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Dokumentation

SAPF130K - Vendor Balance Confirmation

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This documentation is copyright by SAP AG.

Description

This program generates letters to your vendors for the purpose of checking payables and receivables, as well as the necessary reply slips.

The program offers you the following choice of procedures:

• balance confirmation

• balance notification

• balance request

The system generates one check list and, where necessary, one error list per company code. You also have the option of requesting a results table. You use the check list to check that the balance confirmation has been received by the vendor. You may have to remind individual vendors to reply. The error list is a log of the errors that occurred during the evaluation. The results table is used to evaluate the replies. In it you note, for example, how many reply slips you have received and the total number of reply slips to be expected.

For each program run, a selection cover sheet can be output.

The program also enables you to print reminders for overdue balance confirmations and balance requests. In order to do this, enter the vendors concerned and the old issue date and/or the old reply date.

Note

Due to the the time required for data checking, this program should only be run in the background.

Requirements

Before the program can be run, the requirements described in the following sections must be fulfilled. This includes the entries that have to be made via the system configuration and the forms to be used for printing the letters and lists.

Configuration

Defining the form names

For each company code you must define in the system a form set with letters to vendors and their reply slips, a form for the check list and a form for the error list.

You must observe the following rules for form IDs:

List	Form ID
Check list	LI
Error list	ER
Results table	RE

You define whatever ID you like for the form set for the letter and the reply slip. However, you must not use the names listed above. Enter the standard form set for the letter and reply slip without a form ID. If you leave the "CoCd" field blank, this entry applies to all codes that are not individually listed.

Proceed.

Defining the standard text names in the system

You can define several standard texts in the system for each company code. Enter as standard the texts for the letter header, the footer, the sender details and the signature line which should be printed on the letter. Define the standard variant for the standard texts without a text ID. If you leave the "CoCd" field blank, this entry applies to all company codes that are not listed individually.

Entering addresses

For each company code there must be a company code address specified in the system. You can enter addresses for the reply slip under various address IDs in each company code (for example, for the auditor and your internal auditing department).

Enter the standard reply slip addresses without an address ID.

Proceed

Defining additional selection criteria

You can extend the selection criteria of this program by marking the additional criteria that you require in a list. Do not choose too many selection criteria as this may result in a run-time error, if the roll area (i.e. the portion of the main storage reserved for the processing of application data) is too small. You should also ensure that the program variants you are using correspond to the current selection criteria.

Proceed

Determining display formats

You determine the sequence in which balance confirmations are issued using the sort variants for the correspondence. You define the sort variants in the menu for maintaining display formats under Periodic processing -> Correspondence -> Correspondence -> Sort variants.

All sort sequences are carried out first of all by company code, then in the sequence of the fields of the respective sort variant and then by account number as well as by internal number of a one-time customer.

You can obtain the list of fields which you can sort by, by using the Possible entries pushbutton (F4). The list of fields which you can select contains a selection of the fields from master data tables LFA1 and LFB1. The sort fields are filled with data according to their name and in a defined sequence as follows:

The sort fields are first of all filled with data from LFA1 and then with data from LFB1.

Fields which have the same field name in tables LFA1 and LFB1 are therefore overwritten if necessary.

You can determine the sequence for issuing line items using the sort variants for the line items. You can define the sort variants in the menu for maintaining the display formats under Periodic processing -> Correspondence -> Line items -> Sort variants.

All sort sequences take place in the order of the fields of the respective sort variant. In the case of head offices/branches, the documents displayed in a balance confirmation are first of all sorted by head offices/branches and then in the sequence of the fields of the respective sort variant. If the sort variant for line items contains the UMSKZ field (tax code) in one of the five sort fields, then a subheading with the name of the special G/L indicator is issued when changing the special G/L indicator in the standard system. If you do not require this, you can deactivate the corresponding heading lines in the form for balance confirmations by means of the format line (entry /*).

You can obtain the list of fields which you can sort by, by using the Possible entries pushbutton (F4). The list of fields which you can select contains a selection of the fields from the document tables BKPF and BSEG. In the case of balance confirmations, however, only fields which are contained in table BSIK can be selected. The HBELN field contains the reference number (if an entry has been made in this field), otherwise the document number.

