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C l i e n t 202

R e c e i v e r

D e p a r t m e n t

Spool request SCRIPT LOCL SE61322

Request number 21968

Database RD2(mosrd20)

Owner SE61322

Device type SAPWIN

Format Type INCH12

Priority 5

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Created 09.05.2017 11:06:38
From SE61322
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host mosrd20
Device LOCL
SAP System
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11 Real Estate
This Implementation Guide for Real Estate Management (RE) contains all the information necessary for
configuring the Real Estate Management (RE) component.
The Implementation Guide:
- Lists all activities for implementing RE
- Supports you in implementation control and documentation
- Enables you to make the global settings for other standard applications that are linked to RE

Notes

If other standard applications are to be fully used in conjunction with RE you have to make the more
specific settings in the respective standard application menu.
You will find information about the individual standard applications in the corresponding Implementation
Guides.
Note: As of Release 4.70, there are two separate products: Real Estate Management (RE) (also called
Classic RE) and Flexible Real Estate Management (RE-FX). If subnodes in the current Implementation
Guide refer to RE or IS-RE, then they are always referring to Classic RE. As of Release 47x200, you can
use Flexible Real Estate Management (RE-FX) instead. You make the settings for the Flexible Real
Estate Management (RE-FX) component in its own part of the SAP Implementation Guide.

11.1 Notes on Customizing-Related Applications


The Real Estate Management (RE) component can only be used if Financial Accounting and certain parts
of Controlling are active. Make these settings before you make settings for Real Estate Managment.
Plant Maintenance and Project System can also be linked to Real Estate.
Refer to the corresponding sections in the IMG for settings for the above components.
Here you find references for special settings you have to make in connection with other SAP components
when you use Real Estate Management.

11.1.1 Global Parameters

The global settings include settings for


- countries
- languages
- units of measurement

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- currencies and
- calendars.
These settings are needed for, among other things
- back office processing of Financial Accounting (countries, currencies)
- correspondence (languages)
- service charges settlement (units of measurement)
- deadline determination, for example, for periods of notice (calendar).

11.1.2 Enterprise Structure

The Real Estate Management (RE) component requires the following elements of the enterprise structure:

- Company code: the Real Estate objects are always created in one company code.

- Controlling area: the Real Estate objects are account assignment objects in Controlling.

- Business area: provided that internal balance sheets are necessary on business area level.

You have to create at least the company code and the controlling area.
The system provides the following reference:
- Company code 0001 and
- The controlling area assigned to it in a 1:1 relationship.

11.1.3 Basis

The following points of Basis Customizing are of particular importance for Real Estate Management (RE)
and are discussed below in more detail:
1. Recording table changes
2. Authorization management
3. Link to optical archive
This is only an overview of the functions. The settings have to be made within Basis Customizing.

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11.1.3.1 Recording Table Changes

This is only an overview of the function. You make the actual settings within the Basis Customizing.

You can log changes made to the following tables:


- Control tables (system logic control)
- Customizing tables
What is recorded is always in the form of complete "before" images, that is, all entries as they appear
before the changes.
The recorded data is compressed without buffering, and this is not an appropriate method for recording
and managing large amounts of data. Activating logging impacts on performance as it entails twice as
many database updates as would otherwise be the case, and the database storage load is also increased
substantially.

Recommendation

We recommend you use logging for your production clients and Customizing clients so that you can see
exactly where Customizing tables have been changed. For the reasons above, it is not recommended that
you use this tool for application tables.

Activities

Two conditions have to be met for a table to be logged:


1. The table has to be selected for logging in the Dictionary (see Dictionary -> Table maintenance
-> -> Technical configuration).
2. Logging also has to be set in the system profile
Set the rec/client (note the use of lowercase characters) profile parameter to one of the following
values
- OFF: no logging at all (effectively a central system switch)
- nnn: logs client-specific tables in client nnn only
- mmm,nnn,ppp,...: logs client-specific tables in the named clients
- ALL: logs all client-specific tables in all clients.
Caution: Only in exceptional circumstances is it appropriate to use the 'ALL' setting. If, for
example, the profile parameter is set to 'ALL' when you upgrade all test clients (including 000,
the SAP client), these changes are recorded in the system log file. This reduces performance
and requires a lot of database space.
The default setting is OFF (no changes are logged)
If logging is set in the ABAP Dictionary, changes to client-indepedent tables are always logged
unless rec/client is set to 'OFF'

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Analyses

Use the ABAP programs RSTBHIST or RSVTPROT to analyze table changes. RSVTPROT allows you to
analyze change logs both at table level and with reference to Customizing objects. To access the program,
select an executable Customizing activity in IMG and choose Goto -> Change log. For more
information, see the program documentation.

Further notes

The Customizing tables of the Real Estate Management (RE) component have the logging indicator.

11.1.3.2 Authorizations

This is only an overview of the function. The actual settings have to be made in Basis Customizing.
Please note the following changes:Including Profiles in Roles
Exception: Maintain Authorization Groups (Authorization object F_RE_BRGRP) is carried out in Real
Estate Customizing.
To make the setting for authorizations, see the 'Basis Components' Implementation Guide, chapter
'Authorization Management'.
The composite profile "F_ISRE_ALL" is delivered as an example for Classic RE authorizations. This
profile contains all application and Customizing authorizations
- required for the use of Classic RE
- as well as the authorizations for processing loans and securities.

F_ISRE_ALL includes the following individual profiles:

F_DARL_ALL All authorizations for Loans Management

F_DTFEED_ALL All authorizations for asynchronous datafeed

F_IMMO_ALL All authorizations for Classic RE

F_IMMO_LIS MM Logistics Information System - all functions

F_PART_ALL Treasury business partner: All authorizations

F_TEXT_ALL Authorizations Maintenance Word Processing

F_WERTP_ALL All authorizations for Securities Management

F_ZFREI_ALL All authorizations for the release

F_ZPART_ALL All authorizations for partner management

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G_SETS_ALL Special Purpose Ledger - Sets: All authorizations

S_A.USER Administrator (Basis authorization)

The following authorization objects are relevant for Classic RE:

1. Master data maintenance of the Real Estate objects


The authorization object
- 'FI_WEI_BUK' checks the access to business entity maintenance.
- 'FI_GEB_BUK' checks in which company code and for which business entities a user may
maintain buildings.
- 'FI_GBU_ACT' checks the access to land register data maintenance.
- 'FI_GRU_BUK' checks in which company code and for which business entities a user may
maintain properties.
- 'FI_ME1_BUK' checks in which company codes and for which business entities a user may
maintain rental units.
- 'FI_RAU_BUK' checks in which company codes and for which business entities a user may
maintain rooms.
- 'F_RE_BRGRP' checks if the user has authorization for this group of objects by means of an
application-defined authorization group that is defined in the master data. (Maintain
Authorization Group)
2. Rental agreement management
The authorization object
- 'FI_BEW_ACT' checks whether a user may maintain applications.
- 'FI_ZUO_ACT' checks whether a user may assign applications and/or a rental unit.
- 'FI_MIE_BUK' determines in which company codes and for which business entities rental
agreements can be edited.
- 'F_RNT_OFF' determines in which company codes and for which business entities offers can
be processed.
- 'FI_KUE_BUK' checks in which company codes and for which business entities notices for
rental agreements can be processed.
- 'F_RE_BRGRP' checks if the user has authorization for this group of objects by means of an
application-defined authorization group that is defined in the master data (offer, application,
rental agreement). Maintain Authorization Group)
3. Conditions
The authorization object
- 'F_MIE_SKO' determines if a user may create, display and change conditions of a rental
agreement or rental unit.
- 'FI_MIE_ALL' allows you to check the change authorization for rental agreement conditions.
If required, authorization can be restricted to company code and business entity.

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4. Rental accounting
The new authorization object in 4.5A
- 'F_PMT_TRNS' checks centrally in which company codes which transactions for payment
transactions (RA debit position/ RU debit position) which user can carry out.
For compatibility reasons, the authorization object 'FI_ZAH_BUK' used before 4.5A is still used.
For new installations you only choose the new object, since the old object will not be used in future
releases:
5. Rent adjustment
Rent adjustment master data
The authorization object
- 'FI_MIS_ACT' determines if a user may display and/or maintain representative lists of rent.
- 'FI_VBE_BUK' determines in which company codes comparative groups can be maintained
and rental units assigned.
- 'F_WIBE' determines if a user may display and/or maintain master data for the cost efficiency
analysis.

Adjustment method
The new authorization object for 4.5A
- 'F_RNT_ADJ' checks centrally for each adjustment method whether a user can simulate
and/or calculate adjustments of condition types for rental agreement or rental units in a certain
company code.
For compatibility reasons, the authorization objects used before 4.5A are still used.
For new installations you only choose the new object, since the old objects will not be used in future
releases.
Consequently you should mark all old authorization objects with * authorizations.
The old authorization object
- 'FI_GAR_BUK' checks if a user may simulate and/or calculate adjustments for garage rent in
a certain company code.
- 'FI_MOD_BUK' checks in which company codes a user may carry out rent adjustments
resulting from modernizations.
- 'FI_ZLG_BUK' checks if a user may simulate and/or calculate adjustments for surcharges in a
certain company code.
- 'FI_FAG_BUK' checks if a user may simulate and/or calculate free rent adjustment for
corporate rental agreements in a certain company code.
- 'FI_FAW_BUK' checks if a user may simulate and/or calculate free rent adjustments for
residential rental agreements in a certain company code.
- 'F_ZIND_ACT' checks the access to the Real Estate function "Maintain/display index data" as
well as the Securities function "Maintain/display securities index".
- 'FI_IND_BUK' checks in which company codes a user may carry out index-linked rent
adjustment.
- 'FI_MIS_BUK' checks in which company codes a user may simulate and/or calculate
adjustments to the representative list of rents.

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- 'FI_VWO_BUK' determines in which company codes a user may maintain/display


comparative apartments and/or carry out adjustments.
- 'F_UMV_BUK' determines in which company codes a user may carry out sales settlements
and sales-based rent adjustments.
6. Service charge settlement
The authorization object
- 'FI_ABR_BUK' checks if a user may create, change, display and/or delete settlement units.
- 'FI_HEI_BUK' determines in which company codes a user may edit central heating systems.
- 'FI_BKA_BUK' checks if a user may carry out and/or simulate operating costs settlements in a
certain company code.
- 'FI_HKA_BUK' determines in which company codes a user may carry out heating expenses
settlements.
- 'F_RE_BRGRP' checks if the user has authorization for this group of objects by means of an
application-defined authorization group defined in the master data of the settlement unit.
(Maintain Authorization Group)
7. Management contract
The authorization object
- 'F_MNG_CON' checks the access to the maintenance of management contracts.
- 'F_RE_BRGRP' checks if the user has the authorization for this group of objects by means of
an application-defined authorization group defined in the master data of the management
contract. (Maintain Authorization Group)
8. Information system
The authorization object
- 'FI_BAV_BUK' checks the access to BAV data from the Real Estate application.
- 'FI_NFO_BUK' is provided for the access check for analysis reports of Financial Assets
Management.
9. Further authorizations from other applications (for more information see the corresponding
Implementation Guides)
- Creating and changing customer master records (direct creation from partner maintenance)
- Posting documents
- LIS reporting
- Word processing: F_ZTXT_ANZ Display text elements
10. Partner data
The authorizations described below are checked in the Treasury business partner. The authorizations
marked with 2.2F are already available for Release 2.2F and are also included in Release 3.0. The
authorizations marked with 3.0 are new authorizations introduced in 3.0D.
a) Maintenance authorization (2.2F)
The authorization for creating, changing and displaying the business partner is checked as
transaction authorization when partner management is accessed.

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The authorization for releasing business partners is checked separately (see e).
b) Authorization on role categories (2.2F)
The authorization on a role category, for example, Treasury partner, tenant or borrower, is necessary
to be able to create, change or display role-specific data of a business partner.
If a system user does not have the authorization of an existing business partner role, this role is not
displayed in the role overview of the partner management. Consequently, the user does not obtain
any information on whether or not the partner in this role exists.
c) Authorization group in the business partner (3.0D)
Partners can be grouped by means of the 'Authorization group' field in the administration data of the
business partner, and only certain administrators are allowed to maintain/display this partner. For
these administrators, an authorization has to be created in the user master for the authorization group
that is entered in the partner master.
Example:
Distinction by domestic and foreign business partners,since different administrators maintain these
two groups.
For all domestic partners, "INL" has to be entered in the authorization group, and "AUSL" for alL
foreign partners.
The "domestic" administrator" receives authorization for the "INL" authorization group, and the
"foreign" administrator for the "AUSL" authorization group.
In other words, the administrators can only maintain those business partners who are assigned to
their authorization group.
To maintain an authorization group for the business partner function, the user requires authorization
to create the authorization group.
d) Authorization group for a role of a business partner (3.0D)
By means of the 'Authorization group' field in the business partner role data, you can group partners
together in an existing role, and allow only certain administrators to maintain/display this role data
of the partner. For these administrators, you have to create an authorization in the user master for the
authorization group that is entered in the role data of the partner.
Example:
Distinction between borrowers who are employees and external borrowers, since different
administrators maintain these two groups.
Here, the explanations of c) are also valid at role level.

Sample authorization: F_PART_TRANS


e) Authorization on role categories:

Authorization object: F_T_PART_R


Activity:
'01' Create
'02' Change
'03' Display
Role category: see table contents of Table TPZ3
Sample authorization: F_T_PARTROLE, F_T_TR_ROLE
f) Authorization group in the business partner

Authorization object: FZ_PRT_BEG


Activity:

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'01' Create = Maintain the authorization group


'02' Change (a partner in the authorization group)
'03' Display (a partner in the authorization group)
Authorization group: freely assignable four-digit text field
Sample authorization: FZ_PRT_ALL, FZ_PRT_ANZ
Information for 2.2 Loans, Securities and Real Estate customers:
This authorization object has already been used in the loans and securities partner for 2.2F and is not
checked exactly the same way in the new business partner for 3.0D. Consequently, authorizations
already defined can still be used.
g) Authorization group of a business partner role

Authorization object: F_T_PART_B


Activity:
'01' Create = Maintain the authorization group
'02' Change (a partner in the authorization group)
'03' Display (a partner in the authorization group)
Role category: see table contents of Table TPZ3
Authorization group: freely assignable four-digit text field
Sample authorization: F_T_GP_B_ALL
h) Release authorization

Authorization object: FZ_FRG_OST


Authorization object: BPAR
Release status: all statuses except '99' and 2nd position 'x0' are useful:
z.B. '22' = entered, dual control
'21' = first release, dual control
'33' = entered, triple control
Activity:
'43' Release
'03' Display
Sample authorization: F_PART_FRG_A

11.1.3.2.1 Maintain Authorization Groups

Please note the following changes: Including profiles in roles.


In this section you maintain authorization groups to be used for the individual object types.
These authorization groups can be assigned in the master data. The authorization object F_RE_BRGRP
checks the authorizations of the user.
You can create authorization groups for the following objects:
- Business entity
- Rental unit
- Building (the object "room" inherits the group assigned to the building)
- Property

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- Land register
- Settlement unit
- Heating system
- Offer
- Application
- Lease-out
- Management contract
- General contract

Example

The user is authorized to change lease-outs. The authorization group 'MV10012' is defined in the
lease-out. According to the user master data, the user for the authorization group has the characteristic
feature 'MV1*'; that means he/she can change the lease-out in question. If, however, he/she wants to make
changes to a lease-out belonging to authorization group 'MV20012', access is denied.

Activities

1. Determine per required object one or several authorization groups (settings in this table) (master
records for room, correction items, comparative apartment, expert opinion are suggested by F4 help,
however it is not possible to make any assignments to these objects).
2. Assign the authorization groups to the respective users (clerks) in the general authorization
management of the Basis component - BC.
3. Inform every clerk of the authorizations he/she has.

Further notes

If required the maintenance of authorization groups in the master data may be automated using
substitution functions by deriving the authorization group from other features of the object. Refer to
"Tools" for more information.

11.1.3.3 Optical Archive

The correspondence function of the Real Estate Management (RE) component is linked to the optical
archive.
If you want to define the correspondence in the optical archive, you have to make the following settings:
1. Defining links for the optical archive system:
see the Implementation Guide 'Basis Components', section "Basis Services', SAP ArchiveLink.
2. Activation of the archive link in Real Estate:
see the Implementation Guide for 'Real Estate Management', Determine text processing and optical
archiving link

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11.1.4 Cross-Application Components - Document Management

Document management

The master data objects of the Real Estate Management (RE) component are linked to the SAP document
management.
This means that documents are defined for these objects, for example, in form of structural drawings,
plans of site, digitized photographs or videos.
The reference to this information is set up via the document info records assigned to the master data. You
display the documents by means of suitable viewer programs you can call up from the master data
display/maintenance of the real estate objects in the SAP System and display the files linked with the
master data object (thus, the plans of site, photographs, and so on).
You can activate the document management later.

11.1.5 Financial Accounting, Asset Accounting

Real Estate Management (RE) can


a) start from an already productive Financial Accounting (FI) component or
b) can be activated at the same time as Financial Accounting
Settings which are absolutely necessary for using Real Estate
Management are specified in the following.
For more information, see the Financial Accounting Implementation Guide.

11.1.5.1 Basic Settings Financial Accounting

Make the following basic settings in Customizing for Financial Accounting:


1. Global parameters for the company code
2. Business areas
Real Estate objects can be assigned to business areas. Set up business areas, if required, and allow
business area balance sheets to be created.
3. Determine fiscal year
4. Maintain variants for posting periods, determine and open posting periods
5. Define document number ranges and document types
As a minimum, you will need the following document types:
a) debit-side document types for debit positions such as

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- rents
- service charges settlement
b) G/L account document types
- for the vacancy debit position
- for the service charges settlement (credit the cost account)
c) credit-side document type for posting settlement documents for active owner settlement
6. Maintain posting key
Note:
Special debit-side G/L transactions are required for the service charges settlement. The following
examples are contained in the delivery Customizing:

Posting key 09 with the special G/L transactions


J Advance payment request (operating costs, heating expenses sales-based rent)
K Reversal of advance payment for operating costs, heating expenses, service charges
U Reversal of advance payment for sales-based rent
C Refund of cash deposit etc.

Posting key 19 with the special G/L transactions


J reversal of advance payment request (operating costs, heating expenses, sales-based rent)
K received advance payment for operating costs, heating expenses, service charges
U received advance payment for sales-based rent
C received cash deposit
The special G/L transactions have to be from the category Down Payment
7. Maintain field status variants
Note:
In field status groups relevant for G/L accounts with real estate account assignments, you have to set
the "Real Estate Management" and "Financial Assets Management" groups as optional fields. This is
a minimum requirement.
The following fields are in these groups:
a) Real Estate Management:
- Real estate key (COBL-IMKEY, the internal encryption for the account assignment objects for
the Real Estate Management component)
b) Financial Assets Management:
- Flow type of Financial Assets Management (needed for account determination)
- Contract number (rental agreement or management contract)
- Contract type (for Real Estate contract type 3)
8. Define document change rules
Note:
Changes to the real estate account assignments cannot be permitted as the changes to the Real Estate
account assignment made in the Financial Accounting document do not affect the Real Estate
account assignment in the Cost Accounting tables. Changes made in the Financial Accounting
document are not updated in the Cost Accounting tables. You must include the COBL-IMKEY field

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in the document change table for account type S (G/L accounts) and mark it as 'not changeable'.
Note:
We recommend defining corresponding screen variants for the fast entry of real estate account
assignments. Usually, two variants are enough:
a) One variant for the direct account assignment to real estate objects containing the fields
Business entity, Building (and possibly Property, Rental unit, and Rental agreement)
b) One variant for the entry of apportionable service charges containing the business entity,
service charges key, recipient key and reference date fields
9. Entry screen for account assignment models
If you want to use account assignment models, we recommend setting up account assignment
models for real estate account assignments.
10. Sales tax
You have to create the sales tax codes required for the rental agreements and the input tax codes
required for invoice entry.
11. Reversal reasons
We recommend saving reasons for the reversal of documents, for instance resulting from debit
positions or other posting transactions in Real Estate Management, in Customizing of Financial
Accounting.

