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 Data Medium Exchange with External Settlement Company

Purpose

The data medium exchange process for individual heating expense settlement was adapted to the needs of Switzerland. In Switzerland, settlement is performed by the owner or the owner’s management organization. There is no uniform, regulated and coordinated process flow for automated data medium exchange between the settlement companies and owners or their management organizations.

The settlement company is required to set up an energy concept based on the local considerations.To initiate this process, you should first contact your settlement company. In the course of these discussions, you determine jointly which rental units are involved in the process.

Recommendation Recommendation

We recommend that you use only rental units as rental objects for individual heating expenses settlement. You can also use pooled spaces and rental spaces for this process. However, if you use pooled spaces and rental spaces, this requires very intensive communication between you and the settlement company, since settlement companies do not recognize the pooled space.

End of the recommendation.

Then you enter the master data of the rental units in the system, and use this data to generate the data media that you transfer to the external settlement company. The settlement company adds the data from the measuring points to the data media. You import the data from the data medium (tape) into the SAP system. Using this data, the system creates the measuring points in the system.

Next, you generate a new tape. This new tape includes the measuring points that were created in the previous step. As a result, the settlement company can then add the readings for the individual measuring points. After that, you can import the data back into the SAP system. The system generates the individual measurement documents as the basis for the heating expenses settlement.

Prerequisites

You made the settings in Customizing described in Individual Heating Expenses Settlement .

Process Flow

I. Create Energy Concept

The energy concept specifies, among other things, which master data is exchanged during this heating expenses settlement, and what predistributions need to be made.

II. Enter Master Data in SAP System

  • You enter the master data in the SAP system based on the energy concept. This master data includes primarily the master settlement unit (MSU) with the appropriate cost object settlement units and their subordinate settlement units.

    Set the Data Exchange indicator on the settlement units.

    For more information, see Editing Settlement Units .

  • Also create the rental objects in the system with their participation groups.

  • Once you have entered the master data in the SAP system, create the initiation tape on the master settlement unit.

    On the master settlement unit, choose the Settlement Company (CH) tab page. Choose Create Tape .

    Note Note

    For information on the structure of this tape, see Structure of the Data Medium .

    End of the note.

    III. Initiation

Since the tape that is created contains only the data of the objects entered in the SAP system, the settlement company adds the data of the measuring points (meter readings) to the tape.

VI. Enter Meter Readings

  • You then import the data, with the added information from the measuring points, into the SAP system. To do so, choose Import Tape o n the master settlement unit.

    The system proposes the measuring points for the objects. If you use pooled spaces as rental objects, then you can assign the meters on pooled spaces to the rental spaces they belong to. There are no meters (measuring points) on rental spaces in the system. Meters exist at the level of the pooled space, and are only assigned to rental spaces from there.

  • Save this proposal list. In doing so, you create master data for the proposals in the SAP system, while at the same time creating the initiation documents with a value of zero.

    Note Note

    You can process the imported values by choosing Process Tape. You can process the measurement documents that were created by choosing Reverse Measurement Documents .

    End of the note.

    V. Ongoing Exchange of Measurement Data

Once the meters are entered, you can periodically provide this master data to the settlement company using data medium exchange. The settlement company then enters the meter readings in the areas of the tape that are specified for this purpose. When the tape is imported into the SAP system, the system creates the measurement documents for the measuring points (meters) involved.

Result

You prepared the master data and data medium for exchanging measurement data for heating expenses settlement with an external settlement company.