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External Payment Collector powered by


Enterprise SOA
Stefan Wolf
SAP Labs
External Payment Collectors



A customer likes to pay invoices at
external payment Collectors, who may be:
1. Convenience stores
2. Post Offices
3. Bank Offices
4. Cash Point (ATM)
5. Gas Stations
6.

External Scenario:
Cash desks are owned by 3rd parties who collect outstanding debts on
behalf of other companies
3rd party = External Payment Collector
Cash flow between different companies
Enterprise services and functionality have been delivered with ERP6.0
EhP2

Internal Scenario:
Cash desks are owned by the company, who send out the bills and is in
direct relationship with the payer (customer)
Cash flow inside the same company
Enterprise services and enhancements of the functionality will be
delivered with ERP6.0 EhP4
Use cases
SAP FI-CA
Payment Collector
Process: Customer payment
XI
(3) Send open Item
Information
(2) Request Open
Item(s)
(1) Customer
(4) Receive Open
Item(s)
(5) Customer select
items to be paid
(6) Post payment(s)















(7) Process received
payment(s)
(7) Clear Open Item(s)
(8) Retry if Clearing not
possible
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Scenario 1: Online Processing
External payment collector is always in online mode
Communication in both direction is guaranteed
The external payment collector retrieves open items for a
customer on request
Payments are send online to the ERP system. The ERP
system clears the debits immediately or repeat clearing attempt
until successful or assigned to a clarification account
Reversal of payments can be reported
The external payment collector reports a day-end-closing
message, which will be used to post a debit on the external
payment collector account
read open items (request)
FI-CA
ERP
read open items (response)
Send payments
Day-end-closing
Available Services
Scenario 2: Based on stored Information
FI-CA sends open items periodically to external
payment collector (e.g. once a day) for selected
customers
Information are used to identify open items, when the
customer wants to pay
send open items
FI-CA
ERP
Scenario 3: Offline Processing
External payment collector is from time to time in
offline mode
Customer is able to pay using Barcode information of
his invoice
External payment collector sends bundled customer
payments information when online again
Send payments as a bundle
FI-CA
ERP
Details about open Items
Which open item information will be communicated ?
Open amount
Open tax amount
Due Date
Description
Business partner, contract account, contract
Invoice number, payment form ID
Additional fields are available using XI enhancement
concept
FI-CA
Send open items
ERP
Details about communicated Payments (1)
Payments:
Cash Desk collects and sends payment information to
FI-CA.
Payments are either a single (online scenario) or a
bundle of payments (offline scenario)
FI-CA posts the payment and clears the invoice
immediately
FI-CA
Post payment
ERP
Details about communicated Payments (2)
What payment information will be sent?
Office and cash desk ID
Unique payment transaction ID
Grouping key (groups together payments for one day)
Payment amount
Payment explanation (clearing information for open
items)
Payment method information (cash, check, payment
cards)
Additional fields are available using XI enhancement
concept
FI-CA
Post payment
ERP
Details about communicated Payments (3)
Features:
Single and mass transfer of payments
Reverse functionality
Monitoring functionality (technical and business view)

Error processing in the ERP:
All payment information is stored in FI-CA
If the payment can not be posted (e.g. database lock), the
payment will be scheduled for retry processing
Retry backend job tries periodically to post payments
If retry fails, posting on clarification account takes place and
clarification entry is created
New monitoring tool exists for monitoring payments, error
processing and reporting
Monitoring in ERP - Payments
Payment Collectors
external cash Desk
Payment Status
Monitor
payments
Selection
Period
External Payment information
Clearing Document No. in FICA
1
2
3
4
5 6
Payment amount
7
Monitoring in ERP - Overview
Payment Collectors
external cash Desk
Grouping Key
Status
Selection Period
Grouping Key
Overview
1
2
3
4 5
Total amount
6
Payment Collector
SAP FI-CA
Process: Day-End-Closing
XI
(1) Send Day-End-
Closing
Information















