Run Customer Open Item Analysis by Balance of Overdue Items Report (S_ALR_87012178)

Purpose

Use this procedure to monitor dunning or respond to a customer inquiry.

Trigger

Perform this procedure when you need to view a customer or range of customer's open items that
are past due and ensure that the proper dunning level is being used for these items.

Prerequisites

None

Menu Path

Use the following menu path to begin this transaction:

         Select Accounting  Financial Accounting  Accounts Receivable  Information

system  Reports for Accounts Receivable Accounting  Customers: Items  Customer
Open Item Analysis by Balance of Overdue Items to go to the Customer Open Items Analysis by
Balance of Overdue Item screen.

Transaction Code

S_ALR_87012178

Helpful Hints

         The R/O/C column in the field description tables below defines whether the field is required
(R), optional (O), or conditional (C).

         On certain screens you may have to scroll to view some data entry fields.

         If the reporting parameters entered on this report are used on a repeated basis, these
parameters can be saved as a report variant. To create a report variant enter all the desired data
selection & output display criteria. Click  on the Customer Open Item Analysis by Balance of
Overdue Items screen.

         Click  on the Customer Open Item Analysis by Balance of Overdue Items screen to access
the reporting variant.
Procedure

1.       Start the transaction using the menu path or transaction code.

Customer Open Item Analysis by Balance of Overdue Items

 
2.       As required, complete/review the following fields:

Field Name R/O/C Description

Customer account R Account assigned to each customer; Invoices to the
customer and payments from the customer are recorded
in this account; Each accounts receivable account is a
sub-ledger account that rolls up to a general ledger
reconciliation account

    You can enter a single customer or range of

customers.

Example:         1000025
Company code O Organizational unit within Financial Accounting

Enter:               UC
Search help ID C The hot key permits the user to select data values based
on match code search functions defined in the system;
Match code search function is used to select data values
based on selection restrictions identified by the user

Example:         A
Search string C Field used to restrict the selection of data based on free
form text entered by the user; Search strings are used in
conjunction with Search Help ID (match codes)

Example:         Lady of Mercy

Fiscal year O State of Ohio mandated fiscal year (accounting period)
running from July 1st of one year to June 30th of the
following year

    You can enter a specific fiscal year or a range of

fiscal years.

Example:         2005
Open items at key R Data selection criteria used to limit the open item search
date by a certain period; The system selects all items posted
up to and including the specified key date and open for
this period; The current date is the default setting

Example:         01/19/2005
 Field Name R/O/C Description
Overdue items O Balance of the overdue debit postings and credit postings
balance of a customer in local currency

    This field allows the user to restrict the selection

to those customers whose overdue item balance is
greater than the value entered here. A single value or
range of values can be entered.

    Although the report does not require a specific

overdue balance amount(s), it is important to enter an
amount in order to have favorable run time conditions.

Example:         1,000

3.       Perform one of the following:

If You Want To Then

Include only overdue items (not items not
Select  to the left of Total of overdue
currently due)
receivables.

4.       As required, complete/review the following fields:

Field Name R/O/C Description

Due dates O Days an open item is overdue; The due dates are
calculated by subtracting the due date for net payment
from the key date

    You can enter a single date or a range of dates.

Example:         01/15/05
Fiscal period O The fiscal month for which this report is relevant

Example:         7
Field Name R/O/C Description
Balance O Balance of debits and credits for the specified period

    This field allows the user to restrict the selection

to those customers whose open item balance is greater
than the value entered here. A customer balance includes
debits and credits. You can enter a single balance
amount or a range of balance amounts.

Example:         1000
Absolute total O You can use this field to select only those customers
commitments whose total liabilities do not exceed the value entered
here

    A single value or range of values can be entered.

The value must be a whole number (no decimals).

Example:         1000
Master Record O The reconciliation account in G/L accounting is the
Recon. Account account which is updated parallel to the subledger
account for normal postings (for example, invoice or
payment)

    All customers were defined with one standard

recon account.

