sap fica

SAP Contract Accounts Receivables and Payables (FI-CA)

Product Management,

GBU Financials, SAP AG

SAP AG 2002, Title of Presentation, Speaker Name 2

What is Financial supply Chain Management (FSCM)? FSCM in General SAP’s FSCM

FSCM Business Processes

FSCM Business Benefits

SAP FI-CA

Market Requirements & Motivation

Overview of Contract Accounts (FI-CA)

Master Data

Key Functions in Business Transactions

Integration

Technical Highlights & Outlook

Summary and Road Map

Content





SAP FI-CA



Master Data


Integration



Content


Source:Killen&Associates, Inc., 2001

Order

Delivery

Invoice

Payment

1960s

4 - 7 days

14 - 21 days

4 - 7 days

45 - 60 days

2000

Today

Next day

Same day

45 - 60 days

Transsaction Processing Time in the New Economy


“Financial Supply Chain parallels the physical or materials supply chain and represents all transaction activities related to the flow of cash from the customer’s initial order through reconciliation and payment to the seller.” (Killen & Associates, Inc., 2000)

“

”“The Financial Value Chain (is) a range of B-to-B trade-related intra- and inter-company financial transaction-based functions and processes. They begin before buyers and suppliers establish contact and proceed beyond the settlement process.”

(Aberdeen Group, 2001)

“

”

Financial Supply Chain Management – Definition


The logistical supply chain has been optimized

Financial processes have not been affected by this optimization

Considerable potential for optimization

Simultaneous engineering, precise timing of deliveries (Just in Time)

For example:

Payment, Invoice Processing

For example:

Financial Supply Chain Management – Definition


Do you have... High DSO (Days Sales Outstanding) High number of paper invoices High cost of invoicing and reconciliation (resources, time, etc.) High percentage of disputed invoices High number of days to reconcile a disputed invoice Large amount of uncollectible receivables Processes and systems not integrated with business partners Difficulty in predicting cash flow

Please

Investigate!

Is Your Financial Supply Chain inefficient?


Financing period

time

Receivable Payment

Financing period

Offer new products and services to customers

New Revenue Opportunities

*Source: www.cfo.com

Currently, there is no clarity in the interaction between buyers and sellers at the accounts receivable/payable level. Sellers finance their buyers about 90 percent of the time.*

There is considerable potential for optimization for all business partners.

There is plenty of room for improvements that will benefit both sides.

FSCM is the way to improve interaction with business partners.

Business Drivers for FSCM


A typical $1 billion company can save more than $7 million annually

Reduce working capital and float

Through process efficiencies, automated reconciliation, and streamlined dispute management, sell-side firms can eliminate 75% of supply chain transaction costs

Improve billing and payment processes

Efficient FSCM reduces the likelihood of cash flow surprises and maximizes returns on cash

Make more accurate cash management forecasts

Source: Killen & Associates, 2001

And why is it important?





SAP FI-CA



Master Data


Integration



Content


Fu

lfillmen

t

Qu

alify

Fin

ance

Price

Assu

re

Invo

ice

Review

Disp

ute

Pay

An

alyze

Source: AberdeenGroup, 2001

Financial Trade Enabling

Trade Settlement

Cash Management Analysis

FSCM


Qu

alify

Supplier Selection

Buyer Selection

Business Risk Analyses

Rating

Supplier Selection

Buyer Selection

Business Risk Analyses

Rating

Fin

ance

Trade Credit Factoring Leasing Letter of Credit Credit

Management

Trade Credit Factoring Leasing Letter of Credit Credit

Management

Price

Term Negotiations

Payment Terms

Pricing Engine Dynamic

auction

Term Negotiations

Payment Terms

Pricing Engine Dynamic

auction

Assu

re

Payment Guarantee

Escrow Services

Credit Insurance

Hedging

Payment Guarantee

Escrow Services

Credit Insurance

Hedging

FSCM: Trade Enablement


Invoice creation

Invoice storage

Invoice presentment

Invoice creation

Invoice storage

Invoice presentment

Invo

ice Invoice

verification Invoice storage Invoice posting Authorization

and Workflow

Invoice verification

Invoice storage Invoice posting Authorization

and Workflow

Review

Dispute case Reason code

and status Process data

and documents Notes and action

log

Dispute case Reason code

and status Process data

and documents Notes and action

log

Disp

ute

Remittance (on-line payment engine)