11.1.5.2 General Ledger

For a description of the maintenance of the chart of accounts required for your company, see the Financial
Accounting Implementation Guide.
The Real Estate Management (RE) component requires a number of accounts that can be found in the
sample Customizing and that are described below.
For detailed information on the setting of the account determination, see the chapter "Conditions and
Posting Procedures".
1. Debit position rental agreement
- Revenue accounts for the individual revenue elements, type of rental objects and group indicator, for
example:
- Revenue from basic rent third-party rental (example: Account 841000)
- Revenue from internal renting
- Revenue from operating costs flat rate (example: Account 841070)
Maintain the accounts as revenue elements in Controlling. The field status definition for document
entry has to allow an account assignment to real estate objects (field status: field groups "Real Estate
Management" and "Financial Assets Management").
- To be able to deal with the special G/L transactions (advance payments for operating costs and so
on, see above), you will need the corresponding special G/L accounts, for example:
- Advance payment request operating costs (example: INT 196900)
- Advance payments operating costs (example: INT: 196910)

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- Advance payments of sales-based rent (example: INT 196920), and so on


The field status definition for document entry has to allow the real estate object to be updated.
Revenue element accounts (examples: 841100, 84110, 841120, 841130) are required for each
reconciliation account for updating down payments/advance payments in Controlling (special G/L
account for special G/L transaction.
- Account for output tax clearing posting (commercial rental agreements with value-added tax
code)for advance payments:
- Tax clearing on down payments/advance payments (example: GKR 170010)
- If, in the case of vacancy, you have to make postings for the lost revenues, you have to create
corresponding accounts:
- Imputed revenue vacant rental units (example: INT 841700)
- Imputed expense vacant rental units (example: INT 470700).
You should maintain these accounts in Controlling as cost element or revenue element.
When setting the field status definition for document entry, please note that the revenue is assigned
to the rental unit and the costs are assigned to a vacancy cost center or to the rental unit, if the
vacancy cost center has not been maintained.
- Accounts for the tenant service charge settlement (Austria only):
- Clearing account for advance payments in the case of own use (example: INT 841099)
- Clearing account for advance payments for operating costs in case of empty status (example:
INT 470750)
The accounts have to allow the rental agreement to be updated.
- Accounts for using cash deposits:
- Payables from rent deposits (example: INT 196930)
- Interest paid on rent deposit
The payables account has to allow the rental agreement to be updated.
2. Management contract
- The debit position of the periodic fee types:
- Sales revenue accounts for periodic fees, possibly separated according to fee types (example:
INT 841800)
- Revenue accounts for event-driven fees possibly separated according to fee types
The accounts have to be created in Controlling as revenue elements and account assignments to
management contracts must be allowed.
3. Accrual/deferral
Accounts for the account-based accrual/deferral of revenues from rents payable in arrears or payable
in advance:
- the following accounts for rents payable in advance
- Deferred income
- Rent paid in advance (example: INT 840690)
- the following accounts for rents payable in arrears

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- Other receivables
- Rent paid in arrears (example: INT 841680)
4. Service charges settlement
- Cost element accounts with real estate account assignment for the posting of the apportionable
service charges:
- Expense operating costs (example: INT 470400)
- Expense heating expenses
- for the posting of the credit documents within the service charges settlement:
- Contra accounts for the above-mentioned expense accounts (example: INT 470499)
- Clearing accounts rental agreements for the above-mentioned expense accounts (example: INT
470500)
- Clearing accounts rental agreements without further allocation (example: INT 470510)
- Clearing accounts rental units for the above-mentioned expense accounts (example: INT
470520)
- For the treatment of tax within the service charges settlement:
- Clearing accounts for non-deductible input tax for the above-mentioned expense accounts
(example: INT 470950)
- Contra accounts for non-deductible input tax for the above-mentioned clearing accounts
(example: INT 470999)
- Revenue accounts for debit position within the service charges settlement:
- Revenue from the operating costs settlement (example: INT 841500)
- Revenue from heating expenses billing and so on
- Revenue from heating expenses billing for own use (example: INT 841580
- Revenue from clearing advance payments in the case of own use (example: INT 841750)
- when applying the tenant service cost settlement (Austria):
- Revenue from clearing advance payments for vacant (example: INT 841750)
- If you levy a percentage surcharge on the service charges settlement, you need:
- Expense account percentage surcharge on service charges settlement for administration costs
surplus Switerland and apportionment default risk
- Revenue from operating costs settlement vacant
- 5-centime rounding (Switzerland):
- Account for the rounding differences from the service charges settlement
5. Owner settlement
- Cost element accounts for the owner cost elements and owner revenue elements (example: INT
470850, 841850)

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6. Input tax treatment


- for input tax adjustment
- Expense from non-deductible input tax (example: 470900)
- Revenue from deductible input tax (example: 841910)
7. G/L account line item list
See the information on Open FI Interface.

11.1.5.3 Accounts Receivable and Accounts Payable

Customer accounts
For debit-side business partners, customer accounts need to be created. This generally happens
automatically from the business partner maintenance function. You need appropriate account groups
for this purpose. See the "Business Partner" section for more information.

Line items
It makes sense to define display variants, sort, summation and additional fields which are relevant
for Real Estate documents for line item display. The field, contract number, for instance, should
always be displayed, as should the flow type.

Incoming payments
If you want to collect rent receivables per contract, you need to group payments by contract.

If you set the check indicator ("Collection authorization granted") for the payment method
"Collection authorization", this payment method cannot be used for documents with alternative
payers. In these documents, you cannot set the indicator "Collection authorization granted" for the
alternative payer. For this reason, you have to define a separate payment method for alternative
payers, which does not require the "Collection authorization granted" check.

As of release 4.0A the alternative payer is no longer required if the sole purpose of having it was to
provide the name of an alternative account holder. This can now be assigned directly to the account
in the customer master record. In such cases the normal payment method "Collection authorization"
may be used.
The payment list should be configurated in such a way as to show the contract numbers. This is
possible within the application since the lists are generated using the ABAP list viewer.

Important:

The special G/L transaction used for posting advance payment requests (in SAP reference
Customizing, this is special G/L indicator J) must be marked as "special G/L transaction" to be paid.
(Settings in Payment program --> All company codes). The result is that the items so posted are
displayed in the tenant account sheet and are taken into account in (manual and automatic) incoming
payments.

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Clearing of open items with update of rental agreement number

It is possible to define clearing rules in the Customizing for Financial Accounting (FI). If, for
instance, you want to break down an incoming payment affecting several rental agreements into
single contract amounts and update the contract number in the incoming payments document, you
have to set the clearing rule respectively (field names: VERTN=contract number and
VERTT=contract type) and activate it for customer postings.

Dunning

1. The following are just some of the details relevant to the dunning program which are included in the
document via the debit posting:
- Payment method
- Dunning area
- Dunning block
- Contract number

Handling of the documents follows the logic used in financial accounting:


All items with the following characteristics are dunned:

- No dunning block AND


- No incoming payment method in the item AND
- No incoming payment method in customer master record
- an incoming payment method, but a payment block
- The dunning form defined in Customizing for the dunning area and the dunning procedure assigned
to this dunning area is used (standard form).
- Dunning notices are only sent to customers.
2. Special handling is required if a dunning grouping according to contract number is set in the
customer master record. The grouping must consist of the following fields (in this order!):
- Contract number VERTN Length 13
- Contract type VERTT Length 1

The following special handling is carried out:


All items with the following characteristics are dunned:

- No dunning block AND


- A dunnable payment method is set in the item OR
- No incoming payment method is set in the item and no non-dunnable incoming payment
method has been agreed on in the customer master record.

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You must define dunnable payment methods in Customizing for Real Estate.
- The forms are determined as described above.
- In addition to the customers, partners for whom dunning has been planned also receive a dunning
notice.
The dunning lists should be configured in such a way as to show the contract numbers. This is possible
within the application since the lists are generated using the ABAP list viewer.

Special G/L transactions - advance payments received


You define alternative reconciliation accounts for the special G/L transactions required.

Incoming invoices
For fast entry of incoming invoices, you have to maintain entry screens allowing you to enter Real
Estate account assignments.

11.1.5.4 Electronic Account Statement Entry

Electronic Account Statement Entry

General information
In Real Estate Management you can use the following for the electronic processing of incoming payments
and returned debit memos:
- Account statement entry with different data formats (for instance, Multicash, DTAUS)
- Account statement entry using a bank procedure (DTAUS format only)
Both procedures are based on the standard function "Electronic Account Statement Entry" in Financial
Accounting (FI). The account statement entry consists of three steps:
- File import
- Analysis of the note to payee for each line item
- Corresponding postings
Real Estate Management is linked to this FI standard function, for example, to assign an incoming
payment to a rental agreement. The following describes the steps in detail.

File import
This step is the same as the standard FI procedure. Start the program via the following menu path:
Accounting -> Real Estate Management -> Rental management -> Rental accounting ->
Incoming payments -> Account statement entry
or Country specifics -> Bank procedure

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Important Customizing settings:


Make the FI Customizing setting for the electronic account statement entry:
1. Enter the house bank and the corresponding house bank accounts
2. Enter the posting rules
3. Assign the posting rules to external transactions (the external transactions for the bank procedure are
composed of the entries in the 7A and 7B fields of the C-records. For example, if field 7A = '52' and
field 7B = '000', the external transaction is '52 000')
4. Define posting specifications for posting areas 1 (bank posting) and 2 (customer posting):
Example for returned debit memo (posting rule 0009):
Area 1
Posting type: 1 (Post to G/L account)
Document type: DZ
Debit: Posting key 40 Cash disbursement
Credit: Posting key 50 Bank
Area 2
Posting type: 7 (Clear subledger account in debit)
Document type: DZ
Debit: blank
Credit: Posting key 50 Cash disbursement
For more information, refer to the corresponding chapter of the FI Implementation Guide.

Analysis of the note to payee


There are a number of standard and application-specific interpretation algorithms available for analysing
the note to payee of a line item.
In order to assign incoming payments and returned debit memos, standard FI (interpretation algorithm
001) carries out a search for a document number or a reference document number of the open item or
debit memo document.
The tenant normally does not know the document number; this means he/she will indicate the rental
agreement number as the assignment criterion in the "Note to payee" field, or else enter an account
number that is uniquely assigned to his/her rental agreement in the case of the bank procedure. In order to
interpret the data differently from the standard FI procedure, you have to use one of these two Real
Estate-specific interpretation algorithms:
050: First the FI standard search according to document number or reference document number is carried
out. If it is unsuccessful, the Real Estate-specific search (Module: ANALYSE_VW_RE) is carried out.
Any incoming payments that are not assignable here are posted to a rejection account.
051: Here the Real Estate-specific search is started directly. Any unassignable incoming payments are
posted to a rejection account. Therefore, if you expect other items besides incoming payments for rental
agreements, you should use algorithm 050.
If you wish to implement your own extended logic for finding items or rental agreements, you can use
interpretation algorithm 000 (customer-specific user exit):

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1. Create a report ZXF01U01 of type I (Include). You may use report RFVIKA01 as a reference. The
report calls the function module ANALYSE_VW_RE.
2. Call transaction CMOD.
3. Create a project and give it any name.
4. Choose "SAP enhancements" and enter the name FEB00001.
Activate the project.
While the account statement data is being evaluated, the user exit is called. This module contains the
program that you have created as an include. You can adjust program ZXF01U01 as necessary, for
example by making it call your own module with your own logic instead of the standard function module
ANALYSE_VW_RE. The report ZXF01U01 is with the user's namespace and can therefore be changed
by you as required. However, you may not change the module ANALYSE_VW_RE since this is an SAP
object.

Important Customizing settings:


You can specify the algorithm you want to use in FI Customizing. (refer to
Allocate external transactions to posting rules)
In the "Rental Accounting" section of the RE Implementation Guide you can also define flow types and
account determination for nonassignable incoming payments.

Corresponding postings
Incoming payments:
If an incoming payment was assigned to a rental agreement, the system searches for the customer open
items for this rental agreement. If their sum is greater than the incoming payment, the open items are
sorted according to rules that you define in Customizing. Once they are sorted, the open items are cleared
one by one until the incoming payment has been used up. In the case of an incoming payment that is too
large, you can specify in Customizing whether a new residual item or an unqualified advance payment is
to be posted. If the incoming payment could not be assigned, it is posted to a rejection account.
Returned debit memos:
Using the document number of the clearing document, found in the Note to payee field, the system
searches for the original receivables. Once they are found, the clearing is reversed and a new amount
consisting of the original open item and any bank charges is charged to the customer.

Important Customizing settings:


Choose the sorting criteria for the open items (refer to
Determine incoming payment control) and specify a processing type (refer to
Assign Transactions incoming payment 02, outgoing payment 01)
For the handling of returned debit memos you have to set the corresponding flow types for flow categories
3RET and 3GEB. For more information, refer to Assign Flow Types to Flow Categories.

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11.1.5.5 Asset Accounting

You can assign properties and buildings to assets. The assets concerned must be marked as "Real Estate".
The asset super number must match the number of the business entity.

11.1.6 Cash Management and Forecast

In cash management and forecast you can display the planned records of the lease-out cash flow. These
planned records are replaced by actual records from financial accounting once the the debit position has
been carried out.
You make settings in cash management and forecast in the IMG under Treasury -> Cash Management.
Special G/L postings, such as advance payments for operating costs appear automatically at planning level
for lease-outs. After the debit position run, the advance payments appear at FI posting level.
To display the posted advance payments individually, you have to define update levels for each posting
separately and assign them to the special G/L postings. Refer to Define Down Payment Request.
Be aware of the problems involved in the posting of advance payment requests:
Example:
Basic rent 100 USD (Customer to revenue)
Advance payment 10 USD (Customer special G/L posting J to customer special G/L posting K)
The following postings are made to the customer accounts:
100 USD debit (Basic rent) + 10 USD (Advance payment request J)
- 10 USD (Offsetting entry adv. payment K)
All special G/L postings which are not explicitly assigned to other levels than the standard are included in
the total receivable. In this case a planned record of 90 USD would result. This is not the incoming
payment one would expect, since the K item, which is a noted item, is displayed with it.
However, if you assign the K posting a planning level (such as FK), it is displayed separately. This means
that only the 100 USD basic rent and the 10 USD advance payment (J posting) go to the receivable level
as long as they haven't been assigned to a different level; the FK level contains the K posting for -10 USD.
If you hide the FK level in the display, the displayed data corresponds to the expected incoming payment
of 110 USD.
You also have to make the following settings in Customizing for Real Estate:
1. Using default settings for the customer master data in partner Customizing, you can define the cash
management and forecast group to which the master tenant with customer account determined in
Real Estate Management is to be assigned (default value). Refer to Settings for Automatically
Creating Customers
2. The planning level to be used for planning the cash flow data (planning records for debit position)

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must be assigned to the product type IMV. Refer to Allocation of Planning Levels for Financial
Assets Management.

11.1.7 Controlling, Enterprise Controlling

Real Estate Management (RE) requires the Controlling (CO) component.


For more information, see the Controlling Implementation Guide or Enterprise Controlling
Implementation Guide for Profit Center Accounting.

11.1.7.1 Basic Settings Controlling

Define the required controlling areas.


Activate Real Estate Management Management.
Create the number ranges for CO documents and ensure that the number range groupings are correct. The
activities COIN and KAZO have to be assigned.

11.1.7.2 Overhead Cost Controlling

Define the required cost elements and cost element groups.


Define the required cost centers, e.g. for postings related to vacant properties.

11.1.7.3 Profit Center Accounting

If you want to use Profit Center Accounting for Real Estate, you first have to activate it in the controlling
area.
Define the necessary profit centers and profit center groups.
In Customizing for Real Estate, you can determine whether a dummy profit center is to be posted to, if no
profit center is assigned.
If you want to update the payment installments (advance payments for operating costs, heating expenses
and sales-based rent) in Profit Center Accounting, proceed as follows:
To update information about additional balance sheet/P&L accounts in Profit Center Accounting, choose
Customizing for Controlling in the Implementation Guide: Controlling -> Profit Center Accounting ->
Actual Postings -> Choose Additional Balance Sheet and P&L Accounts (view V_T8A30, table T8A30,
transaction 3KEH).
Enter the reconciliation accounts for the special G/L postings (accounts 196900-196930 in standard
Customizing). RE account determination automatically determines a profit center; you don't have to

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define any derivation rules.

Also see Choose Accounts.

11.1.8 Plant Maintenance

The settings you need to make for the application Plant Maintenance are described in the Implementation
Guide for Plant Maintenance.
This Implementation Guide contains chapters on:
- Activating Plant Maintenance in the Real Estate company code
- Representing consumption-based meters
- Assigning functional locations to real estate objects

11.1.9 Project System

The settings you need to make for the Project System are described in the Implementation Guide for the
Project System.
Use the master data dialog box to assign PSP elements to the real estate objects.

11.2 Basic Settings


In this chapter, you make essential global settings for the Real Estate Management (RE) component.

11.2.1 Basic Settings for Company Codes/Financial Asset Management

In this section, you determine specific defaults for each company code.

Example

You have to make settings if your company does one of the following:
- Takes on the role of the real estate manager
- Opts for input tax
- Is subject to reporting obligation to insurance supervisory authorities

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- Wants to use the SAP modules FI-AA and PM productively

Requirements

Create the company code using "Financial Accounting Customizing" before you make these Real
Estate-specific settings. Set the indicator "Financial Assets Management active" for the company code.

Activities

1. Set the indicator "Financial Assets Management is active" if the Real Estate Management
component is to be used in a company code.
2. Set the "AM installed" flag if Asset Accounting is to be used productively in the company code. If
the flag is set to "Yes", decide if:
- Asset assignment should be 1:1, that is, whether an asset (fixed asset account in Asset
Accounting) is to be assigned to exactly one property or building only or whether it can be
assigned several times
- The entry of an asset number is mandatory (required-entry field in the master record
maintenance Building, Property)
3. Set the "Reporting active" flag if the company code is subject to reporting obligation (in Germany,
through the Federal Supervisory Authority for Insurance). As a result, the premium reserve fund
data appears as required entry in business entity maintenance. If reporting is activated, you also have
to decide the:
- Country variant of the reporting obligation to use
- The registration number the reporting authority will assign for the organization
- The rules to which the ID number printed in the premium reserve fund list is to be printed
("indicator IdentNo.")
4. Set the Owner management active flag if an owner settlement is to be carried out.
This flag checks if the property shares are 100% (or, in other words, if the owner list is completely
maintained) when the objects are being processed.
5. Specify a profit center in the posted object for direct posting of the costs and revenues to Profit
Center Accounting. If no profit center is maintained in the master record, the profit center of the
object that is at higher-level in the hierarchy than the posted object is used. If you cannot determine
any profit center in this way, you receive an error message unless the Dummy PC from controlling
area flag is set for the company code. In this case, the dummy profit center determined for the
controlling area is used as account assignment.

11.2.2 Activate Real Estate Management in Controlling Area

In this section you make setting for the controlling area. Refer to Maintain Controlling Area in the
"Controlling" section for additional information.
Set the indicator "Real estate management" to active in controlling areas in which the real estate
management is to be used. Select the controlling area you require and navigate in "Activate components".

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Enter the fiscal year from which the changed setting is to apply. You will find the indicator "Real estate
management" in the detail screen.

11.2.3 Set Link to Plant Maintenance

Define the parameters for a link with the PM component by:


a) Controlling the assignment to the functional location of the plant maintenance (documentation)
b) Specifying the transactions for creating malfunction reports from processing the objects
business entity, property, building and rental unit (documentation).

Activities
If you have special settings and also want to control standard settings by Business Transaction Events
(BTE), you can do this directly by using the related BTE transactions.

11.2.4 Tenancy Law Used

In this section you define the tenancy law you need. Important functions of Real Estate accounting depend
on which tenancy law applies:
- Legal periods of notice
- Rules for the service charges settlement
- Rule for the rent adjustment

11.2.5 Folder for Temporary Data

Tempory data from various programs is stored on the system level in files. Specify where this data is to be
stored.
This file is also used for the data medium exchange used for external heating expenses settlement.

11.2.6 Asset Classes - Real Estate Indicators

In this section, you determine which asset classes can be used in the Real Estate Management (RE)
component to assign real estate objects to an asset (properties, buildings).

Example

Your organization wants to represent defined properties and buildings in the Real Estate Management
component using Asset Management (FI-AA). So set up this link, assign the indicator "1" to the real

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estate objects (buildings, properties) at this point.

Requirements

1. You are using Asset Accounting (FI-AA) productively and the asset classes are created in Asset
Accounting Customizing.
2. Asset Accounting is activated in Real Estate Customizing.

Activities

Check the standard settings and change them, if necessary.

Further notes

The real estate indicator in the asset class is transferred to the asset master record. If the 'Real Estate'
indicator is subsequently set in the asset class, that is, after assets have been created in this category, it is
not transferred to the asset master records already created.

11.2.7 Notes on Required Periodic Procedures

To ensure productive operation, you also have to schedule technically required programs in addition to the
periodically scheduled programs necessary for business, such as debit position, dunning and the payment
program. To ensure system performance, we recommend that you run the following programs as
background jobs:
1. Programs for cash flow update:

RFVICF00 for rental agreements and RFVICN70 for general contracts

Background:
The cash flow for the rental agreements and the general contracts are generated in advance for a
certain period of time. It contains the planned records for the periodically recurring postings. A
parameter in Customizing determines how far in advance the cash flow is generated (usually two
years). The cash flow must be regularly updated further into the future so that the periodic postings
can be carried out correctly after the period is over. SAP recommends that you schedule the
above-named programs six months prior to the debit position.
2. The program to update of the status from the occupancy status of the rental unit:

RFVIBL00

Background:
The rental unit status is determined in two ways:
a) By the occupancy type (occupancy history), in which data indicating whether a rental unit
is/was/will be used by a third party, for own use or vacant is updated time-dependently
b) By the system status, which is not time-dependent and which represents the current status of the
object. The system status controls which business processes are allowed or not allowed for a

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rental unit.

Certain changes to rental agreements (such as notice given, changes to rental start and end dates,
conclusion of a new rental agreement, etc.) affect the occupancy history of the rental unit.

If this change is already valid on the day the change is made, for example the conclusion of a rental
agreement starting on the current date, the corresponding status (system status which controls
allowed business processes) of the rental unit is immediately updated.

If the change is to take place in the future, the system schedules the system status update for the
corresponding date by updating the occupancy history for the future.

The system status can only be updated on the day that the change (such as rental start date for new
agreement) becomes valid. To do this, the report RFVIBL00 reads the occupancy type for the current
date and uses this information to update the system status of the rental unit.

SAP therefore recommends that report RFVIBL00 be scheduled daily sometime between midnight
and the beginning of your business day.

11.3 Partner Data


Partner management is a central function used by many applications, including Real Estate Management
and Loans and Securities Management.
The settings you make in this section are centrally maintained for all applications. It is therefore necessary
to co-ordinate entries with the respective work groups.

11.3.1 General Data on Business Partners

This is where you maintain settings for


- communication with your business partners such as
- title
- salutation
- address ID
- organizational forms of commercial partners (organizations) such as
- legal form
- legal entity
- characteristics of private business partners (natural persons) such as
- property regime
- employment status

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- employee group
- credit standing information such as
- the institute providing the credit standing information
- additional data
- notes on business partners

11.3.1.1 Communications

In this chapter, you make the settings necessary for the following address data relating to your business
partners:

- form of address
- salutation
- address ID
The address ID is a key under which you can save different address records for a business partner.

11.3.1.1.1 Form of Address

In this section you can maintain entries for the "form of address" field.
You can determine whether the form of address is to be entered only for organizations, only for natural
persons, only for female business partners or only for male business partners.

Activities

1. Add any required additional entries via New entries.


2. Enter the partner category and the gender using the possible entries provided.
3. Save your entries.

11.3.1.1.2 Salutation

Use
In this IMG activity you can define salutations that can be used by your print programs.
You can also determine that the salutation should only be used for a certain combination of business
partner category and gender.

Requirements

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Standard settings
In addition to the default settings, you can also use the processing mode for the business partner to store
your own salutations. You can then use these instead of an automatically generated salutation, to suit your
requirements. You will also need to adjust your print program accordingly.

Activities
1. Choose New Entries.
2. Enter a key and the text for the new salutation under salutation.
3. If you want to determine that your salutation is only relevant for certain business partner categories,
choose the corresponding business partner category.
4. If you want to determine that your salutation is only relevant for certain genders, choose the
corresponding gender.
5. Save your entries.

Example
You create the salutation 01 Dear Mrs. and determine that this salutation is only used for business
partners of female gender who belong to the category Natural Persons.

