Instruction

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Individual settlement for open calculation – manual steps
 Individual settlement for open calculation – Manual steps

The process

Nr. Job title Department Activities

1. Billing Billing Run billing and in-
specialist voicing
Close recon keys
Verify asset
Run accruals
Transfer contract
data to ECC
Pre settlement status
update
WDV adjustment
Settlement status up-
date
Settlement due re-
port
Run SE invoice

The following instruction is to explain the individual settlement process to give understanding about the whole
process. Normally this will not be used, because all the steps will be scheduled. But, when it is necessary to
fasten the process or to create a single individual settlement it is possible to use the manual process.

Buyout vs Return for sale scenario

In case of a buyout, the way we handle an individual settlement is slightly different from the “return for sale
scenario” (chapter 1.2). When a customer who leased a vehicle also wants to buy the vehicle at (early) termi-
nation, it depends on the customer agreement for what value the vehicle will be bought. In this case the vehi-
cle is bought for the written down book value (WDV). It doesn’t actually matter for what amount the car will be
bought to understand the process, only the amount will change.

CRM bookvalue and Excess/less mileage (DVA) value information

To check the DVA

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Preperations

Bill and invoice open items

First of all, bill and invoice all open items on original and buyout contract (to know how, check the document
“billing and invoicing instructions”). Normally the RT, IB and EO invoices needs to be done.

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Buy out process

Check on accounting
Go to ECC, t-code FILAEXPL and click on the block next to the contract number to enter the UIID number.
Double click on a random entry of your result

>>

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In the navigation bar you now see all the contract numbers. You need to check if all the LAE are green. If one
of the items is not green, you cannot proceed the settlement process. Make sure all steps above are done. If
the LAE is still not green, raise a ticket.

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Close reconciliation keys

All invoices are part of a certain reconsilation key, to be able to do the settlement the recon keys must be
closed (t-code FPG4) and processed (t-code FPG1).

First step: close the open recon key’s (they will be shown with a 00.00.0000 date.)
Go to FPG4 and go to F4 (help) in the field Reconcilation key. In the pop-up screen you enter a quadrat at the
field Closed (or use F4 again and choose No).

You can also look on a specific number. Go to FKKINVDOC_DISP and find your recon key in the table

You need to close the open recon key’s one by one: double click on the line and execute. Then go back to
your search and click on the next line

Second step: transfer the now closed recon key’s (they will still be shown with a 00.00.0000 date.)
T-code FPG1 works almost the same. Use the F4 (help) in the field Reconciliation key but now use a quadrat
at the field Transfer all data (or use F4 again and choose No)

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Run accruals
Go to ECC, t-code S_XB7_96000108 and fill in as followed:

Company code: NL01

Accounting principle: 20
Contract Number: (All contracts under the same UIID)
Key Date for Accounts: (month after the last accrual run and always the last day of the month)
Execution type: Repeat

Please notice: the execution type is always R. Unless the key date is before the actual termination date of the
contract. After that, execute.

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Posting asset depreciation

The depreciation needs to be posted before the settlement can be done.

Go to ECC, t-code AFAB and fill in as followed:

Company code: NL01

Fiscal year: current year
Posting period: current month
Reason for posting: repeat

Please notice: you have to run this process in the background via Program in the menu bar

When Executed, a pop-up appears. Fill in the printer LP01 and follow up with choosing to print Immediately
[save]

Via t-code SM37 you can check if your job is already finished

[Print]

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 Individual settlement for open calculation – Manual steps

Transfer contract data from CRM to ECC

Go to CRM, t-code ZD_TRF_CONTR_DATA

To make sure that all the contract data is available in ECC, transfer the data from CRM to ECC for the original
contract but also for the buyout contract. Fill the fields, click detailed log and execute.

In the log the status needs to be green, if not: raise a ticket. The log will show if the contract(s) are sent suc-
cessfully.

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Check transferred contract data

To check the contract data in ECC, it is possible to check the table.
Go to ECC, t-code SE16. Browse for table ZZT_CRM_ADD_DATA

Fill in the UIID

The table will show both contracts, the original contract and the buyout contract.
Double click on (for example) the buyout contract (always starts with 6)

The Sale of the Vehicle (SALE OF VEH FLAG) must be X

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Pre-settlement status update

Go to ECC, t-code ZF_PSETT_STATUS_UPD and fill in as followed:

[click Enter selections]

UIID
Processing date (whole month of the contract termination date)
company code NL01

In the log the status needs to be green and the status is updated

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Check pre-settlement status

Go to t-code SE16. Browse for table ZFT_PSETT_STATUS.

