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Refresh Training

Accounts Receivable

Date: 26 Sep 2016

Accounts Receivables - Agenda


In this course we will be reviewing the following sub-processes
and related SAP transactions:
1 .Master customer maintenance

DT+MT customer
FI customer

2. Cash Application
Incoming Payments
Customer Down Payments
Clear Accounts Receivable
Debit Memo/ Credit Memo Entry
3. Collection Management
Ageing / Overdue Review / Provision / Write off Bad Debts
Correspondence with Customers

4. Customer Credit Management updating the credit limit of the customer


5. FI invoice for goods/service
6. Reporting
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Master customer
Master customer maintenance
Request & filling information on form from CD (for DT+MT) or
functional department (Mktg, SM, )
CSE is owner for requesting new code (DT+MT)
AR is owner for requesting new FI code (not affect to physical
stock)
AR cross check main information, which impact to finance view:
Name , VAT code, address, bank name, account bank
(matched with business license)
Account reconciliation, account group,
Delivery plant : V101 - VSIP; V102 - BNDC ; V103- DN; V104 :
ICE CREAM
Payment term (used for DT+MT+FS )= standard payment (5)+
lead delivery time + bank day (review by CSE & CDF) . Average
payment of DT : 8 days/ MT :11 days/ FS : 31 days
Payment term (used for FI code) = contract or agreement
Confirmation to MDM for new code creation
3 3

Master customer

Incoming Payment
Key Concepts

Customers can pay Unilever using different incoming payment instruments. There are
various types handled in the U2K2 template.

Incoming payment assigns a payment document to a customer and clears open items
from customer accounts.

Cleared items are assigned with a document reference number and clearing date.

Special G/L indicators are used to differentiate the types of businesses dealing with the
same customer under one customer master data.

Full or partial payment is posted with clearing depending on whether the amount
received is equal to the amount in the invoice.

A partial payment is a payment that is posted to an account without any open items
being cleared. The original open item and the partial payment remain open.

A residual item results when a payment is made for less than the actual amount
outstanding. The original open item is cleared and the system posts a new open item.

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Incoming Payment

Bank transfer

Incoming Payments can be received through bank transfers: CTB + HKB

Bank account of each customer will be transfer into UVN through virtual
account at HKB

VirtVual
= 000484+customer
code
Virtualaccount
account
=000484+customer
code

Virtual account will define : code + name of customer + details of payment

Bank Transfer posted via bank statement of company.

Posting can be cleared against customer account, which are defined in


banks remittance. Automatic and manual clearing are detailed in AR Clearing
section

Information must be field on description of bank transfer : tien hang or the


chap + name of payer + other text

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Incoming Payment

Transfer money received into SAP


Download money received from bank net through bank tool (CTB+HKB)
Cross check name + code + narrative on bank report .
Prepared MJ template to download data into SAP system

Make sure to check total bank amount in bank statement matched with SAP
system
Unknown incoming payment is temporary booked to suspense a.c
13301953 (approved from GL) and following up with AP/CD/Treasury/ RS/
SM for clearing suspense a.c by month-end .
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Incoming Payment
Special GL Indicators
Used when target reconciliation account needs to be used instead of the usual reconciliation
account that is defined in the customer master.
o Example:
Usual posting when customer makes normal payment
Cr Customer Reconciliation Account(PK :
15)
Dr Bank HSBC vnd (PK : 40)
Or Dr Bank CTB vnd (PK : 40)

13301001 (AR Trade Local)


13108317 (SUB HSBC 001-034826-003)
13108303 (SUB CTB 0300158013

But when customer makes a special G/L indicator , target reconciliation account needs to be used instead by
specifying Special G/L Indicator X
Cr Special G/L Indicator X Pledge in cash 14301197 (AP Other-Customer Claim)
(PK : 19)
Dr Bank HSBC vnd
13108317(SUB HSBC 001-034826-003
Cr Special G/L Indicator H/I Pledge in
BG/Over draft (PK : 19)
Dr GUARENTIES -OFFSET-CUSTOMER

84601006 (LETTER OF GUARANTEECUSTOMER)


84701901(GUARENTIES -OFFSETCUSTOMER)

Other common uses of special G/L indicator are when posting incoming payments as deposit,
bank guarantee, overdraft.
By using special G/L indicators, different target reconciliation accounts can be for the same 8 8

Incoming Payment
Payment Differences and Tolerance Limits
Payment difference : Actual amount received Amount expected
If payment difference is within tolerance limit, the small balance differences during the clearing
will be booked automatically to P/L account according to predefined tolerance groups.
Tolerance is small balance differences during the clearing . Tolerance limit for Vietnam is 0 VND.
, there will be no automatic clearing, and differences have to be booked manually.

