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R/3 System
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Release 4.6C
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July 2001
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Material Number 5004 7114
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Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors.
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Microsoft®, WINDOWS®, NT®, EXCEL®, Word®, PowerPoint® and SQL Server® are registered trademarks of Microsoft Corporation.
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IBM®, DB2®, OS/2®, DB2/6000®, Parallel Sysplex®, MVS/ESA®, RS/6000®, AIX®, S/390®, AS/400®, OS/390®, and OS/400® are registered trademarks of IBM Corporation.
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ORACLE® is a registered trademark of ORACLE Corporation.
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INFORMIX®-OnLine for SAP and INFORMIX® Dynamic ServerTM are registered trademarks of Informix Software Incorporated.
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UNIX®, X/Open®, OSF/1®, and Motif® are registered trademarks of the Open Group.
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JAVA® is a registered trademark of Sun Microsystems, Inc.
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JAVASCRIPT® is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape.
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SAP, SAP Logo, R/2, RIVA, R/3, ABAP, SAP ArchiveLink, SAP Business Workflow, WebFlow, SAP EarlyWatch, BAPI, SAPPHIRE, Management Cockpit, mySAP.com Logo and mySAP.com are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other products mentioned are trademarks or registered trademarks of their respective companies.
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5 days
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General Ledger/ Accounts Payable/ Accounts Receivable Configuration
Change Vendor or Customer Master Data via Internet
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Human Resources Essentials I
Human Resources Essentials II SAP AG 2001
Financial Closing 1 day Additional Financial Functionality
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Interest Calculation of open and/or cleared items
4 days
Asset Accounting
2 days
2 days
Financial Accounting and Reporting
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more e-learnings
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5 days
Special Purpose Ledger
2 days Periodic Processing in Accounts Payable/ Accounts Receivable
3 days Travel Management Travel Expenses
2 days Travel Management Travel Planning
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1RWH If you intend to use the FI-AA, EC-PCA, PM or PS components, we recommend attending these courses as well.
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The training materials are not teach-yourself programs. They complement the course instructor’s explanations. There is space for you to write down additional information on the sheets.
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3ODQW0DLQWHQDQFH 30 •Equipment •Maintenance •Malfunction reports
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SAP Real Estate Management is fully integrated with the Financial Accounting and Controlling application components in the R/3 System. You need to install these components to be able to use Real Estate Management.
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You can also expand on the basic configuration according to your requirements; in particular Profit Center Accounting, Plant Maintenance, Project System, Asset Accounting, Financial Asset Management and Materials Management are closely linked to Real Estate Management.
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This graphic shows the difference between the application and Customizing.
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1h )"0) " y "5 #3 h Additional text. These texts could include details of the tenant’s obligations or additional provisions of a lease-out. You can print out the additional texts in the lease-out or offer.
Apart from the categories defined in Customizing, you can also choose category which contains additional texts that were used in Releases up to and including 4.6A. You can choose default texts for each category.
You can also enter notes for internal use. These are not generally available in the correspondence function. The user fields (including the customer add-ons) are available for the correspondence and information system.
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You can make the number assignment internally or externally.
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You can differentiate between a manual entry and an automatic assignment for external assignment.
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You have 13 characters including separators available for a lease-out number.
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h" " ;> ,QIRV\VWHP Call up the following reports to see what data is stored: • • • •
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Example: Posting the basic rent
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Posting record 1: &XVWRPHU to %DVLFUHQWUHYHQXH
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Posting record 2: %DQN (cash receipt) to FXVWRPHU
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The same applies here: The customer is in the subledger. At the same time, the general ledger automatically assigns receivables to the reconciliation account.
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Incoming payments clear the open item.
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The cash flow forms the basis of the debit position and contains the planned records for the postings. If you have entered conditions in the contract, the system generates a cash flow (payment plan) that generates periodic planned records for the debit position postings for each condition type for a defined number of years, depending on the settings made in Customizing. The planned records are identified by a 3. The planned records due in active lease-outs are posted with the debit position, and are thus changed to actual records identified by an ,.
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Rental Accounting is integrated in Cash Management (since 4.6C). Expected cash flows can be displayed, dependent on contract conditions relating to the cash mangement levels that can be customized.
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When conditions on lease-outs are changed, the cash flow is changed accordingly. A date for the necessary follow-up postings must be entered for active lease-outs (the current date is the default value). When the next debit position, for which these items are due, is posted, these items are taken into account.
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You CANNOT ascertain from the cash flow if the items have been cleared. To do so, you have to refer to the tenant’s open items or tenant account sheet.
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You can configure the list as you require. For instance, you can display only the flow type or also the accounts.
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The cash flow is generated up to the following date: Number of years defined in Customizing plus the number of months up to the end of the half/full year as of the system date.
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The cash flow has to be regenerated on a regular basis (at least every six months). The update is generally done as a batch job.
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The cash flow is also generated for rental units, the general contract and management contract.
