Maintenance of Down Payment Chain Contract Data (SAP Library - FI Accounts Receivable and Accounts Payable)

Maintenance of Down Payment Chain Contract Data

Use

You can use this function to maintain down payment chain contract data. A down payment chain is based on a contract:

● In the contract, you define the essential parts of the negotiation protocol between you and your business partner, for example, contract values, retention amounts, payment conditions, and account assignment data.

● The data is used in subsequent processing for default values or as control data for processing down payment chains. For example, the system checks the account assignment data in the down payment chain to prevent incorrect account assignments.

When you create a down payment chain, you must enter the contract data first.

Prerequisites

● When you create a debit-side or credit-side down payment chain, the screen with the contract data appears automatically.

● If you change a debit-side down payment chain, the Debit-Side Down Payment Chain screen appears. Choose Contract Data.

● If you change a credit-side down payment chain, the Credit-Side Down Payment Chain screen appears. Choose Contract Data.

For more information, see Maintenance of the Down Payment Chain.

Note

You cannot make changes if the contract is blocked. When the block is set, you cannot change the contract data. For more information see Setting Statuses and Block Indicators.

Features

On the contract screen you can display and edit contract data. The contract screen is divided into a screen area with general contract data and a detail area containing several tab pages. These tab pages are described below.

This graphic is explained in the accompanying text

In the application toolbar for the tables, there are several standard functions available. For more information about these functions, see SAP Library under Cross-Application Components → General Application Functions → SAP List Viewer (ALV): Classic.

Recommendation

We recommend that you individually check your entries for each table. Choose This graphic is explained in the accompanying text with quick info Check entries. If you do not check your entries individually, the system checks all entries when you save the contract data. If there are errors, a check result is displayed in a table with the system messages.

Choose Down Payment Chain to display the Credit-Side Down Payment Chain or Debit-Side Down Payment Chain screen.

General Contract Data

You enter general data, such as down payment chain name, currency, and external reference. You can use the external reference to save the contract number for the customer or vendor.

Account Assignment Tab Page

You enter the G/L account, WBS element, and distribution percentage combinations as account assignment items in a table.

Column	Use
G/L account
WBS element	The system ensures that all WBS elements within a down payment chain belong to one project.
Percentage	The distribution percentage specifies which proportion of the invoiced amount is designated for account assignment. When you enter a percentage, the percentage total for all account assignment lines must equal 100%. On entry of the account assignment data, the system calculates the default values based on the distribution percentage. You do not need to enter any percentages. In this case, the system does not calculate any default values.

Note

Once the G/L account and the WBS element for account assignment have been used in the down payment chain, the only thing you can still change is the distribution percentage in an account assignment line. You can however add further account assignment lines (G/L accounts and WBS elements).

Caution

If you have selected a chain type, for which you can post partial invoices as down payment requests, you can only assign to a WBS element. You can however specify several G/L accounts, but you must define the same WBS element for each of the different G/L accounts.

In addition to the work breakdown structure (WBS) element you also have use of network, network activity, cost center, and order as CO account assignment objects. When you create a contract, you select an account assignment type (project, network, network activity, cost center, or order).

The account assignment items that you define in the contract data are used at a later point for posting as follows:

● To the combination G/L account and WBS element for transactions affecting net income, for example, for:

○ Partial invoices, which are posted as invoices

○ Final invoice

○ Corrections

● Only to the WBS element for a transaction affecting payment, for example, for:

○ Advance payments

○ Partial invoices, which are posted as down payment requests

You enter further details in the following fields:

Input Field	Use
Tax code	You define how to calculate and display sales tax with this tax code.
Contract value	For documentation purposes
Contract issue date	For documentation purposes
Completion date	For documentation purposes

Payment Agreements Tab Page

You define the payment conditions in the form of cash discount percentages and payment deadlines as follows:

Input Field	Use
Payment terms key for partial invoices	You define the terms of payment for advance payments, down payment requests, and partial invoices using this terms of payment key.
Payment terms key for final invoice	You define the terms of payment for final invoices and corrections using this terms of payment key.