11.3.1.1.3 Address ID

In this section you maintain possible entries for the address ID field.
The address ID is a key you can use to save business partner address data that is valid for a specific
period. This means can save various sets of address data for one business partner and can differentiate
between the business partner's general address and an address for a specific business partner role.

Activities

1. Define any additional address IDs you need via New entries or change existing entries to meet your
own requirements.
2. Save your entries.

11.3.1.2 Organization

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11.3.1.2.1 Legal Form

In this step you can maintain possible entries for the legal form field which is part of the legal data
relating to an organization.

Activities

Add any additional entries or change any existing entries to meet your own needs by selecting New
entries.

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11.3.1.2.2 Legal Entity

Use

In this IMG activity you define legal entities. Legal entities form part of the legal data for an organization.

11.3.1.3 Natural Person

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11.3.1.3.1 Marital Status

In this step you can maintain possible entries for the marital status field which is part of the personal data
relating to a natural person (private individual).

Activities

Make additional entries via New entries, or change any existing entries to meet your own requirements.

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11.3.1.3.2 Define Property Regime

In this section, you maintain the possible entries for the field 'property regime'. This field is part
of the personal data about a natural person.

Activities
Choose New Entries and create the additional property regimes that you require, or change the
existing data so that it matches your requirements.

11.3.1.3.3 Define Employment Status

Use

In this IMG activity you can determine the status of the employment relationships for a natural person.
You can display the employment status of the business partner using the transaction BP (Maintain
Business Partner) on the Employment Data tab page of the Employment Overview.

Example

Information about the business partner's current and previous employment relationships is collected,
enabling you to make a more accurate assessment of the business partner's credit standing. The
employment status of the business partner could range from salaried employee to freelancer.

11.3.1.3.4 Employee Group

In this step you can maintain possible entries for the employee group field which is part of the
employment data relating to a natural person.

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Activities

Add any additional entries or change any existing entries to meet your own needs by selecting New
Entries.

11.3.1.4 Partner-Partner Relationships

Here you maintain partner relationships.


Please note that partner relationship types represent a higher degree of specialisation over partner
relationship categories.
You can only maintain partner relationship categories within the customer name range (9*, Y*, Z*)

Note:

Changes outside the customer name range will be overwritten during the next put. Please do not change
entries concerning relationship categories within the SAP name range.

11.3.1.5 Define Target Group

Use

In this IMG activity you can define target groups according to your own criteria (for marketing purposes,
for example).
You can also determine that certain target groups are used only in connection with specific business
partner categories.
Target groups for natural persons are created in the functions for business partner processing on the
employment types tab page, and for organizations on the legal data tab page.

Example

You create the target group 1000 (wealthy private individuals), and determine that this target group can
only be created for business partners belonging to the category natural person.

11.3.1.6 Rental Request: Maintain Credit Standing

You can specify various levels of credit standing for an applicant in the application.
You determine these levels here.

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11.3.1.7 Credit Standing: Institute Providing Information

Use

In this IMG activity you can define the institute providing credit standing information.
The credit rating institute is part of the business partner's credit standing data.
In the credit standing data you can store an internal, time-independent rating for a business partner that
has been provided by an institute providing credit standing information.

Caution

If you have not used the credit rating institute or the corresponding rating fields to date, then we
recommend that you store business partner ratings on the Ratings tab page. The rating, credit-rating
institute, date of credit standing information, and additional information for credit standing
information will be transferred to Ratings in a subsequent release. You can use Ratings to store several
time-dependent rating results.

Requirements

Standard settings

Activities

Example

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11.3.1.8 Extras

In this section you can maintain possible entries for the fields 'group key 1' to 'group key 11' which belong
to the business partner additional data.

Example

The group key refers to a freely-definable text table for additional partner data in partner management. For
example, 'group key 3' could be interpreted as 'hobby' and refer to a table 'hobby'.

Standard settings

The individual additional data fields can either be displayed or suppressed. In the standard settings only
the fields 'group key 1' and 'group key 2' are displayed.

Activities

Enter new group keys via New entries or modify existing keys according to your requirements.

11.3.1.9 Notes on Business Partners

In this section, you define which categories of notes are allowed for business partners. These categories
are referred to as "Text IDs" and should differ in terms of content.
Example:
You want to save notes about a business partner in connection with the following subjects:
- General notes
- Notes on previous business relationships
- Notes on credit standing
- Notes on rental relationships.
The notes may be of significance for a business partner in general or for a specific role assumed by the
business partner.
Example:
General notes and notes on previous business relationships relate to the business partner in general. You
create the related text IDs via the option "Business partner: Notes (general)". These text IDs can then be
maintained in any of the business partner applications.
The notes on a business partner's credit standing relate to the business partner in the role of applicant: the
text IDs are created under the option "Business partner: Notes (role)" and are assigned to the role category
'applicant' via option "Business partner role category - text ID".
The notes on previous rental relationships relate to the business partner in the role of tenant. They are
maintained as text IDs for roles and are assigned to the role 'tenant with customer account'.

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11.3.2 Controlling Business Partner Maintenance

In this section you configure business partner maintenance.

11.3.2.1 Phonetic Search

Use

In this IMG activity you determine the rules for creating the phonetic search term.
The phonetic search help is a business partner search setting that enables you to determine business
partners with the help of phonetic search terms. It is used in the Partner by Different Attributes search
help.

Requirements

Standard settings

Caution
You should only set the phonetic search help once in Customizing. Changes that are made when the
system is in operation will result in inconsistencies! If you change the rules for creating the phonetic
search help, execute the report FSBP_BPPHONGN (Phonetic Search Help) after you have done so.
The phonetic search help is set for German-speaking countries in the standard system. SAP therefore
recommends that you do not change these settings if you use business partner management mainly in
German-speaking countries.

Activities

Example

11.3.2.2 BP Grouping: Assign Number Range, Account Group

In this step, you define the business partner groupings. You use business partner groupings to define the
number ranges for different groups of business partners in business partner management. You also assign
the account groups for debit-side business partners to create customer accounts in Financial Accounting.

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Requirements

Make sure that the number ranges you want to enter here have already been created for the business
partner.
In Customizing for Financial Accounting you must also have defined the account groups and the number
ranges for creating customer accounts which are assigned to the account groups.
In the following Customizing steps you can check the existing settings and make any necessary changes or
additions:

- Financial Accounting -> Accounts Receivable and Accounts Payable -> Customer Accounts ->
Master Records -> Preparations for Creating Customer Master Records -> Define account groups
with screen layout (customers)>.

- Financial Accounting -> Accounts Receivable and Accounts Payable -> Customer Accounts ->
Master Records -> Preparations for Creating Customer Master Records -> Create number ranges for
customer accounts.

- Financial Accounting -> Accounts Receivable and Accounts Payable -> Customer Accounts ->
Master Records -> Preparations for Creating Customer Master Records -> Allocate number ranges to
customer account groups.

Activities

1. To create a business partner grouping, specify a grouping key and assign a business partner number
range, a customer account group and a description of the business partner grouping to this key.
2. If you want to use the business partner grouping for a collective business partner, flag the
corresponding indicator. For a collective business partner you must select a one-time account group
as the customer account group.

Further notes

Collective business partners are not supported in Real Estate Management.


The customer account group is used to create a customer account in Financial Accounting.
If no account group for customers is specified, the creation of customer accounts can be suppressed. This
is sensible, for example, if the tenants are already usually created in the system as customers.

11.3.2.3 Number Ranges for Business Partner

At this stage you create the number ranges for assigning business partner numbers. To do this enter the
following under a two-digit key:

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- a number interval, from which business partner numbers can be selected

- the type of number assignment (internal or external)


You assign number ranges to business partner groupings in the next step.

Standard settings

01 for Treasury partners


02 for Treasury partners
XD for business partners in loans management
XI for business partners in real estate

Activities

1. Check which number ranges are required.


2. Define these number ranges.

Further notes

You transport number range objects as follows:


Choose Interval -> Transport in the accounting document Number Range screen.
All intervals for the selected number range object are deleted in the target system first. After the import,
only the intervals you export are present. The number statuses are imported with their values at the time of
export.
Dependent tables are not transported or converted.

For further information on this subject, refer to the SAP Library, document FI - Automatic Procedures.

General information on number assignment

11.3.2.4 Number Ranges for Addresses

In this section you determine


1. Number ranges of the addresses:
These number ranges contain key numbers for addresses in the address file. This key number is not
visible for the user.

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2. Assignments of the number ranges to real estate objects:


Addresses from the address file are assigned to a real estate object via an intermediate file. A
reference to the intermediate file is contained in the master record of the real estate object. The
intermediate file refers to the key of the address file. In this section you maintain the keys in the
intermediate file. This key is not visible to the user either.
For both objects, you need the following two number ranges:

No From-number To-number
P1 1000000000 1999999999
PI 9000000000 9999999999
The numbers have to be assigned "internally".

Recommendation

We recommend that you do not change the default settings. If, however, you do change them, please note
that number ranges P1 and P2 have to be disjunct.

Activities

Check whether the above settings exist in the standard system. If not, please enter them.

11.3.2.5 Role Categories and Role Types

In this section you can maintain possible entries for the field 'role type' which belongs to business partner
role data. The role type is a further refinement (or subdivision) of the role category defined in the SAP
system which specifies the role fulfilled by a business partner.

Example

You want to subdivide role category 0151 Counterparty, to group your counterparties by geographical
region, i.e. the southern and northern region.
You create role type A151 for Counterparties: North and role type B151 for Counterparties: South. You
can now enter your role types for the role data of role category 'counterparty'.

Activities

1. Define a role type via New entries.


2. Assign a role category.
3. Save your entries.

Further notes

A business partner role type is a way to differentiate between roles that a business partner may assume
using criteria which you can freely define

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In this section, you define the role types required for existing role categories. The functionality of the role
categories is not influenced by role types.

Example

Your organization wants to sub-divide the role category "0600 Tenant with customer account" for
sales-based rental agreements into the following role types
- "Sales-based tenant A" (for example, with sales reports >= 200,00 DM)
- Sales-based tenant B (for example, with sales reports < 200,00 DM)

Activities

Check the standard settings and change them if necessary.

Further notes

Partner role categories can be created within the customer name range. Use entries starting with 9, Y or Z
in the dialog "User-defined role categories". You can also create role types for user-defined role
categories; to do so use the dialog "Maintain role types for role categories".
Note that the role categories supplied by SAP are used throughout the SAP system and should therefore
not be changed.
Creating role types is not absolutely necessary in the Real Estate component.

11.3.2.6 Assign Role Category to Application

In this menu option, you determine which role categories are defined for the following applications:
0030 Rental agreement
0031 Commercial application
0032 Private application
0034 Offer - rental agreement
0035 Management contract
0040 Owner management
0050 Land register
0051 Business entity
0052 Property
0053 Building
0054 Rental unit
0055 External comparative apartment
0056 Expert opinion
0065 Central heating system

Example

You want to enable maintenance of the accounting clerk for the service charges settlement in the partner

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list of the rental agreement. To do this, assign the following role category to application area 0030 rental
agreement:

0997 Accounting clerk SCS

Recommendation

The standard setting has assigned the required role categories to all of the applications. It is recommended
that you do not change these assignments (delete, other assignment) since each role category is based on a
specific functionality.

Activities

Check the standard settings.

Further notes

When using the rental agreement application, the role category "Payer" (payer without customer account)
may not be used. Only the role category "Payer with customer account" may be used.

11.3.2.7 Partner Search Initial Screen

When a business partner is created, a search function is offered. Various screens are available for starting
the search and other such criteria can be entered in them. Specify which search screen should be used for
each application and partner role.

11.3.2.8 Automatic Address Transfer

In this menu item, you specify whether the address of the real estate object should be the default address
proposed by the system for the partner address for business applications and partner role categories.

11.3.2.9 Settings for Automatically Creating Customers

In this section you determine for the product types of the Real Estate component, with which values the
fields in the customer master record should be filled in cases where customers are created automatically.
These settings are only required for the product types
- IMV Rental agreement (Contract type 3, product type 410)
- IVW Management contract (Contract type 3, product type 440)
Here, you distinguish between

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- Fields that lie in the company code-independent part of the customer master record
(client-specific fields) and
- Fields that are maintained company code-dependently.

Example

In the client-specific fields, you can


- use authorization groups to determine which users have access to customer master data.
- use an indicator to define whether an address or bank details for the automatic payment
transactions, which differ from the master record, can be entered in the document in cases
where postings are made to the alternative payer (=role category Payer with customer account).
Using the company code-dependent fields, maintain the defaults for account management and interest
calculation, payment data and dunning data.

Recommendation

Always set the indicator for the alternative payer.

Activities

Check the standard settings and change them, if necessary.

Further notes

No entries are required for the following product types since customers are not provided here:
- IMA Rental agreement offers (Contract type 3, product type 460)
- IME Rental units (Contract type 3, product type 400)

11.3.2.10 Field Modification Business Partner

Yet to be documented

11.3.2.10.1 Role Category - View Allocation

In this step you can display or hide individual business partner views according to role category.
Views are the menu items you access from business partner maintenance within the application via the
'Goto' menu. You can use the view allocation to control which menu items the user can call up via
'Central data', 'General data' and 'Company code data', depending on which role has been assigned to the
business partner.

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Example

In the standard settings for the role category 0636 Bank for deposit, only view 0180 is set to be shown
under 'General data'.
If you want to maintain additional relationships in 'Company code data' for a bank for deposit you can
show view 0200 Company code relationships by selecting New Entries and entering the role type
category 636 and the view 0200.

Standard settings

In the standard settings the role-view allocation is already set up for Treasury applications, so that no
additions are necessary.
For example, role category 1000 Treasury partner is set to show all views.

Activities

1. Select a role category.


2. Delete all the views you do not need.
3. Add the views in which you want to maintain additional data.

Further notes

The 'Central data' views exist for all business partners, independent of their role.
Only 'General data' and 'Company code data' views can be shown or hidden according to the role category.
Personal data and employment data only exist for natural persons.
Legal data and fiscal years only exist for organizations.
Please note that debit-side views have to exist for partners with a customer account. In particular, this
applies to bank details as well as company code data such as accounting information, payment data,
dunning data.
Partners with a customer account are the "master tenants with a customer account" in particular.
For detailed information on what effect the settings have, refer to the Extended help of the Real Estate
component (IS-RE):
"IS-RE Real Estate Management -> Component: Business Partner -> Real Estate-Specific Partners ->
Business Partner with Customer Account.

11.3.2.10.2 Field Modification

Field modification activity

In this step you can define:

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- which fields are ready for input, which are hidden and which fields the user is required to fill when
creating or changing business partner data.

- which fields are displayed or hidden when the user displays business partner data.

Example

You want the reconciliation account to be entered when the business partner is created and to be
unchangeable thereafter. However, you do not want to be able to see the sort key.
To do this, set the field group 10 (reconciliation account) as a required field for partner creation and as a
display field for changing or displaying partner data.
Set field group 11 (sort key) as hidden for creating, changing and displaying partner data.

Standard settings

In the standard settings all fields are set as optional for creating and changing data, except for the
following: field groups 300, 302, 320, 324, and 350 are set as required fields and field groups 422-430
and 433-438 are set as hidden fields.
For the display mode all fields are set to display except for field groups 422-420 and 433-438 which are
set as hidden fields.

Activities

1. Select one of the activities create, change or display.


2. Select field modification.
3. Enter your settings.
4. Save your entries.

Further notes

It is not possible to control all field groups via the activity.


Make sure that your entries match the settings for the customer account groups assigned under the menu
item 'Define business partner groupings'.
You can enter the relevant settings for the customer account groups in customizing under

- Financial Accounting --> Accounts Receivable and Accounts Payable --> Customer Accounts -->
Master Records --> Preparations for Creating Customer Master Records --> Define account groups
for customers

- Financial Accounting --> Accounts Receivable and Accounts Payable --> Customer Accounts -->
Master Records --> Preparations for Creating Customer Master Records --> Create number ranges
for customer accounts

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- Financial Accounting --> Accounts Receivable and Accounts Payable --> Customer Accounts -->
Master Records --> Preparations for Creating Customer Master Records --> Allocate number ranges
to customer account groups

Field modification role categories

At this stage you can determine which individual business partner role category fields are ready for input,
which are hidden or which are required.

Example

You want the fields 'bank country' and 'bank key' to be ready for input for partners in the roles of
depositary bank and payment bank. For the role of payment bank they should also be required fields.
To do this, set the field group 180 (bank country, bank key) as an optional field for the role of depositary
bank and as a required field for the role of payment bank.
If you now create a business partner in the role of depositary bank, the fields 'bank country' and 'bank key'
will be ready for input. If you also assign the role of payment bank to this partner, both fields will
automatically become required fields.

Requirements

You need to define the role-view allocation before you can maintain the field modification for role
categories.

Standard settings

In the standard settings all fields are set as optional.

Activities

1. Select a role category.


2. Select field modification.
3. Enter your settings.
4. Save your entries.

11.4 Master Data


In this section you make settings for the master data of
Real Estate objects:
a) Business entity

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b) Property
c) Building
d) Rental unit
e) Land register
First specify the required organizational structure for your Real Estate objects before making any settings.

11.4.1 Areas, Rooms, Fixtures and Fittings

In this section, you make settings for the:


- Area type
- Room type
- Fixtures and fittings characteristics
- Object characteristic groups

11.4.1.1 Area Types

In this section,

- You define area types, assign these to real estate objects and determine "Totals areas", whose area is
related to assigned areas
- You define reference areas, which are used for calculation with certain usage categories

Activities

1. Create the area types and determine, on which real estate objects the area type is to be maintained
2. Determine which of the area types should be used as reference areas.

Further notes

You can also define area types in Customizing for each external usage type of the rental unit (Assign
rental unit -> usage type/area type). In this instance, the specific area types defined there for a usage type
override the settings made here. This is especially affects the reference area indicator.
In the section "Service charges settlement -> Keys and rules for settlement -> Apportionment units", you
can determine which area types are to be used as apportionment units for service charge settlement.

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11.4.1.2 Room Types

In this section you create room types for buildings.

Activities

- Create the room types you require.


- Specify if the room type is to be handled as a common room.

11.4.1.3 Fixture and Fitting Characteristics: Building + Rental Units

In this section, you define the characteristics describing the fixtures and fittings of the building, rooms and
rental units. You also define how these fixtures and fittings characteristics are to be treated for
correspondence purpose.
Fixtures and fittings characteristics are used within the rent adjustment via a representative list of rents.

- Print control classes for fixture and fitting characteristics


You can allocate a print control class to fixture and fitting characteristics.
If you do not assign a class, the fixture and fitting characteristics are printed in correspondence, e.g.
in the rental agreement. If you do assign a class, the fixture and fitting characteristics are not printed.
If you want to define a special case for each class, you have to create your own print programs.

- Fixture and fitting characteristics for buildings and rental units


Define fixture and fitting characteristics which are assigned to buildings and rental units.
If you use representative lists of rents which contain information on fixture and fitting characteristics
for rent adjustment, you must maintain these fixture and fitting characteristics here. These are then
assigned to the representative list of rents at a later stage during customizing.

Activities

1. Print control classes for fixture and fitting characteristics


- In general only one empty entry (print fixture and fitting characteristic) and one other, filled
entry (do not print fixture and fitting characteristic) should be maintained (standard setting)
unless you are using your own printing programs.
- It only make sense to use other classes if you want to develop your own printing programs.
2. Fixture and fitting characteristics: buildings and rental units
- Decide whether you want the characteristic to be maintained at building level or at rental unit
level.
- Determine whether the fixture and fitting characteristic is to apply to all usage types (no entry)
or only for special usage types. For example,the characteristic 'apartment situated on busy road'
is only applicable to the usage type 'apartment' while the characteristic 'central heating' is

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applicable to all usage types.


- Determine which fixture and fitting characteristics are to be printed in the rental agreement
(assign print control class).
- Define which fixture and fitting characteristics are not to be specified in rental requests(and
when selecting objects/applicants).

Further notes

If a characteristic is assigned to a building and it can also be entered for the rental unit, the characteristic
of the building is automatically transferred when you create a rental unit, provided this characteristic is
allowed for the usage type of the rental unit. You can however still change or delete these values for the
rental unit.

11.4.1.4 Object Characteristic Groups: Building and Rooms


In this dialog, you define the object descriptive characteristics, which are defined via object
characteristic groups, object characteristics and their values. These object characteristics are used for
buildings and rooms.

Example

Object charac.grp: Ground


Object charac.: Floor
Value: Concrete/stone or clay/wood/etc.

Activities:

1. Create the object characteristic group or choose the object characteristic group for which you want to
enter the characteristics.
2. Create the object characteristics.
3. Choose an object characteristic and create the possible values of the respective characteristic.

11.4.2 Number Ranges and Rules for Number Assignment

In this section, you define the number assignment for master data objects.
There are two ways of assigning numbers:
1. Either based on standard methods
2. Or based on user-defined methods
Standard methods use the number ranges described in Number Ranges of Master Data Objects.

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You can integrate user-defined methods for each object type. See also User-Defined Number Assignment.

11.4.2.1 Number Ranges of Master Data Objects (LR, BE, PR, BU, RU, RO)

In this section, you define the number ranges for Real Estate objects. You have to define number ranges
for the following objects:

- Land register
You can store land register data in the Real Estate Management (RE) component. Each land register
entry stored is assigned a number.
- Business entity
- Property
- Building
- Rental unit
- Rooms
Number ranges are assigned per company code, except for the land register and rooms.
Number range assigment for property, building and rental unit is made for each business entity. For
instance, both the business entities no.4 and no. 3 could have a rental unit no. 7.
Refer to:
General notes on number assignment

Activities

1. Number range for land registers


Define the number interval and the type of number assignment. In Real Estate you maintain number
range VI. (Number range VD is used for loans management).
2. Number range for business entities
a) Select the relevant company code.
b) Define the number interval and the type of number assignment. Use number range interval '01'
for business entities.
3. Number range for properties
a) Select the relevant company code.
b) Define the number interval and the type of number assignment. Use number range interval '01'
for properties.
4. Number range for buildings
a) Select the relevant company code.
b) Define the number interval and the type of number assignment. Use number range interval '01'

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for buildings.
5. Number range for rental units
a) Select the relevant company code.
b) Define the number interval and the type of number assignment. Use number range interval '01'
for rental units.
6. Number range for rooms

Define two number range intervals. These number ranges must not be overlapping.The number
range RA contains the (internal) room numbers, the number range interval AO (internal) assignment
numbers for the characteristics of the rooms (object characteristic groups). The number assignment
of both number ranges can only be made internally. Neither the internal room numbers nor the
assignment numbers for the object characteristics are visible in the user dialog.
7. Number range IMKEY

When you release real estate objects or activate contracts, these objects receive an internal key,
IMKEY. Create a number range for this key using number range interval '01' that includes the range
from 00000001 to 99999999. Make sure that number assignment is internal and
company-code-dependent.