Reconciliation Fund transfer XML payments Cash mgmt

Remittance (on-line payment engine)

Reconciliation Fund transfer XML payments Cash mgmt

Pay

A

nalyze

Cash flow forecasting

Cash mgmt optimization

Credit exposure reports

Business analytics

Cash flow forecasting

Cash mgmt optimization

Credit exposure reports

Business analytics

FSCM: Trade Settlement





SAP FI-CA



Master Data


Integration



Content


SAP’s Financial Supply Chain Management

supports, enhances, and optimizes both existing and innovative

business processes. It does this by optimizing cash flows and

supporting the exchange of information within a company and

between business partners to ensure efficient use of working capital.

Financial Supply Chain Management enhances and integrates

existing and new mySAP solutions.

FSCM Definition


R/3

4.6c

SAP Enterprise

Core

..........D&BD&B

Open interfaces

Third-party applications

Op

en in

terfaces

Th

ird-p

arty services

Reuters

Orbian

Identrus

.....

DisputeMgt

BillerDirect

CreditMgt

Treasury &Risk

In-HouseCash

BillerConsolidator

Financial Supply Chain Management

FSCM Overview





SAP FI-CA



Master Data


Integration



Content


Enterprise Application Interface

mySAPCRM

& mySAP

SCM&

mySAPSRM

R/3 Enterprise R/3 4.6c Industry Solutions

FSCM

ANAL y TICS

SAP Inh. Cash

SAP Biller Direct

SAP Biller Consolidator

SAP Cash and Liquidity Management

SAP Credit Management

SAP Dispute Management

Fu

lfillme

nt

Qu

alify

Fin

an

ce

Pric

e

As

su

re

Inv

oic

e

Re

vie

w

Dis

pu

te

Pa

y

An

aly

ze

SAP FSCM – Logical Component View

SAP Treasury and Risk Management





SAP FI-CA



Master Data


Integration



Content


Lower financing rates on required working capital

Optimize the existing financial processes of the ERP system

Reduce working capital requirement

Gain Financial Supply Chain visibility that spans all trading partners

Make accurate cash forecasts

Eliminate expensive, non-productive float

Fast ROI of FSCM implementations

FSCM Benefits and ROI


Reduce billing costs

Reduce days sales outstanding (DSO)

Improve payment processing

Improve exception handling

Provide collaboration across business partners including logistics and financial partners

Track financial documents from order entry through reconciliation

Reduce overall transaction costs

SAP In-House cash reduces payment costs ($3,5 million at Statoil)

FSCM Benefits and ROI





SAP FI-CA



Master Data


Integration



Content


Market Requirements and Motivation (I)

Industries with a large customer base and a correspondingly high volume of documents to post (such as insurance or telecommunications companies) are looking for an accounts receivable and payable component that can manage and process all business transactions within defined time restrictions.

With the focus on the integration of industry-specific processes and system architecture, system functions that will support seamless integration of customer-specific processes and data are required.

Accounting components must address the new requirements for system openness, flexibility, and customer orientation.


Market Requirements and Motivation (II)

To meet the market requirements for a sustainable, flexible, and powerful accounts receivable and payable component, the following basic aspects have to be considered in today's system development:

Mass data processing Reduction of memory space for storing open and cleared items Performance of data change functions Performance of retrieval functions Fast data input Acceleration of all critical activities such as posting, payments, and returns processing Automation of all transactions as far as possible

Flexibility and system openness Flexible input format Business process enhancements and seamless integration of customer-specific data

without modification Separation of user interface, checks, data storage





SAP FI-CA



Master Data


Integration



Content


Overview of FI-CA (I)

Financial Contract Accounts and Receivable SAP FI-CA is the response to market requirements for receivables

management for mass data processing industries and for high system integration.

