Submission of Receivables to External Collection Agencies

Release 4.64

07.11.2003

Submission of Receivables to
External Collection Agencies
Release 4.64

SAP AG
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Submission of Receivables to External Collection Agencies

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Submission of Receivables to External Collection Agencies

Release 4.64

Table of Contents
1

Introduction .................................................................................................5
1.1 Term Collection .................................................................................5
1.2 Availability............................................................................................5
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
Process Steps when Handing Over Receivables to External Collection
Agencies ......................................................................................................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
3.4.2.2
3.4.2.3

3.5

3.6

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Entering the Collection Agency File ....................................13

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

3.4.3 Mapping in the System .......................................................................15

3.4.4 Allocating Incoming Payments to Open Items ...................................16
Recalling Items ..................................................................................16
3.5.1 Ways of Recalling...............................................................................16
3.5.2 Mapping in the System .......................................................................17
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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5

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
Customizing.............................................................................................. 20
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
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

Submission of Receivables to External Collection Agencies

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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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2
Submitting Receivables to External Collection
Agencies: 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 them
for 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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3
Process Steps when Handing Over Receivables to
External 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 for
Submission).

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 transaction
FP03 (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
customers 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 as
external collection agencies (see Chapter 4 Customizing). Before you do this, you must
create every collection agency as a business partner with an accompanying contract account
in the system. (This is necessary so that the processing charges for the collection agency
can 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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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 a
due 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.

3.2.2

Mapping in the System

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 module
FKK_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 receivables
included 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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Figure 1: Releasing and Submitting Items to a Collection Agency

Dunning
Dunningactivity
activity
(Event
(Event0350)
0350)

FP03

(FKK_COLL_AGENCY_RELEASE_0350)
(FKK_COLL_AGENCY_RELEASE_0350)

(Process submission)

Collection
Agency
Soft&Easy
Pos. 1 Charlton

Mass
Release
Massrun:
run:
Release
(FP03M)

Pos. 2 Banks

(FP03M)

Pos. 3 Robson
Pos. 4 Hurst

Mass
Write
Massrun:
run:
Writeoff
off
(FP04M)

Pos. 5 Moore

FP03D/FP03DM

(FP04M)

Pos. 6 Stiles

(Submit)
Total amount:
EUR 1,205,488,--

Write
off
Write
off
(FP04)
(FP04)

Status: Released

Manual
release
Manual
release
(FP03E)
(FP03E)

DFKKCOLL
(Table of
collection items)

Collection
file

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 not
trigger any other system activity. The function enables you to make manual
changes if they are required. Note that data inconsistencies can occur after
manual 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 any
other system activity. The flag is saved for information purposes in the collection
item file. When you evaluate the file, you can select items based on this flag. If
you sell a business partners open items to a collection agency, you should write
off 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
3.4.2.1

Processing Incoming Data and Postings

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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Figure 2: Collection Agency Payments Postings

VKONT

BETRZ

VK1

NINBK

50,00

BETRI
3,00

BETRC

...

2,00

Items in the
collection agency
file

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

FI-CA:

General ledger:
Contract account 1

Receivable
(1) Interest
(2) Charges.

Bank clearing
55,00

50,00
3,00
2,00
(3) Payment - 50,00
- 3,00
- 2,00

Receivables
55,00

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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Figure 3: Posting the Collection Processing Charges

FI-CA:
Collection agencys contract account
Payable for
coll. agency
services

7,00

General ledger:
Expense
Coll. Exp.

3.4.2.3

7,00

Payable
Coll. charges 7,00

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.

3.4.3

Mapping in the System

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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Note

When a submitted item is (partially) cleared by a customer payment or in the course of account
maintenance, 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 1054
must 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 enter
the 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.

3.5.2

Mapping in the System

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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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 given
the 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 (Information
to Collection Agency), this indicator contains all possible clearing reasons such as clearing
by 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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Customizing

In the Customizing menu select Financial Accounting Contract Accounting Business

Transactions Submission of Receivables to External Collection Agencies:
Execute the following IMG activities:
Define External Collection Agencies
Define Status of Receivables for Submission
The indicator SE in the right-hand column ensures that the items with this status can be

(re-) submitted
Define Specs for Submission to External Collection Agencies (posting area 1054)

o
o
o
o

Payment lock reason

Dunning lock reason
Alternative partner
Document type

Define Specifications for Collection Agency Charges (posting area 1056)

Define Reasons for Receivables Comebacks
Define Default Value for Callback Reasons (posting areas 1058)
Specifications for Transferring Information to Collection Agency (posting area 1059)

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5
Events for Submitting Receivables to External
Collection 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 Agencies

5051

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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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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Figure 4: Payment Reference for Incoming Collection Agency Payments

Doc.

INKPS

Amount

4711

001

58,00

4711

002

58,00

4712

001

116,00

Payment form 2345

Payment form 2346

Payment form 2347

Payment reference

Submission
file

Submission
RFKKCOL2

Coll. agency

Bel.Nr. Pos Betrag

4711 1
58,00
4711 2
58,00
4712 1 116,00

Selection category for the

payment lot

Collection agency
file

Payment lot
RFKKCOPM

NRZAS

BETRW

OPBEL

INKPS

OPBEL

BETRW

GPART

VKONT

GPART

BETRW

VKONT

BETRW

BETRW
BETRW

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.

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