External Payment Collector powered by Enterprise SOA

Präsentation zum Thema: "External Payment Collector powered by Enterprise SOA"—  Präsentation transkript:

1 External Payment Collector powered by Enterprise SOA
Stefan Wolf SAP Labs External Payment Collector powered by enterprise SOA

2 External Payment Collectors
A customer likes to pay invoices at external payment Collectors, who may be: Convenience stores Post Offices Bank Offices Cash Point (ATM) Gas Stations … In some market areas it is common that customers pay their invoices cash at external payment collectors. These external payment collectors offer the possibility to pay invoices for various companies. The customer pays at the external cash desk of the external payment collector and the payment information is transferred online to the company, which have send out the invoice. The open invoice is immediately cleared. The collected payments are later on transferred to the corresponding companies.

3 Use cases External Scenario: Internal 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 With ERP6.0 EhP2 SAP delivered the ES Bundle External Cash Desk which was developed to provide the possibility to exchange payment information between external payment collectors/Banks, Post offices and Companies with high volume of invoices. The scenario in the EhP2 Solution was designed to support only external payment collectors. As an additional requirement SAP provides the functionalities to handle payments using company own cash desks. This is the so called "internal scenario". In this scenario the cash desks are owned and operated by the company which send out the customer invoices. The cash desks are used to collect the outstanding debts of the company. In addition to the external scenario some additional features are necessary to support this scenario. The cash desk does not only communicate (customer) payment information - the cash desks communicates also cash balance related information via enterprise services to the ERP system.

4 Process: Customer payment
SAP FI-CA Payment Collector XI (1) Customer (2) Request Open Item(s) (3) Send open Item Information (4) Receive Open Item(s) (5) Customer select items to be paid (7) Process received payment(s) (6) Post payment(s) The customer likes to pay his/her open invoice at the external cash desk. The customer identifies himself by a customer card, paper bill, barcode printed on the bill. The external cash desk cashier requests the open items from the corresponding company with the identifications of the customer using an ESOA Service The SAP FI-CA system send the open item information using an ESOA Service to the external payment collector. The received open items are displayed in the User Interface of the external cash desk. The customer is able to choose which item he wants to pay. The Cash desk agent marks the items and collects the money, by saving the activity the payment information is send using an ESOA Service to SAP FI-CA. The received payment information is stored in a separate data base. The corresponding open item is cleared immediately. If a clearing is not possible due to different reasons a retry of the clerking is initiated. All actions of the process in SAP FI-CA can be monitored by an monitoring tool. Monitoring (7) Clear Open Item(s) (8) Retry if Clearing not possible

5 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 The external cash desk is always online in the online scenario. This means the communication in both directions is always guaranteed. The communication takes place using ESOA Services. The following services are used in the online scenario: Read open items for a customer Send open items to external cash desks Post payments Reverse payments Day-end-closing – Reconciliation of external cash desk read open items (response) Send payments Day-end-closing Available Services

6 Available enterprise services:
Read open items for a customer (synchronous inbound XI interface) Send open items to external cash desks (asynchronous outbound XI interface) Post payments (asynchronous inbound XI interface) Reverse payments (asynchronous inbound XI interface) Day-end-closing – Reconciliation of external cash desk (asynchronous inbound XI interface)

7 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 In Contrast to the online scenario the external cash desk may be not always online. To support payments in the offline mode it is possible to send the open items of customers periodically. Therefore a mass activity is provided by SAP FI-CA. When the external payment collector have received the information about the open items he can process the oayments in the offline mode. When the external payment collector is online again he will send the collected payment information online to SAP FI-CA( see slide offline processing. FI-CA ERP send open items

8 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 In the offline scenario the external cash desk is online from time to time. The customer is able to pay the invoices either by preloaded information or by presenting a invoice with barcode information. The external cash desk uses the barcode information to process the payment. The payment information are stored locally in the external cash desk application. When the external cash desk is online again the collected payment information is send as a bundle to SAP FI-CA using the ESOA Service Post payments. FI-CA ERP Send payments as a bundle