FI-CA covers all standard accounts receivable and payable functions. Although FI-CA provides new functions, process enhancements for account receivable management, and a high degree of flexibility in functions, it does not replace the SAP classical application FI-AR.

FI-CA represents an alternative subledger for industries with Large volume of documents to process Large volume of business partners Industry- or customer-specific business processes that need to be

seamlessly integrated into the customers' system architecture


Overview of FI-CA (II)

Availability of FI-CA Previously, FI-CA was only available in the following SAP industry

solutions: IS-Telecommunications IS-Utilities IS-Media IS-Public Sector IS-Insurance

The component was not available for customers outside of these industries.

Now FI-CA is also available as an industry-neutral version (availability: Q3 2002)





SAP FI-CA



Master Data


Integration



Content


Master Data (Overview)

Business Partner

Contract Account


SAP Business Partner (I)

Purpose A business partner is a natural person, organization, group of natural

persons, or group of organizations in which a company has a business interest.

The SAP Business Partner manages the cross-application master data, such as names, addresses, and bank details centrally.

The Business Partner acts as a central anchor for SAP components, industry solutions, customer developments, and so on.

Specific Features Role concept

A business partner can have several roles at one time Roles are determined by role categories, for example, ordering party,

prospective customer, payer, or payee In FI-CA, the business partner acts in the role of the

SAP_FI_CA_Business_Partner


SAP Business Partner (II)

Relationship A business partner can have several relationships with other business

partners Relationships are determined by relationship categories, for example,

subsidiary of, contact person for, marriage to

Address management Multiple addresses can be assigned to one business partner; the

addresses are categorized with respect to usage type, for example, delivery address, mailing address

Business partners' addresses are stored in the Central Address Management module


SAP Business Partner (III)

Technical design and infrastructure Designed to integrate all partner solutions that currently exist in the SAP

System and to utilize technical benefits such as data integrity and freedom from redundancy

Separation of user interfaces, checks, and data storage using function modules

Seamless integration of any number of applications without modifications, even in distributed development environments

Application-specific business partner data (function modules, tables) remains the responsibility of the various applications - existing tables, for example, KNA1, do not have to be replaced

Business Data Toolset (BDT) Central control tool for maintaining master data and simple transaction

data Provides generic services for consistently recurring requirements Used at SAP for maintaining several application objects Using the BDT, customer-specific business partner enhancements can be

created simply without modification


Contract Account (I)

Purpose Object for which open item accounting takes place Contains all application-specific business partner data

Specific Features Master data structure

Master data is structured according to the business processes that depend on the contract account- Incoming and outgoing payments- Dunning - Correspondence

Link between contract account and business partner At least one business partner has to be assigned to a contract account Several contract accounts can be assigned to one business partner

Assignment to company code Contract account is assigned to one single company code which is responsible for

payment and processing


Contract Account (II)

Planned changes function A change to a contract account can be entered with the date from which the

changes are to be effective

Customer-specific enhancements Enhancements can be realized using the Business Data Toolset (BDT)





SAP FI-CA



Master Data


Integration



Content



Key Functions in FI-CA SAP FI-CA covers all standard accounts receivable and payable

functions. In addition, critical business transactions for mass data processing

have been improved and new functions have been implemented. The following section gives a brief summary of the most important

new and enhanced functions in comparison to the traditional SAP FI-AR.


Key Functions in Business Transactions (Overview)

Posting and Documents

Payments

Returns

Dunning

Installment Plans

Deferral

Write-Offs

Submission to External Collection Agencies


Documents and Posting (I)

Document Represents a business transaction that results in the update in

subledger and general ledger accounting The business view of a document shows

Document header Document items relevant for subledger accounting (open item) Document items relevant for general ledger accounting

Specific Features Posting

Documents are automatically imported from an operational SAP or non- SAP System

Documents can be entered and posted manually


Documents and Posting (II)

Cross-date posting Documents can be posted for several dates. (Receivables with recurring

dates, such as instalment plans)

Cross-company code posting The company code is recorded separately for each line item, and not in

the document header. This enables the user to enter items for several company codes in one

document, so that a cross-company code document can be posted.