Rules

Document type to be used for customer payment is DZ.


Customer Payment is saved within the number range of 3400000001-3499999999.
Posting key for incoming payment is 15.

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Incoming Payment Practices

A system demonstration will be performed for all the below


transactions, followed by a hands-on practice of the
transaction.
o
o
o
o
o
o
o
o
o

FBL5N
Customer Line Item Display
F-32
Manual clear Customer
F-26
Incoming Payments Fast Entry
FBRA
Reset Cleared Items
YUFI_GLZZ01 FI General batch input
Sm35
Batch input monitoring
F-19
Reversal Bank guarantee /OD
F38
Enter Bank guarantee/ OD (special GL ; H/I)
F-29
Enter cash pledge (special GL : X)

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Customer Down Payment


Key Concepts

A down payment can be


o Cash pledge
o A guarantee letter as an assurance that bank will guarantee funding through HSBC,
VCB, Standard Charter, MB
o House property

A guarantee letter is not a real payment, and will be posted as a statistical item.

A statistical item is a posting where only 1 line is required during entry and system
automatically assigns the offset account. Statistical postings do not impact the trial
balance.

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Customer Down Payment


Statistical Posting Illustration for Bank guarantee

At the time of entry, only 1 line is required with special G/L indicator.
o Cr 84601006 Customer Account (PK : 19-Special GL :H/I)

System will automatically assign an offset account for second line.


o Dr 84701901 Offset of received guarantee letter (PK : 40)

Deposits (Security Deposits)

Security deposits may be required for signing up a new Distributor or business required

Deposits are posted in the system with special G/L indicator X (PK : 19)

The deposit balance may impact to credit limit, depending on the business rule.

Interest on the cash deposit, it will be netted off from customer balance through issuing credit
note

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Customer Down Payment


Deposit on cash or bank guarantee
Requirement
Minimum 20% of CL for cash pledge or 40% of CL for bank pledge are
minimum requirement.
For new set up distributors whose year of service is less than 1 year till the
date of CL review, 30% of CL for cash pledge and 60% of CL for bank pledge
are required maintained

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Clear Accounts Receivable


Key Concepts

Customer open items have to be cleared once Incoming Payments and Incoming
payment advices are received
There are 2 ways by which Accounts Receivable clearing can happen
o Automatic FIFO clearing for full invoice based on oldest open invoice by due date ^
smallest amount for the same due date, not partial invoice
o Manual clearing (to be used for some customers : MT + export) : full or partial
invoice clearing can happen, depending on debits amount = credit amounts
Small balance differences during the clearing will be booked automatically to P/L
account (Dr 42325502 CC 5630002)
After the clearing, the system assigns the clearing date and clearing document number
to each open item cleared.
Reset cleared items if error happen
Clearing document is saved within the number range of 1100000001-1199999999.

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Clear Account Receivable Practices

A system demonstration will be performed for all the


below transactions, followed by a hands-on practice of
the transaction.
o
o
o
o

FD10N
FBL5N
F-32
FBRA

Customer Balance Display


Customer Line Item Display
Manual Clearing
Reset Cleared Items

YUFI_AR0001 Clearing using FIFO Method

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Customer Invoice Entry


Key Concepts

This process refers to invoices that are not generated from the sales order process.

These are non-stock invoices that are entered directly in AR module. Examples:
o Sale of fixed asset
o Sale of Scrap (unused items eliminate from manufacturing: drums, paper, cartons,
broken pallet, )
o Sales of raw & packing material
o Free export invoice for FG sample, transist test ,

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Customer Invoice Entry


Rules

Document Type to be used for local customer Invoice is DR & oversea invoice is DN.
Local customer Invoices will be saved within the number range of 33000000013399999999
Oversea invoice will be saved within the number range of 8200000001-8299999999.
Posting key to debit customer when posting AR invoice is 01.
When reversing AR invoice, the system will credit customer in the reversal document
with posting key 12 & type document is RR & range document is 58xxxxxxxx .
Accounting treatment for transactions booking into credit :
1. raw material sales : 51403010
2. packaging material sales : 51403020
2. scrap sales & WO FGs sales : 51401010
3. Fixed asset sales : 51001010
4. other income (penalty of late delivery/compensate of loss, damaged ,
depreciation) : 51420010.

