the chosen dunning letter. If
the debt of the customer is lower than the minimum balance defined, the dunning letter
is not issued, even if the dunning level is already effective.
o Interest: Calculates interest for the dunning level.
Letter per BP Term: The values you enter here are used in the dunning letters to the
customers instead of the ones defined for the dunning levels in the table.
o Note: This field appears only if you use the dunning letter method One Letter per BP
and have not selected the Apply Letter Layout by Highest Level checkbox.
Bank Interest %: Define the interest rate to be used in calculations in the dunning letter:
o Number of Days in Year: the default value is 360. Enter a different value, if required.
o Yearly Interest Rate: to be used for calculating the interest per year.
o Number of Days in Month: The default value is 30. Enter a different value, if required.
o Note: This field appears only if you selected at least one Interest option in this window.
Automatic Posting: Specify whether to automatically post interest and fee, interest only,
or fee only when creating a dunning letter for a customer.
o If you choose to automatically post interest and/or fee, a service invoice is created in
the dunning run that posts the interest and/or fee. To enable this, accounts for posting
interest and fee must be specified. The default accounts are taken from the G/L account
determination. However, you can change this setting by choosing the
(Browse)
icon and specifying different accounts.
o You can also choose not to post any interest or fee.
Exchange Rate for Interest Calculation: Choose whether to use the original exchange
rate defined in the invoice, or to use the exchange rate defined for the day on which the
dunning letters are created.
Base Amount for Interest Calculation: Choose whether to calculate the interest on the
remaining amount (default option) or on the original sum of the debt.
o Note: This field appears only if you select at least one Interest option in this window.
Base Data for Interest Calculation: Choose whether to calculate interest starting from the
due date or the last dunning run.
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How To Guide
Step 3: Define Dunning Terms for Customers
To define default Dunning Terms for all customers:
• Go to Modules → Administration → System Initialization → General Settings
• Click to BP tab
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Default Dunning Term for Customer: select a value from the dropdown list. A user is
able to select a default Dunning Term from the existing or to create a new by selecting the
option Define New.
To define Dunning Terms for a particular Customer:
• Go to Modules → Business Partners → Business Partner Master Data
• Click on the Payment Terms tab
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Dunning Term: define a different Dunning Term per customer.
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Exclude irrelevant A/R invoices from the dunning process
To exclude a specific invoice
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Go to Modules → Sales A/R → A/R Invoice
Select the invoice and click the Logistics tab.
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Block Dunning Letters: Tick the checkbox and the system will automatically exclude the
specific invoice.
To exclude all invoices created for a specific customer
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Go to Modules → Business Partners → Business Partner Master Data
Select a customer and click on Accounting tab.
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Block Dunning Letters: Tick the checkbox and the system will exclude all invoices of the
specific customer.
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How To Guide
Example of a Dunning Wizard
Now the user is ready to start using the Dunning Wizard.
Example:
A/R Invoice:
Customer
C20000
Posting Date
23.09.2009
Due Date
23.10.2009
Due Amount
2820.39
Type
A/R Invoice
Dunning Terms:
Letter Layout
Dunning Letter 01
Dunning Letter 02
Dunning Letter 03
Dunning Let. Meth.
One Letter Per BP
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Effective After
(Days)
30
60
90
Num. Of Day
in Year
360
Minimum
Balance
100
200
300
Annual Int.
Rate
5
Interest
(Ticked)
(Ticked)
(Ticked)
Num. Of Days in
Month
30
Go to Modules → Sales – A/R → Dunning Wizard
Double click on Dunning Wizard.
Then click Next.
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Automatic
Posting
Interest Only
How To Guide
Step 1: Wizard Options
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In this window, select whether to run a saved wizard or to create a new one.
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Start a New or Load a Saved Dunning Run.
Select whether to start entering data to execute a wizard run according to a new parameter
set, or to run a previously saved wizard.
Find: use this text box to locate a saved dunning run. Enter a full o partial name. The
system displays the first dunning run that fits the text entered.
