Blueprint Workshop

FI0100 Enterprise Structure

FI0200 Manage Contract Account
FI0250 Manage Taxes
FI1300 Manage Postings
February 27, 2013
Dawna Stanfield
Yingtao Wang

HCL Proprietary and Confidential

Agenda

Process Overview
Process Flow
Open Items
Questions on Process
Requirements and PPPs
Development Object(s)
Migration
Cutover
Summary

Enterprise Structure Process Overview

Define Enterprise Structure

Accurately depicts the Enterprise and Organizational Structure of Direct Energys operations
Facilitates accurate financial postings to interface to DEs Corporate SAP General Ledger
Facilitates Operational processing and reporting

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Enterprise Structure Process Overview

Electric
Div 01
DERS 6100
Gas
Div 02

DE

Competitive Contracts

Electric

Div 01

Gas

Div 02

DEP 6120
Home Services
Div 98

Dual Service
signifies special product /
pricing

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Enterprise Structure Process Overview

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Enterprise Structure Process Overview

Define Enterprise Organizational Structure BPO

Enterprise Structure Process Overview

Define Master Data Model Scenarios

Enterprise Structure
Assumptions
DE Corporate will communicate any changes to the Enterprise Structure.

Open Items
Questions on BPD?
PPP or Business Requirements Questions?
Regulatory

The two companies DERS 6100 and DEP 6120 cannot view or share data within this CRB
system
This requirement will be addressed during the P-CS0100 Managing Business Partner

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Enterprise Structure
Migration
Business Master Data Structure

Cutover
Enterprise Structure will be configured at initial system set up
Master Data objects will be migrated at cutover from the existing CIS system.
See respective BPDs and migration documents

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Manage Contract Account

Manage Contract Account Overview
Contract Accounts form the basis for Financial Contract Accounting (FI-CA)
for customers in the SAP Customer Relationship and Billing (CRB) solution.
Fields on the Contract Account will facilitate and/or control how processes
work
Only very rarely will a contract account be created in isolation. The standard
business practice is that the Contract Account will be created as part of the
Move In process P-CS0400 Manage New Contract Process.
This document however outlines the basic business rules regarding the usage
of a Contract Account, what information is stored at the Contract Account
level and what categories of Contract Accounts will be used.

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Manage Contract Account

Business Partner and Business Agreement (Contract Account) Association
The Business Partner is an individual or organization with whom Direct Energy
has a relationship. Master data (information) maintained for a Business
Partner includes cross-component data and role-specific data.
A Business Agreement in CRM is synonymous with a Contract Account in ECC.
When a Business Agreement is created in CRM; the data replication process is
used to set up the Contract Account in ECC.

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Manage Contract Account

Business Partner and Business Agreement (Contract Account) Association
Business Partner will be created in only one system CRM and replicated to
ECC
Business Agreement (Contract Account) will be created in only one system
CRM at move in and replicated to ECC
The mechanism to create a Contract Account from a Business Agreement is by
using the Business Agreement Class, which is then mapped to a template
Contract Account. The template contract account will contain all the default
ancillary data that is required when a Contract Account is set up. Full
Documentation of this processing will be in P-CS0400 Manage New Contract

Process
Updates to the Contract Account may be made in ECC and these updates will
replicate to the Business Agreement in CRM. Likewise, updates may be made
in CRM and the updates will replicate to the Contract Account in ECC. The
specific processing rules for updates to be completed in either CRM or ECC
will be defined in the respective business process document.
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Manage Contract Account

Fields on the Contract Account provide information for many processes and
the values will for many fields will be defined in the respective processes (i.e.
bill form, incoming payment method)
Fields can be either Required or Optional; Changeable or Display Only
Required fields will be defaulted at Move In using the Master Data Template
based on type of CA and Product

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Manage Contract Account

Key Fields Defined on Contract Account
Contract Account Category Contract Account Number and Field Attributes
Current 13 digit number will be 12 digit number in SAP includes check digit
No intelligent numbering

Account Determination ID - ADID

Allow us to separate out Receivables by various customer types; derive the offsetting
GL Account coding; and assist with reporting (more discussion in P-FI1300 Manage
Postings

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Manage Contract Account

Key Fields Defined on Contract Account
Contract Account Name
Capture a person or organization name that a customer desires to be on
correspondence. (C/O to differentiate between various Business Agreements)

Legacy Account
At migration, the legacy customer account will be updated. Will be used to convert
Legacy Account numbers for posting transactions (i.e. Payments processed from
Legacy Invoices)

Clearing Category
Defines the Clearing rules for payments/credits to open items on the account.

