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Submission of Receivables to External Collection AgenciesRelease 4.64

Submission of Receivables toExternal Collection AgenciesRelease 4.64

07.11.2003

SAP AG

Neurottstr. 16

D-69190 Walldorf

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Submission of Receivables to External Collection Agencies

Release 4.64

© Copyright 2002 SAP AG. All rights reserved.

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Table of Contents

1 Introduction.................................................................................................5

1.1 Term “Collection”.................................................................................5

1.2 Availability............................................................................................5

2 Submitting Receivables to External Collection Agencies: Overview ....6

2.1 Releasing Items for Submission to Collection Agencies......................6

2.2 Submitting Released Items to Collection Agencies .............................6

2.3 Managing of Submitted Items..............................................................6

2.4 Processing Incoming Information from the Collection Agency ............6

2.5 Recalling Items ....................................................................................7

2.6 Sending Additional Information to Collection Agencies.......................7

3 Process Steps when Handing Over Receivables to External CollectionAgencies......................................................................................................8

3.1 Releasing Items...................................................................................8

3.1.1 Different Ways of Releasing Items.......................................................8

3.1.2 Mapping in the System .........................................................................8

3.1.3 Which Items Can Be Released?............................................................9

3.1.4 Determining the Collection Agency .....................................................9

3.1.5 Recalling a Release.............................................................................10

3.2 Submitting Items................................................................................10

3.2.1 Submission Possibilities .....................................................................10

3.2.2 Mapping in the System .......................................................................10

3.2.3 Which Items Can Be Submitted?........................................................11

3.2.4 Determining the Collection Agency ...................................................11

3.2.5 Physical Submission of Items .............................................................11

3.3 Managing Submitted Items................................................................12

3.4 Processing Information from the Collection Agency..........................13

3.4.1 Collection Agency Files......................................................................13

3.4.2 Processing Incoming Data and Postings.............................................13 3.4.2.1 Entering the Collection Agency File ....................................13

3.4.2.2 Collection Agency Charges .................................................14 3.4.2.3 Written or Verbal Notification...............................................15


3.4.4 Allocating Incoming Payments to Open Items ...................................16

3.5 Recalling Items ..................................................................................16

3.5.1 Ways of Recalling...............................................................................16


3.6 Sending Additional Information to the Collection Agency..................17

3.6.1 What Information Can Be Sent?.........................................................17

3.6.2 Changes to Business Partner Master Data ..........................................18

3.6.3 Items Cleared By Direct Customer Payment ......................................18

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Release 4.64

3.6.4 Recalling Items .................................................................................. 18

3.6.5 Reversal of Direct Customer Payments ............................................. 18

3.6.6 Recalling Clearing.............................................................................. 18 3.6.7 Direct Customer Payment Returns..................................................... 18

3.6.8 Notification Process ........................................................................... 18

4 Customizing.............................................................................................. 20

5 Events for Submitting Receivables to External Collection Agencies . 21

5.1 Releasing and Submitting Receivables ............................................ 21

5.2 Processing Incoming Information from Collection Agencies............. 21

5.3 Sending Additional Information to Collection Agencies .................... 21

6 New Collection Functions in Release 4.71 ............................................ 22

6.1 New Functions for Submitting Receivables ...................................... 22

6.2 New Functions for Managing Submitted Receivables ...................... 22 6.3 New Functions for Processing Incoming Information........................ 22

6.4 New Functions for Forwarding Additional Information ...................... 22

6.5 New Functions for Recalling Items ................................................... 23

6.6 New Functions for Forwarding Additional Information ...................... 23

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1 Introduction

1.1 Term “Collection”

The process of submitting receivables to external collection agencies includes all company

activities that are required for transferring receivables to third parties for collection.

This includes different types of collections:

You commission an external collection agency to collect all of your (due) receivables.

The collection agency is obliged to handover revenue from the collection to you / the

company that has commissioned the agency (the ordering company). As the ordering

company, you carry the risk of any uncollectable revenue. The sold-to party pays the

collection agency for services rendered.

You sell your receivables to the collection agency. The agency then takes on the risk of

any uncollectable revenue.

Submitting receivables to an external collection agency in contract accounts receivable and

payable includes the following processes:

Selecting items to be submitted

Determining the collection agency

Actually submitting items and different ways of processing them, for example,

recalling items, incoming payment, transferring additional information as a

result of a customer payment

1.2 Availability

This document provides an overview of the current functions as well as the knowledge needed for

implementing these functions.