(3) Post Debit on
Payment Collector
Account
(1) Process Day-End-
Closing
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Reconciliation
All payments processed during one working day at one cash
desk are grouped together and identified by a grouping key
The grouping key can be used by the cashier as an identifier
when the bank transfer for the received payments is initiated
The total sum of these payments will be transmitted to FI-CA for
reconciliation purposes with the day-end-closing message
After receiving the day-end-closing message it is possible to
perform:
A FI-CA debit posting on the account of the external payment collector
(Each external payment collector is represented as a business partner and
contract account in FI-CA)
The debit of the external payment collector can be collected with the standard
FI-CA functionality and the bank payment will be automatically matched with
the debit
Day-End-Closing
FI-CA
ERP
Contract Account
Payment Collector
11.267,98
Yesterday - Solution without ESOA
1. Cash desks collect money from customers
2. Once a day a file will be transferred from cash desk to
FI-CA
3. Various file formats => customer report will read file
and create a payment lot in FI-CA
4. Batch job will post payment lots
5. Clarification of erroneous data
6. Manual reconciliation of cash flow from external agents
=> High integration costs (implementation and ongoing)
No direct (immediate) clearing

Payments
FI-CA
BAPI
Payment
Lot
Post
Benefits of SOA approach
High level of automation
Easy to-use standardized interface for payment transfer and open
item request by using Enterprise Service
Lower operating cost due to integrated monitoring/reporting tool
Lower integration cost due to standard interface
Out-of-the-box solution by partnering
Business benefits
Improved Cash Flow, lower DSO
Following local market behavior
Increased Customer satisfaction
Wall to wall solution regarding customer and agent payments
Today and tomorrow Solution with ESOA
Menu
External Cash desk in the FI-CA System



External cash Desks Services
Customizing
External Cash desk Customizing
Internal Scenario
Post deposits (asynchronous inbound XI interface)
Post withdrawals (asynchronous inbound XI interface)
Post corrections based on differences (asynchronous inbound XI
interface)
Post GL-postings (asynchronous inbound XI interface)
Request cash balance (synchronous outbound XI interface)
Reverse above mentioned postings (asynchronous inbound XI
interface)
Enhancement of backend monitoring functionality
Enhancement of external scenario
Commission calculation based on received payments
SAP ICM functionality is used to calculate the commissions
Cash Desks Enhancements in EhP4
SAP ICM SAP FI-CA
External cash desk
External payment
collector
Calculation of Commissions in the external scenario
XI
(1) Day-end-closing
message















(2) Processing of day-
end-closing message
(3) Post Agent
postings
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1
(4) Calculate
commissions
(3) Post commissions
for agent
2
3
ICM calculation
rules
(4) Bill commissions
periodically
Commission
calculation
only in the
external
scenario
If a company receives payments collected by an external payment
collector it may be agreed to pay commission based on the payments
received
The calculation of the commission is initiated using the agent posting
functionality in the FICA backend system
As a result of the calculation a credit will be posted on the contract
account of the external agent
The calculation rules are defined and executed in the SAP ICM
management system
Please note that the commissions calculation is only provided
in the external scenario (external payment collectors)
External Scenario : Calculation of Commissions
Services External
Scenario
Internal
Scenario
Available in
ECC 6.0 with
Read open items EhP2
Customer payments (send,
post, reverse payments)
EhP2
Day-end-closing Not available EhP2
Post deposits Not available EhP4
Post withdrawals Not available EhP4
Post differences Not available EhP4
Post GL-postings EhP4
Request cash Balance Not available EhP4
Reverse Postings Not available EhP4
Services and Processes
Stefan Wolf
Head of Field Service North America

SAP Labs, LLC
3410 Hillview Avenue
Palo Alto, CA 94304

T +1 650-849 4190
E stefan.wolf@sap.com
www.sap.com
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