Further notes

Changes to the number range status have no impact due to the multiple use of numbers for rental unit,
property and building in different business entities.

11.4.2.2 Suppress Leading Zeros in Object Keys

In this section, you determine whether or not leading zeros are to be suppressed during the input or output
for the objects business entity, building, property and rental unit.

Example

If you set the value "x" in the corresponding field, leading zeros are automatically prefixed when you
enter a numeric number for the object.
Thus, an entry of the form '1' is internally converted to '00001'. Whether or not the leading zeros are
actually displayed depends on the corresponding value in the "Output" field.

11.4.2.3 User-Defined Number Assignment

In this section you specify individual processes for number assignment by:

a) Defining specific function modules

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b) Linking the function modules to the system

Requirements

You have to set internal number assignment for the objects in question to be able to use the individual
processes in the application.

Standard settings

SAP supplies function module placeholders that you can edit as required.
You access the function modules in this transaction by choosing

Environment -> Infosystem(Processes), and entering the component IS-RE in the next dialog.

Activities

See Use Business Transaction Events .

11.4.2.4 Number Ranges for Addresses

In this section you determine


1. Number ranges of the addresses:
These number ranges contain key numbers for addresses in the address file. This key number is not
visible for the user.
2. Assignments of the number ranges to real estate objects:
Addresses from the address file are assigned to a real estate object via an intermediate file. A
reference to the intermediate file is contained in the master record of the real estate object. The
intermediate file refers to the key of the address file. In this section you maintain the keys in the
intermediate file. This key is not visible to the user either.
For both objects, you need the following two number ranges:

No From-number To-number
P1 1000000000 1999999999
PI 9000000000 9999999999
The numbers have to be assigned "internally".

Recommendation

We recommend that you do not change the default settings. If, however, you do change them, please note
that number ranges P1 and P2 have to be disjunct.

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Activities

Check whether the above settings exist in the standard system. If not, please enter them.

11.4.3 Attributes of Objects, Field Status, Default Values, Usage Type

In this chapter, you make the settings which set the parameters for master data maintenance:

- For the individual objects, you determine which value ranges the input fields in master record
maintenance may use.

- You determine which fields in the master data screens are optional fields, required-entry fields,
display fields (field status maintenance).

- You determine the possible meanings of the user-defined fields.

- You define the possible 'user statuses'.

11.4.3.1 Land Register

In this section you maintain land register attributes:

- The different land register types defined in your system

- The debit types that may be used in Section III of the Land Register

- The type of charges and restrictions for Section II of the Land Register

11.4.3.1.1 Define Land Register Type

Specify the land register categories that will be treated differently in your system.

11.4.3.1.2 Define Debit Types

Decide which debit types can be used in land register section III.

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11.4.3.1.3 Define Charges and Restrictions for Section II

Here you specify the type of charges and restrictions in Section II of the Land Register.

11.4.3.2 Business Entity

In this section you determine the characteristic values for certain fields that you subsequently maintain in
the business entity:
- Regional classification of the business entity:
- Regional location
- Location
- District
- Transport connections
- Maintenance districts
- Predefinition of units of measurement (length/area/volume)

Example

Regional location: Heidelberg area


Location: Walldorf

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District: Outskirts
Transport connections: Multiple connections
Maintenance district: Heidelberg area

11.4.3.2.1 Determine Regional Locations

Specify the level of detail you want to use for maintaining the locations and create them.

11.4.3.2.2 Define Location

Define the degree of detail required when entering the location of business entities, and create the location
descriptions.
1. Define the units of measurement

11.4.3.2.3 Define District

Specify the level of detail that you want to use for describing the district in which the business entities are
and create the descriptions.

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11.4.3.2.4 Determine Transport Connections

Specify the level of detail with which you want to enter transport connections and create names for them.

11.4.3.2.5 Define Maintenance Districts

Create maintenance areas

11.4.3.2.6 Predefine Units of Measurement

Specify the preassignments.

11.4.3.3 Property

In this section, you specify the property attributes.

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Note: The characteristic heritable building right is used in Loans (TR-LO).

11.4.3.3.1 Municipality Key

Enter the necessary municipality key.


The function of this characteristic is not used.

11.4.3.3.2 Local Subdistrict

Maintain the names for the local subdistricts.


The function of this characteristic is not used.

11.4.3.3.3 Maintain Property Types

This property type is a described property characteristic that does not have a functional application.

11.4.3.3.4 Location Quality of Property

Here you define keys to describe the location quality.


The function of this characteristic is not used.

11.4.3.3.5 Ground Types

Specify all possible ground types. The characteristic is not used functionally.

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11.4.3.3.6 Overall Condition of Property

Enter short texts for characterization of the overall condition of properties.


The function of this characteristic is not used.

11.4.3.3.7 Maintain Usage Types of Development Plan

Enter the usage types specified in the development plans. These usage types are then defined as
characteristics for properties.
The function of this characteristic is not used.

11.4.3.3.8 Maintain Usage Types for Land Usage Map

Enter the usage types defined in the area usage plans for your properties.
The function of this characteristic is not used.

11.4.3.3.9 Define Heritable Building Right

In this section you define the type of heritable building right.


This allows you to determine whether a building was erected on property for which a heritable building
right exists.
The function of this characteristic is not used.

11.4.3.4 Building

Define the characteristics for buildings.


Note: The type of building (object type) is also used in Loans (TR-LO).

11.4.3.4.1 Building Condition

Enter the short desciptions for the condition of the building.


The function of this characteristic is not used.

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11.4.3.4.2 Type of Building

Enter building types. This table is also used in the Loans application.
The function of this characteristic is not used.

11.4.3.5 Main Usage Types

In this section, you create the main usage type for characterizing a property or building.
The main usage type of an object is needed for the account determination if the revenue and the expense
are to be posted to different G/L accounts for each main usage type.
The settings applying here depend on whether or not Asset Accounting has been activated in the company
code.

Activities

1. Case: Asset Accounting (FI-AA) is not active.


- In this case, you only carry out the activity "Main usage types (properties, buildings)".
- Create main usage types. You later have to enter these usage types for each object when you
maintain the master records of the building and property.
To control the account determination by means of the usage type, you have to make the
corresponding setting for each flow type and main usage type later in the Customizing of the
"Account determination".
2. Case: Asset Accounting (FI-AA) is active.
- In this case, you have to carry out both activities.
- First, you determine the main usage types and then assign the asset classes used in your
company to the usage types.
When you maintain the master data, the asset class is determined from the asset number to be
assigned and from this asset class, the main usage type is determined.

Requirements

Note on case 2:
The asset classes are created in Customizing of Asset Accounting and have the Real Estate indicator.

11.4.3.6 Field Status: Business Entity, Building, Property, Land Reg.

In this section, you edit the field status of the master data objects
- Business entity
- Building

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- Property
- Land register
This means that for these objects, you determine for the maintenance of the object master record which
fields are
- required-entry fields
- optional fields,
- display fields
- which fields should be hidden because they are not required.

Activities

1. Choose an object and then the "Field status" function.


2. Choose the required field group.
3. Set the flags for the field status: Required-entry, Optional, Display, or Hide.

11.4.3.7 Rental Unit

In this chapter you make the settings which are necessary for maintaining rental unit master data.

11.4.3.7.1 Create Usage Types and Field Status

In this section, you determine the


external usage types of the rental units and assign internal usage types to them.
By determining a usage type, you also determine possible ways of processing the rental units.

- You determine the field status for each usage type, that is, which master data fields
- are ready for input
- require an entry
- are hidden

- You determine per usage type which screens (input templates) are displayed in the master data
dialog. You have the option of hiding certain masks entirely by deleting the "sequence number"
field. You can display the screens again by choosing "Set standard sequence".
The usage type determines which rent adjustments are permitted.

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Example

A rental agreement (RA) is created and the rental unit has the external usage type "Office". The external
usage type "Office" (created in Customizing) is assigned to the internal usage type "Commercially rented
premises". This internal usage type is in turn assigned to the usage type category "Commercial"
(predefined standard setting). Consequently, the RA has the usage type category "Commercial". This has
the following effects:
- The system status of the RA is set to "GEWB" = commercial rental agreement
- This status restricts the number of permitted rent adjustment procedures

Further notes

The internal usage type (IT) uses the assigned usage type categories (UC) to determine whether usage is:
- Commercial
- Non-commercial
- Mixed
These settings are predefined by SAP.
- The following IT are assigned to the UC "Commercial":
- Commercially rented premises /commercial parking space/advertising space/stand area
- The following IT are assigned to the UC "Non-commercial":
- privately-financed accommodation / public authority-supported accommodation/private parking
space
- The following IT are assigned to the UC "Mixed":
- Mixed usage of rental unit/parking space

Service charge settlement

You can control the service charge settlement by using the external usage type (service charge settlement
-> make basic settlements)

11.4.3.7.2 Assign Usage Type/Area Type

In this section, you determine which area types for a certain external usage type can be maintained.

- You determine which areas:


- are ready for input
- require an entry
- are automatically superimposed when a rental unit is created

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- For the calculation of a rent per square unit, you have to define an area as reference area.
- Note: You can also define several allocation bases in parallel for one usage type. In the
appplication, all areas with the reference area ID are then totalled.
- If you do not assign a usage type here, the settings of Customizing node Master Data ->
Areas, Rooms, Fixtures and Fittings -> Area Types are used.

Example

Your organization calculates the rent for privately-financed accommodations by means of the available
living area. In this case, it is useful to define the area type Living area as reference area and also as
required-entry field.

Activities

1. Assign the area types to the usage type and determine the type of the assignment.
2. Determine the reference area.

11.4.3.7.3 Rental Unit Attributes

In this section, you determine attributes for the rental unit.

11.4.3.7.3.1 Location Data for Rental Unit

In this section, you define the following:


- Location of the rental unit in the part of the building:
Definition of parts of the building, in which the rental unit lies.
- Location of the rental unit in the storey:
Name of the location a rental unit occupies within a storey.
Activities
Check the standard settings and change them, if necessary

11.4.3.7.3.2 Floor Descriptions

In this section, you create the storey names for buildings and define a number for each storey.

Activities

Check the standard settings and change them, if necessary.

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The storey names must be unique. For technical reasons, an entry with an initial key has to exist.

11.4.3.7.3.3 Maintain Occupancy Obligation (Accomm. Entitlement Cert.)

In this section, you determine which occupancy obligations a rental unit can have. The occupancy
obligation determines under which conditions a rental unit may be let. The occupancy obligation has to
match the accommodation entitlement certificate specified for the applicant, that is, the application/rental
request contains a list of the occupancy obligations for which the applicant owns a certficate.

Activities

Check the standard settings and change them if necessary.

11.4.3.7.3.4 Reasons for Alternative Rent Increase

In this step you determine reasons for alternative rent increases, which can be defined as attribute of the
rental unit.
These reasons describe why the percentage rate of increase defined in the rental unit applies.

11.4.3.7.3.5 Reasons for Vacancy

Maintain possible vacancy reasons that can be entered for rental units.

11.4.3.7.3.6 Account Determination for Rental Units/Lease-Outs

You can control the account determination for the vacancy debit position using the main usage type and
the account determination value (4th account determination key), as well as using the flow type. You
maintain the account determination value here, and the data has to be entered in the rental unit master
data.

Further notes

The account determination value can also be set by means of substitution to avoid arbitrary assignments
of values.
This validation table is also used as a basis for the account determination of rental agreements.

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11.4.3.7.4 Specific Settings for Italy

In this section you can set parameters about the italian tax ICI (Imposta Comunale sugli Immobili) and
insert the following data: cadastral categories, building classes, use grouping codes, rates coefficients,
payments, deadlines and so on.

11.4.3.7.4.1 Maintain Land Register Categories

In this section you can insert the cadastral categories. The key of each line of the table is the category code
(Cat. ID) and all the informations about it are given by the cadastral office.

Activities

Case 1: Existing cadastral category.


Insert the Cat. ID, the category group (not mandatory), the category coefficient, the revaluation coefficient
for the calculation of the cadastral revenue from an old revenue value, the raising rate and the category
description.
Case 2: Not existing cadastral category.
- Agricultural land.
Insert a Category record for the Agricultural lands with a virtual
Cat. ID (for example 'TA'), with a category coefficient and a
description like 'Agricultural Land'.
- Others.
Insert a virtual Cat. ID and description
(for example: NN No category)

11.4.3.7.4.2 Maintain Coefficient for Building Category "D"

In this section you can set all the annual revaluation coefficients for the building classified as type 'D'.

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Activities

Insert the year and the referred revaluation coefficient.

11.4.3.7.4.3 Maintain City Tax Records

In this section you can set the ICI parameters referred to the city in which the building is situated.

Recommendation

The name of the city must be exactly the same of the one inserted in the address of the building of which
you are calculating ICI.

Activities

Insert the name of the city (key field) the ICI rate for a rented unit, the ICI rate for a not rented unit, the
regional incrementative coefficient used to calculate the cadastral revenue from an old revenue value.
Furthermore you can custimize this table inserting for each city a tax collector and a current account
number.

11.4.3.7.4.4 Maintain Classes

In this section you can set all the building classes and their descriptions.

Activities

Insert the class ID and a descriptive short text.

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11.4.3.7.4.5 Maintain Usage Group Categories

In this section you can set all the using grouping codes and their descriptions.

Activities

Insert the using grouping code and a descriptive short text.

11.4.3.7.4.6 Maintain Setting for Installment Payment

In this section you can set the informations about the ICI minimum values and payment deadlines.

Activities

Insert the year which the parameters are referred to, the currency, the first and the second deadline, the
share of the first installment, the minimum ICI value and the rounding.

11.4.3.8 User Fields

In this section, you can set up any fields you might need in addition to those offered by SAP.
You have two possibilities that can be used in parallel:
a) Set up user fields using the DDIC structures provided
b) Set up user fields using user exits via BTE

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11.4.3.8.1 Set Preset User Fields

In this section, you define individual user fields that you want to include in addition to the fields in the
master data maintenance.
For the real estate objects, you can define several sets of fields that are stored under a field key.
Within the user fields, the following types of fields are distinguished:
- General fields for texts (a set of 2 fields with 20 or 10 characters)
There you can store any information as text
- Quantity fields and their units
- Value fields and their units
- Deadline fields
You then determine which sets of user fields are to be used (field key) for which real estate objects.

Example:

You want to define nature conservation data in the user fields for your properties.
To do this, you define a field key "NATUR" with the following identifiers for the fields (examples):
Text (20) Valid nature conservation Regulation no.
Text (10) Approp. authorities Clerk
Quantity ......... .........
Value ........ ........
Date Nature conserv. since: .....
Checkbox Biosphere reserve .............
You then determine that the field key "NATUR" may be used for properties:
0052 NATUR nature conservation characteristics

Activities

1. Define your user fields for each key ID and determine the field descriptions.
2. Assign your user fields to the objects in question by means of the field key.
You can assign as many key words as you want to one object. All assigned key words are then
displayed for selection in the maintenance of the corresponding master data.
In this case, you can only assign one data record of the user fields to the respective object when you
maintain the master data. If there are entries for a master record for one of the key words, all other
key words are no longer available for input.

Further notes

The system does not check the contents of the user fields. You yourself are responsible for the contents of
the fields.

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This functionality is used in conjunction with the Project System component. If you have installed PS, if
you should make sure you do not change any PS entries during processing.

11.4.3.8.2 Set Up User Fields for BTE

You can freely define fields for these master data dialogs:
- Business entity
- Property
- Building
- Rental unit
- Rental agreement
These user fields can be seen on the tab User Fields in the respective master data dialogs.

Activities

Business Transaction Events (BTE) are used for the above. Each master data dialog has a group of BTEs
that can be used to realize a data exchange:
Object text module
Business entity 00700150 to 00700153
Property 00700160 to 00700163
Building 00700170 to 00700173
Rental unit 00700180 to 00700183
Rental agreement 00700190 to 00700193

You find the text modules in the related transaction via Environment ->Infosystem(Processes) by
entering the component IS-RE (Refer to (Business Transaction Events)

Proceed as follows for integration:

1. You have to create the user fields that you want to include in the master data objects in a structure
called CI_VIOB01 for the business entity, CI_VIOB02 for the property, CI_VIOB03 for the
building, CI_VIMI01 for the rental unit and CI_VIMIMV for the rental agreement. If you activate
these structures, the corresponding master data tables are also activated!
2. You have to create a function group in the customer namespace in which the user fields are

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organized (for example: ZZBENUTZERFELDER). Function group FVUFTMPL can be used as a


reference. This function group contains all objects required for simple maintenance functions of your
own user fields.
3. For each master data dialog where user fields are required, you have to create a subscreen on which
the new user fields are to be positioned. Customer-specific tables can also be maintained on this
subscreen. The function group FVUFTMPL contains subscreens including a simple PBO and PAI
module for each master data dialog. You can copy these. The init_screen_XXXX modules do not
include the fields if a master data block is set or if the dialog mode has "Display" status in the
respective master data dialog. If screen objects are still to be included in the display mode (for
instance, scroll keys for table controls or pushbuttons for triggering a detail display), you have to
enter 'DIS' in screen group 4 under object attributes. If pushbuttons are created in the subscreens,
their function codes are imported into the global field ok_code in the get_ok_code PAI module.
These can be subsequently processed in the respective module process_ok_code_XXXX. No field
should be created in the element list of the subscreens for the ok_code.
4. Four BTEs are assigned to each master data dialog:
a) BTEs 00700150 - 00700153 to business entity
b) BTEs 00700160 - 00700163 to property
c) BTEs 00700170 - 00700173 to building
d) BTEs 00700180 - 00700183 to rental unit
e) BTEs 00700190 - 00700193 to rental agreement
5. The interfaces and functions of the BTEs are documented in the sample function modules
SAMPLE_PROCESS_n in the function group FVBTESMPL, where "n" denotes the number of the
corresponding BTE.
6. In the function group FVUFTMPL, there are four function modules for each master data dialog that
correspond with one of the above BTEs. If, for instance, you want to create user fields for the
business entity, you have to copy the function modules FV_UF_BUSINESS_ENTITY_INIT,
FV_UF_BUSINESS_ENTITY_IMPORT, FV_UF_BUSINESS_ENTITY_EXPORT,
FV_UF_BUSINESS_ENTITY_SAVE under other names to the function groups you have created
and activate them (for instance ZZ_UF_BUSINESS_ENTITY_INIT, and so on). You should not
change the coding of these function modules apart from activating the comments lines. They serve
the purpose of writing the copied data in global variables. All necessary data declarations are listed
in the include LFVUFTMPLTOP of the function group FVUFTMPL. The modules can be extended
or modified as required.
7. The BTEs ending in zero serve the purpose of passing on information to the master data dialog as to
the subscreen in which the user fields are situated, the program in which the subscreen was created,
the dialog mode used (Create, Change, Display), if a master data block exists, and the tables that
should be copied with 1 as the last digit at which particular time. See the documentation of function
modules:
a) SAMPLE_PROCESS_00700150 corresponds with function module
FV_UF_BUSINESS_ENTITY_INIT
b) SAMPLE_PROCESS_00700160 corresponds with function module
FV_UF_PROPERTY_INIT
c) SAMPLE_PROCESS_00700170 corresponds with function module FV_UF_BUILDING_INIT

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d) SAMPLE_PROCESS_00700180 corresponds with function module


FV_UF_RENTAL_UNIT_INIT
e) SAMPLE_PROCESS_00700190 corresponds with function module
FV_UF_RENTAL_AGREEMENT_INIT
8. If you copy module FV_UF_BUSINESS_ENTITY_INIT to a module with the name
ZZ_UF_BUSINESS_ENTITY_INIT, you only have to remove the asterisks before the respective
lines E_TABLE_FLAGS -FLG_XXXX = 'X' and activate the module in order to copy the related
table.
9. Since a master data block can be set and reset in the change made, there must be a system query in
the PBO block of each screen asking if a block exists.
10. The BTEs ending in 1 copy the respective master data records and the tables that were requested at
this time with the last digit 0. This data cannot be changed in the customer function group, apart
from your own user fields. All data copied is available when the respective subscreens are called.
See also the documentation of the function modules:
a) SAMPLE_PROCESS_00700151 corresponds with function module
FV_UF_BUSINESS_ENTITY_IMPORT
b) SAMPLE_PROCESS_00700161 corresponds with function module
FV_UF_PROPERTY_IMPORT
c) SAMPLE_PROCESS_00700171 corresponds with function module
FV_UF_BUILDING_IMPORT
d) SAMPLE_PROCESS_00700181 corresponds with function module
FV_UF_BUILDING_IMPORT
e) SAMPLE_PROCESS_00700192 corresponds with function module
FV_UF_RENTAL_AGREEMENT_IMPORT
11. If you copy module FV_UF_BUSINESS_ENTITY_IMPORT to a module with the name
ZZ_UF_BUSINESS_ENTITY_IMPORT, you only have to remove the asterisks before the
respective lines I_XXXX = I_T_XXXX and activate the module so that the table parameter is
copied to the related internal table.
12. The changed user fields can be copied to the times with 2 as the last digit in the respective master
data dialog. If customer-specific tables have been maintained on the screens, you have to specify in
the export parameter E_CHNG_FLAG if this data has to be saved. The parameter does not have to
be set to show that there has been a change in the fields linked to the master data records! During
saving, all screens of the master data dialog are run in the background. The system can thus run an
additional consistency check and issue error logs, if required. If inconsistencies are found on the
screen with the user field in the PAI block that would require a termination of the saving process,
this information can be passed on to the calling program in export parameter E_ABORT_CHECK F.
See also the documentation of the function modules:
a) SAMPLE_PROCESS_00700152 corresponds with function module
FV_UF_BUSINESS_ENTITY_EXPORT
b) SAMPLE_PROCESS_00700162 corresponds with function module
FV_UF_PROPERTY_EXPORT
c) SAMPLE_PROCESS_00700172 corresponds with function module

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FV_UF_BUILDING_EXPORT
d) SAMPLE_PROCESS_00700182 corresponds with function module
FV_UF_RENTAL_UNIT_EXPORT
e) SAMPLE_PROCESS_00700192 corresponds with function module
FV_UF_RENTAL_AGREEMENT_EXPORT
13. The master data record is copied for the events ending in 3. All numbers, such as the INTRENO
(Real Estate key) are available in the master data record. These are generated when the data is saved.
The function module called at this event can be used to save customer tables. The fields contained in
structures CI_XXXX are saved by the calling programs. Coding only has to be added here if you
need to save tables or fields that are not already contained there. See also the documentation of the
function modules:
a) SAMPLE_PROCESS_00700153 corresponds with function module
FV_UF_BUSINESS_ENTITY_SAVE
b) SAMPLE_PROCESS_00700163 corresponds with function module
FV_UF_PROPERTY_SAVE
c) SAMPLE_PROCESS_00700173 corresponds with function module
FV_UF_BUILDING_SAVE
d) SAMPLE_PROCESS_00700183 corresponds with function module
FV_UF_RENTAL_UNIT_SAVE
e) SAMPLE_PROCESS_00700193 corresponds with function module
FV_UF_RENTAL_AGREEMENT_SAVE
14. To assign the function modules created in your own function group to the BTEs, call transaction
FIBF (in Customizing for Real Estate, choose Master Data -> User Fields -> Set Up User Fields for
BTE -> Define Additional Components (Open FI)).
15. In transaction FIBF, you first have to create and activate your own product. To do so, choose
Settings -> Products -> ... of a customer in the "Additional Components Developed by Customer"
view and add a new product there after choosing "New entries", for instance USERFLDS. Then
activate it by flagging the "Active" checkbox and save it.
16. Choose Settings -> Process function modules -> ... of a customer to assign your own function
modules (such as process interface 00700150 to function module ZZ_BUSINESS_ENTITY_INI) to
the BTEs you require. You can leave the "Country" and "Application" columns blank. In the
"Product" column, you enter the name of the product originally created.
17. It is possible to transport the objects created from a development system or test system to the
production system with a transport request. Note that the entries in tables TBS24 and TPS34 that
were maintained with transaction FIBF also have to be transported to the target system. To do so,
execute transaction FIBF and choose Settings -> Products -> ... of a customer or Settings -> Process
function modules -> ... of a customer in the table overview menu and then choose the "Transport"
option.