The complete process was revised and enhanced for releases 4.64 and 4.71. This document refers

to release 4.64. All functions described in the document are available as of 4.64 AOP003. Further

functions available from release 4.71 onwards are listed in chapter 6 New Collection Functions in

Release 4.71.

The functions have been developed as generic FI-CA functions and are, therefore, available in all

industries that use FI-CA.

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Release 4.64

2 Submitting Receivables to External CollectionAgencies: Overview

Receivables can be submitted to collection agencies in a number of steps in contract accounts

receivable and payable. This process is described briefly in the following sections.

2.1 Releasing Items for Submission to Collection Agencies

Before due open items can be submitted to collections in contract accounts receivable and

payable, they must be released.

Caution

Releasing items does not mean physically submitting them. This function only selects themfor the collection order.

In contract accounts receivable and payable, there are a number of ways of releasing due, open

items for collection:

Release in a dunning run

A due, open item must be submitted for collection, for example, after (repeated)

unsuccessful dunning. The item is released by the dunning activity.

Release by write off

A due, open item is simultaneously written off and released for collection.

Release by selecting (due) open items

One or more (due) open items from a contract account or business partner are released for

collection.

You can recall every open item that you have released.

2.2 Submitting Released Items to Collection Agencies

Selected items are read by the system and put forward for submission. You can also select other

items for submission such as all other open items from a business partner that were not released

previously. During submission, the system creates a list or a submission file that stores data on

the open items to be collected and submitted.

2.3 Managing of Submitted Items

Items that have been submitted to an external collection agency can be managed in the system.

There are several management functions for every item that enable you, amongst others, to

submit items, reset items or create a list of collectable items.

2.4 Processing Incoming Information from the Collection Agency

When a collection agency has completed a collection contract, it informs the ordering company

which receivables could be completely or only partially collected. The ordering company is

notified either in writing, verbally or as a file. The system reads the file. To guarantee that the

collected payments can be posted, the system creates a payment lot that can be directly planned.

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Uncollected items can be directly written off. If the agency informs the ordering company of the

payments verbally or in writing, the data must be entered manually in the system.

2.5 Recalling Items

Submitted items can be recalled if, for example, the collection agency has not been able to collect

the open items after a certain period of time. The items can then be resubmitted to another

collection agency. You can also recall items if a customer directly pays the open items.

2.6 Sending Additional Information to Collection Agencies

If the ordering company has new information about the items that is relevant for the collection

agency, this data can be transferred to the agency. Information of this nature includes:

Changes to the business partner master data Submitted items that have been cleared or (partially) paid directly by the customer.

Recalled items

Reversed customer payments for a previously submitted item

When additional information is sent to the collection agency, the system creates an information

file for the agency.

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Release 4.64

3 Process Steps when Handing Over Receivables toExternal Collection Agencies

3.1 Releasing Items

3.1.1 Different Ways of Releasing Items

Collectable receivables can be released by executing the following processes in the system:

An open, due item reaches the dunning level that contains the dunning activity Release

for Collection Agency (function module: FKK_COLL_AGENCY_RELEASE_0350 ).

In the transaction FP03M (Periodic Processing→ For Contract Accounts→ Release to

Connections), you can start a mass run to release open and written off items that have not

yet been released.

In the transaction FP04 ( Account→ Write Off Items), an open, due item can be written off

and released by setting the indicator Release receivables for submission to ext. collection

agency .

In the transaction FP04M (Periodic Processing→ For Contracts→ Charging Off Run),

items in a mass run can be written off and released for submission to an external

collection agency.

In the transaction FP03E ( Account→ Release Items to Collections), items can be

manually released for submission to a collection agency.

3.1.2 Mapping in the System

Released open items are updated in the database table for collection items DFKKCOLL. All

receivables that have been submitted, and that are to be submitted, are managed in this table. A

data record is created for each collection item. Every collection item has the collection status 01

Released when it is released. The collection status is stored in the table DFKKCOLL and enables

you to check, at any time, the current status of the open items in the collection process.

