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Author's profile photo Gajesh Nagesh

Accounts Receivables-Part 2

Thanks for all for you comments and feedback for my first post  Accounts Receivables-A Walk Through Part1.

Now having explained the functional aspect of AR in my last blog, I would like to detail on the FI-AR Data source and some of the important fields in the AR data source.

  1. 0FI_AR_3/4 data source works based on AIM delta process, which means it only brings the After Image. 
    Therefore the data has to first flow to a staging DSO and then to a Cube for the delta mechanism to work out.
  2. It is always better to map the entire characteristic available in AR data source to data targets.

        The key characteristics (other than the org structure characters)  that should  be available in your data target for AR reporting are

    1. Accounting Document (BELNR)
    2. Item (BUZEI)
    3. Document type
      (BLART)
    4. Document status (BSTAT)
    5. Clearing Date (AUGDT)
    6. Posting Key (BSCHL)
    7. Posting date (BUDAT)
    8. Customer (KUNNR)
    9. Net due date (NETDT)
    10. Base Line date (ZFBDT)
  1. 0FI_AR_3/4  data source doesn’t bring the statistical AR document (noted items) and you have to implement SAP Note 411758 – “Extracting noted item“ to bring in the same.
  2. It is also better that you link the AR document to the sales document (VBELN) so that you can analyze the AR’s based on various sales attributes.
  3. The AR Field REBZG (Number of the Invoice) is also an important field which keeps a track of the flow of the AR’s for a particular invoice.

AR Reporting

AR is always reported as on date. Let us go through the some of the cases which can make your understanding clear.

Case 1. For a customer C1 an AR document was created on 01.01.2013 for 1000 Currency.

So  if you run the report.

As on 31.01.2013 the AR value for C1 should be 1000

Case2 . On 25.02.2013 another AR document was created for an amount of 500 Currency for C1.

So  if you run

As on 31.01.2013 the AR value for C1 should be 1000

As on 28.02.2013 the AR value for C1 should be 1500 (1000+500)

Case 3 . On 15.03.2013 an amount 1000 was cleared against the receivables of Customer C1

So if you run

As on 31.01.2013 the AR value for C1 should be 1000

As on 28.02.2013 the AR value for C1 should be 1500

As on 30.03.2013 the AR value for  C1 should be 500 (1500 -1000)

Now below will be sample of the  data that will be available in the cube after the above 3 transactions.

                                            

Accounting Document

Item

Customer

Posting Date

Invoice

Reference

Clearing Date

Status

Amount

A1

1

C1

01.01.2013

O (open)

1000

A2

1

C1

25.02.2013

O (open)

500

A1

1

C1

01.01.2013

O (open)

-1000

B1

1

C1

01.01.2013

A1

15.03.2013

C (Cleared )

1000

Now the question would be how to do this in the bex to get the report as stated in Case 3.

In Bex you will have to define two selections and add them to get the balances as of any given date.

1. Selection1 ( To get the Open Receivable )  =  Amount key figure +  <= Posting Date  (variable which is input ready ) + Open status (Status with ‘O’ only)

                                                          ARopen.jpg

               
 
                                                                      +

2. Selection  2 ( To get the cleared Receivables) = Amount Key figure + <= Posting date (Same variables used in selection 1) + > Clearing Date (Customer Exit variable to read from Posting Date variable )

                                                            ARcleared.jpg

So in the Case 1 .

As on 31.01.2013 the AR value for  C1 should be 1000

Selection 1 = 0

Selection 2 = 1000

Total Balance = 1000

Case 2

As on 28.02.2013 the AR value for C1 should be 1500 (1000+500)

Selection 1 = 500

Selection 2 = 1000

Total Balance = 1500

Case 3 .

As on 30.03.2013 the AR value for C1 should be 500 (1500 -1000)

Selection 1 = 500

Selection 2 = 0

Total Balance = 500

In the next blog I would to try to highlight on AR Ageing bucket Analysis and some of the Dashboard Analysis that can be done on AR.

Thanks

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      26 Comments
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      Author's profile photo Anshu Lilhori
      Anshu Lilhori

      Thanks for sharing this Gajesh.Really nice blog with apt explanation.I enjoyed reading this as much as first part.

      Regards,

      AL

      Author's profile photo Gajesh Nagesh
      Gajesh Nagesh
      Blog Post Author

      Thanks Guru...

      Author's profile photo Former Member
      Former Member

      Hi Gajesh,

      Thanks for sharing very useful information.I am not very clear about Open items and Closed Items calculation.

      In above scenario Case 1, Selection 1 =0 and Selection 2= 1000.

      I am assuming that since the AR document A1 is still open as on 31.01.2013 then Selection 1 would be 1000 and Selection 2 would be 0(No clearing date available as on 31.01.2013).

      Please correct me If I am wrong.

      Many Thanks

      Regards.

      Raju

      Author's profile photo Gajesh Nagesh
      Gajesh Nagesh
      Blog Post Author

      Dear Raju,

      AR Document A1 has got cleared on 01.01.2013, which means the status of A1 has got changed from O to C in the cube. So in the cube for status  O the summation of value will be 0 for A1 document.

      Hope this clarifies

      Regards

      Gajesh

      Author's profile photo Former Member
      Former Member

      Thank you Gajesh for clearing my doubt.

      Regards,

      Raju

      Author's profile photo Former Member
      Former Member

      Thanks Ganesh.

