Title
Processing small amounts

Purpose
To avoid processing overpayments or underpayments on vendor andcustomer accounts manually, you can write off these so-called smallamounts automatically using this program.

Prerequisites
In Customizing of Haushaltsmanagement Government, amount limitsfor underpayments and overpayments have to be defined for theappropriate company code. You make these settings in the FundsManagement Government IMG, in the stepDefine small amount limits.
To post request, the required posting information has to be specifiedin the Funds Management Government IMG, in the stepDefine posting information for small amounts
.

Features
If the subledger account is aCpD account, then theprogram distributes the selected documents first using the address datato the different business partners. These different business partnersare subsequently processed as normal subledger accounts.
The program executes the following partial steps for each subledgeraccount. For currency-dependent checks, it continually uses the companycode currency.
If the balance of the subledger is zero, this subledger account is notprocessed. In this case, you should carry out a clearing of theaccount.
If there are non-assigned payments, such as downpayments on thesubledger account, then this subledger is not processed. You must firstcarry out an account maintenance and, for instance, convertdownpayments into partial payments.
The program summarizes the documents in groups using the summarizationcriterion specified by you.
All the following steps carried out separately for the groups that havearisen via the summarization.
The program removes all documents from the processed group, whose dueis after the net due date entered.
The following documents are exceptions:
A document that does not fulfil the due date condition, but refers to adue document via invoice reference, is nonetheless considered.
If the indicator Check deferral is set, the program checks ifthere are any deferral documents. If so, all documents of a deferralare only further processed if one of the documents fulfils the due datecondition.
Depending on the fields you have selected in the group boxControlling, the program carries out different checks.
For the processed documents, the total for debits and credits isformed. If the debits total is greater than the credits total, there isan underpayment. If the credits total is greater, then there is anoverpayment. Underpayments or overpayments are, however, only furtherprocessed if the appropriate indicators were set on the selectionscreen.
The relevant amount limit is determined for the underpayment oroverpayment.
The program reads the amount limits defined for underpayments andoverpayments in Funds Management Government Customizing. Forcustomers, the program reads the amount limit for all revenue typesused in the debit postings processed. For vendors, it reads the amountlimit for the revenue type 'Space'.
The program checks if the amount of underpayment or overpayment isbelow the small amount limit determined. If so, a deduction acceptancerequest is generated for an underpayment and an acceptance request isgenerated for an overpayment. You can choose on the selection screen ifthese requests are to be posted immediately or parked. The requiredposting information, such as document type and account assignment, musthave been defined in the Customizing of Funds Management Government
.

Output
If you start the program in the test run, a log is outputted. You canchoose between a simple and a detailed log. With a simple log, allerrors that have arisen and the numbers of the posted requests arelisted. With a detailed log, you get an additional list of customersand vendors with the results of the partial steps checked.
In the production run, requests are parked or posted, insofar as youfell short of the small amount limits checked. If the program posts arequest, it also automatically carries out a clearing of the documents.A log is likewise generated in simple or detailed form.

Example
A customer account is processed. The reference document number waschosen as summarization criterion. The following documents exist:

• 80 DEM invoice with revenue type E1 and reference document number 0001


• 20 DEM invoice with revenue type E2 and reference document number 0001


• 99 DEM partial payment with reference document number 0001


• 45 DEM invoice with revenue type E3 reference document number 0002


• 38 DEM partial payment with reference document number 0002

In Funds Managementa Government Customizing, for revenue typesE1 7 DEM, for E2 3 DEM and for E3 2 DEM have been defined as amountlimits for underpayments.
The documents with the same reference document number are groupedtogether. Both groups are regarded separately.
Group 1 contains the documents with the reference document number 0001.The total of the debit postings is $100, in the credits the total is$99. So there is an underpayment of $1. This amount is below thesmallest limit of $3 that results from the limits of $7 and $3. Theprogram therefore posts a deduction request of $1.
Group 2 contains the documents with the reference document number 0002.There is an underpayment of $7. Because this amount is above the limitdefined of $2 for the revenue type E3, this underpayment may not beprocessed. The program does not generate a request.