Note

An item in the collection process can have the following collection statuses. The status is set

automatically by system:

01: Receivable released for submission 02: Receivable submitted

03: Receivable paid

04: Receivable partially paid

05: Submission of receivable reversed

06: Submission of receivable failed

07: Receivable partially paid and submission of outstanding receivable reversed

08: Receivable partially paid and partially uncollectable

09: Receivable recalled

10: Receivable paid directly by customer

11: Receivable partially paid directly by customer

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12: Receivable cleared

13: Receivable partially cleared

You can also define individual statuses (see the IMG activity Define Status of Receivables forSubmission).

When an open item is released, the system enters a collection item number (CIN) in the open item

table DFKKOP. You can see this number in the document display and account balance display

once you have made the corresponding settings in Customizing.

Note

You can display released open items and open items that have not yet been released, as well as

processed collection items in the transaction FP03E . However, you can only release or recall

items in this transaction.

You can display an overview of all released, submitted or paid/cleared items in the transactionFP03 ( Account→ Submit to Collections). You can process all items displayed here (see section

3.3 Management of Submitted Items).

3.1.3 Which Items Can Be Released?

The following items can be released for external collection agencies:

Receivables

Credit

Statistical items (not installment plan items)

Written off items

New as of 4.64:

As of Release 4.64, it is possible to submit customer credit for collection. For example, a

customer’s open items that were already transferred to the collection agency can be cleared with

credit.

When you write off items, you can release them for collection at the same time. To do this, you

must set the indicator Release receivables for submission to ext. collection agency during write

off. You can either add all released, written-off items to the selected items (with written off ) later

during the submission, or directly select and submit individual written-off and released items.

You can still release written-off items for collection later in a mass release run.

3.1.4 Determining the Collection Agency

Caution

In Customizing, you must define all collection agencies that you want to submit items to asexternal collection agencies (see Chapter 4 Customizing ). Before you do this, you mustcreate every collection agency as a business partner with an accompanying contract accountin the system. (This is necessary so that the processing charges for the collection agencycan be posted at a later date).

To ensure that the system can automatically determine the collection agency that receives items,

you must program an installation-specific function module and save it in event 5060. Enter this

function module in Customizing under Contract Accounting→ Define Customer Specific

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Release 4.64

Function Modules (see documentation on the sample function module FKK_SAMPLE_5060 ). The

event 5060 must be defined in the system.

In this function module, you must save rules that determine which collection agency receives adue open item. You can determine the collection agency in event 5060 using different criteria

such as:

Total amount of business partner items to be released.

Business partner type (private /business customer)

Business partner address (postal code)

Example

You want to ensure that items belonging to business partners whose last names start with the

letters A – K are sent to collection agency A, and that items belonging to business partners whose

names start with L-Z are sent to collection agency B.Or :

Items belonging to business partners from the postal code area X are sent to collection agency A

and business partners from area Y are sent to collection agency B.

If you want to use an external system to determine the collection agency, you can also implement

this in event 5060.

Note

You can also explicitly specify the collection agency during submission. This overrides the rules

saved in event 5060.

3.1.5 Recalling a Release

You can recall every item that has been released for collection in transaction FP03.

3.2 Submitting Items

3.2.1 Submission Possibilities

Once you have released items, you can select the ones you want to submit for collection either in

the periodic submission run in the transaction FP03D (in the SAP menu under Periodic

Processing → Data for Externals→ External Collection Agencies→ Submit Receivables), or

directly using report RFKKCOL2 .


During submission, the following data is entered in the data records of the collection item table

DFKKCOLL.

The submission date

The collection status 02: Receivable submitted

The submission amount. This can differ from the amount that was released, for example,

if a customer has made a partial payment in the meantime.

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The system creates a payment block, dunning block and different payer for the open item table

DFFKKOP if this is necessary and if the corresponding settings have been made in Customizing

(posting area 1054, see chapter 4 Customizing ).

3.2.3 Which Items Can Be Submitted?

New in 4.64:

During the submission of a due, open item for collection, you can also submit additional open

items from the business partner or contract account.

If you set the indicator submit additional items during submission, the function module

FKK_SAMPLE_5069 (submit additional documents to collection agency ) is processed. As a

result, all business partner open items are also submitted. However, you can define, for example,

that only due, open items from the business partner or contract account are submitted. To do this,

program an installation-specific function module based on the sample function moduleFKK_SAMPLE_5069 and enter it in event 5069 in Customizing under Contract Accounting→

Program Enhancements→ Define Customer-Specific Function modules.

