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 Documents

Definition

Representation of business transactions in Contract Accounts Receivable and Payable which is changed as a result of the account balance in contract accounts and/or G/L accounts.

Use

Documents serve as proof of the account balances in Contract Accounts Receivable and Payable and indirectly also as proof of summary data in General Ledger Accounting , Controlling , and Cash Management .

The open items contained in documents form the basis for subsequent processing, such as payments, dunning notices and interest calculations.

Structure

Documents consist of header data, items for contract accounts and items for G/L accounts.

In addition to the unique document number, the header data also contains the document type as the classifying attribute, the currency key and various date specifications.

All items contain the posting amount and the necessary information for General Ledger Accounting , Cash Management and Controlling .

The items in contract accounts also contain specifications regarding the due date, cash discount, dunning, automatic payments/debit memos, interest calculation and additional industry-specific processes. Items in contract accounts can be statistical. Statistical items do not update transaction figures in the general ledger. The corresponding open items are only needed for creating follow-on postings. For example, when you clear a statistical charge receivable, it triggers the creation of a non-statistical charge receivable, its clearing and the posting of the respective revenue. When you clear a budget billing request, it triggers the creation of a budget billing posting.

Documents can contain repetition specifications. In this case the document represents a time-dependent sequence of transactions with the same structure. For example, you can post a budget billing request for which budget billing payments are requested every month for twelve months as a document. In an additional item category, known as repetition items, data that varies with time (such as the due date for cash discount, due date for net payment, or billing period) is recorded.

Repetition specifications can only be made if the document just contains statistical items.