Click Next to continue to the next step.
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Step 2: General Parameters
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Use this window to modify the dunning name and select the dunning level.
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Dunning Name: By default it displays the dunning name calculated according to the
formula: Wiz + system date + successive number. You can change the name if required.
Data of Dunning Run: By default it displays the current date. Read-only.
Dunning Level: Specify one particular dunning level or All.
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How To Guide
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Dunning Term: Specify one particular dunning term or All. The terms available are taken
from the Dunning Terms – Setup window.
o If you select All, all business partners can be included in the run, provided that a
dunning term is assigned to them and there is some open document to be displayed.
o If you select a particular dunning term, only business partners with this dunning term
assigned to them are included in the dunning run.
Step 3: Business Partner – Selection Criteria
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Use this window to specify the range of customers to include in the dunning run.
Press Add button to select the customers.
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Then all the customer details will appear in the table.
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How To Guide
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Customer Code: The code of a customer included in the dunning wizard run.
Customer Name: The name of a customer included in the dunning wizard run.
BP Balance (FC): Current balance for the business partner in foreign currency.
BP Balance (LC): Current balance for the business partner in local currency.
Include Customers with Credit or Zero Balance: Includes customers whose balance is
not negative. Such customers might have unpaid or partially paid A/R Invoices and other
open transactions that reflect existing debts.
Clear Table: Removes the business partner selections for the dunning run.
Add: Choose Add to display the BP Properties window and enter the range of the business
partners to include in the dunning wizard.
Step 4: Document Parameters
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Use this window to specify the range of invoice posting dates and to define the document
types.
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Posting Date From/To: By default displays the current dates. However, you can enter a
different date range to include in the dunning wizard.
Due Date From/To: Select the documents to include in the dunning wizard by entering a
specific due date or a due date range.
Document Types:
o Include Payments Not Based on Invoices: Includes payments that are not based on
invoices.
o Include Credit Memos Not Based on Invoices: Includes credit memos that are not
based on invoices.
o Include Manual Journal Entries: The dunning wizard run considers manual journal
entries created for the selected customers.
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How To Guide
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− Journal entries originating from JE (created via the Journal Entry and Journal
Vouchers windows), OB, and CB (created via Opening Balances or Period End
Closing functions) are considered as manual journal entries by the dunning wizard.
− If the customer is debited (or credited with negative amount) in the manual journal
entry, this journal entry is considered in the dunning wizard run as an A/R invoice.
− If the customer is credited (or debited with negative amount) in the journal entry,
this journal entry is considered as A/R credit memo.
− Note: If the option Block Dunning Letters (in the Form Settings - Journal Entry
window) is selected for a specific manual journal entry, this journal entry is not
considered by the dunning wizard run, even if the customer for whom it was created
is included in the dunning wizard run.
Letter Parameters:
o Allow Negative Dunning Letter: Specify whether the application should generate a
dunning letter if negative document amounts exceed positive ones.
o Display All Open Items: Includes invoices and manual journal entries of type invoice
that are not yet eligible for a new dunning letter (at a higher dunning level) or any
dunning letter. When you choose this option, the dunning letter shows all open
invoices, irrespective of their due date, that have not been paid, credited, or reconciled.
− Note: This field is enabled and visible only if you selected All in the Dunning Level
field in step 2 of the dunning wizard.
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How To Guide
Step 5: Recommendation Report
In this step, the system displays a recommendation report. This window lists the transactions and
documents, grouped by customer, for which the system recommends creating dunning letters. The
user can select or deselect the customers and documents to be included in the dunning run.
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Time: The exact time that the Recommendation Report was produced.
o Transactions and/or documents that match the specified parameters, but were posted
after the displayed time, are not included in the recommendation report, and therefore
will not be dunned in this run.
User: The name of the user who initiated the dunning wizard run.
New Due Date: Date to be displayed on printed dunning letter informing customer the date
by which the company expects the payment for outstanding items. This date is not copied
to the displayed invoices or manual journal entries of type invoice.