Statistical items can be submitted for collection. To do this, you must set the indicator with

statistical during submission. In the sample function module FKK_SAMPLE_5059, only statistical

items with the statistical ID G (other statistical receivables such as charges and interest) and P

(budget billing plan items) can be submitted.

Caution

Installment plan items cannot be submitted for collection. In order to release receivablesincluded in an installment plan, you must first of all deactivate the installment plan. You can

then release open original receivables.You can submit written-off items for collection by setting the flag with written-off . However, you

must have set the flag Release receivables for submission to coll. agency during write off and, as

a result, released the items for collection. You can also submit written-off items for collection if

you released them in a mass release run.

3.2.4 Determining the Collection Agency

If you set the flag Submit additional items during submission, event 5060 determines a collection

agency that can receive the additional items –as described in the release process (see section 3.1.4

Determining the Collection Agency). You can let the system determine the collection agency, or

you can choose it yourself during submission. If you do this, your selection also overrides the

collection agency determined by event 5060 during release.

3.2.5 Physical Submission of Items

Report RFKKCOL2 creates a submission file for each collection agency that receives items. This

file is transferred to the collection agency. You can add information to the header, items and

footer of the collection file using events 5062, 5063 and 5064.

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Release 4.64

Mass run: Release(FP03M)

Mass run: Release(FP03M)

Dunning activity

(Event 0350)(FKK_COLL_AGENCY_RELEASE_0350)

Dunning activity(Event 0350)

(FKK_COLL_AGENCY_RELEASE_0350)

Mass run: Write off (FP04M)

Mass run: Write off (FP04M)

Write off (FP04)

Write off (FP04)

Manual release(FP03E)

Manual release(FP03E)

DFKKCOLL(Table of

collection items)

FP03(Process submission)

FP03D/FP03DM(Submit)

Collection

Agency

Soft&EasyPos. 1 Charlton

Pos. 2 Banks

Pos. 3 Robson

Pos. 4 Hurst

Pos. 5 Moore

Pos. 6 St iles

Total amount:

EUR 1,205,488,--

Status: Released

Collection

file

Figure 1: Releasing and Submitting Items to a Collection Agency

3.3 Managing Submitted Items

You can manage all receivables that have been released and submitted for collection in

transaction FP03 (in the SAP Menu under Account→ Process Duties for Collection). The

following functions are available:

You can change the submission status of a receivable. The system creates a change

document is created for this process. You can find a list of all possible submission

statuses in Chapter 3.1 Releasing Items under section 3.1.2 Mapping in the System.

Caution

If you manually change the collection status of a collection item, this does nottrigger any other system activity. The function enables you to make manualchanges if they are required. Note that data inconsistencies can occur aftermanual changes if subsequent activities are not executed.

You can record a reference for a submitted item You can set the flag Vkt (Items sold to collection agency ) for every item.

Caution

If you set the flag Vkt (Items sold to collection agency ), this does not trigger anyother system activity. The flag is saved for information purposes in the collectionitem file. When you evaluate the file, you can select items based on this flag. Ifyou sell a business partner’s open items to a collection agency, you should writeoff these items.

You can submit released items.

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You can recall submitted items.

You can create a list of collection items (print preview). You can also do this with report

RFKKCOL3. You can view the changes made to collection items by displaying the change documents.

To do this, select Extras→ Change Documents.

Caution

Items submitted for collection cannot be transferred.

3.4 Processing Information from the Collection Agency

3.4.1 Collection Agency Files

A collection agency has concluded its collection order. The agency sends a file to the ordering

company that contains information on receivables that were collected, and which were only

partially, or not at all collected.

The following information is contained in the collection agency file:

Collected and uncollected payments

Interest and charges that you pass on to your customers

Processing charges that the collection agency charge you

3.4.2 Processing Incoming Data and Postings

3.4.2.1 Entering the Collection Agency File

In the SAP menu select Periodic Processing → Transfer Data→ Read Collection Agency File(transaction FP03F ). Report RFKKCOPM reads the collection agency file. If the file contains

interest and charges, they are posted as interest and charges receivables, and passed on to the

customer. You can change the specifications required for posting by selecting the button Data for

posting interest and charge requests (see also IMG activity Define Specifications for Collection

Agency Charges in Chapter 4 Customizing ).

To guarantee that the collected payments are posted, the report creates a payment lot that can be

started directly or planned as a job.