Guidelines

Before invoice can be posted for a new customer, customer master must be created in
the company code for that customer.
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Customer Invoice Entry

A system demonstration will be performed for all the below transactions,


followed by a hands-on practice of the transaction.
o
o
o
o
o
o
o
o
o

FD03 / XD03
Check customer details
F-03
Clear Off matching GL line items
FBRA
Reverse GL Clearing
FB03
Display Posted AR document
FB08
Reverse AR document
YVNFI_AR8153
Print invoice document
FB01
Post DRP Invoice
FB70
FI local invoice (scrap invoice,FA, RM, w/o slob sales)
F-22
Debit note ( penalty of late delivery/loss/damaged/. / FI export invoice (free sample, RM,
FA .)

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BUSSINESS PLACE
3 . Bussiness place is where issue invoice & to declare VAT output/VAT
input to tax office

Business place
0000
0002
0004
0003

Warehouse
Bac Ninh
Da Nang
Binh Duong
HCM

SD BILLING/FI BILLING (10


digits)
372xxxxxxx
373xxxxxxx
371xxxxxxx
379xxxxxxx/33xxxxxxxx/82xxxxxxxx

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Customer Credit Memo Entry


Key Concepts

This process refers to credit notes that are not generated from the sales order process.

These are non-stock credit notes that are entered directly in AR module. Examples:
o Clear free invoice : DRP invoice, free sample invoices
o Commission given to customer

There are 2 ways to enter a credit memo


o Mass upload JV
o Fast entry function to book standard transaction

Rule Credit memo

Document Type to be used for customer credit memo should be DG.


Customer Credit Memo will be saved within the number range of 30000000013099999999.
Posting key for credit memo is 11.
Posting key for reverse credit memo is 02.
20 20

Customer Credit Memo Practices

A system demonstration will be performed for all the below transactions,


followed by a hands-on practice of the transaction.
o
o
o
o
o
o

FD03 / XD03
Check customer details
F-03
Clear Off matching GL line items
FBRA
Reverse GL Clearing
FB03
Display Posted AR document
FB08
Reverse AR document
FB75/ fb01
Post Credit Memo

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Customer Debit Note


Key Concepts

This process is used for none legal invoices, that are generate in AR debtor.

These are entered directly in AR module. Examples:


o Penalty of late transportation
o Loss of goods ,damaged, bad qualify
o Cross charge services
o Insurance of distributors

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Customer Debit Note


Rules

Document Type to be used for customer Invoice is DA ..


Local customer Invoices will be saved within the number range of 28000000012899999999.
Posting key to debit customer when posting AR invoice is 01.
When reversing AR debit note, the system will credit customer in the reversal document
with posting key 12 & type document is RR & range document is 58xxxxxxxx .

Guidelines

Before invoice can be posted for a new customer, customer master must be created in
the company code for that customer.

Accounting treatment for transactions (penalty of late delivery/compensate of loss,


damaged. bad quality, .. ) : record into other invoice (51420010) , expenses account,
..

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Customer Debit Notes Practices

A system demonstration will be performed for all the below transactions,


followed by a hands-on practice of the transaction.
o
o
o
o
o
o

FD03 / XD03
Check customer details
F-03
Clear Off matching GL line items
FBRA
Reverse GL Clearing
FB03/FBL1N
Display Posted AR document
FB08
Reverse AR document
F-22 /Fb01
Post Debit note

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POSTING KEY
Objective : posting MJ by using PK to identify DR or CR
Posting
Key