Statistical items Reflect a receivable or payable in the contract account that should initially

not be visible in the general ledger Do not contribute to the balance of the document Do not result in an update in the general ledger Used, for example, for:

Deduction and down payment requests Statistical outstanding charges Installment plans


Documents and Posting (III)

Mass changesThe following data can be changed for several line items at once

Payment data Dunning data Due date data Locks


Payments (I)

Purpose To create and process incoming payments

Specific Features

Payment lots Groups of payments that are to be processed together Lots are created by entering the data from incoming checks or bank

transfers, either manually or using programs for fast input. Using an extensive assignment algorithm (clearing control), the system

processes the payment lots and assigns the payment to the related open item.

Overpayments can be posted as payments on account; underpayments are posted as partial payments.


Payments (II)

Clarification account Payments requiring clarification are posted to separate interim accounts

and must be processed manually. A repayment can be initiated for payments which cannot be assigned to

an open item.

Payment program Enables the creation of outgoing and incoming payments Determines the open items to be paid according to the selection criteria

entered for the payment run, and according to the due date of the open items

Selects the payment methods and the appropriate bank Posts the payment document and clears the open items or creates

payment orders. Posting and clearing take place as soon as the order is confirmed with the bank statement.

Provides the data for the payment media Will be processed in parallel processes to reduce the overall runtime.


Returns (I)

Purpose To process bank returns that may occur as part of collection

procedures, check deposits, or outgoing payments

Specific Functions in FI-CA Automatic returns processing

Returns are processed automatically - original receivables or payables are reopened. Alternatively, new receivables can be posted.

Generation of any further postings that are necessary due to taxes or charges

Automatic start of follow-up activities

Charging of bank fees Bank fees and any additional charges can be charged to business

partners Charges can be posted either statistically or to the general ledger


Returns (II)

Follow-up activities Changes in the item Changes in the contract account Setting a deferral date, a dunning lock, or payment lock for the reopened

receivables Correspondence for the business partner

Activities can be defined dependent on Return reason Creditworthiness Tolerance group Number of returns

Return history All relevant data is recorded in a return history Referred to when determining creditworthiness


Dunning (I)

Purpose To remind business partners that their payables are overdue and to

request payment

Specific Features in FI-CA Dunning activities

Assignment of any number of dunning activities to the various dunning level, for example, - Printing a dunning notice - Termination of a contract - Activating a lock

Dunning charges Option of calculating dunning charges using an extensive charges

procedure The calculation rules can be specified dependent on currency and

creditworthiness. The charges and interest can be posted either statistically or to the

general ledger.


Dunning history Dunning-relevant data for each item is recorded in a dunning history. No dunning information is stored in the item. The dunning history is referred to when determining the dunning level of

an item. The dunning history can be used at any time to provide information about

the individual dunning activities.

Dunning run reversal A dunning run can be reversed completely. The system reverses either the whole run or the items that were not

successfully posted and notes the relevant entries as being reversed in the dunning history.

Additionally, the system determines and resets the charges and interest posted during the dunning activity run and resets the creditworthiness for the customer in question.

Dunning (II)


Dunning (III)

Dunning run for installment plans Alternative dunning run can be processed for instalment plans Automatic deactivation of an instalment plan when a certain dunning level

is reached can be specified

Parallelization Parallel processes are used to achieve the best possible performance


Deferral

Purpose To defer payment for business partners who cannot keep up their

payment obligations

Specific Features in FI-CA Deferral date

The deferral date is noted in the open item in addition to the due date. No dunning notices are sent and no payments are collected during the

agreed deferral period. Once the deferral date has passed without payment being made, the open

item is dunned with the original due date and bank collection is executed again.

Deferral history Deferral history is kept in the document


Installment Plan (I)

Purpose To arrange payment by installments for business partners who cannot keep up

their payment obligations

Specific Functions Structure

The installment plan divides source items into several installment receivables that have a due date in the future.

The installments are posted statistically in FI-CA and are cleared when payments are made. With every installment cleared, an corresponding part of the original receivables is cleared as well.

The individual installment is included in the dunning and payment run.

Installment plan set up Individual installments and their due dates are specified in the installment plan. Charges can be levied for an installment plan. The document number of the installment plan is recorded in the original receivables,

which ensures that there is a link between the original receivable and the installment plan.