The retention amounts are displayed in table form:

Column	Use
Retention amount category	If you want to calculate retention amounts in the down payment chain, you must define them in the contract data. You can only define one retention amount per partial invoice. You can specify several retention amounts for a final invoice. You can specify several retention amounts for a partial invoice. You enter a retention amount category, which you defined in Customizing. The system transfers the short text for the retention amount category automatically from the Customizing settings.
Percentage	The distribution percentage determines the proportion of the invoiced amount to be posted correspondingly as the security retention amount.
Due date	Specifies the time after which the retention amount becomes due. Retention amounts for partial invoices are canceled when you create the final invoice. You cannot define due dates for partial invoices because retention amounts for partial invoices never become due.
Period indicators	Specifies time periods, such as month or year.
Validity	Specifies whether the retention amount is valid for the partial invoices or the final invoice.

The additional costs are also displayed in table form:

Column	Use
Additional cost category	If you want to calculate additional costs in the down payment chain, you must define them in the contract data. Additional costs reduce expenses in credit-side down payment chains and reduce revenues in debit-side down payment chains. You enter a retention amount category, which you defined in Customizing. The system transfers the short text for the additional cost category automatically from the Customizing settings.
G/L account	For transactions affecting net income (partial invoice, final invoice, or correction), you post to the combination G/L account and WBS element. For down payment requests, additional costs are updated statistically, until the down payment chain affects net income. The G/L account is transferred automatically to the additional cost category from the Customizing settings.
WBS element	The system ensures that all WBS elements within a down payment chain belong to one project. In addition to the work breakdown structure (WBS) element you also have use of network, network activity, cost center, and order as CO account assignment objects. On the Account Assignment tab page, you specify the account assignment type for the contract.
Percentage	The distribution percentage determines the proportion of the invoiced amount to be posted as additional costs.

Verification and Contractual Penalties Tab Page

In the contract data you can define contractual penalties and verifications for documentation purposes.

Caution

If you require checks for verifications and contractual penalties, they must be implemented by means of Business Add-Ins (BAdIs). For more information, see Preparatory Tasks.

The verifications are displayed in table form:

Column	Use
Verification category	You enter a verification category, which you defined in Customizing. The system transfers the short text for the verification category automatically from the Customizing settings.
Date of receipt	Date on which the verification was received.
Required date of verification receipt	Date by which verification should be received. For example, you must have social security documents for employees on the construction site before they can start work.
Valid from	Validity start date of the verification.
Valid to	Validity end date of the verification.
Agreed payment block	Indicator that shows whether a payment block has been contractually defined in the event of no verification being received.
Agreed contractual penalty	Indicator that shows whether contractual penalties have been contractually defined if no verification has been received.
Note	In this contract, you can choose your own text for the verification.

The contractual penalties are also displayed in table form. You can specify a percentage or an amount for the contractual penalty.

Contractual Penalties

Column	Use
Contractual penalty category	You enter a contractual penalty category, which you defined in Customizing. The system transfers the short text for the contractual penalty category automatically from the Customizing settings.
Percentage	The distribution percentage specifies which proportion of the invoiced amount is due in the event of a contractual penalty.
Time period	For each reference period in which the interim or completion dates have overrun, you determine the contractual penalty from the percentage and the work still to be completed at that point. For example: The contractual penalty for delay per calendar day of the overrun of interim and completion dates is 0.25% of the work still to be completed. In this example, the reference period is one day (period = 1 and period indicator = day).
Period indicator	Specifies a unit such as month or year, to chronologically structure the time period.
Amount	Specifies the proportion of the invoiced amount due in the event of a contractual penalty.
Currency	Currency that applies for the amount.
Note	In this contract, you can name the contractual penalty as you wish.

Chain Status Tab Page

The system stores the chain status data when you create or change the contract, for example, the creator, creation date, last user, and last change date. Furthermore, the status and block indicators are displayed. For more information, see Setting Statuses and Block Indicators.

Partner Data Tab Page

You can define partners for various partner roles.

You can use an implementation of the BAdI /SAPPCE/DPC_CONTRACT to define your own tab pages that are displayed following the Partner Data tab page (see SAP Customizing Implementation Guide: Financial Accounting (New) → Accounts Receivable and Accounts Payable → Business Transactions → Debit-Side and Credit-Side Down Payment Chains → Enhance Debit-Side and Credit-Side Down Payment Chains → Define Customer Enhancements → BAdI: Customer-Specific Tab Pages in Contracts).