Include Payments Up To: Specify a date that informs customers of the date that was used
to find outstanding items. Customers who have made payments after this date will know
that they can disregard the dunning letter.
o Example: a user runs the dunning wizard on Monday morning, August 16, 2010.
However, payments received during the weekend have not been entered in the system
yet. The customer receiving the reminder is informed that the payment made during the
weekend is not yet applied and the dunning letter can therefore be disregarded.
Detail Lines:
o Customer Code: The BP codes of the selected customers. Use the Expand/Collapse
icon to view the documents and/or transactions related to a specific customer.
o Letter No.: The successive numbers of the dunning letters that are recommended for a
specific customer. Use the Expand/Collapse icon to view the list of transactions and/or
documents included in each letter.
o Level: Dunning level associated with the respective document and/or transaction. If
required, you can change this value up to the level defined in the dunning term assigned
to the customer.
o Doc. No.: The document type, document number, and the specific row number in the
document to which the dunning run is applied.
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o
o
o
o
o
o
o
o
− Example: The value IN 172/1 indicates that the dunning run is applied to A/R
invoice no. 172, row number 1 in the journal entry created by the A/R invoice. This
row is the one that is posted to the customer.
− Note: If the document type is JE (manual journal entry), OB (opening balance), or
BC (closing balance), the row numbering starts with 0 and not with 1. So the value
JE 285/0 would represent the first row in journal entry no. 285.
Due Date: The due date of each document or transaction to be dunned in this dunning
run. If you specified a different due date in the New Due Date field, the new date is
considered in the dunning run.
Last Dunning Date: Date of the last dunning run, if a transaction or document was
included in a previous dunning run.
Document Amount (FC):
− The original total amount of the document or the journal entry in foreign currency
(FC).
− Negative amounts represent transactions in which the customer is credited (such as
incoming payments).
Document Amount (LC):
− The original total amount of the document or the journal entry in local currency
(LC).
− Negative amounts represent transactions in which the customer is credited (such as
incoming payments).
− When you enter a local currency amount, the foreign currency is not calculated
accordingly.
Open Amount (FC):
− The amount of the document or transaction that is not yet paid, credited, or
reconciled in foreign currency (FC). This is the amount to be dunned in this
dunning run.
− Negative amounts represent transactions that credit the customer (such as A/R
credit memos). These transactions are not dunned.
Open Amount (LC):
− The amount of the document or transaction that is not yet paid, credited, or
reconciled in local currency (LC). This is the amount to be dunned in this dunning
run.
− Negative amounts represent transactions that credit the customer (such as A/R
credit memos). These transactions are not dunned.
− When you enter a local currency amount, the foreign currency is not calculated
accordingly.
Interest Days: The number of days for which interest is calculated. You can change
this value if required. The days are counted from the due date of the document or
transaction, and based on the number of days in one month as defined in the Dunning
Terms - Setup window.
Interest %: The interest rate for the dunning period. The calculation is based on a
formula comprising the annual interest rate and the number of interest days in the year
as defined in the Dunning Terms - Setup window.
− Formula: Interest % = (Interest days * Annual interest rate) / number of days in year
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How To Guide
•
o Interest Amount (FC): The interest amount in foreign currency (FC) calculated for
this document or transaction. The calculation is based on the definitions made in the
Dunning Levels - Setup and Dunning Terms - Setup windows. If required, you can
change the amount. When you enter a foreign currency amount, the local currency is
calculated accordingly.
o Interest Amount (LC): The interest amount in local currency (LC) calculated for this
document or transaction. The calculation is based on the definitions made in the
Dunning Levels - Setup and Dunning Terms - Setup windows. If required, you can
change the amount. When you enter a local currency amount, the foreign currency is
not calculated accordingly.
o Total incl. Interest (FC): The total amount to be dunned per document or transaction,
including the interest amount, if it exists, in foreign currency (FC).
− You can change this value if required.
