Dunning Letters with QR-Bills for Switzerland in Contract Accounting

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Nowadays the QR-bill has been a standard for printing payment information in Switzerland. In dunning process, including a QR bill becomes legally mandatory so the payment related information can be retrieved and processed digitally, which improves efficiency.

This blog post introduces how you can print a dunning letter including a QR bill and modify the layout of the dunning letter using LiveCycle Designer in Contract Accounting in SAP S/4HANA Cloud Public Edition. For more information about the dunning letters with QR-bills for Switzerland in Contract Accounting, see QR-Bill in Contract Accounting and Collections and Disbursements.

Business Introduction

You post an invoice in contract accounting. By the payment date if the payment does not arrive, this invoice becomes overdue as an open receivable item. Meanwhile the dunning process starts. You create a dunning proposal and execute the dunning run. After the dunning run, you can print out the dunning letter and send it to the payer.

Example of Dunning Letter

The sample below shows the dunning letter layout. In the prerequisite section you learn about how to configure list of receivable open items and QR bill (green), footer and logo (blue), and printout of the dunning letter (red).

Prerequisites

Define Correspondence Name for Dunning Letters

This configuration step is to apply the predefined template that contains QR bills and open receivable items for dunning letters (green boxes shown in the dunning letter example).

1. In your configuration environment, open Define Form Template for Correspondence (ID: 102223).
   Find the Dunning Notice and replace the Form Template ID to FIN_CA_DUNNING_LETTER_CH_QR.
   
   

Defining Rules for Master Form of Dunning Letters

This configuration step is to select a master form template to reserve places in the dunning letter for your footer and logo. (blue boxes shown in the dunning letter example).

1. In your configuration environment open Define Rules for Determination of Master Form Template (ID: 101184)
2. Find the Form Derivation Rule ID SAP_DEMO_RULE_COUNTRY_CH and replace the Master Form Template to APOC_DEMO_FORM_MASTER_FICA_CH.
3. Double click the SAP_DEMO_RULE_COUNTRY_CH entry.
4. In the Content for Master Form Template, select your footer or logo.
   Note: You have to first upload your footer and logo in the apps Manage Texts and Manage Logos successively, and you can select the footer and logo in this step.
   

Defining Print Outputs with QR Code

This configuration step is to define your dunning letter output. (red boxes shown in the dunning letter example).

1. In your configuration environment, open Define Control Data for QR-Bill (ID: 103321).
2. Create a new entry of QR-IBAN and assign it to the Company Code.
3. To print out the dunning letter, you need to:
   • Deselect the checkbox of No Print
   • Select the checkbox in the Print Dunning Notice
     
     
4.  In the Currency column, you can select CHF or EUR, so this entry is prioritized to be applied to the dunning letter over entries without currency selection.

If you want to modify your own dunning letter outputs without the template, read the following section Modification of Dunning Notice Files.

Master Data Settings

You have to configure the contract account setting to apply the dunning letter procedure with QR bills to your posted documents.

1. In the SAP Fiori Launchpad, open Maintain Contract Account app.
2. Fill in the mandatory values.
3. In the Dunning/Correspondence section, choose 01 Standard Dunning Procedure as your dunning process.
   You can select how to get the dunning correspondence among the options in Correspondence Variant as marked in the blue rectangle.
   

Printing Dunning Letters with QR Bills

To print out dunning letters with QR bills, you need to create a dunning proposal and execute a dunning run. After that you can print the dunning letters or display the QR bills for checking.

Execute Dunning Run (Dunning Proposal + Dunning Run)

Ensure that you have at least one overdue document posted in currency CHF or EUR. . Otherwise, the QR bills cannot be shown in the dunning letter.

1. Open Dunning Runs app and create a new run.
2. Choose the job template FI-CA: Dunning Proposal to create a dunning proposal.
3. In the Dunning parameters select Standard Dunning Procedure as your dunning procedure.
4. You can select the Trigger Activity Run checkbox. By doing so, you can directly execute a dunning run from this dunning proposal.
   