Debit/Credit

Account Type that


can be posted to
using this posting
key

Debit/Credit

Account Type that


can be posted to
using this posting
key

Debit

Customer

31 Invoice

Credit

Vendor

2 Reverse credit memo Debit

Customer

32 Reverse credit memo

Credit

Vendor

3 Bank charges

Debit

Customer

34 Other payables

Credit

Vendor

4 Other receivables

Debit

Customer

35 Incoming payment

Credit

Vendor

5 Outgoing payment

Debit

Customer

36 Payment difference

Credit

Vendor

6 Payment difference

Debit

Customer

37 Other clearing

Credit

Vendor

7 Other clearing

Debit

Customer

38 Payment clearing

Credit

Vendor

8 Payment clearing

Debit

Customer

39 Special G/L credit

Credit

Vendor

9 Special G/L debit

Debit

Customer

40 Debit entry

Debit

G/L account

11 Credit memo

Credit

Customer

50 Credit entry

Credit

G/L account

12 Reverse invoice

Credit

Customer

70 Debit asset

Debit

Asset

13 Reverse charges

Credit

Customer

75 Credit asset

Credit

Asset

14 Other payables

Credit

Customer

80 Stock initial entry

Debit

G/L account

15 Incoming payment

Credit

Customer

81 Costs

Debit

G/L account

16 Payment difference

Credit

Customer

83 Price difference

Debit

G/L account

17 Other clearing

Credit

Customer

84 Consumption

Debit

G/L account

18 Payment clearing

Credit

Customer

85 Change in stock

Debit

G/L account

19 Special G/L credit

Credit

Customer

86 GR/IR debit

Debit

G/L account

21 Credit memo

Debit

Vendor

89 Stock inwrd movement Debit

Material

22 Reverse invoice

Debit

Vendor

90 Stock initial entry

Credit

G/L account

24 Other receivables

Debit

Vendor

91 Costs

Credit

G/L account

25 Outgoing payment

Debit

Vendor

93 Price difference

Credit

G/L account

26 Payment difference

Debit

Vendor

94 Consumption

Credit

G/L account

27 Clearing

Debit

Vendor

95 Change in stock

Credit

G/L account

28 Payment clearing

Debit

Vendor

96 GR/IR credit

Credit

G/L account

29 Special G/L debit

Debit

Vendor

99 Stock outwd movement Credit

Posting Key
Description
1 Invoice

Posting Key

Posting Key
Description

Material

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Correspondence with Customers


Key Concepts

This process involves activities to detect and correct any discrepancies that may exist
between Unilevers records and those of the business partners, and to make the
necessary allowances for bad debt.

Customer Account Statement (CR 5033)


Customer Statement of Account is a listing of all transactions involving a selected
customer for the specified time period.
Unilever Vietnam needs to periodically correspond with customer. Balance confirmations
will enable us to detect and correct any discrepancies that may exist between Unilever's
record and those of the business partners and to make the necessary allowances for
bad debt.
Unilever Vietnam requires a customer statement report in full Vietnamese language
format (with accent). The customer statement should be able to display all AR items
excluding parked items with the beginning balance, movement and ending balance
figures. It will require generating customer statements. Customer statement will have the
customer deposits and customer down payment information as well.

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Correspondence with Customers


Rules
Details of the customer statement will be generated and printed on a plain (non
preprinted form) A4 paper size (vertical layout) (laser printer), sent via email.

Guidelines
Send debtor statement are using through functionality of SAP. Should be aware that
email address maintained in customer master update
Content
Showing movement : credit, debit,
Closing balance = opening balance + Total debit Total credit
Detail of payment : indicate clearing for specific invoices
T code
YVNFI_AR5033

Customer Statement

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Customer Credit Management


Process

Credit limits are reviewed periodically and updated according to the good or bad
payment capability of the customer.

The role Finance plays is limited to updating the credit limit of the customer. CD
advises / approves the credit limit and CDF review/ approve credit limits.

Change can be made one by one, or by mass update.

Steps involved are:


o Reviewing of Credit Limit (Sales grown, opening store, ) : CD/CDF
o Updating of Credit Limit : AR in charge

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Customer Credit Management


Propose :

Credit limits means a maximum amount of debt and pick order at any point of time that
customer is allowed to have
Credit limit is guarantee by pledge in cash/ bank guarantee/ estate
Reduce risk of company if customer went bankrupt .
Formula :
Credit Limit = [x] weeks * [Average AR Invoice per week of previous quarterly]
1. [x] weeks criteria
- GT8 and any Distributors whose average Gross Sales Value (GSV) is more than VND
5 bil/month = 2 weeks
- Non GT8 Distributors whose GSV is below VND 5 bil/month = 2.5 weeks
- Key Accounts = 3 weeks
- MT Independents = 2 weeks
- GT (FS) = 30 days
2 . Average AR invoice per week
Average AR invoice = [Gross Sales Value - TTS On invoice + VAT)