Standard texts and forms

You must create the standard texts that you use in the system. Similarly, you must also define and activate the forms in the system before you can use them to print the letters you require. The standard system includes forms that you can copy and adapt to your company's requirements.

Standard texts

You must create the standard texts to be defined in the system. You can use the texts delivered with the standard system with the text ID ADRS as an example:

Standard text for	Name
Letter header	ADRS_HEADER
Sender details	ADRS_SENDER
Signature text	ADRS_SIGNATURE
Footer	ADRS_FOOTER

If the letter paper that you use for the balance confirmation letter already contains certain details, do not define a standard text for this in the system.

Proceed

Forms

In the standard system the following forms are used:

Form for		Form name
Letter and
Reply slip		F130_CONFIRM_01
Check list		F130_LIST_01 and F130_LIST_02
Results table		F130_RESULT_01 or F130_RESULT_02
Error list		F130_ERROR_01 or F130_ERROR_02

If you define your own form, the form name should contain the identification code "F130".

Explanation of the forms.

Letter and reply slip.

The letter and reply slip are stored in a single form set. In the standard system this is, for example, the standard form F130_CONFIRM_01. The name is derived from: Program identification code_Form name_Number. If you use different form sets for customers and vendors, you can create separate forms.

The form consists of the following pages: FIRST (first page) and NEXT (next pages) for the letter and FIRST_B (first page) and NEXT_B (next pages) for the reply slip.

The windows in the letter

The following windows must be defined for the letter:

HEADER

In the letter header, use the company code-dependent standard text that you defined in the system for the header.

ADDRESS

The company code-dependent standard text for the sender details and the address of the vendor which you defined in the system are printed in the address window. The address is formulated according to postal rules.

INFO

In this window, general information such as place of posting, issue date, and details on the accounts and accounting clerks is provided.

INFO2

Date specification on the following page.

FOOTER

In the footer on the first page of the letter, the appropriate company code-dependent standard text is printed.

PAGE

Page numbering of the following pages.

MAIN

Via its text elements,the main window defines the content and the appearance of a letter text, and of the itemized list of open items.

The text elements of the letter

You should enter the letter texts in the "MAIN" window in different sections for the various different procedures and letters:

Letters		Element number
Balance confirmations		510
Balance notifications		511
Balance requests		512
Reminder for balance confirmations		513
Reminder for balance requests		514

Enter the reply slip address as well as the date in the text.

The closing form and the signature (515) complete the letter text.

The blank line (516) divides the signature from the beginning of the detailed (itemization) list of open items. It is also used for both special G/L and non-special G/L transactions after the output of a totals line or a totals table.

The detailed list of open items is issued with balance confirmations and balance notifications. It begins with the heading (520) and the column heading (530). If the list covers several pages, the column heading is repeated on each new page.

When using item sorting method 2, which itemizes according to branch or head office, each open item is marked with a branch address (540) or a head office address (541).

If you have selected open items (550), they are listed. In this list you can define the extent and order of the information on any open item. You can mark open items in a list for a head office with the branch account number, and in a list for a branch which is processed locally, you can mark them with a head office account number. If there are no open items available on the reconciliation key date, this is noted for individual and one-time vendors as a whole (551). With head offices and decentrally processed branches, there may be no balance for the head office and/or individual branches. In this case, you must differentiate between zero balances, which show there are no open items from direct postings to a head office or a branch (552), and zero balances, where if there are open items, they apppear in the head office account. The latter are marked with a head office (in the lists of locally processed branches) (553) and with a branch (in head office lists) (554).

If you change the special G/L indicator, a subtotal will be generated according to the open items in question, which you can sort according to transaction currency (560 - 562).

When you use item sorting method 2, you may, in the following places, sort subtotals according to transaction currency:

• after the line items of a branch (570 - 574)

• after the line items of a head office (575 - 579)

• after the line items of a branch that are recorded in the head office account (570 - 574)

After the open items, you may sort the sum total (580 - 584) according to transaction currency.

When you use item sorting method 1, which lists open items without differentiating between head office and branch, the overall balance statement is preceded by a list of the following accounts that were included in the itemization: the branches of a head office (590 - 591) or the head offices which record the items of a branch (592 - 593).