You can directly write off uncollectable items. To do this, select the button Write Off Parameters,

set the indicator Write Off Item Directly , and enter specifications for posting. The system

automatically writes off items that are confirmed as uncollected in the collection agency file.

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Release 4.64

(1) Interest

(2) Charges.

3,00

2,00

Contract account 1

(3) Payment - 50,00

- 3,00

- 2,00

Bank clearing

55,00

Example: A business partner pays 50,00 EUR plus 3,00 EUR interest and 2,00 EUR charges

VKONT BETRZ NINBK BETRI BETRC ...

VK1 50,00 3,00 2,00

FI-CA: General ledger:

Receivables

55,00

Items in thecollection agency

file

Figure 2: Collection Agency Payments – Postings

Receivable 50,00

The file must have the following structure for report RFKKCOPM :

A collection agency file header (structure FKKCOLLH, record type 1)

Any number of items (structure FKKCOLLP, record type 2)

A collection agency file footer (structure FKKCOLLT, record type 9)

The report creates a file with the following payment lot information:

A payment lot header (structure BFKKZK) that can be enhanced in event 5066)

Any number of items (structure BFKKZP), additional selections (structure BFKKZS),

enhancements of the note to payee (structure BFKKZV). These can all be enhanced in

event 5067

3.4.2.2 Collection Agency Charges

As the ordering company, you pay charges to the collection agency for every data record in the

collection agency file (a fixed amount or percentage). The system can automatically set these

charges as payable postings, which are then paid via the payment run. To do this, select the button

Data for Posting Collection Agency Charges and set the flag Post Collection Agency Charges.

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FI-CA:

Collection agency’s contract account

Payable for

coll. agency

services

General ledger:

Expense Payable

7,00Coll. Exp. Coll. charges 7,00

Figure 3: Posting the Collection Processing Charges

7,00

3.4.2.3 Written or Verbal Notification

If a collection agency has to transfer information in writing or verbally, you must enter payments,

interest and charge receivables manually.

In transaction FPAVI (Payment Advice Note from Collection Agency ), you can also create a payment advice note. To do this, go to the SAP menu and select Payments → Process Payment

Advice Notes → From Collection Agency . You must create the payment advice note using a

corresponding payment advice note number that the collection agency can refer to when making

payments. When the payment is entered in the system, the payment lot uses the payment advice

note number to select the items to be cleared.


New as of 4.64:

In the collection item table DFKKCOLL, the fields Payment amount (BETRZ), Uncollectable

amount (NINKB) and Submission status (AGSTA) are updated using the function module(FKK_COLL_AGENCY_PAYMENT ) processed in event 0020.

The following submission statuses are included:

03: Receivable paid

04: Receivable partially paid

06: Submission of receivable paid

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Release 4.64

Note

When a submitted item is (partially) cleared by a customer payment or in the course of accountmaintenance, event 0020 updates the submission status in table DFKKCOLL with the following

values:

10: Receivable paid directly by customer

11: Receivable partially paid directly by customer

12: Receivable cleared

13: Receivable partially cleared

3.4.4 Allocating Incoming Payments to Open Items

If the collection agency file contains collected payments, these must be allocated to the submitted

open items. The payments are allocated using a document number, or clearing control if the

document number is not available.

If payments from the collection agency are transferred verbally, or in writing, you can post a

payment advice note using transaction FPAVI (see also section 3.4.2 Processing the File and

Postings). In this case, the payments are allocated via the payment advice note number.

New as of 4.64:

The document type ‘collection agency payment’ is stored in the posting area 1054 (see Chapter 4.

Customizing ). This function identifies the origin of an incoming payment. An open item

submitted for collection can be paid by the collection agency or directly by the customer. The

status in the table DFKKCOLL must also be changed depending on which party (partially) clears

the open item (either status 03/04 Receivable paid/partially paid, or status 10/11: Receivable paid

directly by customer/partially paid ).

If the collection agency pays, the system chooses the document type ‘collection agency payment’

from the payment lot in the collection agency file. This is the document type you saved in

Customizing. This enables you to differentiate between incoming payments.

Caution

When a collection agency makes a payment, the document type from posting area 1054must be entered in the payment lot that is posted from the incoming collection agency file.This document type must not be entered in another payment lot

3.5 Recalling Items

Items that have already been submitted to a collection agency can be recalled and submitted to

another collection agency.