      Can you give me link to your next blog "would to try to highlight on AR Ageing bucket Analysis and some of the Dashboard Analysis that can be done on AR"

      Author's profile photo Harish Allachervu
      Harish Allachervu

      Hi Gajesh,

      its simply superb the way you've articulated is really appreciable.

      once again thanks for sharing this wonderful doc excepting more such docs in future 🙂

      Regards,

      Harish

      Author's profile photo Former Member
      Former Member

      Hi Gajesh,

                       Both the documents(part 1 and part 2) are very helpful. Thanks for sharing.

      Regards,

      Nilesh

      Author's profile photo Arun Palanisamy
      Arun Palanisamy

      Thanks Gajesh,

      In this document im having a doubt, If i need check the paticular date AR repot  means how it will work. Is it possible? Can you please explain me clearly

      Author's profile photo Gajesh Nagesh
      Gajesh Nagesh
      Blog Post Author

      Hello Arun,

      Receivables is always as on date and it uses the entire data in the cube to get the receivables data. So you can run this report as on any given date for fetching up the receivables on that particular date. For eg if you run the report as 01.01.2015 you can get the receivables as on that date and so on.  The reason why you get this functionality is becoz you are using the < and > functionality on the dates ( posting date, clearing date.

      Regards

      Gajesh

      Author's profile photo Prakash K
      Prakash K

      Thanks for sharing Gajesh,

      BR,

      Gajesh,

      Author's profile photo Prakash K
      Prakash K

      I would request you share info on other data sources as well in FI.

      BR,

      Prakash K

      Author's profile photo Former Member
      Former Member

      Hi,

      why didn't you restrict Cleared KF with "Items Status = C" ?

      Author's profile photo Gajesh Nagesh
      Gajesh Nagesh
      Blog Post Author

      Hello Artem

      Its not required, when Clearing Date is used , by default it selects all the cleared documents.

      Author's profile photo Former Member
      Former Member

      Am I right, that if I restrict it with status I don't need to filter clearing date?

      Author's profile photo Gajesh Nagesh
      Gajesh Nagesh
      Blog Post Author

      Hi,

      The idea here is to get receivables balance on any given date. If you use clearing status it will bring all the clearing documents prior to the date on which we need the balance on. Hope this clarifies your doubt.

      Author's profile photo HITESH GAVANDE
      HITESH GAVANDE

      Thanks for sharing... really informative

      Author's profile photo Hello PAMARTHI
      Hello PAMARTHI

      Hi Gajesh,

      Accounts Receivables-A Walk Through Part1    

      was amazing and I got a nice insight on how AR postings will be done as well as Functionality of Account Receivables.

      However, I've one doubt in the table you mentioned above.

      How the highlighted below record was posted. And final record posting date it is showing 01.01.2013. for the status Cleared.

      If possible can you please let me know  a bit clearly.

      Accounting Document

      Item

      Customer

      Posting Date

      Invoice

      Reference

      Clearing Date

      Status

      Amount

      A1

      1

      C1

      01.01.2013

      O (open)

      1000

      A2

      1

      C1

      25.02.2013

      O (open)

      500

      A1

      1

      C1

      01.01.2013

      O (open)

      -1000

      B1

      1

      C1

      01.01.2013

      A1

      15.03.2013

      C (Cleared )

      1000

      Thanks & Regards

      P Sriram.

      Author's profile photo Gajesh Nagesh
      Gajesh Nagesh
      Blog Post Author

      Hello Pamarthi,

      Its the delta feature of DSO to Cube. When the document is cleared the open value has to be made 0.

      Therefore the DSO sends the cube the -ve record for 1000 and then for cleared the same value. When you compress the records the open value will be made as 0.

      Hope this clarifies

      Regards

      Gajesh

      Author's profile photo Prashanth konduru
      Prashanth konduru

      Thanks Ganesh for your effort and sharing the Blog. Gr8 job.

      Regards

      KP

      Author's profile photo Former Member
      Former Member

      Hi Ganesh,

      Thank you for this blog.  Is the same AR data available in the 0FI_GL_14 datasource?

      Sandy

      Author's profile photo Gajesh Nagesh
      Gajesh Nagesh
      Blog Post Author

      Dear Sandy,

      0FI_GL_14 brings in all the fi documents. But then you have will have to filter what are the relevant doc types for AR. If you use 0FI_AR_3/4 or system exclusively brings in only the AR data alone.

      Regards

      Gajesh

      Author's profile photo Former Member
      Former Member

      Hi Gajesh,

      Accounts Receivables-A Walk Through Part1  Link doesnt work. Could you please refresh it?

      regards

      thanks

       

      Author's profile photo Gajesh Nagesh
      Gajesh Nagesh
      Blog Post Author

      Sorry for the late reply. Please find the link for the first part.

       

      https://blogs.sap.com/2014/02/01/accounts-receivables-a-walk-through-part-1/

       

      Regards

      Gajesh

      Author's profile photo Frank Lotthardt
      Frank Lotthardt

      Hi Gajesh,

      looks like you still into this.

      The way you describe the aging report works great nevertheless I have an issue with partial payments. ERP report has the option to "assign items" in the output control.

      How do I accomplish this in BW?

      I get the down payment only displayed in the "aging period" of the payment. What has to be done to reduce the open item it is refering to?

       

      Thanks.
      Frank

      Author's profile photo Gajesh Nagesh
      Gajesh Nagesh
      Blog Post Author

      Frank,

      Sorry for the late reply. If you are using the partial payments, you will have to do some transformation in BW.

      How we dealt with this scenario was, for the partial payment , we will look for base line date of original invoice. So by doing this we will make sure that the payments shows in the ageing bucket of the parent invoice.

      Feel free incase you need any further clarification.

      Regards

      Gajesh