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11.4.3.9 User Status and Permitted Activities

In this section, you can define your specific user status in addition to the system status of the SAP Status
Management.
This applies to the objects:
- Business entity
- Building
- Property
- Rental unit
- Rental agreement
- Management contract
- Settlement unit per settlement period (cost collector)
- General contract
The following explanations refer to the standard SAP System but also apply to the above-specified Real
Estate objects.

Information on status management

In this IMG activity you define status profiles.

Activities

1. Enter a Status Profile.


2. Assign the status profile to an Object Type.
3. Define the User Status.
4. Assign Business Transactions to user statuses.
5. Translate the status profile and user statuses.

Defining a status profile.

To define a status profile, proceed as follows:


Create status profile
To create a status profile, proceed as follows:
1. Select "Edit -> New entry".
2. Enter a name for the status profile.
3. Enter a description.
4. Enter a maintenance language for the status profile.

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Changes and supplements to the status profile can only be made in the maintenance language, and
must then be translated into the respective foreign languages. This guarantees that the entries in the
status profile are complete and unambiguous.
5. Choose "Enter" to include the new status profile in the list.
6. Choose "Save".

Assign status profile to an object type


To be able to use a status profile for objects of a certain object type, you need to assign the profile to
the corresponding object type:
1. In the screen "Change Status Profile: Overview", position the cursor on the status profile you want to
assign.
2. Choose Goto -> Object types.
3. Select the object types for which the status profile is valid.
Note that there are four object types relevant for the Project System:
- Project definition
- WBS element
- Network header
- Network activity
4. Choose Save.

Define user status


To define user status for a status profile, proceed as follows:
1. In the screen "Change Status Profile: Overview", position the cursor on the status profile you want to
maintain.
2. Choose Goto -> User status.
3. For each user status you must enter a four-digit, language- specific key to identify the status.
4. For each user status you can enter the following:
a) In "Stat. no." field, enter a status number
The sequence number determines the sequence in which the statuses contained in a status
profile can be set.
b) Specify a lowest and highest sequence number in the "Low" and "High" columns.
c) Enter a short text.
The short text contains a short description of the status.
d) Enter a long text for the user status.
Choose Goto -> Long text.
e) Select a user status as an initial status, if necessary.
If you select a user status as an initial status, it is set automatically when you create a cost
object. Within a status profile, you can define only one initial status with a sequence number,
but as many as you require without a sequence number.

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f) You use "Position" to specify the position in which the status is displayed in the order header.
g) You use "Priority" to specify which priority the user status has on a particular position if the
same position is defined for more than one active status.
5. Save your entries.

Assign business transactions to a user status


To assign business transactions to your user statuses, proceed as follows:
1. Position the cursor on the desired user status.
2. Choose Goto -> Business transaction control.
3. Choose Edit -> New lines to display a list of the existing business transactions.
4. Assign the corresponding transactions to your user status.
5. You use "Influencing" to activate the following fields for each transaction:
a) "No influence"
The business transaction is not influenced by the current user status.
b) "Allowed"
The business transaction is allowed by the current user status.
c) "Warning"
The business transaction is allowed by the current user status but a warning message is
displayed. You can decide whether to heed the warning or not.
d) "Disalld"
The business transaction is not allowed by the current user status.

To use a business transaction, the following is required:


- At least one active status must allow the business transaction.
- No active status may disallow the business transaction.

6. You use "Next action" to specify what effect a particular business transaction has on the respective
statuses:
a) "No action"
The status is neither set nor deleted by the business transaction.
b) "Set"
The business transaction sets the respective status.
c) "Delete"
The business transaction deletes the respective status. However, you cannot use this to delete a
user status that has a sequence number.
These statuses can only be deleted by setting a subsequent status, which also has a sequence
number.
7. Save your entries.

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Translate status profile and user status


You can translate the status profile and the user statuses assigned to it into other languages.
If you wish to translate, note the following:
- User statuses can only be created, changed, and deleted in the original maintenance language.
- Unless all the user statuses within a status profile are translated, the system shows them all in the
original maintenance language.
If you wish to translate a status profile, proceed as follows:
1. Choose Extras -> Profile translation in the status profile overview.
2. You can call up a list of foreign language ID codes using the F4 key.
3. Select one using the F2 key.
4. Choose "Enter".
5. Translate the name of your status profile into the foreign language.
6. Save your translation.

To translate user statuses, proceed as follows:


1. Position the cursor on the status profile in question.
2. Choose Goto -> User status.
The system lists all user statuses in the profile.
3. Choose Goto -> Status translation.
4. You can call up a list of foreign language ID codes using the F4 key.
5. Select a list using the F2 key.
6. Choose "Enter".
7. Translate the key, the description and, if necessary, the long text in the required language.
8. Save your translation.

Additional information

Status simulation
You use this to simulate the status development for a particular object.
Place the cursor on a status profile, use the function Goto -> Object types, and position the cursor on one
of the allowed object types.
- Choose Extras -> Status simulation to simulate the status changes that would result if you were to
use the relevant business transactions, or maintain the status manually.
- From the simulation, you can go directly to the status maintenance screen for each object type, where
you can call up more detailed information on the allowed and disallowed transactions.
- Each step you simulate is recorded by the system in a log displayed online. This enables you to trace
the status development at all times.

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Status profile information


Using this function on the screen "Change Status Profile: Overview" you can call up a list which
summarizes the specifications in your status profile.
The list is structured as follows:
- The first section contains the object types allowed for this status profile.
- The second section contains the user statuses that are defined for this profile.
- In the third section, the system lists for each user status that business transactions are:
- Allowed
- Allowed, with warning message
- Disallowed.
Object type info
Using this function on the screen "Change Status Profile: Object Types Allowed", you can call up a list
that summarizes all the specifications on system statuses for a particular object type.
The list is structured as follows:
- The first section contains the valid system statuses for this object type.
- The second section contains the allowed business transactions for this object type.

11.5 Conditions, Flow Types, Account Determination


In this chapter you enable Real Estate Management (RE) to be connected to Financial Accounting (FI).
The following settings are required for this:
1. Creating the flow types
2. Defining the condition types used
3. Determining the posting rules

What is a condition type?

In your rental agreements, you define conditions, for example in the form:
Basic rent 1200.00 DM
Advance payment for service charges 127.50 DM
or maybe in another lease
All-inclusive rent 1000.00 DM
In this step, you determine which types of conditions (for example condition types: basic rent, advance
payment for service charges, all-inclusive rent) you want to allow in your company.

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Within debit position, postings are generated in Financial Accounting from the conditions defined in the
rental agreement.
Which posting should occur for which condition type is determined by means of a flow type assigned to
the condition type.

What is a flow type?

A flow type is a freely definable, four-digit key, to which certain features are assigned, which determine
the behavior in the case of an automatic posting.
For all posting procedures to be generated automatically, the control is realized by means of condition
types. In addition to the postings from debit position, these can also be postings from the service charges
settlement, interest postings for cash deposit, one-time postings, and so on position.

11.5.1 Prepare Account Determination Setup

This chapter descirbes the methods of account determination for automatic postings in Real Estate. Here,
the following activities are basically dealt with:

- Debit position for the rental agreement including debit position for empty status, own use, rent
reduction

- Follow-up postings for the debit position

- Service charges settlement

- Account-based accrual/deferral

- Debit position management contract

- Owner settlement

- Input tax processing

The account determination includes finding the following information


- Document type
- Posting key and account of the line items and
- possibly, the tax code.
The examples given in the following chapters refer to the standard sample Customizing.

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11.5.1.1 Rental

Note the following information when preparing the settings for posting procedures related to lease-outs.

11.5.1.1.1 Rental Agreement Debit Position

The account determination for the debit position of the rental agreement is based on the condition types
specified in the rental agreement.
In the rental agreement, you define the agreed amount for each condition type. When you create condition
types in Customizing, a flow type is assigned to each condition type. The flow type is the basis for the
account determination.
The account determination by means of the flow type is defined in the Customizing dialog box Account
determination rental agreement.
Specify for each flow type
- the document type of the posting
- the posting keys for the debit posting and the credit posting
- symbolic names for the accounts to be posted.
Actual accounts are assigned to the account symbols for each chart of accounts.
Except for the flow type, you can use one of the following to enable separate control of the account
determination:
- The main usage type (an attribute of the building or property)
- The corporate group ID (an attribute of the main contractual partner, thus the tenant)
- The account determination value on the rental agreement

Example

The flow type "1000 Basic rent" is assigned to the condition type "10 Basic rent" (Customizing dialog
"Condition types and condition groups"). If a condition with condition type "10 Basic rent" is specified in
the rental agreement, a corresponding entry is made in the cash flow of the rental agreement. The debit
position uses this enty to recognize the flow type on which the posting was based.
In Customizing ("Account determination rules rental agreement"), the following entry is defined under the
flow type 1000:

Flow type 1000 Corp.group ID +


Main usage type + Account determination value
Debit 01 * Reconc./spec.G/L account
Credit 50 100 Revenue basic rent
Document type DA
The "+" signs in the fields "Corp.Group ID" and "Main usage type" act as wildcard characters. This means

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that the account determination is the same, independent of the main usage type and the group indicator.
The document type DA is used, and has to be determined in Customizing for Financial Accounting
beforehand. The debit posting is made with posting key 01 to the symbolic account "*", the credit posting
with posting key 50 to the symbolic account 100.
The meaning of the account symbols is described in text form. You can display the description via the
"Symbols" function in the Customizing dialog.
You display or maintain the assignment of the accounts by means of the "Accounts" function.
In the example, the following is determined for the chart of accounts INT:
* is the reconciliation account of the customer (applies to all charts
of accounts)
100 is the account 841000 Revenue basic rent
Within debit position, the rental agreement entry
Condition type 10 Basic rent 100 USD
would therefore result in the following posting:
Document type DA
01 Customer account 100 USD D
with the automatic entry to the reconciliation account that is defined in the customer master record
- to -
50 841000 Revenue basic rent 100 USD C
If the postings are subject to sales tax, the tax codes specified in the conditions of the rental agreement are
taken into consideration. The account determination for tax postings has to be determined in Financial
Accounting Customizing.

Further notes

The account determination for the debit position described here works as described for objects rented to
third party, that is, objects that are rented to a master tenant with customer account and not to a cost center
in the company code. For the account determination with respect to own use, see chapter "Debit Position
Own Use".

11.5.1.1.2 Accounting Treatment of Advance Payments

In this section, the special treatment of advance payments in rental agreements and sales-based
settlements from an accounting point of view is described:
You post service charge advance payments and sales-based rents to the customer account with the help of
two special G/L transactions.

The special G/L transactions have to be of the type


"Customer down payments received"

In standard Customizing, sample settings have been made for special G/L transactions J for posting
advance payment requests and K for offsetting entries for operating and heating expenses or U for

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offsetting entries for sales-based rents.


In this case, the posting record reads:

1. Service charges

09 J Customer with special G/L account update to J


- to -
19 K Customer with special G/L account update to K

2. Sales-based rent:

09 J Customer with special G/L account update J


- to -
19 K Customer with special G/L account update to U

On receipt of payment, the advance payment request posting (special G/L transaction J) is cleared.
Postings with special G/L indicators K and U remain as open items on the customer account (down
payments received) until the service charge settlement or sales-based settlement runs. They are then
cleared during the settlement. See also: Service Charge Settlement

You have to make the following settings in


Customizing for Financial Accounting:

1. Create special G/L transactions as customer down payments received. Note that the transactions
MUST be identified as "down payments".

Financial Accounting ->


Accounts Receivable and Accounts Payable ->
Business Transactions ->
Down Payment Received ->
Carry Out or Check Document Settings ->
Define Posting Keys

Here you enter the special G/L transactions required.

2. Assign special G/L accounts to the special G/L transactions for each customer reconciliation
account.

Financial Accounting ->


Accounts Receivable and Accounts Payable ->
Business Transactions ->
Down Payment Received ->
Define Reconciliation Accounts for Customer Down Payments

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Here you enter alternative reconciliation accounts (special G/L accounts).


3. For tax treatment, you have to define value-added tax clearing accounts.

See below for tax treatment.

Financial Accounting ->


Accounts Receivable and Accounts Payable ->
Business Transactions ->
Down Payment Received ->
Define Account for Tax Clearing

Here you define the value-added tax clearing accounts.


4. The special G/L transactions for receivables postings (09 J) have to be identified as payable
transactions to allow for automatic incoming payment and correct tenant account display.

Financial Accounting ->


Accounts Receivable and Accounts Payable ->
Business Transactions ->
Incoming Payments ->
Automatic Incoming Payments ->
Payment Method/Bank Selection ->
Configure Payment Program ->
All company codes ->
Select company code ->
Use: Customer -> Special G/L transactions to be paid
Only define the special G/L transaction for receivable posting (J) here. The K and U postings should
not be settled; these are transferred during the settlements.
5. You have to indentify the special G/L transactions for advance payment requests as being dunnable.
Financial Accounting ->
Accounts Receivable and Accounts Payable ->
Business Transactions ->
Dunning ->
Define Dunning Procedures
For the dunning procedures used, the "Dunning of special G/L transactions" indicator has to be set.
Choose Goto -> Special G/L indicator to identify the relevant G/L indicators (J in standard
Customizing).

Value-added postings for advance payments

For commercial rental agreements, advance payment postings are handled in the same way as basic rent
postings with tax. Depending on the settings made in the reconciliation accounts for G/L transactions, tax
can either be posted together with the receivables postings (planned principle) or with the incoming
payment (actual principle).
The basic rent (transaction without special G/L transaction) is always posted on the basis of the actual
principle.
The following example shows which settings have to be made to post the tax on the basis of the actual

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principle or the planned principle. The standard Customizing settings are used in the example.

Example:
Condition type "Operating costs advance payments" refers to a flow type that is assigned to posting record
09 J Customer to 19 K Customer
The following reconciliation accounts have been set up in Customizing for Financial Accounting for the
special G/L transactions:
J 196900 Real Estate advance payment requests
K 196910 Operating costs advance payments

The tax treatment is controlled by the tax


category defined in the master record of the
G/L accounts (field SKB1-MWSKZ).

PLANNED PRINCIPLE

Objective: The sales tax appears in the advance tax return after the debit position.
The following postings are made (US 100 net advance payment, US 15 tax):

Debit position

09 J Customer US 115 debit


- 196900 Payment request US 115 debit (reconc.acct)-

19 K Customer US 115 credit


- 196910 Advanced payments received US 115 credit (reconc.acct)-
50 175000 Output tax (from K) US 15 credit
40 170011 Output tax clearing K US 15 debit

After the debit position, the tax appears in the advance tax return.

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Incoming payment:
The J item posted to the customer is cleared; the K item remains open (advance payment made). Der auf
den Debitoren gebucht J-Posten wird
40 Bank account US 115 debit
19 J Customer US 115 credit
- 196000 Payment request US 115 credit (reconc.acct)-

Settings:

Account and corresponding tax category


196900 not tax-relevant 170010 + 175000 >
196910 +B 170011 +

ACTUAL PRINCIPLE
Objective: The sales tax appears in the advance tax return after receipt of payment.
The following postings are made (US 100 net advance payment, US 15 tax):

Debit position

09 J Customer USD 115 debit


- 196900 Payment request USD 115 debit (reconc.acct)-
40 175000 Output tax (from J) USD 15 debit
50 170010 Output tax clearing J USD 15 credit
19 K Customer USD 115 credit
- 196910 Payments received USD 115 credit (reconc.acct)-
50 175000 Output tax (from K) USD 15 credit
40 170011 Output tax clearing K USD 15 debit

After the debit position, the tax does not appear in the advance tax return.

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Incoming payment:
Th J item posted to the customer is cleared: the K item remains open (advance payment made)

40 Bank account US 115 debit


19 J Creditor US 115 credit
- 196900 Payment requeest US 115 credit (reconc.acct)-
40 175000 Output tax (from J) US 15 credit
50 170010 Output tax clearing J US 15 debit
After receipt of payment, the tax amount appears in the advance tax return.

Settings:

Account and corresponding tax category:


196000 +B 170010 + 175000 >
196910 +B 170011 +

11.5.1.1.3 Debit Position Own Usage

If rented properties are rented to cost centers that are in the same controlling area, rental agreements can
be created with the Own use indicator. This indicator is defined on the Payment data screen in the
rental agreement. Here, you also have to specify the renting cost center.
The same conditions as used for the third-party rental can be used as conditions in these rental
agreements. Nevertheless, a posting different from a third-party rental posting is initiated at this point.
You can find this posting the following way:
1. First the flow type is derived from the condition type - as also for third-party rental. This flow type,
however, is not used for the actual account determination but a reference flow type is used instead
(Customizing dialog "Reference flow types").
2. Reference flow types are always used for account determination if, because of an unusual situation,
the original flow type may not be used for posting. For information on the cases where reference
flow types are used, see the chapter "Reference Flow Types".
3. You can distinguish the reference flow types to be derived for individual reference actions by means
of the relationship keys. Relationship key 039 is used to derive the reference flow type for own use.

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Example

You have created a rental agreement with own use indicators. The object is let to cost center 4711 and its
only condition is
Condition type 10 Basic rent 200 DEM.
The condition type "1000 Basic rent" was assigned to the condition type "10 Basic rent" in the
Customizing dialog "Condition types and condition groups".
For the debit position, the system searches for the reference flow type for relationship key 039 due to the
own use indicator for flow type 1000 (Customizing activity "Maintain reference flow types").
Under entry "39", you find "1004 Basic rent Own use" as reference flow type under entry "039" for
company code 0001 and flow type 1000.
Account determination is initiated by means of this flow type (Customizing dialog "Account
determination -> Rental agreement/customers").
The following entry is defined under flow type 1004:

Flow type 1004 / Group indicator + / Main usage type +


Debit 40 113 Expense rent own use
Credit 50 106 Rev. rent own use
Document type SA

This means that the posting is as follows in this case (example in the INT chart of accounts):
Document type SA
40 Acct 470000 with acct assignment to CCtr. 4711 200 DEM
50 Acct 841080 with acct assignment to RA 200 DEM

11.5.1.1.4 Vacancy Debit Position

You can post the revenues lost because of vacancy within "debit position vacancy", for example in the
form:

Imputed expenses from vacant rental units (cost center vacancy costs)
- to -
Imputed revenue from rental (account assignment on rental unit).
You maintain the vacancy cost center in the "General data" screen of the master data dialog for the rental
unit.
If no vacancy cost center has been maintained, the imputed costs are also assigned to account on the rental
unit.
The cash flow on the rental unit is used for the posting.
The conditions defined on the rental unit are used for the posting. You can find the posting as follows:
The flow type is first derived from the condition type. However, this flow type is not used for the actual

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account determination but a reference flow type is used instead (Customizing dialog "Reference Flow
Types").
Reference flow types are always used for account determination in cases where the original flow type may
not be used for posting, due to a special situation. You can find a more precise description of the cases in
which the reference flow types are used in the "Reference Flow Types" section.
The reference flow types to be derived for the individual reference transactions are distinguished by
means of the relationship keys. The relationship key 038 is used for the derivation of the reference flow
type for the vacancy.

Example

You have created a rental unit. The rental unit was vacant in the month before. The following is defined in
the rental unit as only condition:

Condition type 10 Basic rent 200 USD

The flow type "1000 Basic rent" has been assigned to the condition type "10 Basic rent" in the
Customizing dialog "Condition Types and Condition Groups".
In the case of the debit position vacancy, the system searches for the reference flow type for relationship
key 038 for the flow type 1000 (Customizing activity "Maintain Reference Flow Types").
Under the entry "038", you can find "1003 Basic rent vacancy" as reference flow type for company code
0001 and flow type 1000.
The account determination is started with this flow type (Customizing dialog "Account Determination
Rules for Rental Agreement").
The following entry is defined under flow type 1003:

Flow type 1003 Group ind. + Main usage type + AccDetVal +


Debit 40 108 Imputed expense rent vacancy
Credit 50 109 Imputed revenue rent vacancy
Document type SA

This means that the posting is in this case as follows (example in the INT chart of accounts):
Document type SA
40 Acct 470700 with acct assignment to cost center vacancy200 USD D
50 Acct 841700 with acct assignment to the RA 200 USD C

Further notes

If for a condition type defined in the rental unit, no reference flow type is defined for the vacancy, this
condition type is not taken into account for the vacancy debit position.
If, for instance, no vacancy postings are to be generated for the advance payment conditions (operating
costs), delete the entries for these condition types with relationship key 038.