The overall balance statement for a head office with locally processed branches is preceded by a note (594), indicating that the branches should receive separate letters.

The window "INFO" has the following elements:

• Text element 505 gives the name of the accounting clerk at your vendor and the account number of your company with that vendor.

• Text element 506 does not contain this information.

The reply slip window

For the reply slip the following windows must be defined:

HEADER_B

The vendor's address is printed in the letter header. Postal regulations will determine the formatting of the address.

ADDRESS_B

This window contains the sender details for the vendor and the reply slip address, which is formatted according to postal regulations.

INFO_B

This window contains general information such as account details and the issue date of the letter. For extra information which the vendor may be required to fill in, you can also add several blank lines, which should be marked with asterisks.

MAIN

The main window defines, via its elements, the content and appearance of the reply slip text.

The text elements for the reply slip.

After the company code address (610) of the company for which a balance confirmation is to be made, the branches or head offices (611 - 618) included in the confirmation are listed both for head offices and locally processed branches. Balance confirmations and notfications can be handled here separately from balance inquiries.

With balance confirmations and notifications, the reply slip also contains a statement of the overall open item balance (620 - 631).

The part of the reply slip where the vendor replies is set up as a group of text blocks to be selected. You can specify either the suggested answers or those to be filled out for balance confirmations (642 - 644), balance notifications (645, 646) and balance requests (651 - 672). The texts of these elements are always treated as consecutive paragraphs and are not divided by a page break. Texts which are not to be treated in this way appear first in the reply slip: balance confirmation (640), balance request (641) and balance inquiry (650).

If you do not wish to use the texts delivered with the system, you have the following possibilities:

• If you only want a short, word-wrapped text without the above-mentioned paragraph status in your letter, enter this text under the elements 640, 641 und 650.

• If you want to use the paragraph status, you can enter your texts under the other appropriate elements, such as 645, 646 oder 651.

The reply slip ends with the closing form and signature (680)

Only print the reply slip footer (690) if at least one paragraph will be issued for which a footnote in the sample form set exists. You can also use a footer (691), which then appears on every page of the reply slip. These options should only be used when the element not being used in each case is completely deleted from the form. If the elements for the footers are not present in the form, there is (in contrast to other elements) no notification of this in the error log.

The following elements exist for the "INFO2" window:

• Text element 605 gives the name of the accounting clerk at your vendor and your company's account number with the vendor.

• Text element 606 does not contain this information.

Check list

A check list is provided for each company code. (i.e., F130_LIST_01 for COURIER 12 or F130_LIST_02). The form consists of the pages LI_FIRST (first page) and LI_NEXT (second page).

The windows for the check list

The following windows must be defined for the check list:

HEADER

Here information similar to the ABAP lists for the FI application is given. You can record additional information such as reconciliation key date and run ID here, as well as the title of the list. The header is repeated on every page of the list.

MAIN

The main window defines, via its elements, the content and the appearance of the check list.

The text elements for the check list.

The following elements must be defined in the "MAIN" window for the check list:

The check list begins with details on the program run. If it is the first list, the issue date and the required reply date (710), for example, can be given. You can also provide additional information when writing reminder letters (720).

The column heading (730) appears on every page.

Account details and the total balance are given in local currency (740) for individual vendors, one-time accounts and head offices/branches.

Branches included in the balance confirmations of head offices (741) and head offices included in the balance confirmations of locally processed branches (742) are not given with amount details.

For one-time accounts, the total balance in local currency and other information (743) is listed as address data of balance confirmations.

At the end of the check list, the sum total of the balances of all vendors recorded in the check list (760) is displayed.

You can divide all total balances and the sum total according to currency (750), with the exception of the total balances of one-time accounts.

A check list ends with statistical details (770), such as the number of balance confirmations generated or the number of letters with a total balance of zero. Partial zero balances are not taken into consideration or counted separately in the check list.

Results table

For each company code, a results table is generated (for example F130_RESULT_01 for COURIER 12 or F130_RESULT_02), for the purpose of evaluating each balance confirmation run. The list must, to a large extent, be filled out manually. The form consists of the pages ET_FIRST (first page) and ET_NEXT (second page).