− When you change the foreign currency amount, the local currency is calculated
accordingly.
− In the letter row, the total amount to be dunned with this letter is displayed (from all
the transactions and/or documents), including the interest amounts for each
document or transaction. If you change the total or interest amount of a specific
transaction/document, the total of the letter is updated accordingly.
o Total incl. Interest (LC): The total amount to be dunned per document or transaction,
including the interest amount, if it exists, in local currency (LC).
− You can change this value if required.
− When you change the local currency amount, the foreign currency is not calculated
accordingly.
− In the letter row, the total amount to be dunned with this letter is displayed (from all
the transactions and/or documents), including the interest amounts for each
document or transaction. If you change the total or interest amount of a specific
transaction/document, the total of the letter is updated accordingly.
o Fee (FC): The fee per letter in foreign currency (FC), as defined in the Dunning Terms
- Setup window. If you change this amount, the new fee is applicable for the current
letter only. When you enter a foreign currency amount, the local currency is calculated
accordingly.
o Fee (LC): The fee per letter in local currency (LC), as defined in the Dunning Terms Setup window. If you change this amount, the new fee is applicable for the current
letter only. When you enter a local currency amount, the foreign currency is not
calculated accordingly.
o Overall Total (FC): The total amount per letter in foreign currency (FC), including the
interest and fee.
o Overall Total (LC): The total amount per letter in local currency (LC), including the
interest and fee.
o Auto posting: Indicates whether interest and fee, interest only, fee only, or neither of
the two is posted automatically when executing the dunning run and creating dunning
letters. The default value is taken from the business partner master data. You can
change the setting, if required.
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How To Guide
Step 6: Recommended and Service Invoices
Use this window to view the details of the service invoices and decide if you want to add them.
Each line represents one dunning letter according to the previous step of the wizard. The window
appears only if service invoices for interest and/or fees are recommended by the dunning wizard.
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Execution Date: Date on which the dunning takes place.
Posting Date: Specify the posting date. The default value for this field is the date on which
the service invoice is created. If required, change the date.
Due Date: Specify the due date of the service invoice.
Document Date: Specify the document date which is used for tax purposes. If required,
change the date.
Series: Specify numbering series for the service invoice.
Project: Specify the project to which you want to attribute the service invoice.
Distr. Rule: Specify the distribution rule according to which the service invoices will be
allocated to cost centers.
Interest Tax Code: Specify the code of the tax to be applied to the dunning interest for all
recommended service invoices. If necessary, you can specify a different tax code for
individual service invoices in the table below.
Free Tax Code: Specify the code of the tax to be applied to dunning fees for all
recommended service invoices. If necessary, you can specify a different tax code for
individual service invoices in the table below.
Auto. Remarks: If you select this checkbox, the Remarks field in the service invoice is
updated with the dunning name and dunning letter number. If you deselect this checkbox,
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How To Guide
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the Remarks field remains empty or you can specify your own text that should appear on
the service invoice.
Add.: If you select this checkbox, service invoices for the interest and fee amounts will be
added during the dunning run.
Doc. No.: Number of the service invoice that is created when the wizard is executed
successfully.
Letter No.: The successive numbers of the dunning letters that are recommended for a
specific customer.
Interest Tax Code: Specify the code of the tax to be applied to the dunning interest for a
particular service invoice.
o Note: If you do not specify a tax code, the wizard will fail and no service invoices will
be created.
Free Tax Code: Specify the code of the tax to be applied to the dunning fee for a particular
service invoice.
o Note: If you do not specify a tax code, the wizard will fail and no service invoices will
be created.
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How To Guide
Step 7: Processing
Use this window to select an option for processing the dunning wizard.
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Save Selection Parameter and Exit: Saves the selection parameters but not the
recommendation report. It is possible that the next time you run the dunning wizard, the
recommendation report will be different due to new or paid invoices.
Save Recommendation Report as Draft and Exit: Creates dunning letters based on a
specific recommendation report in the future. In addition, invoices, credit memos and
payments included in will not be covered by other dunning runs. You can cancel the saved
recommendation report.