Payment Terms
Defines the due date for payment for this CA

Additional fields
Described and referenced to the process that will define the values

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Manage Contract Account

Assumptions
Rules for Creation of a Business Agreement/Contract Account are documented
in the P-FI0100 Enterprise Structure

Open Items

Account Relationship
Process stats for # of CAs current and number created per day (new move in)
for each Company

Legal/Regulatory

The two companies DERS and DEP cannot view or share data within the CRB
Systems.

Security Requirements

Access to create, change, or display the contract account/business agreement

will be based on access to the transaction code or IC Web process.
Company Code access on the CA will also be controlled by Security to ensure
segregation of Companies, as required
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Manage Contract Account

Change Impacts See BPD
Development Objects
Enhancements Custom Fields on CA

Migration
Contract Account fields

Questions on BPD?
PPP or Business Requirements Questions?

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Manage Taxes
Manage Taxes Overview
This process defines the Sales Tax processing and reporting required to meet regulatory
requirements for collecting taxes to be collected from the Customer and remitted to the
government.
Tax Jurisdictions to be configured in SAP: (Control the tax types and rates for each region)
CABC British Columbia
CAAB Alberta
CASK Saskatchewan
CASL Saskatchewan (Lloydminster City)

Tax codes to be configured in SAP:

ST - Sales GST 5% (CABC, CAAB, CASK, CASL), PST 7% (CABC), PST 5% (CASK)
S0 Tax Exempt (Tax exempt certificate on file)
If a Tax rate changes, the current rate in effect when a customer is invoiced will be used
(pending final confirmation)

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Manage Taxes
Taxability
All customers and all customer charges are taxable unless a customer meets the
requirements for tax exemption and has provided the appropriate documentation to
support the exemption. If a customer is tax exempt, they are tax exempt for all
charges.

Tax Exempt
First Nations members at a residential use property on First Nation land
First Nations Indian bands, and band-empowered entities if the service supplied is on a
reserve
Approved Alberta governmental agencies.
Unbillable revenue accounts

Tax Exempt Rules

The onus will be on the customer to advise DE of any changes to exemption status
There will be no retroactive adjustments for someone that proves that they are exempt
after having already been assessed taxes on a billing cycle.
Retention of exemption documentation must be in compliance with tax retention
requirements, which are currently 7 years. (Scanned to Open Text)
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Manage Taxes -Exemption Flow

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Manage Taxes
Regulatory
All customers and all customer charges are taxable unless a customer meets the
requirements for tax exemption and has provided the appropriate documentation to
support the exemption. If a customer is tax exempt, they are tax exempt for all
charges.
Taxes set up in system per tax regulations for the Alberta, BC, and Saskatchewan
Province Governments
Tax Exemptions set up when required documentation for qualifying customers is
received

Assumptions

Customers are required to send in the required information for tax exemption.

no retroactive reversals for tax paid prior to receiving the required information

There are

Open Items

Final Confirmation of the determination of when a new tax rate is applied.

Expiration Date for First Nation applicants
Is a form sent to the customer or the customer sends in required information without a
formal form
Process Stats volumes for new exemption adds and updates for expired (monthly)

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Manage Taxes
Questions on BPD Process?
PPP or Business Requirements Questions?
Development Objects
Enhancements
Tax exempt functionality

Forms
Letter to Exempt Customers prior to Exemption

Reports
DE requires a Control report which will include a GST reconciliation, detailing all
revenues collected which were GST exempt.
DE requires a Tax report R FI0250 Sales Tax Report by Province, Line Item, Tax type,
and Customer.

Migration

Tax Exemptions migrated as part of the Contract Account Migration

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Manage Postings Transactions are posted in CRB using automatic account assignments to
determine the appropriate Company Code, CO object, and GL account to post
to the DE Corporate Financial System.
Miscellaneous debits and credits are postings which are created manually on a
one off basis to a Business Partners account, for various adjustments and
fees; posted automatically as part of a process; or interfaced.
Examples of miscellaneous postings include, but are not limited to courtesy
adjustments, NSF waiver, etc.

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Manage Postings - Transaction Posting with Account

Assignments
Transactions are posted in CRB using automatic account assignments to
determine the appropriate Company Code, CO object, and GL account to post
to the DE Corporate Financial System.
Account Posting Rules:
It is important that debits and credits are posted at the appropriate level
either contract or contract account; so the type of charge is consistently
posted. (ie a Move In Fee is charged at the Contract level as it is directly
associated to the contract).
Within the set up of the Main/Sub transactions, the various postings
identified and set up will be restricted as to the combination of Company
Code, Division (service/contract level), ADID, Main Trans, and Sub Trans
that they can be posted to as well as the accounting associated with the
posting combination.