Fill in the UIID

Double click on the shown line to enter the details of the pre settlement of the contract.

Status T means proposed

Status P means Pre Settled
Status A means Awaiting Asset Depreciation Adjustment

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Written down bookvalue adjustment

Go to t-code ZF_SETTL_GENERATE.:

First click on “variant”, variant means saved preferred settings) and click on SETTL.
Then fill in the UIID

Log will appear and again it gives a view if the WDV adjustment is done successfully.

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Settlement status update

Go to transaction code ZF_SETTL_STATUS_UPD to update the settlement status so in the next step the ac-
tual settlement can be done. Fill the fields (same way as the pre settlement status update) and execute.

Log will show if the update has been done successfully:

Settlement Due Report

Go to transaction ZF_SETTL_DUE and fill in:

UIID
Settl Date up to (datum toekomst. Bijv 27.10.2019)
Company Code NL01

Choose Display Settled Contracts

Enable Supervisor Options

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Buffer overview
Stay in ZF_SETTL_DUE. Choose the option ‘Buffer’

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To Check if the amounts are correct you use the following SUM

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 Individual settlement for open calculation – Manual steps

Return of Sales process

Bill and invoice open items

In your preparations, you already invoiced the contracts. However; with a settlement you also need to Bill and
Invoice the sales fee.

At CRM you can find the transaction id in the Sales for Return contract.
Go to Transaction History | Expense Report. Then follow the process again, mentioned in the preparations

Check on accounting
Go to ECC, t-code FILAEXPL and click on the block next to the contract number to enter the UIID number.
Double click on a random entry of your result

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 Individual settlement for open calculation – Manual steps

In the navigation bar you now see all the contract numbers. You need to check if al the LAE are green. If one
of the items is not green, you cannot proceed the settlement process. Make sure all steps above are done. If
the LAE is still not green, raise a ticket.

Check Asset
In the master data of the leasing asset it is important that the Remark Post Indicator is filled.
To check the indicator, we go to FILAEXPL to search for the asset code
Go to the navigation panel, click on the Return for Sales contract and then on SALES_RE | Fixed Assets.

Continue to click on ‘Display Master Data’ in the menu bar (shift-f4). You are now in transaction code AS02.
Fill in the asset code and go to the tab allocations. The Remarketing post indicator must be X.

If not, continue with correcting the remark post indicator below. Otherwise you can skip that step.

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Correcting the Remark Post Indicator

Go to CRM Web UI and go to the Change History of the Return for Sales contract.
Write down the date that is shown at the action ‘System Status Entered’

We now have the RFS date which we will use as retirement date & posting date in the asset history sheet.
Go to t-code ZF_RAGITT01_FI037 and fill in as followed:

Company code: 0001

Asset Number: (see t-code FILAEXPL)
Sort Variant: Z006
retirement date: RFS date
posting date: RFS date

Once executed, the indicator should show an X in FILAEXPL/ AS02

Please notice: When updating the asset history sheet, there is an error. That is normal

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 Individual settlement for open calculation – Manual steps

Close reconciliation keys

All invoices are part of a certain reconsilation key, to be able to do the settlement the recon keys must be
closed (t-code FPG4) and processed (t-code FPG1).

First step: close the open recon key’s (they will be shown with a 00.00.0000 date.)
Go to FPG4 and go to F4 (help) in the field Reconcilation key. In the pop-up screen you enter a quadrat at the
field Closed (or use F4 again and choose No).

You can also look on a specific number. Go to FKKINVDOC_DISP and find your recon key in the table

You need to close the open recon key’s one by one: double click on the line and execute. Then go back to
your search and click on the next line

Second step: transfer the now closed recon key’s (they will still be shown with a 00.00.0000 date.)
T-code FPG1 works almost the same. Use the F4 (help) in the field Reconciliation key but now use a quadrat
at the field Transfer all data (or use F4 again and choose No)

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 Individual settlement for open calculation – Manual steps

Run accruals
Go to ECC, t-code S_XB7_96000108 and fill in as followed:

Company code: NL01

Accounting principle: 20
Contract Number: (All contracts under the same UIID)
Key Date for Accounts: (month after the last accrual run and always the last day of the month)
Execution type: Repeat

Please notice: the execution type is always R. Unless the key date is before the actual termination date of the
contract. After that, execute.

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 Individual settlement for open calculation – Manual steps

Posting asset depreciation

The depreciation needs to be posted before the settlement can be done.