The windows of the results table

The following windows must be defined for the results table:

HEADER

Here, information similar to the ABAP lists for the FI application is given. You can record additional information here, such as reconciliation key date and run ID, as well as the title of the list. The header is repeated on every page of the list.

MAIN

The main window's elements define the content and appearance of the results table.

The Text Elements in the Results Table

For the results table, the following elements must be defined in the "MAIN" window:

The results table starts with details on the program run. For initial letters, you can display information such as the issue date and the requested reply date (805). For reminder letters, additional information can be included (806).

The column heading (810) appears on each page.

The results table is divided into the following areas in the sample form:

• Data from the program run in question (820-829)

• Sections for reply slips not returned (830-832)

• Sections for the evaluation of reply slips retuned without a reply or a confirmation (840-850)

• Sections for evaluating reply slips with confirmations (850-896)

As a supplement, you may wish to display a list which is not divided up into elements or a continuous text (899).

The data on the program run basically repeats the statistical details and sum total from the check list, which is given by currency (820-823). This data is supplemented by percentage details on the individual amounts. The amount used as a reference to work out the percentage of amounts in local currency is the total in local currency or, (where there are several currencies with balances in local currency which have differing signs (+ or -), the totals in local currency per + or - sign. There are separate elements for program runs which only generate confirmations of zero balances (824-827).

The last data generated by the program is the sum total in local currency (827). There is a separate element for zero balances (828). The system also produces a special display in cases where the program run results in the confirmation of amounts in local currency, whereby there are some individual balances in local currency with different signs (+ or -) (828-829).

The area for the list of non-returned letters (for balance confirmations, balance requests) basically consists of a line containing text and the key for a document currency (830). If several currencies occur in a program run, extra lines are issued for the extra currencies (831). If the run produces only zero balances, the system produces a special display (832). There are also separate elements for balance confirmations with mainly non-returned letters (833-835).

The area for the list of letters returned without a confirmation is divided into a line of heading or text (840) and the areas for undelivered letters (841-844) and reply slips that have been sent back unanswered for other reasons (845-848). The individual sections for the undelivered letters and the reply slips without confirmations basically each consist of a line which contains, among other things, the text and a document currency (841, 845). If a program run produces several currencies, extra lines are issued for the extra currencies (842, 846). If the run produces only zero balances, the system produces a special display (843, 847). For the first letter for balance confirmations and balance requests the system also issues an 'of which' marker to indicate how many of the reply slips were returned after receiving a reminding letter (844, 848).

The area for the list of reply slips returned with a confirmation is divided into a general section (850-853), a section for identical confirmations (854-856) and a section for differing confirmations (860-896).

The general section for all reply slips with a confirmation consists of a line which contains, among other things, the text and a document currency (850). If a program run produces several currencies, the system issues extra lines (851) for the extra currencies. If the program results in only zero balances, the system produces a special display (852). In the initial letters for balance confirmations and requests, the system issues an 'of which' marker to indicate those reply slips that were only returned after a reminder letter had been sent (853). The system always issues a line for both identical and non-identical confirmations, which contains, among other things, the text and a document currency (854, 860). If there are several currencies in a program run, the system issues extra lines for the extra currencies (855, 861). If the program produces only zero balances, the system produces a special display (856, 862). The non-identical confirmations can be further sub-divided into lines for text (863, 880, 890), lines with, among other things, text and a document currency (870, 881, 891, 894), extra lines for several currencies (871, 882, 892, 895) and lines for only zero balances (872, 883, 893, 896).

You may, as an alternative or a supplement to the method used in the sample form for evaluating balance confirmation runs, have the system issue a continuous text or a list which is not sub-divided (899).