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Manage Postings - Transaction Posting with Account

Assignments

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Manage Postings - Transaction Posting with Account

Assignments
Sample of Account determination set up for offsetting account (at subtransaction level)

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Manage Postings - Miscellaneous Postings

The following rules apply when posting miscellaneous debits and credits:
All items will be adjusted at the level (Contract Account or Contract) they were initiated at
and will be configured to only allow certain postings to be posted at specified levels. As
such, if an interest posting was posted to the Contract, the adjustment to the interest will
also be posted to the Contract.
Adjustments not authorized to be posted by a CSR will have a manual BPEM case created
to request that the back office team post the adjustment.
If the Miscellaneous item is posted to the incorrect Contract Account, the posting will need
to be reversed from the incorrect Contract Account and reposted to the correct one. This is
required as there are financial, invoicing, and dunning implications in having miscellaneous
charges attached to the wrong contract account
Manual Miscellaneous postings initiated by CSRs either have a dollar cap that can be posted
up to or require approval before the debit or credit can be posted onto a customers
account. (Enhancement)
All users back and front office will have limits for misc posting and will require approval if
the amounts exceed the limits. (Enhancement)
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Manage Postings - Miscellaneous Postings

Front Office CSR

The credits below are current defined authorizations.
Waivers of fees:

NSF waiver this will be pre-configured in ICWeb views for agents to pick from.

LPC waiver this will be a list of selectable LPCs proposed by the system in ICWeb for agents
to pick from. An enhancement to the view E-FI1300-03 will be done for proposing and
limiting items that can be waived.

If the waivers are more than $50 in value, approval will be triggered automatically.

Other Courtesy/Goodwill Credit - $25

For those adjustments that are not designated postable by a CSR; the first step will
be to pass the customer call to a supervisor. If additional review action is still
required outside the supervisor role; a BPEM (Business Process Exception
Management) case will be created to the designated Lead for the Issue Resolution
group in the back office.
An interaction record will be created and the text field updated in the transaction text
detailing the reason for the adjustment for audit purposes. The text field will be
included in the report for adjustments.
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Manage Postings - Process Flow

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Manage Postings - Miscellaneous Postings

Back Office
The Back Office will have authorization to initiate Miscellaneous postings from various
processes depending on their role:

Receives a request via a manual BPEM case from the Front Office or directly from the
Business Partner;

Requires a correction to a process posting error (ie Fee posted to wrong customer account or
return fee incorrectly charged);r

Requires a manual posting for fees (i.e. bankruptcy fees),

A reversal of a posting is required in lieu of a waiver credit adjustment

The back office will also have transaction and authorization limits for credit postings
currently following the CSR approval workflow limits
An contact record will be created and the text field updated in the transaction text
detailing the reason for the adjustment for audit purposes. The text field will be
included in the report for adjustments.

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Manage Postings - Miscellaneous Postings

Misc Debits/Credits Automatic Postings

There are some miscellaneous postings automatically created based on a process
trigger, an incoming interface file, or a mass file upload enhancement.
These postings use the Miscellaneous Posting transaction, as well just in the
background. These items will be configured to not allow a user to manually post
them.

Fees such as an Account Set Up charge are automatically posted when an account is set up in
the background with a pre-set amount. To facilitate automation of these postings an
enhancement will be required in most cases.

A listing of these fees is included in the BPD review

Misc Debits/Credits Mass Postings

There may be times when a credit or rebate; not processed via the billing engine is
required for a large number of customers. In this case, it is not feasible to process
the credits individually.
An enhancement will be provided for uploading a file with multiple line items for a
Miscellaneous posting E FI1300 Mass Miscellaneous Posting Upload to facilitate timely
and efficient processing
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Manage Postings
Assumptions

Customers from BUSM out of scope

Open Items
Review BPD item comments
Process Statistics
Credit for $75 for disconnect in error

Regulatory/Controls
Workflow for approvals of Miscellaneousl Credits
Report of all posting for a time period, customer, user, and reason for positing.
Update Interaction/Contact Record for each positing with reason for applying
the posting

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Manage Postings
Questions on BPD Processing?

PPP or Business Requirements Questions?

Development Objects
Enhancement/Approval flow
An enhanced transaction FPE1 will be created to limit the transactions a user can post, limit the
amount a user can post, and initiate an approval workflow for postings requiring approvals. E
FI1300-01Misc Posting and Approval Workflow

Interface/Enhancment for posting mass Misc. Postings

E-FI1300-02 Misc. Posting
Enhancement for front office view
E-FI1300-03 Post Misc. credit using enhanced view
Reports
R-FI1300-01 Monitoring Misc Postings

Migration

Migration of document postings on customer accounts

Cutover
Reconciliation with DE Corporate SAP Financial System and Legacy to SAP CRB
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Summary

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