3.5.1 Ways of Recalling

Items can be recalled in the following ways:

Automatically in a dunning run: Dunning activity with the function module Recall

receivables from collection agency (FKK_RECALL_FROM_AGENCY_0350 ).

In all release processes

Manually in transaction FP03 (Edit Submission to Collection Agency)

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If you want items in a dunning run to be recalled automatically, go to Customizing and select

Financial Accounting → Contract Accounting → Business Transactions→ Dunning Notices →

Configure Dunning Activities. Here, you must define a corresponding dunning activity and enterthe function module FKK_RECALL_FROM_AGENCY_0350 . The function module is processed in

the dunning run and recalls items when this dunning level is reached. The module determines the

items for recall and gives them the submission status 09: Receivable recalled . Event 5065 is

processed in the module FKK_RECALL_FROM_AGENCY_0350. It is here that you implement

the rules for the recall and, if necessary, for submission to another agency.

Caution

If you want to recall submitted items using the dunning run, you must not enter a dunning block

when you submit the items (posting area 1054, see Chapter 4. Customizing ).

The function module FKK_RELEASE_FOR_COLLECT_AGENCY (Release for submission to

collection agency) runs in all processes that release receivables, including release via write off.Event 5065 is processed in this module. If you program a corresponding function module and

allocate it to event 5065 in Customizing under Financial Accounting → Contract Accounting →

Program Enhancements → Define Customer-Specific Function Modules, you can implement the

criteria for recalling items and submitting them to another collection agency in all release

processes.


The following data in table DFKKCOLL changes when an item is recalled:

The item is given submission status 09: Receivable recalled .

The system allocates a recall reason (in posting area 1058, see also IMG activity

Specifications for transferring information to collection agencies in Chapter 4.

Customizing ). This reason is used when items are automatically recalled (event 5065).

The system determines a recall date.

3.6 Sending Additional Information to the Collection Agency

New as of 4.64:

In certain cases, you must provide the collection agency with additional information. You can do

this directly using the system.

3.6.1 What Information Can Be Sent?Posting area 1059 defines the of information you can send to the collection agency (see IMG

activity, Specifications for Transferring Information to Collection Agencies in Chapter 4.

Customizing ). You can define the following types of information for transfer:

Changes to business partner master data

Items cleared by direct customer payment

Recalled items

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Release 4.64

3.6.2 Changes to Business Partner Master Data

If changes have been made to the master data of a business partner whose open items have

already been sent to a collection agency, you can transfer these changes to the agency.

Example

A customer moves, or provides new bank details.

Transaction FFP2 (Change Contract Partner) calls the function module Select BP changes for

sending info. to collection agencies (FKK_GET_DATA_FOR_COLL_AGENCY ). This module

selects the changed business partner and makes it available for transfer to the collection agency.

In the posting area 1059, you can switch on/off the function that makes the changes available for

the table DFKKCOLL_CH .

3.6.3 Items Cleared By Direct Customer Payment

Example

A customer (partially) pays a submitted item. The incoming payment does not contain the

document type ‘collection agency payment’, as a result, the item receives status 10/11:

Receivable paid directly by customer/partially paid in the table DFKKCOLL (see section 2.4.4

Allocating Incoming Payments to Open Items).

Since the item was paid directly by the customer, you must inform the collection agency.

Caution

You must also report items that have been cleared as a result of account maintenance.

3.6.4 Recalling Items

You have recalled a submitted item and must report this to the collection agency.

3.6.5 Reversal of Direct Customer Payments

You have reversed a direct customer payment for an item that was previously submitted. The item

is now open again and receives the status 02: Receivable submitted .

3.6.6 Recalling Clearing

After a direct customer payment, you have (partially) recalled the clearing for a previously

released item. The item is now open again and receives the status 02: Receivable submitted .

3.6.7 Direct Customer Payment Returns

A direct customer payment for a previously submitted item resulted in a return. The item is now

open again and receives the status 02: Receivable submitted .

3.6.8 Notification Process

To report changes to information, you must create an information file for the collection agency in

a mass run in the transaction FPCI . Here, you can select the tab page Additional proration and set

the flag Reverse customer payments. This enables you to notify the collection agency of the

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reversal of a direct customer payment, a clearing reversal or the return of a direct customer

payment.