Enter:               130001
Line item O The reconciliation accounts under consideration here are
reconciliation acc those which were entered in the customer master records
on the day the posting was made or those which were
determined via the system configuration for the special
G/L transactions

    This specification is used to select based on

specific down payment recon account (225010 GL
account is used for General Down Payments and 225011
is used for Grants related Down Payments.)

Example:         225010
Field Name R/O/C Description
Authorized O The field contains the total of the authorized cash
Deductions discounts for all cleared items in the fiscal year
displayed; Therefore it is irrelevant as to whether the
cash discount has been taken advantage of or not

    A single value or range of values can be entered.

Example:         100
Unauthorized O This field contains the total amount of unearned cash
deductions discount claimed by customers for all the cleared items
in the fiscal year displayed

    This field is used to limit data selection based on

the total of the unauthorized cash discounts for all
cleared items in the fiscal year.

    A single value or range of values can be entered.

Example:         100
Accumulated yearly O Total of the cleared, sales-relevant postings in the fiscal
payments year

    Total of the cleared, sales-relevant postings in the

fiscal year. Sales relevant postings are those invoices
that were posted via Resource Related Billing.

    A single value or range of values can be entered.

Example:         100
Posting Date O The date on which a transaction in SAP will be posted to
the appropriate accounts; SAP will default this field to
be the current date, but changes are allowed; For items to
be posted in a future or past period, you must enter the
posting date

    A single value or range of values can be entered.

Example:         1/15/02
 Field Name R/O/C Description
Document Date O Specifies the issue or creation date of the document

    A single value or range of values can be entered.

Example:         1/15/02
Net due date O The due date for net payment is calculated from the
baseline date for payment and the maximum permissible
target dates in the terms of payment; It is not stored in
the document line item but is always recalculated during
ABAP evaluations via logical data bases (on the basis of
the current terms of payment) and displayed in this field

    A single value or range of values can be entered.

Example:         1/15/02

5.       Perform one of the following:

If You Want To Then

Include standard documents (open
Select  to the left of Standard
invoices and credit memos)
documents.

    This will automatically default.

Include noted items such as customer
Select  to the left of Noted items.
down payment requests

 
6.       As required, complete/review the following fields:

Field Name R/O/C Description

OI sorted list R The parameter controls sorting within the open item list
sorting (1,2)

    Option 1 sorts all open items by the following:

         company code

         accounting clerk

         account number

         business area

            Option 2 sorts only open items posted in foreign

currency by:

         company code

         accounting clerk

         account number

         business area

         currency

Example:         1
Field Name R/O/C Description
Summarization R Parameter used to limit the list output.
level (0-6)

    Option 0 - Prints the following information on

the results screen:

         Address block

         Open item list

         Line items

         Totals sheet per clerk

         Totals sheet per company code

         Overall totals sheet

            Option 1- Prints the following information on the

results screen (there will be a new page per customer
account)

         Address block

         Open item list

         Totals sheet per clerk

         Totals sheet per company code

         Overall totals sheet

            Option 2- Prints the following information on the

results screen (there will not be new page per customer
account)

         Address block

         Open item list

         Totals sheet per clerk

         Totals sheet per company code

         Overall totals sheet

 Field Name R/O/C Description
OI list R Parameter used to control the output of the open item
summarization (0-2) list.

    The parameter is used to control the output of the

open item list.

Examples:        0 - Per business area, an open item list is

printed

                        1 - An open item list, summed up over all

business areas, is printed

                        2 - No open item list is printed; only the

address block is printed. In this case the summary sheets
per accounting clerk, company code, and so on, are not
printed either

7.       Perform one of the following:

If You Then
Want to display by customer account
Select  to the left of Corporate group
number (across company codes)
version.

    It is recommended to activate this

option.

    If you want the report to be

displayed by company code (across
accounts), leave unchecked.
Do not want the report to be displayed by
Deselect  to the left of Corporate group
company code (across accounts)
version.

