External Heating Expenses Settlement 

 

Purpose

Use this process to settle heating expenses for a rental managed via an external settlement company.

You can distribute apportionable heating costs to the tenants during a particular settlement period while taking account of individual control mechanisms:

Process Flow

I. Editing the settlement unit and lease-out

The following data has to be available so that an external heating expenses settlement can be carried out:

  1. Settlement units (SU) for the heating expenses are created, cost collectors are generated, rental units are assigned to the SU
  2. A special credit-side settlement unit with cost account is created, cost collectors are generated, all affected rental units are assigned
  3. Lease-outs to be settled for a certain settlement period are activated and the debit position is carried out

II. Editing heating systems

Create master data for each heating system as follows:

  1. External settlement company as defined in Customizing for Real Estate is assigned
  2. Credit-side settlement unit, cost account and all settlement units to be settled, with the heating expenses defined by means of service charge keys, are assigned

II. Incoming invoice posting

You carry out the account assignment of the service charges to the corresponding settlement units or master settlement units in the Financial Accounting component. The amount is automatically set to the correct settlement reference date using the settlement reference date that you enter.

You can also post costs to the settlement unit using an internal activity assignment, a CO settlement, a purchase order from Materials Management (MM) or an Actual costs transfer posting.

IV Carrying out external heating expenses settlement

If the settlement results are available in the text form only, you can manually enter the settlement results supplied from the external settlement company for each lease-out and rental unit.

You can also exchange information with the external settlement company by using the data medium exchange; proceed as follows:

  1. Information exchange
    2.

    You exchange information with a settlement company by data medium exchange (DME program) using standardized DME tapes.

    This exchange serves as bi-directional transmission of data on the service charge settlement (for example, heating but also warm water supply, if required).

    1. A-tapes

      2. The A-tape is created by the settlement company and used to match the evaluation groups in the system. In this case, the consumer numbers of your company (for example, lease-out number, tenant number) are assigned to the respectively equivalent evaluation groups of the settlement company.

      Use the standardized layout sets to inform the settlement company about your consumer numbers.

    2. M/L-tapes

      3. Upon completion of each settlement period, create the tenant and real estate tape (M/L-tape) and make it available to the settlement company. This tape contains all data on the heating expenses settlement relevant for the settlement company. This data is taken from the master data of the lease-out, the rental unit and the central heating system.

      The data is organized according to the rental units assigned to the central heating system.

    3. Report the heating systems costs

      4. Apportion the costs on the heating system to the external company. Use the External heating costs overview

    4. D-tapes

    The settlement company uses the D-tape to send you the settlement results. Import this data into your system.

    For each settlement unit - usually the heating system - you receive a full settlement and individual settlements to pass on to the tenants.
  2. Post the heating expenses (also necessary for manual data entry of results)
    3.

    Post the settlement results that the D-tape imported in R/3 Real Estate as tenant receivables.

  3. Adjust the advance payments (also necessary for manual data entry of results)

You make an automatic adjustment of the advance payments when making the posting. Activate adjusted advance payments to update the new condition items in the lease-out.