Execute Only, Print Later and Exit: Executes and exits the dunning run for all selected
customers and documents. If in the previous steps you chose to automatically post interest
or fees by creating service invoices, the following system message appears:
“Service invoices will be added. Do you want to continue?”
If you choose Yes, the wizard is executed.
If you choose No, the wizard is not executed and you can go back to step 6 and select
not to post the service invoices.
o The dunning level and the last dunning run date are updated for invoices included in the
dunning run, unless the invoices were included only as a consequence of your having
selected Display All Open Items.
o When you select this option and the wizard is executed successfully, the run is set to
status Executed, Not Yet Printed.
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How To Guide
o If the wizard fails, for example, if service invoices could not be created due to missing
tax codes, the run is set to status Partially Executed, Not Yet Printed. In this case, no
dunning letters are created and the dunning level and last dunning date information is
not updated.
o You can then load and execute the wizard again after you make the necessary
amendments in the wizard (that is, you specify the tax codes or select not to
automatically post service invoices for fees or interest).
o When a dunning letter is created for a customer, the business partner master data record
is updated. In the Accounting tab, the Dunning Date field displays the date on which the
dunning letters were created for the last time.
o You can print the dunning letters at a later time. To do so, the next time you access the
dunning wizard, choose the option Executed, Not Yet Printed in step 1.
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Print Dunning Letters and Exit: Executes, prints, and exits the dunning run for all
selected customers and documents. If in the previous steps you chose to automatically post
interest or fees by creating service invoices, the following system message appears:
“Service invoices will be added. Do you want to continue?”
If you choose Yes, the wizard is executed.
If you choose No, the wizard is not executed and you can go back to step 6 and select
not to post the service invoices.
o The dunning level and the last dunning run date are updated for invoices included in the
dunning run, unless the invoices were included only as a consequence of your having
selected Display All Open Items.
o When a dunning letter is created for a customer, the business partner master data record
is updated. On the Accounting tab, the Dunning Date field displays the date on which
the dunning letters were created for the last time.
o When you select this option and the wizard is executed successfully, the run is set to
status Executed and Printed Wizard.
o If the wizard fails, for example, if service invoices could not be created due to missing
tax codes, the dunning letters are not printed and the run is set to Partially Executed,
Not Yet Printed. In this case, no dunning letters are created and the dunning level and
last dunning date information is not updated.
o You can then load and execute the wizard again after you make the necessary
amendments in the wizard (that is, you specify the tax codes or select not to
automatically post service invoices for fees or interest). If the wizard has already been
executed because you selected Execute Only, Print Later and Exit earlier, dunning
letters are printed only as recorded on the recommendation report.
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How To Guide
Step 8: Results
When you execute the dunning run, the dunning level and the last date of the dunning letter are
updated for overdue invoices included in the dunning run. When you create a dunning letter for a
customer, the business partner master data record is updated. In the Accounting tab, the Dunning
Date field displays the date on which the dunning letters were created for the last time.
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•
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If you chose to automatically create service invoices for interest or fees, the respective
service invoices are created. The summary report in step 8 of the wizard shows which
dunning letters have been created and which errors may have occurred.
Finally, right click in the grey area of business partner window, and then click on Dunning
History Report option he will be able to see the old reports.
Then fill in the Selection Criteria.
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How To Guide
•
Finally click ok and the report will appear.
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How To Guide
Journal Entry
When the above procedures complete successfully then the user is able to see the posting from the
Dunning fee or/and Dunning interest through the Journal Entry window.
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Go to Modules → Financial → Journal Entry.
Using the navigation buttons go to the last record to view transaction details.
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How To Guide
A/R Invoice
When the procedure is completed, the system creates an A/R Invoice.
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Go to Modules → Sales A/R → A/R Invoice
Using the navigation buttons go to the last record to view invoice details.
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How To Guide
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How to use the Dunning Wizard How To Guide

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