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11.5.1.1.5 Follow-up Postings

Follow-up postings are due when rental agreement conditions are changed retroactively (if condition rates
are changed after a debit position has been carried out).
In these cases, a reference flow type derived from the corresponding flow type is used for posting:the
condition type that was changed is used as a base.
Reference flow types must be used if situations arise such as those described in the chapter "Reference
flow types" which make the use of the original flow type impossible.
Relationship keys are used to differentiate the reference flow types derived for individual reference
actions. Relationship keys 002 and 032 are used to derive the reference flow type for follow-up posting.

Example

The following condition was determined for the rent in January:

Condition type 10 Basic rent 300 USD

After the debit position has been carried out, the rent is retroactively changed to 350 USD.
The flow type "1000 Basic rent" is assigned to the condition type "10 Basic rent" (Customizing dialog
"Condition types and condition groups").
When the conditions are changed, a follow-up posting condition item (flow type of which is derived from
flow type 1000 using relationship key 002) is placed into the cash flow. This is the flow type "1001
Post-receivable basic rent" (Customizing action "Maintain reference flow types").
During the next debit position, the follow-up posting is made with flow type 1001 (if the due date has
been reached). Its account determination is defined in the Customizing dialog "Account determination ->
Rental agreement/customers":

Flow type 1001 Group indicator + Main usage type + Acc.Ass.Value


Debit 01 * Reconc./spec.G/L acct
Credit 50 100 Revenue basic rent
Document type DA

In this case, the posting would be:


Document type DA
01 Customer account (autom.entry to reconc.acct) 50 USD
- to -
50 Account 841000 with acct. assign. to RA 50 USD

A credit memo has to be posted to the customer account when the condition is reduced from 300 USD to
280 USD. In this case, the reference flow type is located by relationship key "032 Follow-up postings
credit" and is the flow type "1002 Credit memo basic rent". The following posting record is assigned to
this flow type:

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Flow type 1001 Group indicator + Main usage type + Acc.Ass.Value


Debit 40 100 Revenue basic rent
Credit 11 * Reconc./spec.G/L acct
Flow type DA

The posting would then be


Document type DR
40 Account 841000 with acct. assign. to RA 20 USD
- to -
11 Customer account (automatic entry to reconc. account) 20 USD

Recommendation

Follow-up postings are only available if you maintain the respective reference flow types for relationship
keys 002 and 032 for all condition types/flow types in the rental agreements.

Further notes

Combination of own use and follow-up postings:


In this case, the reference flow type for own use is derived first and then the reference flow type is
determined for the follow-up posting for the derived reference flow type. The same applies for vacancies.

11.5.1.1.6 Input Tax Treatment

Input tax treatment for opting company codes applies to the following objects:

- Business entity
- Building
- Property
- Rental unit
- Rental agreement
- Settlement unit
- Correction items for assets

The documents are first posted with completely deductible input tax. The account determination of the tax
accounts is determined in FI Customizing.
After the monthly determination of the option rates, the tax amounts are divided into a deductible and
non-deductible share.
If required an adjustment posting is carried out for the settlement units during the service charge

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settlement.
Input tax treatment for correction items according to the legal requirements is carried out.

Account determination for monthly distribution posting

You set the accounts in the screen Input tax processing --> Input tax distribution: Accounts for
non-deductible input tax.
You have three basic options:
1. The non-deductible input tax is posted to the original costs account.
We do not recommend this procedure for reasons of clarity.
2. For each costs account, exactly one account for non-deductible input tax is determined. In this case,
choose the activity "Account for non-deductible input tax per cost element".
3. Only one single account should be used for non-deductible input tax for all costs accounts of a chart
of accounts. In this case, choose the activity "Account for non-deductible input tax - Default".

Account determination for input tax treatment of correction items (assets)

Input tax treatment is only available for Germany.


The account determination for the input tax distribution postings is also carried out for correction items
according to the above procedure.
The following procedure applies for the input tax correction phase:
In every month of the input tax correction phase the difference between the current option rate and the
base rate is determined. The input tax amount is multiplied by this difference and divided by the number
of months of correction period. The resulting correction amount is posted either as revenue or expense
from non-deductible input tax. You enter the accounts to be posted in the screen Input tax processing -->
Input tax treatment in fixed assets/correction items --> Accounts for revenue and expense postings/input
tax correction. The offsetting entry is made in the original tax account.

11.5.1.1.7 Service Charge Settlement

In the service charge settlement the system automatically:


1. Posts the credit entry for the settlement unit
The account number for the credit entry posting is derived from the account number of the account
to which the costs were originally posted.
2. Posts the debit position for service charges
The reference flow type, " receivables from settlement", derived from the reference flow type that is
used for posting advance payments, is used for postings to customer accounts. When a final
settlement is posted, the debit position flow type is based on the service charge key that is to be
settled.
3. Transfers the advance payments
4. Exceptions:

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a) Tenant service charge settlement (Austria). See Tenant service charge settlement IMG activity
documentation for additional information

b) Rounding differences (Switzerland)

Example:

One object has two rental units, RU1 and RU2. You want to post a settlement for the year 1999. The
rental units were leased out as follows:

- RU1
Rental period: 1/1/99 - 3/31/99 with RA 1.1 to tenant 1.1
Vacancy: 4/1/99 - 4/31/99
Rental period: As of 5/1/99 with RA 1.2 to tenant 1.2
- RU2:
Rental agreement for entire period (1/1/99 - 12/31/99) with RA 2 to tenant 2
Conditions:
- RA 1.1 Advance payments of $100 per month
- RA 1.2 Flat rate payments of $100 per month
- RA 2 Final settlement, no advance payments
For the entire period (1/1/99 - 12/31/99), service charges amounted to $3000 and were posted to account
470400:

40 account 470400 with auxiliary account assignment to settlement unit


-to-
31 vendor

The apportionment units determine the breakdown of service charge costs and (if applicable) vacancy
costs between tenants:
- $ 500 tenant 1.1
- $ 700 tenant 1.2
- $ 600 tenant 2
- $ 200 for the vacancy of RU1

Credit entry for the settlement unit


Breakdown accounts are specified:
IMG -> Service charge settlement -> Keys and rules for settlement -> Account determination, posting
key, document types -> Accounts, posting key for breakdown and revenue postings

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The following accounts are determined for account 470400:


SAP account name Number Description
Credit account SC 470499 Credit exp. operating
costs
Clearing account RA 470500 Settl.RA
Clear.acct RA w/o furth. clear 470500 Settl. RA w/o furth. clear
Clearing account RU 470520 Settl.RU
Clear.acct non-ded. input tax 470950 Settl. n.d inpt tx
Credit non-ded.input tax 470999 Credit n.d inpt tx

When you start to post the service charge settlement, you have to specify a document type. The service
charge settlement contains the following posting items:

PK Account (auxiliary account assignment) Amount


50 470499 (credit account) (settlement unit) $3000
40 470500 clearing account (RA 1.1) $500
40 470500 clearing account (RA 2) $600
40 470500 clearing accnt RA w/o furth. clear (RA
1.2)
$700(flat rate)
40 470520 clearing acnt RU (RU1) $200(vacancy)

Master Settlement Unit


When a master settlement unit is to be settled, there are two steps:
- Costs are settled to the other settlement units according to the master settlement distribution
key
- After costs have been settled to these settlement units, costs are passed on to the rental
agreements and rental units as described above. Three accounts are needed for settlement to the
master settlement unit:
- One account to which the credit for the master settlement is posted
- One account to which the debit for the (actual) settlement units is posted
- One account to which costs are posted that cannot be passed on to the tenant.
Example: One janitor is responsible for two business entities. The costs of the janitor should
be distributed as follows:

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30% to the settlement unit belonging to business entity 1


50% to the settlement unit belonging to business entity 2
20% are non-apportionable costs (such as plant maintenance tasks) that are posted to a cost center
These distribution rules are defined in the master settlement unit.
The system uses the cost element 470400 apportionable operating costs to post the total costs of $ 1000
to the master settlement unit.
Make sure that these settings have been made in Customizing:
Text Account Account Name

Cost element credit master SU 470499 Credit apportionable


operating costs
Cost element recipient of MSU* 470400 Apportionable operating
costs (o.c)
Cost element resid. costs MSU 470498 Credit residual o.c of
master SU
*MSU=master settlement unit
With these settings in Customizing, the system makes the following postings to the credit side of the
master settlement unit:
PK Account (subsidiary account)
Amount

50 470499 Credit apportionable operating costs (MSU)


$1000
40 470400 Apportionable operating costs (SU for BE1)
$300
40 470400 Apportionable operating costs (SU for BE2)
$500
40 470498 Credit residual operating costs MSU (cost center)$200

Posting: Tenant account debit position


The system posts the tenant share of the costs to the tenant customer accounts. This does not apply to
tenants who pay flat rates.
The posting record to be used is determined as follows:
A flow type is assigned to the condition type "advance payment" that is included on the rental agreement.
The reference flow type 'receivable from settlement' (relationship key 004) is determined for this flow
type and the account determination rule that has been defined for this flow type is used.

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Example:
Flow type 2001 is assigned to condition type "advance payment operating costs". In the dialog box
"Assign reference flow types" the reference flow type 2005 is in the relationship key 004 ('receivable from
settlement') and it is assigned to the following account determination rule:
Flow type 2005 Corp.group ID + Main usage type + AccDetVal +
Debit 01* Reconcil.
account
Credit 50 205 Revenue from
o.c. settlement
Document type DR

Account symbols:
* Reconcil. account for customer master record
205 841500 Revenue from OC settlement

Text Account
Net rev. account 841500 Revenue from operating costs
settlement
RevAcctNDInpTax 841900 Revenue from non-deductible input tax
operating costs

In this example the system makes these postings to tenant 1.1:


01 Customer tenant 1.1. for rental agreement 1.1. $ 500
50 841500 revenue settlement subsidiary account RA 1.1. $ 500
If a final settlement has been fixed in the contract, a flow type is derived from the settlement service
charge key.
IMG -> Service charge settlement -> Keys and rules for settlement -> Final settlement: Assign service
charge key/flow type
This flow type determines the reference flow type and the reference flow type determines the acccount.

Posting: Transferring advance payments to tenant accounts


The tenant advance payments are offset against any outstanding receivables in the settlement so you have
to know in advance what advance payments the tenant has made.
Example:
The tenant with the rental agreement 1.1.agreed to make advance payments of $ 50/month for 3 months.
A total of $300 has been paid and the advance payment for the third month is still outstanding. The
settlement results for the period show that this tenant's share of the costs is $ 500. The costs are posted to
the tenant customer account as described above. The system has to credit the advance payments (in this
case $ 300) to the tenant account. These items are currently on the tenant customer account:

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Debit Credit Transaction


J $150 K $50 Debit position
J $150 Incoming payment
J $150 K $150 Debit position
J $150 Incoming payment
J $150 K $150 Debit position
$500 Receivable from settlement
(J = advance payment due; k = advance payment made)

The items 'advance payment due' (j) and 'advance payment made' (k) result from condition type 21
'advance payment operating costs' (see Rental agreement debit position) and are posted with flow type
2000. This flow type and the other advance payment flow types belong to category 3VZB (definition of
flow types). All customer open items relating for this flow category are now determined (analogous to
heating expenses, flow category 3VZH, for general service charges flow category 3VZN). The amount
resulting is:
Debit $150 + Credit $450 = $300 credit
This amount is now transferred:
PK Account Amount
16 customer (reconcil. account from master record)
$300 credit
09K customer (special G/L account) $400
debit
19J customer (special G/L account) $150
debit

and the advance payment items are cleared.


In this case, only the advance payments actually made are considered (actual advance payments).
Note: If the due date(field BSID-ZFBDT) of an item is not included in the settlement period then it is not
taken into account for transfer.
Note:
It is possible to clear only the K-items during a service charge settlement by stating that only the debit
advance payments be taken into account.
The table in which the flow categories are assigned to flow types determines the account. Flow types and
their categories can be displayed in the activity contained in IMG -> Conditions, flow types, account
determination -> Assign flow types to flow categories.
The entry for an unqualified down payment is:
3UAN unqualified down payment 7000
The flow type 7000 is used to determine the posting key 16 for the credit posting:
Flow type 7000/corporate ID+/main usage type+
Debit 40 & Not used
Credit 16 * Reconciliation acc./special G/L

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account
Document type DT

The debit position key is not evaluated.

The batch input for the FI transaction "Post document with clearing" makes the posting and the posting
key 16, the document type, the customer and the document number/line number is transferred to the open
advance payment items. The clearing posting key for these open items is determined in FI.

Opting company codes: Posting non-deductible input tax


If you have a company code that opts for input tax, the share of the non-deductible input tax is
recalculated in the service charge settlement and, if necessary, an adjustment posting is made.

Example
In October 1999 a document with the net amount of $ 500 and $ 50 input tax was posted to a settlement
unit.

31 Vendor $550
40 470400 Apportionable operation costs $500
40 154000 (deductible) input tax $50

An option rate of 70% is determined for October 1999 and this results in the following posting for the
input tax distribution:

40 470900 Non-deductible input


tax $15
50 154000 (deductible) input tax
$15

See the chapter on input tax processing for setting the account determination for input tax distribution.
The service charge settlement specifies that 40% of the costs are due from non-commercial (non-opting)
tenants, 60% from commercial (opting) tenants. This means that the share of the non-deductible tax to be
passed on to the non-commercial tenant is 40% of $ 50 which is $ 20. Therefore the non-deductible input
tax posted for October has to be adjusted by $ 5. This results in the following postings for the service
charge settlement:

40 470950 Settlement of n.d input


tax $20
50 470999 Credit n.d input tax
$20

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40 470900 Non-deductible input


tax $5
50 154000 (deductible) input tax
$5

Set the accounts mentioned above in Accounts, Posting Key for Breakdown and Revenue Postings,
sub-item Clearing Accounts for Cost Accounts (Apport. costs)
The cost of the non-deductible input tax is distributed between the non-opting tenants and added to the net
costs due. The resulting amount (total of the net cost share and the non-deductible input tax share) is the
settlement result and is debited from the tenant customer account. If in the above example, there is only
one non-commercial tenant, the following settlement postings would be made:
01 Tenant customer account $220
50 841500 revenue from the service charge settlement $200
50 841900 revenue from the non-deductible input tax $20

See above Posting: Tenant Account Debit Position for information on how the revenue account 841500 is
determined. This account is used as the basis for deriving the the revenue account for non-deductible
deductible input tax 841900. This setting is made in the IMG activity "Alloc.of Non-Ded.Inp Tax
Rev.Acct to Net Rev.Acct (SCS) " in the IMG item Accounts, Posting Key for Breakdown and Revenue
Postings.

11.5.1.1.8 Accruals/Deferrals

Rental payments for rental agreements,may in some cases be prepaid for several months or paid in arrears.
In these cases, the total amount due is posted by the debit position run of the month in which the rent
payments are due. This means that the revenue is also posted in this period, (strictly speaking, it should
really be allocated across several accounting periods). To map revenues and receivables on an accrual
basis, you can make accrual/deferral postings. The accounts are determined via reference flow types.
Maintain reference flow types for relationship keys 005, 006, 007, 008 for each flow type for which
accrual/deferral postings have to be made. Relationship keys 005 and 007 are used for the deferral of
receivables in advance while relationship keys 006 and 008 are used for receivables in arrears.

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a) 005 Deferral: debit


The reference flow type for relationship key '005 Deferral: debit' is used if receivables and
revenues are already posted in a debit position posting and should be allocated to subsequent
account periods.
Example: The quarterly rent is due in the first month of the quarter, meaning that the debit
position is run at the start of the quarter for subsequent months. When the deferral of the debit
position is made, the receivables and revenue are deferred from 'Provision for rent revenue in
advance' to 'Deferred items'. Make the setting for the corresponding account determination
using the reference flow type.
b) 006 Accrual: debit
The reference flow type for relationship key '006 Accrual: debit' is used if a revenue will be
posted in the current accounting period, although the debit position does not take place until the
next month.
Example: The quarterly rent is not due until the end of the quarter, meaning that the debit
position takes places at a later date. Make the setting for the corresponding account
determination using the reference flow type (via 'other receivables' to 'rent revenue in arrears').
c) 007 Deferral: Credit
The reference flow type for relationship key '007 Deferral: credit' is used to retransfer the
'Deferral: debit'. See the explanations on '005 Deferral: debit'. You need to make the
corresponding account determination settings for 'deferred items' to 'provision for rent revenue
in advance'.
d) 008 Accrual: credit
The reference flow type for relationship key '008 Accrual: credit' is used to retransfer the
'Accrual: debit'. See the explanations for '006 Accrual: debit'. The posting record of the
reference flow type should be 'Rent revenue in arrears - used' to 'other receivables'.

Note:
The accrual/deferral posting is only carried out for condition types with an accrual/deferral setting in
Customizing.

11.5.1.1.9 Tenant Service Charge Settlement

Refer to "Assign Flow Types to Flow Categories" below.

11.5.1.1.10 Incoming Payments and Account Maintenance

Flow types are used for posting incoming payments and for account maintenance. These flow types are
determined by so-called flow categories, depending on the activity in question.
- Payment amounts that exceed the open items amount: Flow type for posting overpayment (posting
on account)
- For item transfers to generate an installment payment: Flow type to post installment payments

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- To clear irrecoverable debt: Flow type to clear irrecoverable debt


For further information, see Assign Flow Types to Flow Categories.

11.5.1.2 Management Contract Debit Position

The management contract normally affects two different company codes:


Company code A is the company code of the manager, and company code B is that of the managed
objects.
You should always create the management contract in the company code of the manager (A).
Two basic agreements can be made in the management contract:
1. periodic fees
2. event-driven fees

Periodic fees

Periodic fees refer to those recurring payments that are posted via monthly debit positions. For every fee
type you have to define a condition type for the condition group "Management contract". You then assign
a flow type to this condition type on which subsequent automatic postings are carried out.

Event-driven fees

Event-driven fees refer to payments to the manager as a result of the occurrence of a particular event, for
instance construction work or the management of a tenant changeover. These activities are manually
entered into the system for subsequent posting. The postings are carried out automatically, whereby flow
types are directly assigned to the event-driven fee types.

Postings

Two postings are carried out for these two kinds of fee types:

a) a debit-side posting in the manager's company code:

Customer (owner of managed objects)


- to -

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Revenue from management (with CO auxiliary account assignment on the management contract)

b) a credit-side posting in the object's company code:

Expenses for management of Real Estate objects with CO account assignment on Real Estate objects
- to -
Vendor (manager of objects)

You control credit-side postings by means of a reference flow type for relationship key 033 for
company code A.

11.5.1.3 Owner Settlement

11.5.1.4 Real Estate General Contract

Note the following information when preparing the settings for posting procedures related to the Real
Estate general contract.

11.5.1.4.1 Periodic Postings for General Contract

Account determination for the periodic posting of the general contract is based on the condition types as
stipulated in the contract.
In the contract, the agreed amount is defined for each condition type. Each condition type is assigned a
flow type when the condition type is created in Customizing. The flow type is the basis for the account
determination.
Account determination via the flow type is defined in the "Account Determination Rules for General
Contract" Customizing dialog box.
The following is defined for each flow type:
- Document type of the posting
- Posting key for the debit and credit postings
- Symbolic names for the accounts to which postings will be made.
The account symbols are assigned to specific accounts for each chart of accounts.
In addition to the flow type, the account determination value, which you have to define in the contract,
can also be used to separate the account determination.

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Example

Condition type "9100 Credit side basic rent" is assigned the flow type "V100 Basic rent" (Customizing
dialog box "Condition types and condition groups"). If a condition with condition type "9100 Credit side
basic rent" is agreed on in the contract, a corresponding entry is made in the cash flow. The program for
the periodic posting then uses this entry to determine which flow type has to be used as a basis for the
posting.
In the "Account Determination Rules for General Contract" in Customizing, the following data is defined
under flow type V100:

Flow type V100 Acct Determination Value +


Debit 40 1000 Occupancy costs
Credit 31 * Recon./spec.G/L acct
Document type CR
The "+" sign in the "Account determination value" field acts as a wildcard character; regardless of the
account determination value,the account determination rule is consistent here. Document type CR is used
(it must have been defined beforehand in Customizing for Financial Accounting). The debit posting is
made using posting key 40 to symbolic account "1000" and the credit posting is made using to posting key
31 to the symbolic account "*".
A descriptive text for the symbolic accounts can be found in the Customizing dialog by clicking
"Symbols".
You can display and maintain the account assignment via the "Accounts" function.
The following is defined in the example for the chart of accounts INT:

* If the reconciliation account (valid for all charts of accounts) of the vendor is 100 and the posting
key is 31

Account 470000 is occupancy costs.

In the periodic posting, the following entry in the contract

Condition type 9100 Credit side basic rent 100 USD

generates the following posting:

Document type CR

31 Vendor account 100 USD C


with an automatic posting to the reconciliation account that is defined in the vendor master record
- to -
40 470000 Occupancy costs (Aux. acct ass. contract)100 USD D
If these postings are subject to sales tax, the tax codes defined in the contract conditions are used for the
posting. You have to define the account determination for tax posting in Customizing.
In addition to the posting, which is triggered by the condition, you can also generate derived postings to

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credit the contract and debit the objects. Requirement for this is the definition of a distribution rule for the
costs in the general contract data. Flow types must also be defined for the distribution postings; these flow
types are assigned as reference flow types to the original flow types via the relationship key 034.