Go to ECC, t-code AFAB and fill in as followed:

Company code: NL01

Fiscal year: current year
Posting period: current month
Reason for posting: repeat

Please notice: you have to run this process in the background via Program in the menu bar

When Executed, a pop-up appears. Fill in the printer LP01 and follow up with choosing to print Immediately
[save]

Via t-code SM37 you can check if your job is already finished

[Print]

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 Individual settlement for open calculation – Manual steps

Transfer contract data from CRM to ECC

Go to CRM, t-code ZD_TRF_CONTR_DATA

To make sure that all the contract data is available in ECC, transfer the data from CRM to ECC for the original
contract but also for the buyout contract. Fill the fields, click detailed log and execute.

In the log the status needs to be green, if not: raise a ticket. The log will show if the contract(s) are sent suc-
cessfully.

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 Individual settlement for open calculation – Manual steps

Check transferred contract data

To check the contract data in ECC, it is possible to check the table.
Go to ECC, t-code SE16. Browse for table ZZT_CRM_ADD_DATA

Fill in the UIID

The table will show both contracts, the original contract and the buyout contract.
Double click on (for example) the buyout contract (always starts with 6)

The Sale of the Vehicle (SALE OF VEH FLAG) must be X

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 Individual settlement for open calculation – Manual steps

Pre-settlement status update

Go to ECC, t-code ZF_PSETT_STATUS_UPD and fill in as followed:

[click Enter selections]

UIID
Processing date (whole month of the contract termination date)
company code NL01

In the log the status needs to be green and the status is updated

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 Individual settlement for open calculation – Manual steps

Check pre-settlement status

Go to t-code SE16. Browse for table ZFT_PSETT_STATUS.

Fill in the UIID

Double click on the shown line to enter the details of the pre settlement of the contract.

Status T means proposed

Status P means Pre Settled
Status A means Awaiting Asset Depreciation Adjustment

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Written down bookvalue adjustment

Go to t-code ZF_SETTL_GENERATE.:

First click on “variant”, variant means saved preferred settings) and click on SETTL.
Then fill in the UIID

Log will appear and again it gives a view if the WDV adjustment is done successfully.

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 Individual settlement for open calculation – Manual steps

Settlement status update

Go to transaction code ZF_SETTL_STATUS_UPD to update the settlement status so in the next step the ac-
tual settlement can be done. Fill the fields (same way as the pre settlement status update) and execute.

Log will show if the update has been done successfully:

Settlement Due Report

Go to transaction ZF_SETTL_DUE and fill in:

UIID
Settl Date up to (datum toekomst. Bijv 27.10.2019)
Company Code NL01

Choose Display Settled Contracts

Enable Supervisor Options

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Buffer overview
Stay in ZF_SETTL_DUE. Choose the option ‘Buffer’

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To Check if the amounts are correct you use the following SUM

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Settlement

Settle
Go to Summary. Pop up screen appears, don’t fill in a value but click OK

Click settle. Execute settlement, choose Yes after that, the contract is settled.

Settlement invoice
After all the steps are completed successfully, you can create the SE (settlement invoice type) in ECC
The invoice specification page will look like this:

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Extra

Search for grouping

Je kunt de grouping opzoeken door naar het billing document te gaan. Haal het billing document nr uit CRM
gui bij het bill type. Ga naar se16 en table DFK …… H en vul hier het billing document nr in het 2 e vakje met
daarachter *.
Kopieer het billingdocnr en ga naar DFK……I vul hier in het 1e vakje het gekopieerde billingdocnr Hierin kun
je vervolgsn naar rechts scrollen en de grouping etc. zien.

Invoice grouping
In transaction SPRO kun je alle factuursoorten zien en welke grouping er vervolgens onder hangt.
Hierdoor kun je ook exact zien welke grouping evt mist. In dit geval hing onder EO alleen de grouping P93.
Toch ben ik wel nieuwsgierig hoe die kilometerafrekening dan wordt gegroepeerd…. Morgen checken.

Technical code
In transaction SFP en dan table (z*inv*) en dan F4 kun je via properties de “form routines” bekijken. Dit is
eigenlijk de technische code.

Correcting the status

Use this with problems creating the pre-settlement
Go to t-code sm30, table ZFT_PSETT_STATUS. Click on enter conditions/ maintain and search by
using the UIID. Now change the status of the pre-settlement to proposed

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ZF_SETTL_STATUS_UPD

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Lae_crm_items
Eter_re
Check return for sale

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