9 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 The SAP FI-CA system communicates information about the open invoice to the external payment collector. This information are used to display the invoice in teh external cash desk application. In standard the information about : Open amount, Open tax amount, Due Date of the invoice, Description, Business partner, contract account, contract, Invoice number, payment form ID is communicated. In addition it is possible to communicate Additional fields using XI enhancement concept ERP Send open items FI-CA

10 Details about communicated Payments (1)
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 The external cash desk application sends payment information to SAP FI-CA. The following information are exchanged: Office and cash desk ID, which is used to identify the external cash desk. Unique payment transaction ID, which us used to guarantee a correct transfer. Grouping key , which is used to group together payments for one day. It is also used for reconciliation purposes in SAP FI-CA Payment amount Payment explanation (clearing information for open items) Payment method information (cash, cheque, payment cards) In addition additional fields are available using XI enhancement concept

11 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 The external cash desk application sends payment information to SAP FI-CA. The following information are exchanged: Office and cash desk ID, which is used to identify the external cash desk. Unique payment transaction ID, which us used to guarantee a correct transfer. Grouping key , which is used to group together payments for one day. It is also used for reconciliation purposes in SAP FI-CA Payment amount Payment explanation (clearing information for open items) Payment method information (cash, cheque, payment cards) In addition additional fields are available using XI enhancement concept

12 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 Single and mass transfer of payments are supported be ESOA Services. Reversal of payment at the external cash desk side is also supported by an ESOA Service. In the backend SAP FI-CA system the complete monitoring of the received payment messages is done by an monitoring transaction. All received payment information are stored in separate data bases in SAP FI-CA. If the payment can not be posted (e.g. database lock), the payment will be scheduled for retry processing The retry is scheduled automatically as a background job. In cases where the retry fails too a clarification item is created automatically. The monitoring tool allows the monitoring of payments, errors and is used also for reporting purposes.

13 Monitoring in ERP - Payments
2 Monitor payments 3 Selection Period 7 Payment amount 4 5 6 Clearing Document No. in FICA The monitoring transaction is divided shows in the left side the connected external cash desks. The information in the right side corresponds to the marked cash desk of the left side. 2. Different tab strips are available to switch between Overview, XI-Monitor , Payments and agent postings 3. The information can selected for example by entry date 4. The first Column in of the payment tab represents the status of the payment. 5. Information about the external cash desk is displayed too. 6. The corresponding FI-CA Payment document is sgown. 7. The payment amount of the payment is displayed. Payment Status External Payment information 1 Payment Collectors external cash Desk

14 Monitoring in ERP - Overview
2 3 Selection Period Payment Collectors external cash Desk Grouping Key Status Grouping Key 4 5 6 Total amount The monitoring transaction is divided and shows in the left side the connected external cash desks. The information in the right side corresponds to the marked cash desk of the left side. 2. Different tab strips are available to switch between Overview, XI-Monitor , Payments and agent postings 3. The information can selected for example by entry date 4. The first Column in of the overview tab represents the status of the corresponding grouping key. 5. The key of the grouping key is displayed too. 6. In cases of reconciled day-end-closings the total amount of the received payment is shown. 1

15 Process: Day-End-Closing
Payment Collector XI SAP FI-CA (1) Send Day-End-Closing Information (3) Post Debit on Payment Collector Account (1) Process Day-End-Closing Monitoring The external cash desks sends periodically (usually once a day) the so called day-end-closing message. This message includes the information about the total amount of the collected payments per grouping key. The day-end-closing message is received and processed in the SAP FI-AC backend. As a result of the processing the status of the grouping key in the monitoring transaction is updated. In a separate step FI-CA is able to post a debit on the contract account of the external cash desk. This debit item represents the total amount collected by the external cash desk. In the following process this debit will be cleared when the real cash transfer of the collected payments will take place.