Installment Plan (II)

Interest calculation Interest can be calculated on the installment plan.

Instalment plan processing Installments plan can be changed manually. Due dates and the amount of installments can be changed. New installments can be added to an active installment plan. The sum of the instalments in an installment plan must always be equal to

the sum of the original receivables entered in the installment plan.


Installment Plan (III)

Deactivating an instalment plan The instalment plan can be deactivated manually. The original receivable becomes active again and the link between the

original receivable and the installment plan is deleted. A deactivated instalment plan cannot be reactivated, and no further

payments can be assigned to the installment plan.

Instalment plan history The history is updated automatically for every installment plan. Can be used to determine the source items on which an installment plan

is based


Write-Off (I)

Purpose To write off open receivables and credits of a business partner

because receivables cannot be collected or payables cannot be disbursed

Specific Functions Automatic posting

Written off line items are cleared and a write-off document is posted to the the gain or loss accounts defined in Customizing.

Additionally, rules that specify how the tax adjustment should be made are defined in Customizing

Check rules Check rules determine whether and which open items can be written off. The rules are defined with the help of a function module and allow the

implementation of customer-specific requirements.


Write-Off (II)

Reverse write-off Write-off documents can be reversed, meaning that the receivables or

payables become open again.

Parallelization Write-off activities can be processed in a mass run. Documents to be written off can be selected according to various

parameters. A simulation run can be executed before the update run for monitoring

purposes.



Purpose Release and submission of receivables to external collection

agencies as well as management of the submitted receivables

Specific Features in FI-CA

Release and submission of receivablesIntegrated release and submission of receivables while processing Dunning Write-off/mass write-off Manual indicator for collection order General submission

Receivables submission management Managing submitted receivables in separate management



Processing incoming information Incoming information from the collection agency can be transferred to the

system - the processing depends on the way the agency forwards the information:

In a file: Interest, charge requests, and collected payments are posted automatically

By letter or telephone: The information has to be posted manually





SAP FI-CA



Master Data


Integration



Content


Integration (Overview)

General Ledger Accounting

Cash Management

Controlling

Sales and Distribution

SAP Biller Direct

SAP Dispute Management


FI-CA and General Ledger Transaction figures are not updated automatically in the general

ledger when postings are executed in FI-CA. Instead, the data is summarized and transferred to the general ledger periodically for reasons

of system performance and to limit the volume of documents in the general ledger

FI-CA documents are grouped automatically and posting totals are recorded for each group. These are later transferred to the general ledger.

Posting and reconciliation programs are available to transfer the data to FI-GL

General Ledger Accounting can be managed in the same R/3 System as FI-CA or in separate one.

If General Ledger Accounting is managed separately, the data can be transferred by using ALE methods.

Integration: General Ledger Accounting


Integration: Cash Management and Controlling

FI-CA and Cash Management FI-CA updates the Cash Management component immediately when

a posting is made. The Cash Management liquidity forecast and cash position are

always up-to-date.

FI-CA and Controlling Overhead Cost Controlling is updated automatically during the

general ledger update.


Integration: Sales and Distribution

FI-CA and Sales and Distribution As part of the integration of FI-CA, the industry solutions Utilities (IS-

U), Telecommunications (IS-T), and Public Sector (IS-PS-A) can transfer bills from Sales and Distribution to FI-CA instead of to FI-AR.

FI-CA and SAP Billing Engine The output data from the SAP Billing Engine can be posted to FI-AR

or to FI-CA. FI-CA can directly interface with the CRM Billing Engine (there is a

direct business partner-to-business partner connection in the RW-Interface; it is not necessary to use AR)

The Billing Engine will be part of the following mySAP solutionsmySAP Customer Relationship ManagementmySAP Telecommunications IndustrymySAP Media Industry ... more to come ...