Text symbols you can use

When you set up the forms in SAPscript, text symbols are merged with the text which are replaced by relevant values when the print program is run. The fields which can be used for this are defined in the data dictionary and are provided by the system in line with the program run in the following way:

• For the whole program run

• Description of the confirmation procedure (field RF130-BZSBVERF)

• Reconciliation key date (field RF130-ABSTIDAT)

• Issue date (field RF130-AUSSTDAT)

• Previous issue date (field RF130-UAUSTDAT)

• Reply date (field RF130-RUECKDAT)

• Previous reply date (field RF130-URUECKDA)

• Run index (field RF130-LAUFI)

• Program name (field RF130-REPID)

• For the output on a company code

• Data from the company code table (table T001)

• Company code address (internal structure BKADR)

• Reply address (internal structure RAADR)

• Letter and reply slip

• Customer address = vendor, one-time vendor from document (internal structure DKADR)

• General account data = vendor incl. one-time account (fields LFA1-LIFNR, LFA1-ANRED, LFA1-BRSCH, LFA1-DATLT, LFA1-LNRZA, LFA1-KONZS, LFA1-LAND1, LFA1-KUNNR, LFA1-NAME1, LFA1-NAME2, LFA1-NAME3, LFA1-NAME4, LFA1-ORT01, LFA1-ORT02, LFA1-PFACH, LFA1-PSTL2, LFA1-PSTLZ, LFA1-REGIO, LFA1-SPRAS, LFA1-STRAS, LFA1-TELBX, LFA1-TELF1, LFA1-TELF2, LFA1-TELFX, LFA1-TELTX, LFA1-TELX1, LFA1-XCPDK, LFA1-VBUND)

• Company code-specific account data = vendor incl.one-time accts (fields LFB1-BUKRS, LFB1-BUSAB, LFB1-LNRZE, LFB1-LNRZB, LFB1-XVERR, LFB1-EIKTO, LFB1-ZSABE, LFB1-XDEZV)

• Accounting clerk (table T001S)

• Accounting clerk address data from the personnel-related address of the SAPoffice user (structure FSABE)

• Itemization of open items in the letter

• Line item data (fields RF130-BLART, RF130-BLDAT, RF130-DMSHB, RF130-WRSHB, RF130-WAERS, RF130-GSBER, RF130-BELNR, RF130-XBLNR, RF130-BELEGNUM, RF130-SGTXT, RF130-UMSKZ, RF130-MONAT, RF130-GJAHR, RF130-BSCHL, RF130-BSTAT, RF130-ZUONR, RF130-NETDT, T003T-LTEXT, all BSIK fields).

• Zero balance for vendor, one-time vendors, head offices/branches (field RF130-KONTO)

• Listing of head offices/branches in line item data (field RF130-KONTO) and in separate address sections (internal structures FIADR, ADRZE, table *T001S)

• Balances are issued according to the respective document currencies (fields RF130-WAERS, RF130-SALDO). Where the balances are listed by special G/L indicator there is also a description of the special G/L indicator (field T074T-LTEXT).

• Reply slip

• Output of head offices/branches (internal structures FIADR, ADRZE table *T001S, *FSABE)

• In each case, balances are issued in the relevant document currency (fields RF130-WAERS, RF130-SALDO).

• Check list

• Itemization of vendors (fields RF130-KONTO, RF130-LIFNR, RF130-NAME1, RF130-LAND1, RF130-PSTLZ, RF130-ORT01, RF130-REGIO, RF130-HWAER, RF130-SALDOHW, RF130-WAERS, RF130-SALDO, RF130-GSALDD)

• Sum total (field RF130-GSALDB)

• Statistical data (fields RF130-ANZSALDB, RF130-ANZNULLS)

• Details on a sample (fields RF130-ANZKONT, RF130-STICHPR)

• Results table

• General part
  Statistical data (fields RF130-ANZSALDB, RF130-ANZNULLS)
  Balances, currencies and percentages (fields RF130-HWAER,
  RF130-SALDOHW, RF130-GSALDB, RF130-PROZS, RF130-WAERS, RF130-SALDO,
  RF130-PROZW)

• Further evaluations (fields RF130-HWAER, RF130-WAERS)

Output

For each vendor, a letter and a reply slip are issued. For each company code, a check list, a results table and (if necessary) an error list are issued. In order to test this, you can have the system issue this data on the screen. If the forms and lists are sent to the spool, the title of the output request consists of the following: the identification number F130K, the first four characters of the program variant you are using, the reconciliation key date and the company code. The identification numbers have the following meanings:

• F130K0 = Spool request with selection cover sheet

• F130K1 = Spool request with letter and replies

• F130K2 = Spool request with check list

• F130K3 = Spool request with results table

• F130K4 = Spool request with error list

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