   If you did not select the checkbox in step 4, you have to execute the dunning run in the same app with the template FI-CA: Dunning Activity Run.

Print Dunning Correspondence

After you executed the dunning runs, you can print out the dunning letters.

1. Open the Print Correspondence app.
2. Select the job template FI-CA: Print Correspondence and schedule the run.
3. In the General Selections select the Dunning Notice in the Correspondence Type field.
   In the Print Parameters select Default in the Print Queue.
4. Schedule the run.
   

Display Dunning Correspondence

After you printed the dunning correspondence, you can view the correspondence results.

1. Open Display Correspondences app and select Go.
2. Select the printed correspondence from the list by clicking the arrow on the right.
   You can see the dunning letter with QR bill on the right.
   
3. You can download it and send to your payer.
   Alternatively, you can scan with your phone to view the payment information. This information can be copied as a txt. file shown as the following example.
   

Optional: Modification of Dunning Notice Files

If you intend to create your dunning letter output, you can use the Adobe LiveCycle Designer software to modify the templates.

First of all, you have to download templates which are predefined by SAP. The download contains the files as follows:

• Template form file: open receivable open items and QR bill
• Master form file: footers and logo
• Gateway service file: This file connects the template with the database of your system, so you can view the values in the fields of QR bills.

You modify the layout based on these templates.

1. Open the Maintain Form Templates and select the FIN_CA_DUNNING_LETTER_CH_QR in the Predelivered Templates section.
   
2. Select Download and APOC_DEMO_FORM_MASTER_FICA_CH as your Form Template Master.
   
3. After downloading the templates, we move to download the Adobe LiveCycle Designer and use it to modify the templates.
   1. Open Install Additional Software app and download Adobe® LiveCycle® Designer.
   2. Open Adobe LiveCycle Designer. Under File choose the FIN_CA_DUNNING_LETTER_CH_QR_E.xdp from the previous downloads.
      Select Yes in the pop-up window.
      
   3. In the editing page, you can mainly edit two types of objects:
      • Object fields: the naming of the objects
      • Object texts: texts for the communication with payers
      • Object bindings: the displayed data taken from the database

        Object fields-

        You can click and change the naming of the object fields. For example, we change the object field name from Contract Account to Account Name.
        
        

        Object texts: You can edit the texts directly in the boxes.

        
        

        Object bindings:

        You can change the extracted data of the object binding by selecting Object > Binding > Select Data Binding > Use "DataConnection" > HeaderNode. For example, we change the object binding from CADocumentNumber to BusinessPartner.

        
        

        After selecting a binding setting, choose "Don't update any related properties" in the pop-up window.

        
   4. Upload your template back in the system.
      Open Maintain Form Template app and select New. You need to upload two form templates:
      
      • Template that you have modified: This is a content template. You enter FDP_FKC_DUNNING_LETTER_SRV as your data source.
        
      • APOC file you download in step 2: This is a master form template. You enter FDP_OM_FORM_MASTER_SRV as your data source.
        
   5. Assign your content form template with the Dunning Notice.
      In your configuration environment, open Define Form Template for Correspondence (ID 102313). Find the Dunning Notice and replace Form Template ID to your modified template ID.
      
   6. Repeat the same configuration as that in Prerequisites.
      • Open Define Form Template for Correspondence (ID: 102223). Find Dunning Notice entry and replace the Form Template ID with your modified form (uploaded in step 4).
      • Open Define Rules for Determination of Master Form Template (ID: 101184). Find the Form Derivation Rule ID SAP_DEMO_RULE_COUNTRY_CH and replace with your Master Form Template (uploaded in step 4).
        You can added your logo inside the master form entry.
   7. Now your have your own templates! You can continue with the processes as described in Printing Dunning Letters with QR Bills.

SAP Help Portal: Applying QR-Bills in Dunning Letters　

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