Example

Condition type "9100 Credit side basic rent" is assigned the flow type "V100 Basic rent". The contract
states that the costs are to be distributed to two tenant-rented business entities, 40% to BE 1 and 60% to
BE 2. The flow type for the distribution posting is assigned to relationship key 034 as a reference flow
type. This is flow type V500 in the example:
In the "Account Determination Rules for General Contract" in Customizing, the following data is defined
under flow type V100:

Flow type V500 Acct Determination Value +


Debit 40 1000 Occup. costs
Credit 50 1000 Occup. costs
Document type SA

According to the rule, the debit posting is made with posting key 40 to symbolic account "1000" as is the
credit posting with posting key 50 also to symbolic account "1000". (In the supplied Customizing, the
same accounts are defined for the debit and credit postings in the examples. However, we suggest that you
choose different accounts in order to maintain a clear overview.)
In the periodic posting, the contract entry
Condition type 9100 Credit side basic rent 100 USD
generates (except for the above-named vendor posting) the following posting in conjunction with the
distribution rule mentioned in the example above:

Document type SA
50 Occ. costs (Aux. acct ass. contract) 100 USD C
- to -
40 470000 Occup. costs (Business entity 1) 40 USD D
40 470000 Occup. costs (Business entity 2) 60 USD D

11.5.1.4.2 Incoming Payments and Account Maintenance

Flow types are used for posting incoming payments and for account maintenance. These flow types are
determined by so-called flow categories, depending on the activity in question.
- Payment amounts that exceed the open items amount: Flow type for posting overpayment (posting
on account)
- For item transfers to generate an installment payment: Flow type to post installment payments
- To clear irrecoverable debt: Flow type to clear irrecoverable debt
For further information, see Assign Flow Types to Flow Categories.

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11.5.2 Maintain Flow Types

In this section, you describe flow types. You must define the flow types to create condition types.
Refer to the section concerning account determination Prepare Account Determination Setup BEFORE
you do this.

11.5.2.1 Determine Which Flow Types Are Required

In this section you will find examples of how to proceed in order to determine the required flow types.
1. You first have to define the required flow types in the table.
2. Then you determine the corresponding account determination rules.
3. Finally you have to make the links described below via the reference flow types or internal flow
types (flow category).

11.5.2.1.1 Rental Flow Types

There follows a description of which flow types are required for rental activities.

11.5.2.1.1.1 Basic Rent, Surcharges, Flat Rates

In this section we describe the procedure for determining all flow types required for a condition type (of a
rental agreement), when this condition type has the character of a basic rent, a flat rate or a surcharge.
Example:Condition type 10 Basic rent
The following flow types are required (numbers of the flow types listed only serve as examples):
1. Original flow types to which the condition type refers:
Assign this flow type to the condition type (table of definitions of condition types

Example: Flow type 1000 Basic rent

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2. Flow type for follow-up postings:


Assign this flow type to the original flow type in the table of reference flow types under the relation
key "2 Real Estate follow-up postings" as a reference flow type.

Example: Flow type 1001 Basic rent follow-up post.


3. Flow type for follow-up credit postings:
Assign this flow type to the original flow type in the table of reference flow types under the relation
key "32 Real Estate follow-up
credit postings" as a reference flow type.

Example: Flow type 1002 Basic rent follow-up credit post.


4. Flow type for vacancies, if you intend to carry out vacancy debit positions:
Assign this flow type to the original flow type in the table of reference flow types under the relation
key "38 Vacancy" as a reference flow type

Example: Flow type 1003 Basic rent vacancy


5. Flow type for own usage, if you intend to create rental agreements for own use:
Assign this flow type to the original flow type in the table of reference flow types under the relation
key "39 Own use" as a reference flow type.

Example: Flow type 1004 Basic rent own use


6. Flow types for accruals/deferrals, if you intend to carry out accrual/deferral postings:

Four flow types are required here, two for accr./deferr. from rent paid in advance, and two for
accr./deferr. for rent paid in arrears. These two flow types are required in order to post accr./deferr.
or to write back the postings. You have to maintain the followig entries:
a) for rent paid in arrears:

Flow type for accr./deferr. postings:

Assign this flow type to the original flow type in the table of reference flow types under the
relation key "6 Accrued accr./deferr" as a reference flow type.

Example: Flow type 1011 Accr./deferr.rent pd in arrears debit

Flow type for writing back accrual/deferral postings:

Assign this flow type to the original flow type in the table of reference flow types under the
relation key "8 Write back accrued accr./deferr." as a reference flow type.

Example: Flow type 1013 Accr./deferr. rent pd in arrears comsump.


b) For rent paid in advance:

Flow type for accrual/deferral postings.

Assign this flow type to the original flow type in the table of reference flow types under the

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relation key "5 Deferred accr./deferr." as a reference flow type.

Example: Flow type 1012 Accr./deferr. rent pd in advance debit

Flow type for writing back accrual/deferral postings:

Assign this flow type to the original flow type in the table of reference flow types under the
relation key "7 Writing back deferred accr./deferr." as a reference flow type.

Example: Flow type 1014 Accr./deferr. rent pd in avd. consump.

7. From the derived flow types, you have again to derive certain additional flow types:
a) Vacancy flow type:

- a flow type for follow-up postings.

Assign this flow type to the vacancy flow type in the table of reference flow types under the
relation key "2 Real Estate follow-up postings" as a reference flow type.

Example: Flow type 1023 Basic rent follow-up post. vac. is assigned to flow type 1003

- a flow type for follow-up credit postings

Assign this flow type to the vacancy flow type in the table of reference flow types under the
relation key "32 Real Estate follow-up credit postings" as a reference flow type.

Example: Flow type 1033 Basic rent follow-up pos. vac is assigned to flow type 1003.

b) Flow type for own use:

- a flow type for follow-up postings

Assign this flow type to the own use flow type in the table of reference flow types under the
relation key "2 Real Estate follow-up postings" as a reference flow type.

Example: Flow type 1024 Basic rent follow-up post. own use is assigned to flow type 1004.

- a flow type for follow-up credit postings

Assign this flow type to the own use flow type in the table of reference flow types under the
relation key "32 Real Estate follow-up credit postings" as a reference flow type.

Example: Flow type 1034 Basic rent follow-up pos. own use is assigned to flow type 1004.

- if accruals/deferrals are to be posted, four flow types are required for these. You maintain these
flow types in the reference flow type table for flow type own use, as described in the example

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of flow type 1000 above (example 1004).

11.5.2.1.1.2 Cash Deposit

The following flow types are required for posting cash deposits:
1. One flow type for posting receivables

Example: Flow type 6000 Cash deposit


2. One flow type for periodic interest clearing

Example: Flow type 6100 Interest clearing cash deposit


3. One flow type for posting interest at the same time as the cash deposit is refunded

Example: Flow type 6200 Cash deposit interest

A follow-up posting flow type for credit memos is also required for this flow type so that if a notice
is cancelled, the interest posting which has already taken place can be reversed. This means that the
account determination of the follow-up posting flow type has to be the opposite of the account
determination of the flow type for the interest posting (cancellation posting key).

Example: Flow type 6202 Follow-up posting cash deposit interest

4. One flow type for refund (credit) of the cash deposit.

Example: Flow type 6500 Cash deposit refund

Cash deposit processing: when defining the flow type in the detail screen it is important to make
assignments regarding the flow category and the FiMA calculation category (financial mathematics).

These are:
Flow type Flow category FiMa calculation category
Cash deposit A AA
Cash deposit int.clear. TC ZV
Cash deposit interest TZ TZ
Follow-up post.cash dep.int TZ TZ
Cash deposit refund TT TT

You also have to assign the "Cash deposit" flow type to flow category A in the "Assign flow types to flow
categories" table. Create condition types for all three flow types. Assign the condition types to the "001
Rental agreement" condition group, choosing hierarchy level 9 (no display). You should set the "Hide"
indicator since the condition type cannot be explicitly selected in the dialog.

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Note

You are not allowed to set a follow-up posting flow type for the cash deposit interest flow type.
If you use reference interest rates for interest calculation, in other words not fixed but variable interest
percentage rates, an "Interest adj. cash deposit" condition type (condition type 59 in the standard
Customizing) must be created for technical reasons. You are not allowed to assign this condition type a
flow type.

The condition type must be determined as follows:


Flow type (Field TZK01I-SBEWZITI): ZF
FiMa calculation type (Field TZK01I-SBERFIMA): ZA

11.5.2.1.1.3 Rent Reduction

The following section describes which flow types are required for a rent reduction condition type.
Example: Condition type 50, rent reduction 1
To define the condition type as a condition type to be reduced, you have to enter the condition type with
reference to the condition type to be reduced in the condition type table. This ensures that all dialogs for
maintaining conditions only accept amounts preceded by a minus sign.
The following flow types are required (flow type numbers listed serve only as examples):
1. Original flow type to which the condition type refers:
Assign this flow type to the condition type (in the table for defining condition types)

Example: Flow type 5000, rent reduction 1


2. Flow type for follow-up postings:
Account assignment as for basic rent

Example: Flow type 5002, follow-up posting, rent reduction 1


3. Flow type for follow-up credit postings
Account assignment as for rent reduction 5000

Example: Flow type 5001, follow-up posting, rent reduction 1, receivable


4. Flow type for vacancies, if you intend to carry out vacancy debit positions for rent reductions

Example: Flow type 5003, rent reduction 1, vacancy


5. Flow type for own use, if you intend to create rental agreements for own use

Example: Flow type 5004, rent reduction 1, own use


6. Flow types for accruals/deferrals, if you intend to have them, you have to derive certain flow types
from the existing flow types for
a) Vacancy flow type

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- Flow type for follow-up postings

Assign this flow type to the flow type for vacancies in the reference flow type table. In the
reference flow type table, assign it under the relation key "2 Real Estate follow-up postings".

Example: Flow type 5033, follow-up posting, rent reduction 1, vacancy is assigned to flow
type 5003.

- Flow type for follow-up credit postings

Assign this flow type to the flow type for vacancies in the reference flow type table. In the
reference flow type table, assign it as a reference flow type under the relation key "32 Real
Estate follow-up credit postings".

Example: Flow type 5023, rent reduction 1, vacancy receivable is assigned to flow type
5003.

b) Flow type for own use:

- Flow type for follow-up postings

Example: Flow type 5034, follow-up posting, rent reduction 1, own use is assigned to flow
type 5004.

- Flow type for follow-up credit postings

Example: Flow type 5024, rent reduction 1, own use, receivable is assigned to flow type
5004.

- If accruals/deferrals are to be posted, four flow types are available. You maintain these flow
types - as described in the example for flow type 1000 - in the reference flow type table for the
own use flow type (example 1004).

11.5.2.1.1.4 Advance Payments for Operating Costs

In this section we describe the procedure for determining all flow types required for a condition type (of a
rental agreement), when this condition type has the character of an advance payment for operating or
heating expenses.
Example: Condition type 20 AP Oper.costs
The following flow types are required (numbers of the flow types listed only serve as examples):
1. Original flow types to which the condition type refers:
Assign this flow type to the condition type (table of definitions of condition types). The flow type

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must have the following flow category characteristics in the flow type table:

- 3VZB if used for advance payments for operating costs (exclusive of heating expenses)
- 3VZH if used for advance payments for heating expenses
- 3VZN if used for advance payments for operating and heating expenses.

Example: Flow type 2000 AP oper.costs


2. Flow type for follow-up postings:
Assign this flow type to the original flow type in the table of reference flow types under the relation
key "2 Real Estate follow-up postings" as a reference flow type. The flow type must have the same
flow category (3VZB, 3VZH, 3VZN) as the original flow type.

Example: Flow type 2001 AP oper.costs follow-up postings


3. Flow type for follow-up credit postings:
Assign this flow type to the original flow type in the table of reference flow types under the relation
key "32 Real Estate follow-up credit postings" as a reference flow type.

Example: Flow type 2002 AP oper.costs follow-up credit posting


4. Flow type for vacancies, if you intend to carry out vacancy debit positions. Normally this is only
required if the tenant service charge principle is implemented (Austria).
Assign this flow type to the original flow type in the table of reference flow types under the relation
key "38 Vacancy" as a reference flow type.

Example: Flow type 2003 AP oper.costs vacancy


5. Flow type for own use, if you intend to create rental agreements for own use:
Assign this flow type to the original flow type in the table of reference flow types under the relation
key "39 Own use" as a reference flow type.

Example: Flow type 2004 AP oper.costs own use


6. Flow types for accruals/deferrals if you intend to carry out accrual/ deferral postings.
7. Flow types for service charge settlements:

The service charge settlement is used to determine which share of the service charges falls on any
particular tenant. This share is invoiced to him. The necessary posting is derived from the orginal
flow type with which the advance payment is booked.
From time to time it may happen that, owing to credit memos issued on settlement units, the
settlement result for the tenant involves a credit and not a receivable. In this case it is also necessary
to determine the posting record by way of a flow type that is derived from the flow type of the
advance payment posting.
Caution: This applies to the posting of the settlement result. Crediting the advance payments made
by the tenant is treated separately. Please refer to the section "Settlement of advance payments".

Consequently two reference flow types are necessary:

a) one flow type for receivables resulting from settlements:

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Assign this flow type to the original flow type in the table of reference flow types under the
relation key "4 Receivables from settlements" as a reference flow type.

Example: Flow type 2005 Receiv.from sett.: AP oper.costs

b) one flow type for credits resulting from settlements:


Assign this flow type to the original flow type in the table of reference flow types under the
relation key "3 Credit from settlements" as a reference flow type.

Example: Flow type 2006 Credit from sett.: AP oper.costs


8. From the derived flow types, you have again to derive certain additional flow types:
a) Vacancy flow type:

- a flow type for follow-up postings

Example: Flow type 2023 AP follow-up post. oper.costs vac is assigned to flow type 2003.

- a flow type for follow-up credit postings

Example: Flow type 2033 Follow-up post.AP oper.costs vac is assigned to flow type 2003

b) Flow type for own use:

- a flow type for follow-up postings

Example: Flow type 2024 Follow-up post. AP oper.costs own use is assigned to flow type
2004.

- a flow type for follow-up credit postings

Example: Flow type 2034 Follow-up post. AP oper.costs own use is assigned to flow type
2004.
c) A flow type for posting receivables from settlements is required in the case of rental
agreements for own use.

Assign this flow type to the flow type for receivables from settlements in the table of reference
flow types under the relation key "39 Own use" as a reference flow type.

Example: Flow type 2085 Receiv.from sett: AP oper.costs own use is assigned to flow type
2005.
d) A flow type for own use is required for the flow type for posting credit from settlements if you
have any rental agreements for own use.

Assign this flow type to the flow type for credit from settlements in the table of reference flow
types under the relation key "39 Own use" as a reference flow type.

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Example: Flow type 2086 Credit from sett: AP oper.costs own use is assigned to flow type
2006.

11.5.2.1.1.5 Advance Payments for Sales-Based Rents

In the following section, the procedure used for determining all the flow types required for a condition
type (of a rental agreement)that consists of an advance payment for sales-based rents is described.
Example: Condition type 40 AP Sales-based rent
The following flow types are required (numbers of the flow types listed serve only as examples):
1. Original flow type to which the condition type refers:
Assign this flow type to the condition type (in the table for defining condition types). The flow type
must have the flow category 3VZU in the flow type table.

Example: Flow type 4000 AP Sales-based rent


2. Flow type for follow-up postings:
The flow type must have the same flow category (3VZU) as the original flow type.

Example: Flow type 4001 AP sales-based rent follow-up post.


3. Flow type for follow-up credit postings:

Example: Flow type 4002 AP sales-based rent follow-up credit post.


4. Flow type for vacancies, if you intend to carry out vacancy debit positions:

Example: Flow type 4003 AP Vacancy sales-based rent


5. Flow type for own use, if you intend to create rental agreements for own use:

Example: Flow type 4004 AP own use sales-based rent


6. Flow types for accruals/deferrals, if accruals are to be posted
7. Flow types for sales-based rent settlements:

For sales-based rent settlements, the amount of rent to be paid by the tenant is determined by the
conditions of the rental agreement and the sales report submitted. The receivable amount is posted
with a flow type that is derived from the flow type used to post advance payments.

Caution: This applies only to postings of settlement results. The crediting of the tenant's advance
payments is treated separately. Please refer to the section on "Clearing advance payments".

Therefore a flow type for receivables from settlements is required.


Assign this flow type to the original flow type in the reference flow type table as a reference flow
type under the relationship key "4 Receivables from settlements".

Example: Flow type 4005 Receiv.from sett.: AP sales-based rent

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8. You have to derive certain flow types from the flow types that have already been derived:
a) Vacancy flow type:

- a flow type for follow-up postings

Example: Flow type 4023 AP vac.sales-based rent follow-up post. is assigned to flow type
4003.

- a flow type for follow-up credit postings

Example: Flow type 4033 AP vac.OC follow-up credit post. is assigned to flow type 4003.

b) Flow type for own use:

- a flow type for follow-up postings

Example: Flow type 4024 AP sls-bsd rent own use follow-up post. is assigned to flow type
4004.

- a flow type for follow-up credit postings

Example: Flow type 4034 AP OC own use follow-up credit post. is assigned to flow type
4004.

c) If rental agreements specify own use, a flow type for own use is required for the flow type for
posting receivables from settlements.

Assign this flow type to the flow type for receivables from settlements in the reference flow
type table as a reference flow type under the relationship key "39 Own use".

Example: Flow type 4085 Receiv.frm sttl.: AP sls-bsd rent own use is assigned to flow type
4005.
9. Flow types for accrual/deferral

If you want to carry out accrual/deferral postings for sales-based rent, you have to indicate the
condition type AP sales-based rent as accruable/deferrable. You also have to define the
accrual/deferral flow types. For more information, refer to Accruals/Deferrals.

Example

Flow type 1012 Debit accr./def. rnt pd in adv is assigned to flow type 4000 using relationship key
005 (deferral).

Flow type 1011 Debit accr./def. rnt pd in arr is assigned to flow type 4000 using relationship key

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006 (accrual).

Flow type 1014 Cons. accr./def. rnt pd in adv is assigned to flow type 4000 using relationship key
007 (write back deferral).

Flow type 1013 Cons.accr./def rent pd in arrs is assigned to flow type 4000 using relationship key
008 (write back accrual).

Note

If several condition types for advance payments for sales-based rent are used in one contract, these
conditions types MUST have different flow types, otherwise the sales-based rent settlement will be
cancelled.

11.5.2.1.1.6 One-Time Postings

You execute one-time postings with automatic account determination using the transaction "One-time
postings". The only thing you have to enter apart from the document header data is the rental agreement
number and flow type.
Determine which postings with automatic account determination and rental agreement account
assignment frequently occur. These may be debit-side postings or G/L account postings with rental
agreement account assignment, but not credit-side postings.
Create a flow type for each possible posting in the flow type table. The flow type must have the entry 01
in the "Flow type group" to allow one-time postings (detailed screen for maintenance of flow type).
You also have to maintain an account determination rule in the menu section "Rental agreement account
determination",
Derived flow types are not used.

Example: Flow type 8100 One-time posting third-party debiting.

11.5.2.1.1.7 Instalment Payments

You can post instalment payments for overdue rent; this means the original payments are cleared and new
payments split up into instalments payments are created. This posting is carried out automaticallly using
flow type 3RAT.
Create a flow type for instalment payments in the flow type table.
Example: Flow type 7001 Instalment payment 3RAT
Assign this flow type to flow category 3RA in the "Assign flow types to flow categories" table.
Create the account determination rule in the "Account determination rules rental agreement" dialog. Use
only the posting key for the debit posting.

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11.5.2.1.1.8 Service Charge Settlement, Operating Expenses Settlement

To carry out service charge or heating expenses settlements, the following is required:
1. Flow types for posting receivables:
You will find an explanation of these flow types in the section on flow types for advance payments
conditions.
2. Flow types for transfer postings of advance payments made:
a) for settlement with external tenants (third-party management):
Advance payments for operating costs, heating costs and sales-based rents are settled by a
transfer posting of the advance payments made. An item is set with the amount of the advance
payment, "Credit from transfer posting of advance payments made". This posting is carried out
automatically via flow type 3UAN.
This flow category is also used for unqualified down payments or for overpayments.
Create a flow type for payments on account in the flow type table.
Example: Flow type 7000 Unqual.pymnts on accnt 3UAN
Assign this flow type to the flow category 3UAN in the table "Assign flow types to flow categories".
Create the account determination rule in the "Rental agreement account determination rules" table. Use
only the credit posting key.
b) for settlements with internal tenants (own use):
Maintain the flow type in the "Assign flow type to flow categories" using the key 3UES.

Example: Flow type 7140 AP Own use bef. vac./own use 3UES

c) for the tenant service charge principle (Austria):

Flow type 3UAS is used when the rental unit has been used for own use at the time of
settlement, although third-party usage occurred during the settlement period. That means the
advance payments made by the third-party tenant have to be credited to the cost center that was
valid for the rental unit at the time of settlement. This processing method is only valid for the
Austrian tenant service charge principle. It also applies when the rental unit is vacant at the
time of settlement after a period of third-party usage within the settlement period (posting on
vacancy cost center).

Example: Flow type 7100 AP Third-party usage bef. own/vac. 3UAS

Create the flow type for any transfer postings resulting from the rental unit being vacant during
the settlement period and at the time of settlement either being vacant or being rented for own
use (only applies to tenant service charge principle) using flow category 3UAV.

Example: Flow type 7150 AP Vac. bef. own use/vac. 3UAV

Use flow category 3UAK to create a flow type for any transfer postings resulting from the

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rental unit being vacant during the settlement period but being rented for third-party usage at
the time of settlement. In this case, imputed advance payments would be posted for the period
of vacancy which then have to be transferred to the tenant's customer account at the time of
settlement.

Example: Flow type 7120 AP Vac. bef. third-party usage 3UAK

Use flow category 3UED to create a flow type for transferring advance payments when the
rental unit was rented for own use during the settlemlent period but for third-party usage at the
time of settlement.

Example: Flow type 7130 AP Own use bef. third-party usage 3UED

Use flow category 3UES to create a flow type for transferring advance payments when the
rental unit was rented for own use during the settlement period but was vacant or rented for
own usage at the time of settlement.

Example: Flow type 7140 AP Own use bef. own/vac. 3UES

3. Posting percentage surcharges (management costs surcharge)

Maintain the flow type to be defined in the table "Assign flow types to flow categories" using the
key "3VWZ".
If settlements are made on rental agreements for own use, you also have to create a reference flow
type for own use for the flow type relating to management costs surcharges.
For posting management costs surcharges to costs that remain on the rental unit (vacancies), you
have to create a reference flow type for vacancies.

Example: Flow type 7010 SCS management surch. 3VWZ


Flow type 7014 for relation key 039
"Own use" for original flow type 7010
Flow type 7013 for relation key 038
"Vacancy" for original flow type 7010
4. Posting percentage surcharges (apportionment loss risk) only for rental units with certain usage types
(publicly subsidized apartments)

Maintain the flow type to be defined in the table "Assign flow types to flow categories" using the
key "3UAW".