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5HQWDO8QLWV 8VDJHDQG'HELW3RVLWLRQ Overview of debit position • External usage • Internal usage • Vacancy
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The account maintenance enables you to: •
Group open items together in one open item
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Group several unqualified down payments in one down payment amount
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Write off open items that cannot be collected as bad debts on an expense account
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Calculate an installment payment (according to number of installments or amount per installment)
The account determination is made with a flow category (activity-related account assignment without condition reference).
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With the one-time postings function, you can make account assignments directly to lease-outs. The system generates the posting records based on the flow type entered at the time of postings.
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You need to define the flow types as flow types for one-time postings; the flow type groups also have to be maintained (detail screen for flow types in Customizing).
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This graphic shows the various account determination procedures we have examined so far.
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Reference flow types are used to determine alternative flow types that result from the original flow types.
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The reference flow types appear in the cash flow.
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This graphic shows the individual relationship keys.
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This example shows that a reference flow type can also be used as an original flow type.
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Create a flow type appropriate for each condition type, even if these are for the same accounts as the flow type determines the corresponding text in the cash flow and the debit position.
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Brief description of how to create new condition types (including flow types and account determination): é Determine which flow types are required for the condition type. é Create flow type (including reference flow types for receivable and credit follow-up postings, own usage and vacancy). é Assign reference flow types to flow types. é Specify account determination for flow types. é Create condition type and specify flow type. é Assign condition type from the appropriate condition group (for instance, lease-out). é Assign condition type to a condition category.
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There are several ways of processing incoming payments, some of which belong to FI and some of which are additional functions specific to RE.
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You have to differentiate between automatic and manual processing.
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The automatic processes are subdivided in the payment program (for collection authorization -> participation in debit memo procedure) and the electronic account statement entry ("bank transfers"). The R/3 System supports all current international standards for account statement formats, such as MultiCash. It also supports the German bank procedure "BK01", which is a special form of real estate-specific account statement.
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The system assigns bank transfers to open items of customers with the electronic account statement entry using various criteria. You can also specify if the system is to create residual items for underpayments or make payments on account. If there is not enough information for an assignment, such documents are collected on an account for rejected items and can be manually assigned later on.
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The Customizing settings made for determining the sequence for clearing open items and residual items or making payments on account apply equally for electronic account statement entry and for manual incoming payments.
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The system generates the data carrier needed to transfer debit memo information to the corresponding house banks.
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3D\PHQW3URJUDP&ROOHFWLRQ$XWKRUL]DWLRQ 3ULQFLSOHRI),SD\PHQWSURJUDP Payment method for line item Payment method for customer master data 5(XVHVWKH),IXQFWLRQV 6FHQDULR$ Collection authorization by customer => Do not define payment methods in lease-out => Use payment methods in customer master record Bank details must allow collection 6FHQDULR% &ROOHFWLRQDXWKRUL]DWLRQE\OHDVHRXW Maintain payment method in LO (debit) SHUFRQGLWLRQ Maintain payment method for credit memos (credit) in LO SHUFRQWUDFW Payment method in lease-out is adopted in document The customer master record must not include "E". Bank details must allow collection 3D\PHQWPHWKRGVLQ), Total payment Grouping payments, for instance using the lease-out number Individual payment of open items (indicator in customer master record) => DO NOT USE FOR CONDITIONS ETC. SAP AG 2001
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If a payment method has been defined in the lease-out or condition item, the debit position fills the payment method in the line item. Ë
Note that you should not use payment option "Individual payment of open items" for RE because with this method not only a document but a bank posting is generated for each condition! Ë
Also note the following, which often leads to errors: é You have to specify which items are payable for the special general ledger transactions. Special
G/L transactions are used particularly for advance payments on service charges (see section on Service Charge Settlement).
é Special G/L transactions have to be classified as A (down payment). é If the payment method is maintained in the LO, receivables and credits cannot be cleared. Ë
Note also that if the payment method is maintained in the lease-out, receivables and credits cannot be offset automatically. Ë
From 4.6C, you can enter payment data changes collectively on one screen (payment method, house bank, partner bank and payment block), as well as the payment data for documents already posted: é Real Estate Management -> Rental Accounting -> Incoming Payments/Account Maintenance ->
Change Payment Method, Bank Details
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After the debit position run, the documents contain the following information relevant for the dunning program: payment method, dunning area, dunning block if required, and contract number. The treatment of documents is the same as in FI. Items subject to dunning are those that: •
Are due (or overdue)
•
Do not have a dunning block
•
Do not have an incoming payment method in the items or in the customer master record
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Have an incoming payment method but also have a payment block
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The system uses the dunning form that you defined in Customizing (standard form) for the dunning area and assigned dunning procedure.
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Dunning letters are only sent to customers (standard FI procedure: does not apply for RE, see next slide)
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You generally make your selections by customer accounts, but it is also possible to select customers by Real Estate object (lease-out, business entity, and so on). Alternatively, you can use the free selection function and field name BSID-VERT to select only lease-outs. You can also use the free selection function by lease-outs in the payment program. An additional log is created in the dunning program as well as the payment program , which is a useful feature.
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With regard to the "Posting Log" report, you should note that it is possible to select by transaction code (for instance, FOSA for rental accounting debit position) or by activity (for instance MVSO for debit position).
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