In the case of a payment reversal, a clearing reversal or a return, the items in question are giventhe status 02: Receivable submitted . If you have already reported a customer payment to the

collection agency, you can use an information file to inform the agency that an item is now

resubmitted.

Caution

If you set the indicator Clearing as the information type in the transaction FPCI (Informationto Collection Agency), this indicator contains all possible clearing reasons such as clearingby account maintenance or direct customer payment.

Note

If you want to send the information to the collection agency by post or fax, you can create and print a list of collection items in the transaction FP03 using the print preview button (see also

section 3.3 Managing Submitted Items).

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5 Events for Submitting Receivables to ExternalCollection Agencies

5.1 Releasing and Submitting Receivables

5059 External Collection Agency: Determine Agency

5060 Determine agency

5062 External Collection Agency: Field Supplement (Body)

5063 External Collection Agency: Field Supplement (Body)

5064 External Collection Agency: Field Supplement (Footer)

5065 Recall items

5069 Submit additional documents to collection agency

5.2 Processing Incoming Information from Collection Agencies

5066 Read Collection Agency File : Field Supplement (Header)

5067 Read Collection Agency File: Field Supplement (Items)

5068 Read Collection Agency File: Coll. Agency Charges

5.3 Sending Additional Information to Collection Agencies5051 Supplement Collection Agency File (Header)

5052 Supplement Agency File (Items)

5053 Supplement Agency File (Footer)

1799 Mass Activity: Event after Very Last Interval

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Release 4.64

6 New Collection Functions in Release 4.71

6.1 New Functions for Submitting Receivables

As of Release 4.71, you have another possibility for submitting items for collection. You can now

use transaction FP03DM for submitting in mass runs.

The system can also create a payment form during submission that simplifies the allocation of

payments to items (see section 6.3 New Functions for Processing Incoming Information).

6.2 New Functions for Managing Submitted Receivables

As of Release 4.71, you can call up the history of a collection item, using transaction FP03H(Collection Item History ). You can display the history of every collection item that is updated in

table DFKKCOLLH . To do this, select, Goto→ Display History . Every item activity (release,

submit, recall, resubmit, clear and so on) is recorded here. Transaction FP03H executes the report

RFKKCOL4 which calls up the history.

As of Release 4.71, you can use the transaction FP03L ( Accounting → Contract Accounts

Receivable → Periodic Processing → Data for Externals → External Collection Agencies → List

of Collection Items) to call up a list of collection items.

6.3 New Functions for Processing Incoming Information

In 4.71, the system can not only process a payment lot, but also an incoming check lot or credit

card lot from the collection agency.

When payments are entered, the collection agency confirms the payment form number that was

created during submission.

If the incoming file from collection agency contains collected payments, they can be allocated to

the accompanying open items using the payment form number confirmed by the collection

agency.

6.4 New Functions for Forwarding Additional Information

In 4.71, you can forward more information to the collection agency. In addition to the information

that can be forwarded at present (master data changes, clearing by direct customer payment and

recalling submitted items), you can select the following options from posting area 1059:

Reversal of direct customer payments

Recalling clearing

Returns of direct customer payments

In transaction FPCI , you can forward this information by setting the indicator Reversal of

Customer Payments.

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58,000014711

116,000014712

58,000024711

AmountINKPSDoc.

SubmissionSubmission

RFKKCOL2RFKKCOL2

Payment form 2346

Payment form 2345

Submission

file

Payment reference

Collection agency

file

PaymentPayment lotlot

RFKKCOPMRFKKCOPM

BETRWOPBEL

BETRWVKONT

BETRWGPART

BETRWVKONTGPART

BETRWINKPSOPBELBETRWNRZAS

Selection category for the

payment lot

Coll. agency

Payment form 2347

Bel.Nr. Pos Betrag

4711 1 58,00

4711 2 58,00

4712 1 116,00

Figure 4: Payment Reference for Incoming Collection Agency Payments

6.5 New Functions for Recalling Items

As of 4.71, you can use the report RFKKCOLR (Recall Receivables from Collection Agency) to

recall submitted items. There is also transaction for recalling items (FP03U ).

6.6 New Functions for Forwarding Additional Information

As of Release 4.71, you can remove certain clearing reasons from additional information such as

information on returns, on recalling item clearing and the reversal of direct customer payments. If

these reasons occur, the information is not forwarded to the collection agency.

Submit to Coll_Agency

Documents

Transcript of Submit to Coll_Agency