16 Contract Account Payment Collector
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 Contract Account Payment Collector 11.267,98 FI-CA ERP Day-End-Closing

17 Yesterday - Solution without ESOA
Cash desks collect money from customers Once a day a file will be transferred from cash desk to FI-CA Various file formats => customer report will read file and create a payment lot in FI-CA Batch job will post payment lots Clarification of erroneous data Manual reconciliation of cash flow from external agents FI-CA Payments BAPI Payment Lot Post A solution without the external cash desk services will be restricted to batch processing of payment files. These payment files will be processed and the payments will be posted delayed. The reconciliation of received payment files, posted payments and received real cash flow is time consuming and done manually. => High integration costs (implementation and ongoing) No direct (immediate) clearing

18 Today and tomorrow – Solution with ESOA
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 Using the cash desk services with the available back end functionality will reduce the running as well as the integration costs. SAP provides together with the Austrian Company NTS a out-of-the-box solution. Each other partner is able to communicate via the ESOA interfaces with the SAP FI-CA backend and to exchange payment information.

19 External cash Desks Services
Menu External Cash desk in the FI-CA System External cash Desks Services The following business transaction are available to handle external cash desk payments: FKKEXC_MONI - Monitor External Cash Desk Services is used to monitor received external cash desk payments. FKKEXC_RETRY - Repeat External Payments/Reversals can be used to start the repeat process of not yet processed external payments, Usually the repeat process is started in the background automatically. FKKEXC_AGENT - Post Agent Receivable is used to post the receivable on the contract account, which represents the external cash desk (agent). FPEXC - Transfer Open Items is used to initiate the transfer of the open items from the ERP system to external cash desks. It is probably necessary in the pre-load or offline scenario, FPCJM_EX - Master Data of External Cash Desk Services can be used to maintain the external cash desk structure.

20 External Cash desk Customizing
The Customizing of the external cash desk services is placed in the area of the business transactions  Payments  Processing Incoming and Outgoing Payments  External Cash Desk Services. You have to define the cash desk Structure. Here you define the master data which are used in the communication with the external cash desks. You can assign an Contract account to each external cash desk. This contract account represents the agent and is used to post the agent receivables. In addition some settings have to be made to allow the posting of the payment documents. The archiving of the corresponding external payment information is done in the next customizing point.

21 Cash Desks Enhancements in EhP4
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 Internal Scenario: Cash desk owned by the company, which send out the bills to the end customer The cash desk does not only communicate (customer) payment information - the cash desks communicates also cash balance related information via enterprise services to the ERP system. The following cash desk balance relevant information are supported via the ES bundle external cash desk 2: Deposits Withdrawals Corrections based on determined Cash desk differences G/L related postings

22 Calculation of Commissions in the external scenario
External cash desk External payment collector XI SAP FI-CA SAP ICM ICM calculation rules (1) Day-end-closing message 1 (2) Processing of day-end-closing message Monitoring (3) Post Agent postings 2 Commission calculation only in the external scenario (4) Calculate commissions (4) Bill commissions periodically External Scenario: For external payment extractors it may be requested to calculate commissions. The calculation of the commissions is initiated when the corresponding agent posting is executed in the FICA backend system. The information regarding the received and reconciled cash desk payments is transferred to SAP’s ICM application (Incentive and Commission Management ) The result of the commission calculation is posted as a credit at the agent account (3) Post commissions for agent 3

23 External Scenario : Calculation of Commissions
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 If a company receives payments collected by an external payment collector it may be agreed to pay commissions based on the received payments. Please note the commissions calculation is provided only for the external scenario Please note that the commissions calculation is only provided in the external scenario (external payment collectors)

24 Services and Processes
External Scenario Internal Scenario Available in ECC 6.0 with Read open items ü EhP2 Customer payments (send, post, reverse payments) Day-end-closing Not available Post deposits EhP4 Post withdrawals Post differences Post GL-postings Request cash Balance Reverse Postings The table shows which enterprise service can be used in which scenario.

25 Thank you very much for your attention!
Stefan Wolf Head of Field Service North America SAP Labs, LLC 3410 Hillview Avenue Palo Alto, CA 94304 T E The table shows which enterprise service can be used in which scenario.

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