Integration: SAP Biller Direct

FI-CA and Financial Supply Chain Management (FSCM) - Biller Direct

SAP Biller Direct enables electronic bill presentment and payment Customers can see all of their open items, credits, and bills in

a Web browser. Customers can authorize payment by credit card or direct debit. Web-based authorizations change the status of open items in FI-CA. SAP Biller Direct uses Java Server Pages and runs on SAP

Web Application Server. Communication between SAP Biller Direct and FI-CA is handled

by the Java Connector.


Integration: SAP Dispute Management*

FI-CA and Financial Supply Chain Management (FSCM) – DisputeManagement

SAP Dispute Management will handle customer disputes that result in payment deductions or defaults.

SAP Dispute Management supports various channels (for example, Call Center, Web, SAP GUI).

For each customer dispute, a dispute case is created with a specific reason code (such as late delivery).

SAP Dispute Management will interact with FI-CA (for example, posting of credit memos, and so on.).

*future focus





SAP FI-CA



Master Data


Integration



Content


Technical Highlights of FI-CA

Technical Highlights FI-CA Document structure

Documents are implemented with the minimum number of fields required – repetitive structures for instalments, subitems for partial payments

Reduced memory space required for storing open and cleared items Enables high performance processing of critical business transactions –

posting, dunning, payment

Parallelization of mass data processing

Openness Standard process enhancements without modification due to event

concept Event: Time at which an open interface exists - customers can use the

option of creating and activating additional or alternative algorithms in their own function modules.


Outlook FI-CA

The future focus of FI-CA will be on the following topics:

Closer integration with CRM processes (for example, Customer Interaction Center)

Management of customer cards Use of FI-CA for Content Brokers Extended support of A/P-related processes





SAP FI-CA



Master Data


Integration



Content


Focus:Electronic Bill Presentment and Pay-ment (EBPP)

•Biller Direct (Display of account information, download of invoices, user logging, FI-AR and FI-CA as backend)

Biller Consolidator (support of SAP IDoc, archiving of invoices, EDIFACT-IDoc mapping)

Release to Customer

Q4/2002

SAPFSCM 1.5

Focus:EBPP/Dispute Mgmt./Credit Mgmt.

• Biller Direct/Biller Consolidator• Dispute Management (Dispute

case, reason code, notes)

• Credit Management* (Credit

manager portal, credit rating, credit

rules engine)

SAP FSCM 2.0

Release to Customer

Q2/2003

Roadmap SAP Financial Supply Chain Management

* Pilot customers only

Focus:In-House Cash/Treasury & Risk

• In-House Cash (various

enhancements)

• Treasury & Risk

Management (Parallel

valuation area, positon monitor,

2 new products)

SAP FSCM 2.0

Release to Customer

Q3/2003


“The new functionality will help streamline finance business processes that for decades have been internal and based entirely in the back office... SAP will break up a monolithic R/3 backbone into a series of components...SAP is serious about developing sell-side and marketplace functionality in financial settlement and billing.

(AMR, 2001)

”... a $ 10bn firm could save approximately $ 110 million anually by employing a next-generation in-house bank solution with a payment factory module.

(Killen & Associates, 2001)

“

“

”

Analyst Quotes (1)


“This (…) is a large step toward the vision of the automated financial supply chain. It’ s the mySAP Financials catalyst that will set off a whole series of events that will fundamentally change how companies financially collaborate in the future. (…) It is a fundamental building block necessary for the automation of the financial supply chain, in which money and financial information flow hand-in-hand with goods and services. EBPP/EIPP can be an effective tool to accelerate cash flow and reduce Days Sales Outstanding (DSO) - a metric every CFO wants to improve.

(AMR, 2001)

“

”

Anlayst Quotes (2)


A simple piece of advice for CFOs considering EIPP: Go with what -- and who – you already know (…) there’s little reason for a B2B buyer or seller to bring in an unproven EIPP vendor when you could just (…) get your supply chain software vendor to do the work.

(Forrester, 2002)

“

”We believe that collectors spend more than 50% of their time on dispute resolution.

(Meta Group, 2002)

“

”

Analyst Quotes (3)


Public Web:www.sap.com -> Financials -> Financial Supply Chain Management

SAPNet:Use ALIAS: ‚FSCM‘

Direct Contact:FSCM Product Management

Further Information


Questions &

Feedback

Thank You


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