Creating a Settlement Rule

Prerequisites

Before you can settle the actual costs incurred for a sender to a receiver object, you first have to create a settlement rule. The settlement rule contains the distribution rules for the sender. It specifies the following:

You must make these entries prior to the first settlement for the sender object. Subsequent changes are only possible to a limited extent.

This section describes how you create a settlement rule.

Procedure

  1. Choose Settlement rule in the master data maintenance for the relevant sender object.
  2. If you have not entered an account assignment default in the settlement profile you are using, the system displays the Maintain settlement rule: Initial screen

    Settlement Receivers

  3. Choose the target account assignment from the list of possible settlement receivers.
  4. The system displays the Maintain Settlement Rule: Distribution Rules screen.
    If you have saved a default account assignment in the settlement profile, the initial access occurs with this screen. The settlement receiver is the object type you stored as an account assignment default in the settlement profile .

  5. Enter the settlement receiver.
  6. Settlement Share

  7. You can distribute the costs of the sender object to the different settlement receivers using either percentage rates or equivalence numbers (proportional). For distribution rules of the same settlement type (periodical or total) you must determine the portion using either only percentage rates or only equivalence numbers.
  8. Distribution by Percentage Rates

    Enter the selected percentage rate in the Percent field.

    You have the following possibilities for distributing costs to further settlement receivers:

    · For settlement receivers of the same type:
    If you want to distribute costs to further settlement receivers of the same type, for example, from an order to 3 different cost centers, choose Edit ® New Rule or F9. You can then distribute costs on a second cost center, and so on.
    The number of distribution rules for a receiver type is displayed in the DistRule field. To search for the distribution rules available for a sender object use the scroll keys.

    · Settlement receivers of different types:
    If you want to distribute costs to different types of settlement receivers, for example, from an order to a cost center and a fixed asset, choose Receivers to call up the next account assignment object and make your entries, and so on.

    After you have distributed the costs in this way, check the percentage distribution of the costs by choosing Settlement. Rule ® Percentage validation or F6 .

    If during periodic settlement the total of all the percentage rates is higher than 100%, the system displays the screen Maintain settlement rule: List You see a list of the settlement receivers for the sender object you want to settle. The system also displays the distribution in the Per. or EqNum column. At the same time, the system displays a message, informing you that the percentage total is too high.

    If you do not call up Percentage validation, the system checks automatically when you save the settlement rule. If the percentage total is too high, the system displays a dialog box with the details of the percentage total. You can then correct the percentage distribution of the costs using F5.

    In the settlement profile, you can specify whether (during periodic settlement) the total of the settlement percentage rates must add up to 100% or whether the total can amount to less than 100%. This means that you do not need to settle a sender object completely.

    Distribution by Equivalence Numbers

    When you distribute the costs to be settled according to equivalence numbers, the costs are distributed proportionately.

    To do this, enter the equivalence number in the Equivalence no. field.
    Then choose either Edit ® New rule or F9 to enter further rules for the same receiver type, or
    Choose Receivers or Other Receivers to enter further rules for a different receiver type.

    Example: You want to settle an order to three different cost centers, and select the equivalence numbers 5, 6, and 9. The costs are then settled on the basis 5:6:9.

    If you want to settle fixed amounts, choose Receivers to select the settlement receiver you want from the Maintaining a settlement rule menu. On the following screen you can edit a distribution rule with amounts.

    Edit further distribution rules by choosing New rules.

    Your settlement rule should also contain percentage rules.

    Settlement Types

  9. Each distribution rule must be allocated to a settlement type. You determine which distribution rule is to be used in the Settlement type field:
  10. · PER = periodic settlement

    · FUL = full settlement

    The system defaults the settlement type depending on the receiver, for example PER for cost center, FUL for fixed asset. You can overwrite the default value, if required.

    The FUL settlement type permits settlement of quantities only for primary cost elements.

    Validity Period

  11. Enter a validity period for the distribution rule using the fields Valid from and Valid to.
  12. Settlement Parameters

  13. When you have created the settlement rule, you can call up the Maintain settlement rules: Parameters screen by choosing Goto ® Parameters. You can enter a short description of the settlement rule you have just created in the Description field.
  14. Additionally, you must specify a settlement profile and a settlement structure. The settlement profile contains important control parameters for the maintenance of the settlement rule, as well as for the execution of the settlement itself. You cannot save a settlement rule without specifying a settlement profile.
  15. The settlement structure, which you maintain in the configuration menu of the application, is stored as a default value in the settlement profile. You can overwrite this default value in the settlement rule, so long as the settlement rule has not yet been used.

    You usually store a default value for the settlement profile during Customizing. This is then adopted automatically together with the settlement structure. For example, with Internal Orders, you set the default for the settlement profile and settlement structure through the order type.

    List Display of the Distribution Rules

    When you choose Goto List, the system calls up the list screen, which lists all the distribution rules defined for a particular sender object with Settlement receiver, Settlement share and Validity period. If the sender already has distribution rules defined for it and you call up the settlement rule using master data maintenance, the system displays the List Display for Distribution Rules.

    You can branch to the detail screen for distribution rules and make any necessary changes by double-clicking the appropriate row or choosing F2.

    You can delete a distribution rule by choosing Edit D elete in the detail screen for the distribution rule.

  16. When you save the sender object, you automatically save the settlement rule.

Replacing an Existing Distribution Rule With A New Rule

To replace an existing settlement distribution rule with a new one that will become valid at some point in the future, you can reset the Valid to period for the existing rule. (The Valid to period is the only specification you can change after you have used a distribution rule).

You have created a settlement rule that periodically settles the costs collected on the sender object to two cost centers, 50% to each. You now want to replace one of the existing receivers with a new one for future use.

To do this, reset the Valid to period for the settlement rule. You can reset it as far back as the period in which the rule was last used.

  1. Use the Change function of the sender object to call up the settlement rule.
  2. The system displays the list screen for the distribution rules.

  3. Position the cursor on the distribution rule you want to replace. Double-click or use F2 to go to the entry screen for the distribution rules.
  4. You can see that only the Valid to Period fields are ready for input.

  5. Enter the period and the year in which the rule was last used.
  6. You have now reset the validity period for the distribution rule.

  7. Create a distribution rule for the new settlement receiver by choosing Settlement Rule ® New Rule or F9. Then enter a settlement share of 50% and the Valid from period as 01. 1994.
  8. Choose Settlement rule ® Exit to leave the Maintain Settlement Rule function.
  9. Save the changes.