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Customer Credit Management


3. Order on hold

3.1-Over Credit limit (SOA approval for manual order release)


Remark

Over Credit Threshold of

Authorization

Max over CL <= 1 bil. VND

CD Finance Manager(MT/DT)

**

Max over CL <= 2 bil. VND

National CD Finance Manager

***

Over credit limit more than VND


2 billion

VP Finance

3.2-Exceed Credit days (4 days from invoice due date)


Invoice due date = 5 days standard + (x) maximum days of lead time delivery + (y)
invoice pay day via bank
4. SOA for extend credit days
4.1 Customer Specific support

30 30

Customer Credit Management


4.2 Logistic/CSE Operation
Remark

Extension of Payment and Due Date

Authorization

DT: <=3 days

DC/CSE Manager

**

DT: >3 days

VP SC

***

MT: <=5days (except wrong pricing)

DC/CSE Manager

****

MT: >5days (except wrong pricing)

VP SC

*****

MT: wrong pricing: <=15days

DC/CSE Manager

******

MT: wrong pricing: >15days

VP SC

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Customer Credit Limit - Practices

A system demonstration will be performed for all the


below transactions, followed by a hands-on practice of
the transaction.
o
o
o
o
o

FD33
Display Customer credit Management
FD32
Change customer credit limit (individual)
YUSD_MD0063 Mass change customer credit limit
FD24
Display changes to credit limit
F.31/ F.33 Credit Limit Report

32 32

ACTIVITIES BEYOND SCOPE OF BIZ


Cases for not issuing VAT invoice
Compensation
Bonus, in case theres a confirmation from Tax
Authority
Subsidy
Collection on behalf

33

ACTIVITIES BEYOND SCOPE OF BIZ


No

Contract type

Party
involved

VAT invoice &


rate

Invoice value

Supporting
docs

Scrap sales

3rd party

YES
Applicable rate

Negotiated
price

Contract

Raw/Pack sales

3rd party

YES
Applicable rate

Negotiated
price

Contract/WO

FA sales

3rd party

YES
Applicable rate

Negotiated
price

Contract/LCP

Penalty of
logistic issues:
- U sells
damaged
products to
transporter
- U penalize
transporter
due to late
delivery

Transport
er/vendor

FA lease charge

processor

YES
Applicable rate

Minutes

NO
(debit note)

Minutes

YES
Applicable rate
34

Negotiated
price

Contract/
Minutes

ACTIVITIES BEYOND SCOPE OF BIZ


No

Contract type

Party
involved

VAT invoice &


rate

Invoice value

Supporting
docs

vendor

NO
(rebate)

3rd party

YES
Applicable rate

Exchanged
value

Contract

U
concerned

YES
0%

TP

Contract

Bonus on
purchasing
refund

Benefit
exchange

Concerned sales

SLOB sales

3rd party

YES
Applicable rate

Negotiated
price

Contract

10

HEALTH
INSURANCE

3rd party

YES
NO VAT

Negotiated
price

Contract/Agre
ement

35

Vendors next
invoice

Reporting
1. Balance sheet : review details of aging accounts belong to account group :

TTS /Advance payment


Debtor in local & over sea
Pledge in cash/Bank guarantee
Bad debt :
Open AR disputed items : 100% provision regardless overdue
item or not
Open AR item over due >= 60day : 100% provision
Customers termination confirmation : 100% AR balance
regardless overdue items or not
Base calculation = AR balance-Pledge on cash (if any)estimation value of stock return
Reviewing Contra account
VAT output/VAT input
2. Weekly aging debtor report : highlight risk of late invoice to CD solution
to settle

Reporting
4. O2C KPIs :
Cash application on time : measure (%) transactions , which is late than
1 days between document date & posting date
Cash clearing application : measure (%) transactions , which is late than
2 days between document date & clearing date
Debtor days = Total AR balance x No of days
Total Sale(NIV+Tax)
Overdue debt (%) = Total over due debt
Total AR balance
Over due for positive amount = Total over due amount
Total amount for positive invoice

Negative amount >45 days occupy % /total transactions with


negative amount

37 37

Questions and Answers

38 38

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