Advanced SAP Collections Management Best Practices CRF SAP

Agenda • FSCM Overview • Collection Management Overview • Collections Best Practices 2

FSCM Modules At-A-Glance 3

Receivables Management 4

SAP FSCM Collections Management Overview 5

SAP Collections Management Overview Collection Supervisor § Define collection strategies / rules § Define work item assignment to users / groups § Monitor and reallocation of workload 6 Collection Specialist § Incoming / Outbound collection calls § Process daily worklist based on prioritization § Record customer contact and follow up

Collections Management: Collection Specialist 7

Collections Management: Collector’s Worklist Text Double-Click to open customer work item 8

Collections Management: Invoice Summary Text Default Customer Contact readily available Review open items to be collected 9

Collections Management: Payment History Review payment history 10 Text

Collections Management: Dispute Cases Review open and closed dispute cases 11 Text

Collections Management: Promise-to-Pay Text Record promise for payment or customer contact at the invoice level 12

Collections Management: Promise-to-Pay Promise for payment has been recorded 13 Text

Collections Management: Customer Contact Text Record customer contact resulting in completion of the work item 14

Collections Management: Completed Item Work item completed 15 Text

Collections Management: Resubmission Create a Follow-up reminder on specific invoices

Collections Management: Resubmission Summary of all Follow-Ups

Collections Management: Notes Select invoice and enter invoice specific notes

Collections Management: Notes Summary of all Notes

Collections Management: Correspondence Several Correspondence Options available

Collections Management: Correspondence Email contact notes and log directly from SAP to customer

Collections Management: Correspondence Select the specific type of correspondence or letter to send Select a set of invoices

Collections Management: Collection Manager 23

Data available for Collection Strategies • Broken Promise to Pay • Number of Promise to Pays • Promise to Pay Amount • Customer Contacts • Resubmissions • Master Data or Operational Data which can be added to collections management 24 Collections Data Open AR & Dispute Mgmt Data Other Data Credit Data • • Aging Amount Dunning Level Amount Dunned Disputed Amount Dispute Case Status Payment Data • • Credit Limit % Utilization Credit Exposure Risk Category

Collections Strategy Definition Collection Strategy Collection Rules Basic Rules High to Medium Risk and greater than 80% Credit Limit Utilization Valuation: 15 points Risk Category Credit Limit Utilization Dunning Level Collection Strategy for Higher Risk Customers Past Due Invoices Over 15 days Past Due & Dunned One or More Times Valuation: 20 points Documents by posting key and document type Individual Items Overdue Since N Days Resubmission Due for the Customer Valuation: 5 points 25 Resubmission Due for the Customer

Collections Management: Collection Strategy Text Collection Rules within the Collection Strategy 26

Collections Management: Collection Strategy Text Conditions within a Collection Rule 27

Collections Management: Collection Strategy Text Automatic Prioritization of Customer Work Items 28

Collections Management: Collection Strategy Text Priority is determined by the valuation of each collection rule 29

Collections Best Practices 30

Collections Best Practices ü Customer Segmentation ü Automated Correspondence ü ‘Invoice-Level’ Collections ü Collect on ‘Clean Receivables’ ü Blocked Order Based Collections 31

Customer Segmentation • By Size – Large Accounts – Small & Medium Businesses (SMB) • By Payment Behavior (Days Beyond Terms) – Fast Pay, Medium Pay, Slow Pay • By Risk Category – High, Medium, Low • Sales Volume – High, Medium, Low 32

Automated Correspondence for SMB • Gentle Reminders, Past-Due Notices, Demand Letters (Standard SAP A/R Dunning) – For most SMB Customers – Except for ‘Fast Pay’ or ‘High Sales Volume’ • Include Invoice Copies, POD Copies for 2 nd and/or 3 rd level Dunning (Requires Enhancements to FSCM) 33

Slow or Med Pay SMB Collection Strategy 34

Advanced Correspondence 35

Advanced Correspondence Automation Selection criteria: type of letter, attachments and method of communication 36

Advanced Correspondence Automation Highlight AR line items to be included in correspondence 37

Advanced Correspondence Automation Cover Letter 38

Advanced Correspondence Automation Invoice Attachments 39

Advanced Correspondence Automation POD Attachment #1 40

Advanced Correspondence Automation POD’s attached to the Invoice AR line item 41

Invoice-Level Collections • Dunning might not work for Large Customers • Most large business have automated AP systems and are not paying because there is a ‘issue’ with the invoice • Invoice-Level Collections similar to Disputes • First perform root cause analysis based on history what the reasons for ‘issues’ are – EDI Transmissions, Disputes (Pricing Errors, Shortages etc) • Create ‘Dispute Case’ for ‘problem invoices’ 42

Create Disputes for Invoices 43

‘Clean’ Receivables To Be Collected Amount Calculation Total Amount Past Due § § § 44 Items with Open Promise to Pay Dispute Cases not in a ‘To Be Collected’ Status Items with a Current Dunning Notice Items Arranged for Payment Amount ‘To Be Collected’ Total Amount Past Due – Total of all overdue items in FI-Accounts Receivable Items with Open Promise to Pay – If there items with an open promise to pay, or items with a future payment promised on date, these items will be excluded from the ‘To Be Collected’ amount Dispute Cases not in a ‘To Be Collected’ Status – All open dispute cases, which have not been updated with a status that is mapped to the ‘To Be Collected’ in collections management, will be excluded from the ‘To Be Collected’ amount Items with a Current Dunning Notice – If a line item in FI-Accounts Receivable has recently been dunned, this amount will be excluded from the ‘To Be Collected’ amount. Items Arranged for Payment – All amounts that are (a) collected with a debit memo procedure or (b) where the account statement balance contains a payment notification from the bank will be excluded from the ‘To Be Collected’ amount BAd. I: Amount To Be Collected: Can be used to enhance the to be collected amount calculation

Use ‘Collectable Amount’ in Strategies 45

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