 
8.       As required, complete/review the following field:

Field Name R/O/C Description

Company code data O Parameter used to control whether, in addition to the
master data and sorted list per account, the
corresponding data per company code and account can
also be output

    This parameter controls the report display output.

Using this parameter, you can control whether, in
addition to the master data and sorted list per account,
the corresponding data per company code and account
can also be displayed.

Examples:        0 - Output company code master data and

sorted list

                        1 - Output company code master data

                        2 - Do not include company code master

data in output

9.       Perform one of the following:

If You Then
Want to view branch activity
Select  to the left of Only master acts
w/ open items.
Do not want to view branch activity
Deselect  to the left of Only master acts
w/ open items.

 
10.     As required, complete/review the following fields:

Field Name R/O/C Description

Due date sorted list R Upper limit in days of a due date interval in the due date
list

    Controls how the open items are grouped in the

report (according to user defined aging categories).

Example:         20/40/60/80
Rounding R Parameter used to control how the data in the amount
factor/decimal fields are displayed on the report
places

    Controls how the open invoice amounts are

displayed in the report. The default 0/0 means that the
amounts are displayed without places behind the decimal
point

Example:         0/0

11.     Perform one of the following:

If You Want To Then

View invoice related items (credits, short
Select  to the left of Assign Items.
payments) to be sorted according to the
criteria defined for the associated
document     This will default.
View the report to list the debit (invoice)
Select  to the left of Separate display.
and credit (credit memos) amounts
separately on the output display

 
12.     As required, complete/review the following field:

Field Name R/O/C Description

Special G/L O Parameter used to indicator which special G/L indicators
Iiabilities should be considered on the output of the report

    An example of a special G/L indicator is 'A' used

to indicate a customer down payments: The special GL
indicator 'X' is used to support Grant related customer
down payments.

Example:         A

13.     Perform one of the following:

If You Then
Want to view the report list display to
Select  to the left of Sort by bal.of
sort the open line items invoice amount
overdue items.
(in descending order)
Do not want to view the report list
Deselect  to the left of Sort by bal.of
display to sort the open line items invoice
overdue items.
amount (in descending order)

14.     As required, complete/review the following field:

Field Name R/O/C Description

Additional heading O User defined custom header that will be presented on the
report

Example:         English Dept Report (including Down

Payments)

 
15.     Perform one of the following:

If You Want To Then Go To

Expand the data selection Step 16
Click .
(reporting parameters) to
include fields on the customer
master or open item (document)
Run the report Step 23
Click .

Customer Open Item Analysis by Balance of Overdue Items

 

16.     Click  to the left of the folder you want to expand.

Customer Open Item Analysis by Balance of Overdue Items (2)

17.     Double-click on the field(s) you want to add.

Customer Open Item Analysis by Balance of Overdue Items (3)

 

18.     As required, complete the following fields:

Field Name R/O/C Description

Industry R Key that specifies the type of industry to which the
material is assigned
Created on R Date the document was created

 
19.     Perform one of the following:

If You Want To Then Go To

Cancel or hide the dynamic Step 15
Click .
selections
Save the dynamic selection Step 20
Click .
Run the report Step 23
Click .

Variant Attributes
 

20.     As required, complete/review the following fields:

Field Name R/O/C Description

Variant name R User defined name assigned to a reporting variant;
Reporting variants are used to modify a report's display
layout
Meaning R Description of the meaning

21.     Click .

Customer Open Item Analysis by Balance of Overdue Items (4)

 

    The system displays the message, "Variant XXXX saved."

22.     Return to Step 19.

Customer Open Item Analysis by Balance of Overdue Items (5)

 

23.     Review the displayed information.

24.     Perform one of the following:

If You Want To Then Go To

Print the report Step 25
Click .
Exit this transaction -- Step 29

 
Print Screen List

25.     As required, complete the following field:

Field Name R/O/C Description

Output Device R Description of the Output Device.

Example:         locl

26.     Click .

Information

27.     Click .

Print Screen List

 

28.     Click .

29.     Click  until you return to the SAP Easy Access screen.

30.     You have completed this transaction.