Monitoring Dormant Accounts (SAP Library - Account Management (FS-AM))

Monitoring Dormant Accounts

Purpose

You can use this process to identify accounts by the activity status and to identify accounts that are no longer used.

An account can have various activity statuses during its lifecycle, such as active, dormant or abandoned. The current status depends always upon the actions of the account holder within a period of time (Create customer contact and initiate payment items). Moving house or becoming deceased can be reasons for the abandonment of an account.

If there is no customer activity, the system automatically sets the activity status based on defined status transition rules. You can generate a notification to the account holder with SAP Correspondence. When the account is settled, the activity status can be included in the charge calculation.

The escheat process follows the process Monitoring Dormant Accounts. You can also use the process Monitoring Dormant Accounts independently.

Prerequisites

Technical Prerequisites

· You are using SAP Business Intelligence (SAP BI).

· You are using SAP Business Partner for Financial Services (GP-FS) or a comparable application for managing the business partner data. This application provides the date of the last customer contact (BP_LAST_CUST_CONTACT) and the Structure link address data on the Status tab page in the Last Customer Contact group box.

· To generate correspondence, you need to use SAP Correspondence (FS-TO-COR) or a comparable system.

· The date of the last customer contact is current, meaning that it meets the following condition: The date of the last customer contact is on or after the time of the last payment item that was triggered by the customer. The system updates the date automatically. You can also update the date manually in the dialog in SAP Business Partner for Financial Services (BP-FS).

Customizing

· You have activated the attributes Activity Status and Property Codes in the Customizing for Account Management (FS-AM).

For more information, see the Implementation Guide (IMG) for Account Management (FS-AM) under Product Management ® Product Definition ® Account Products ® Change Account Product.

· In the Customizing for Account Management (FS-AM) you have carried out the following activities under Contract Management ® Account ® Activity Status Conversion.

¡ Define Activity Status

To connect the Escheat process, you need to set the indicator Relevant for Escheat for an activity status.

To use the automatic reactivation, you need to set the indicator Reactivate Account for an activity status.

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¡ Define Property Codes

¡ Define Status Transition Rules

To notify the account holders, you need to set the indicator Initiate Correspondence for one or more status transition rules, and process all the relevant IMG activities in the Customizing for Account Management (FS-AM) under Tools ® Correspondence Tool and ® Print Workbench.

· If the system is to include the activity status when it posts all the charges that are relevant for settlement, you need to process the following IMG activities in the Customizing for Account Management (FS-AM) under Product Management Financial Conditions:

¡ Maintain Differentiation Categories

You have created a Structure link differentiation categoryfor the activity status with the differentiation value category Reference to Table. The table TBCA_CN_ACT_ST contains the characteristic values of the activity statuses you defined with the following values:

§ 1. Field name ACTIVITY_STATUS

§ Text table TBCA_CN_ACT_ST_T

§ Language field SPRAS

§ Text field ACT_ST_SHORTTEXT

¡ Assign Differentiation Categories to Condition Categories

You have assigned the differentiation category Activity Status with the Structure link condition category 105010 Settlement Charges.

For more information, see the documentation for Structure link Financial Conditions.

Process Flow

The process flow is as follows:

This graphic is explained in the accompanying text

Process flow for the process Monitoring Dormant Accounts in the applications involved:

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1. Set initial activity status (SAP FS-AM)

When an account is created in Account Management (FS-AM), it first receives the initial activity status that is active in the standard system.

2. Determine accounts (SAP BI, SAP FS-AM and SAP BP-FS)

BI uses the status transition rules defined in Customizing to find all accounts in AM where the date of the last customer contact or the time of the last payment item that was triggered by the customer is older than a certain period of time.

3. Generate correspondence (SAP FS-TOR-COR)

Using SAP Correspondence you can generate a notification to the account holder, either at the time of the activity status conversion or before, depending on the Customizing settings.

4. Convert activity status (SAP FS-AM)

A periodic mass run in AM (report Activity Status Conversion for Contracts) converts the activity status for all affected accounts.

If you use automatic reactivation, it is possible to convert back to the initial activity status once the customer has made contact, or triggered a payment item (depending on the reference date selected in Customizing).

The process starts again at step 2 Determine Accounts.

Result

The account is in an activity status that represents the current customer activity. The account holder can be informed about the activity status of the account.

If an account is converted to an activity status that is flagged in Customizing as relevant for an escheat, the Escheat process starts. In this process you can transfer the balances of dormant accounts to a clearing account.