11.5.2.1.1.9 Incoming Payments: Underpayment, Overpayment

In account maintenance it is possible to post both under- and overpayments. The original receivables are
cleared, and you proceed as follows:
- In the case of underpayment, enter the new receivable. You post the new receivable via the flow
category 3UNT.

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- In the case of overpayment, make a payment on account. You do this via flow category 3UNT
(already described in the "Clearing advance payments" section).

Note:

To maintain clarity on the payments situation, we recommend avoiding the posting of underpayments
since this will clear the original receivable. Instead we would recommend to make a payment on account
to the amount of the incoming payment and to leave the original receivable open.

Payment on account (Overpayment)

Create a flow type for payments on account in the flow type table.
Example: Flow type 7000 Unqual.payment on account 3UAN
Assign this flow type to the flow category 3UAN in the "Assign flow types to flow categories" table.
Create the account determination rule in the "Rental agreement account detemination rules" dialog. Use
only the posting key for credit postings.

Underpayments

Create a flow type for underpayments in the flow type table.


Example: Flow type 7003 Underpayment 3UNT
Assign this flow type to the flow category 3UNT in the "Assign flow types to flow categories" table.
Create the account determination in the "Rental agreement account determination rules" table. Use only
the posting key for debit postings.

11.5.2.1.1.10 Irrecoverable Debt

If rents in arrears are considered to be irrecoverable, you can write them off in account maintenance as
such. This posting is executed automatically via flow category 3UNB.
Create a flow type for irrecoverable debt in the flow type table.
Example: Flow typ 7002 Irrecoverable debt 3UNB
Assign this flow type to the flow category 3UNB in the table "Assign flow types to flow categories"
Create the account determination rule in the "Rent agreement account determination rules" screen. Use
only the posting key for debit postings.

11.5.2.1.2 Management Contract

The following is required for postings to management contracts:


a) Flow types for condition types of periodic fee postings

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b) Flow types for event-driven fee postings.

Example: Flow type 9000 Management fee

You also have to create the following derived flow types:


1. Flow type for follow-up postings

Assign this flow type to the original flow type in the reference flow type table as a reference flow
type under the relation key "2 Real Estate follow-up postings".

Example: Flow type 9001 Management fee follow-up posting

2. Flow type for credit follow-up postings

Assign this flow type to the original flow type in the reference flow type table as a reference flow
type under the relation key "32 Real Estate credit follow-up postings"

Example: Flow type 9002 Management fee credit follow-up posting

3. Flow type for credit-side postings

Assign this flow type to the original flow type in the reference flow type table as a reference flow
type under the relation key "33 Management agreement credit-side postings" (in the company code
of the management contract).

Example: Flow type 9009 Credit-side management fee

The flow type for credit-side postings again requires a flow type for follow-up postings:

4. Flow type for follow-up postings

Assign this flow type to the original flow type in the reference flow type table as a reference flow
type under the relation key "2 Real Estate follow-up postings".

Example: Flow type 9029 Credit-side mngmnt fee follow-up postings

5. Flow type for follow-up credit postings

Assign this flow type to the original flow type in the reference flow type table as a reference flow
type under the relation key "32 Real Estate follow-up credit postings.

Example: Flow type 9039 Mngmnt fee follow-up credit posting for flow type 9009

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11.5.2.1.3 Flow Types for General Contract

Below is a description of the flow types required for postings related to the Real Estate general contract.

11.5.2.1.3.1 Periodic Postings for General Contract

First read about account determination in the General Contract section.


This section tells you which flow types are required for general contract condition types.
Example: Condition type 9100 Credit-side basic rent
To use this condition type in a general contract, it has to be assigned to a condition group of the product
type ICN.
The following flow types are required (the numbers of the flow type names are examples only).
1. Original flow type to which the condition type "Credit-side basic rent" refers. This flow type has to
be assigned to the condition type (table for defining condition types).

Example: Flow type V100 Credit-side basic rent


2. Flow type for follow-up postings due to condition increase (relationship key 002)

Example: Flow type V101 Follow-up posting for credit-side basic rent
3. Flow type for follow-up postings due to condition reduction (relationship key 032)

Example: Flow type V102 Credit-side basic rent follow-up credit posting

4. Flow type for transfer postings on objects


This flow type has to be assigned to the original flow type using relationship key 034 "General
contract transfer postings".

Example: Flow type V500 Transfer posting on objects vendor contract


5. A flow type for for transfer postings on objects also has to be assigned to the flow type for follow-up
postings due to a condition increase.

Example: Flow type V501 Transfer posting on objects vendor condition increase is assigned to
flow type V101 Basic rent credit-side follow-up posting using relationship key 034.

6. A flow type for transfer postings to objects has to be assigned likewise to the flow type for follow-up
postings due to a condition reduction.

Example: Flow type V502 Transfer posting of objects vendor condition decrease is assigned to
flow type V102 Credit-side basic rent follow-up credit posting using relationship key 034.

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Note:

When you make settings for flow types, you have to make sure that the "Activity indicator" field
(SVORGKZ) is correct. You have to make the following settings:
V100 Vendor basic rent gen.contract .... 11 General contract debit
V101 Cr. basic rent f.u.p. GenCtr. .... 11 General contract debit
V102 Cr.basic rent f.u.cr.p. GenCtr .... 12 General contract credit
V500 Obj.transf.posting vendor ctct .... 12 General contract credit
V501 Obj.trans.post vend.cond.incr. .... 12 General contract credit
V502 Obj.trans.post.vend.cond.decr..... 11 General contract debit
Incorrect settings result in incorrect account assignments.

Incoming payments for debit-side general contracts


In account maintenance you can post both underpayment and overpayments. The original receivables are
then cleared, and instead:
- For underpayments, a new receivable is created. The receivable is posted using flow type 9UNT.
- For overpayments, a payment on account is posted. The payment on account is posted using flow
type 9UAN.
- A payment installment is posted. The posting is carried out using flow type 9RAT.
- An irrecoverable debt is posted. The posting is carried out using flow type 9UNB.
Payment on account (overpayment)
Create a flow type for payments on account in the flow type table. For example, Flow type V700 Unqual.
payment on account 9UAN.
Assign this flow type to flow category 9UAN in the "Assign Flow Types to Flow Categories" table.
Create the account determination rule in the "General Contract Account Determination Rule" dialog box.
Here you only use the posting key for the credit posting.
Underpayment
Create a flow type for underpayments in the flow type table. For example, Flow type V703 Underpayment
9UNT.
Assign this flow type to flow category 9UNT in the "Assign Flow Types to Flow Categories" table.
Installment payments
You can post installment payments for rent in arrears; the original receivables are cleared and new
receivables in the form of several installments take their place. This posting is carried out automatically
using flow type 9RAT. Create a flow type for installment payments in the flow type table. For example,
Flow type V701 Installment payment 9RAT.

Assign this flow type to the flow category 9RAT in the "Assign Flow Types to Flow Categories" table.
Create the account determination rule in the "General Contract Account Determination Rule" dialog box.
Here you only use the posting key for the debit posting.

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Irrecoverable debt
If overdue rent is identified as irrecoverable, you can clear it in account maintenance as an irrecoverable
entry. The posting is carried out automatically using flow type 9UNB.
Create a flow type for irrecoverable debts in the flow type table. For example, Flow type V702 Irrecov.
Debts 9UNB.
Assign this flow type to flow category 9UNB in the "Assign Flow Types to Flow Categories" table. Create
the account determination rule in the "General Contract Account Determination Rules" dialog box. Here
you only use the posting key for debit postings.

11.5.2.1.3.2 Incoming Payments and Account Maintenance

The following postings can be made in account maintenance:


- Postings on account (for overpayments)
- Underpayments (to generate residual items)
- Clearing irrecoverable debt
- Installment payments

Postings on account (overpayments)

A posting on account is made for underpayments. You make this kind of payment with flow category
9UAN (caution: contract type '3'!). Create a flow type for postings on account in the flow type table.
Example: Flow type 7200 GC unqual.payment on account 9UAN
Assign this flow type to flow category 9UAN in the table under "Assign Flow Types to Flow Categories".
In the "General Contract Account Determination Rules" dialog, create the account determination rule.
Only the posting key for the credit posting is used here.
In the case of an "underpayment", the original receivables are cleared and a new receivable is set. The
receivable posting is made with flow category 9UNT.

Note:

To be able to track receivables, we recommend avoiding posting underpayments because the original
receivable is then cleared. It is better to make a posting on account in the amount of the incoming
payment and to leave the original payment open.

Underpayment

Create a flow type for underpayment in the flow type table.


Example: Flow type 7203 GC underpayment 9UNT

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Assign this flow type to flow category 9UNT (contract '3'!) in the table under "Assign Flow Types to Flow
Categories".
In the "General Contract Account Determination Rules" dialog, create an account determination rule.
Only the posting key for debit postings is used here.

Installment payments

You can post installment payments for rent in arrears. Here the original receivables are cleared and the
new receivables are set as installment payments. This posting is done automatically with flow category
9RAT.
Create a flow category for installment payments in the flow type table.
Example: Flow type 7201 GC installment payment 9RAT
Assign this flow type to flow category 9RAT (contract type '3'!) in the table under "Assign Flow Types to
Flow Categories".
Create the account determination rule in the "General Contract Account Determination Rules" dialog.
Only the posting key for debit postings is used here.

Irrecoverable debt

If, during account maintenance, rent in arrears is considered to be irrecoverable, it can be written off. This
posting is made automatically with flow category 9UNB.
Create a flow type for irrecoverable debt in the flow type table.
Example: Flow type 7202 GC irrecoverable debt 9UNB
Assign this flow type to flow category 9UNB in the table under "Assign Flow Types to Flow Categories".
Create the account determination rules in the "General Contract Account Determination Rules" dialog.
Only the posting key for debit postings is used here.
Assign Flow Types to Flow Categories
Maintain General Contract Account Determination

11.5.2.2 Maintain Flow Types

In the flow types section, you define unique keys for posting-relevant or statistical transactions. A flow

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type thus classifies a transaction


- in the cash flow
- and in Financial Accounting.
From the point of view of the Real Estate Management component, the flow types are a central basis for
all posting procedures, such as for the debit position of the rental agreements. You have to determine
certain defaults for every flow type. In R/3 Real Estate, the following are important here:

- the flow category


Using the flow categories predefined by the system, you classify the flow type and thus certain
types of posting procedures (for example, advance payment of operating costs, basic rent). On
the one hand, this can be the reference to an "internal"flow type. On the other hand, you can
assign several flow types to the same flow categories. Thus you have to assign the category
"3VZB" to all flow types that belong to an advance payment of operating costs, for example.

You have to maintain the following flow types:

For operating costs advance payments (w/o heating) 3VZB


For heating expenses advance payments 3VZH
For service charge advance payments (with and w/o heating) 3VZN
For sales-based rent advance payments 3VZU
For accrual/deferral flow types EAAR

- the activity indicator


With the activity indicator, you determine what the effects a debit or a credit posting has (see
below). Here, the following possible entries are relevant for Real Estate Management:

Activity indicator Application example


01 Receivable Basic rent
03 Payable Credit memo
09 Cost ctrs Basic rent-
Debit Own use
10 Cost ctrs Credit memo-
Credit Own use

- the debits/credits indicator


Here you determine whether a debit or a credit posting is to be created by a flow type. The
debits/credits indicator is automatically determined from the activity indicator.

- the posting control indicator


By entering the posting control indicator, you can determine that the corresponding flow type
creates a transaction in Financial Accounting and that it therefore is not a purely statistical
transaction. You have to fill the posting control indicator with '01' so that a flow type is taken
into account for the automatic debit position.

- the type of accrual/deferral


By assigning an accrual/deferral type, you determine that this flow type is accrued/deferred.

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Furthermore, you determine which accrual/deferral method is to be used.


For some condition types, you have to determine the calculation type of financial mathematics. This
affects the following condition types in particular:
Condition type Calculation type
Cash deposit AA
Refund cash deposit TT
Interest cash deposit TZ
Interest clearing cash deposit ZV
- the cash management and forecast relevance indicator
This indicator states that the flow type is relevant for the cash management and forecast.
However, this flag is only effective if the cash management and forecast is also active for the
required company codes in Treasury. Also make sure the RE data is set up by pressing the
"Data Setup" button there and setting the "Transfer real estate data too" flag. For more
information about the Program for setting RE cash management refer to the corresponding
Report documentation.

Activities

1. Check whether you all flow types you required are contained in the standard system. If this is not the
case, create new flow types by copying an existing flow type, which is closest to what you need, by
means of the Copy as .... function
2. You might have to change the following data contents:
a) Choose the corresponding flow categories.
b) Determine the remaining attributes (see above).
3. Save your entries.

11.5.2.3 Assign Flow Types to Flow Categories

Postings are normally determined directly or indirectly by a condition type:


- The debit position uses the flow type assigned to the condition type.
- The vacancy debit position uses the reference flow type for vacancy derived from the flow type for
the condition type
- And so on
However, in some cases, a reference to a condition type cannot be established for a posting; instead, a
flow type with an activity reference, and not a condition reference, is required.
The activities to which this applies are described using flow categories; the flow category determines the
flow type used to control the posting.
In this section, you assign flow types to the flow categories. Flow types have to be assigned to the
following flow categories:

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Flow Category ID
Follow-up postings 3NCH
Cash deposit A
Administration costs surcharge 3VWZ
Unqualified down payment 3UAN
Unqualified down payment 9UAN (General contract)
Unq. down paymt fr. calc.adv.pymt 3UAK
Unqual. down payment to G/L acct 3UAS
Calc. adv.paymt to G/L acct 3UAV
Trans. adv.p. own use to G/L acct 3UES
Trans. adv.payment own use to AP 3UED
Installment payment rent arrears 3RAT
Installment payment rent arrears 9RAT (General contract)
Underpayment 3UNT
Underpayment 9UNT (General contract)
Irrecoverable debt 3UNB
Irrecoverable debt 9UNB (General contract)
Apportionment risk loss 3UAW
Returned debit memos 3RET
Bank charge for returned debit memos 3GEB

Explanations:

1. All follow-up postings, for which no reference flow types for follow-up postings were found, are
handled via the flow category 3NCH. One flow type each is required for the follow-up posting of
credit memos and one for the follow-up posting of debit memos. We recommend using the
corresponding reference flow types to make the follow-up postings.
If you do not assign the flow category 3NCH a flow type, this will ensure that 3NCH is used for
follow-up postings, which do not have a reference flow type. The system issues an error message if
follow-up postings are required for flow type that does not have a specific reference flow type.
2. For the cash deposit treatment, an entry for the flow category A is required. When you create a cash
deposit, this flow category aids the determination of the flow type used for placing the cash deposit
in the cash flow.
3. If a percentage surcharge is added to the service charge settlement results and charged to the tenant,
the posting record required is taken from the flow types assigned to the flow category 3VWZ. This
surcharge is charged to all participating rental agreements. It is used in Switzerland.
4. If, within the service charge settlement, a percentage surcharge is charged on the settlement result
only applying to tenants of objects with a certain usage type, you can post this surcharge via the the
flow type of the flow category 3UAW. This surcharge is used in Germany in particular for publicly
financed apartments. The usage type must be identified respectively (see Service Charge Settlement
-> Basic settings).
5. The flow category 3UAN is used to post unqualified down payments (for example, unassignable

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incoming payments) to customer accounts. It is also used for transferring the advance payments
received in the service charges settlement when the usage type is third-party rental (no own use).
Flow category 9UAN is used for general customer contracts. Only the credit item is relevant for
creating the posting record, the debit posting is determined from the environment.
6. The flow category 3UNT is used to post underpayments. Flow category 9UNT is used for general
customer contracts.
7. The flow category 3RAT is used to post installment payments. Flow category 9RAT is used for
general customer contracts.
8. The flow category 3UNB is used to post irrecoverable debt. Flow category 9UNB is used for general
customer contracts.
9. Flow categories 3RET and 3GEB are used to post a returned debit memo. This posting generates a
new open item for the amount of the original debit memo (3RET) and an item in the amount of the
bank charges (3GEB).
10. The flow type for the flow category 3UES is required in cases where advance payments were posted
within the debit position for rental agreements for own use. In this case, these advance payments are
to be credited to the renting cost center during the service charges settlement.
11. Tenant service cost settlement (Austria)

The flow categories 3UAS, 3UAV, 3UAK and 3UED are required for the service charges settlement
in cases where the tenant service cost settlement (Austria) is to be applied to the following objects,
which have the following function:

The flow category 3UAS is used when the usage type changes from third-party to own usage in a
settlement period. In this case advance payments made by the third-party tenant have to be credited
to the cost center that has rented the the rental unit on the date of the settlement. This method is valid
only for the tenant service cost settlement. It also applies in cases where the rental unit after
third-party usage in the settlement period is vacant on the date of the settlement (posting to vacancy
cost center).

The flow category 3UAV determines the flow type used for transfer posting when the rental unit was
vacant in the settlement period and is vacant or occupied for own use on the date of the settlement
(tenant service cost settlement only).

The flow category 3UAK determines the flow type used for transfer posting when the rental unit was
vacant in the settlement period but is occupied by a third-party tenant on the date of the settlement.
In this case, the advance payments are posted (on an accrual basis) in the vacancy period. Transfer
these advance paymens to the customer account of the tenant on the date of the settlement.

The flow category 3UED determines the flow type used for transferring the advance payments when
the rental unit was occupied for own use in the settlement period and occupied by a third-party
tenant on the date of the settlement.

The flow category 3UES determines the flow type used for transferring advance payments if after
the own use in the settlement period, the rental unit is vacant or occupied for own use on the date of
the settlement.

Overview of the flow categories for the service charges settlement (transfer posting advance

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payments):

Period Time TSC FlowCat for AP FlowTyp


RA 3rd pty RA 3rd pty no 3UAN Unqual. down payment 7000
RA 3rd pty RA 3rd pty yes 3UAN Unqual. down payment 7000
RA 3rd pty RU own yes 3UAS Unqual.dwnpymt G/L acct 7100
RA 3rd pty RU vacant yes 3UAS Unqual.dwnpymt G/L acct 7100
RU vacant RU vacant yes 3UAV Calc. adv.pymt G/L acct 7150
RU vacant RA 3rd pty yes 3UAK Unqu.DP from calc. AP 7120
RU vacant RA own yes 3UAV Calc.adv.pymt to G/Lacct 7150
RA own RA own no 3UES Trans AP own to G/Lacct 7140
RA own RA own yes 3UES Trans.AP own to G/Lacct 7140
RA own RU vacant yes 3UES Trans.AP own to G/Lacct 7140
RA own RA 3rd pty yes 3UED Trans.AP own to CustAcct 7130

Activities

1. Check whether all of the flow types have been assigned correctly.
2. If this is not the case, change the assignments
a) FCat: Key of the flow categories predefined by the system.
b) FTyp1: Key of the first flow type to be assigned to the flow category.
c) D/C: Indicator as to whether the first flow tpe is a debit or a credit posting. This indicator is
automatically determined from the flow type.
d) FTyp2: Key of the second flow type to be assigned to the flow category. Provided that the
indicator FCat1 refers to a debit posting, the credit posting has to be set at this point, and vice
versa.
e) D/C: Indicator as to whether the second flow type is a debit or a credit posting. This indicator is
also automatically determined from the flow type.
3. Save your entries.

11.5.2.4 Assign Reference Flow Types

In this section, you define reference flow types.

What are reference flow types?

Example:
If a rental unit is occupied by an external tenant, a posting record is determined from the conditions of the

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rental agreement by means of the flow type:


Customer to revenue from third-party usage.
If the same rental unit is assigned to an internal tenant with the same conditions, the following posting
record should apply, unlike the above posting:
Costs (at the expense of the renting cost center) to revenue from own use.
This alternative posting is achieved as follows:
The flow type is derived from the conditions of the rental agreement.
This would result in the posting "Customer to revenue from third-party usage". The "Own usage"
indicator, however, has the effect that not the original flow type is used for the account determination but
a reference flow type assigned to it. Which flow type this is, is set in this menu option.
The method of the reference flow types, described here as an example for own usage, is also used for
other business activities that make postings in dependency of the conditions of the rental agreement or the
rental unit. These activities are distinguished by means of the relationship key.

Relationship keys for Real Estate Management

1. 002 Follow-up postings due to condition increase


The reference flow type '002 Follow-up postings due to condition increase' is used in cases where a rent
receivable is increased retrospectively (that is, after debit position has already been carried out). Flow
types to which the reference flow type refers can also be flow types for own usage and vacancy, in
addition to the basic flow types (flow types assigned directly to a condition type).
2. 003 Credit from settlement
The relationship key '003 Credit from settlement' is used in cases where credit memos were posted to
settlement units, which are passed on to the tenants in the service charge settlement.
3. 004 Receivables from settlement
The reference flow type '004 Receivables from settlement' is used to post receivables resulting from the
service charge settlement for a condition type. For the relationship type '004', you have to maintain the
reference flow types for all flow types of the flow categories '3VZB', '3VZH', '3VZN', '3VZU' (advance
payments).
4. Accrual/deferral
Rental payments for rental agreements,may in some cases be prepaid for several months or paid in arrears.
In these cases, the total amount due is posted by the debit position run of the month in which the rent
payments are due. This means that the revenue is also posted in this period, (strictly speaking, it should
really be allocated across several accounting periods). To map revenues and receivables on an accrual
basis, you can make accrual/deferral postings. The accounts are determined via reference flow types.
Maintain reference flow types for relationship keys 005, 006, 007, 008 for each flow type for which
accrual/deferral postings have to be made. Relationship keys 005 and 007 are used for the deferral of
receivables in advance while relationship keys 006 and 008 are used for receivables in arrears.
a) 005 Deferral: debit
The reference flow type for relationship key '005 Deferral: debit' is used if receivables and
revenues are already posted in a debit position posting and should be allocated to subsequent
account periods.

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Example: The quarterly rent is due in the first month of the quarter, meaning that the debit
position is run at the start of the quarter for subsequent months. When the deferral of the debit
position is made, the receivables and revenue are deferred from 'Provision for rent revenue in
advance' to 'Deferred items'. Make the setting for the corresponding account determination
using the reference flow type.
b) 006 Accrual: debit
The reference flow type for relationship key '006 Accrual: debit' is used if a revenue will be
posted in the current accounting period, although the debit position does not take place until the
next month.
Example: The quarterly rent is not due until the end of the quarter, meaning that the debit
position takes places at a later date. Make the setting for the corresponding account
determination using the reference flow type (via 'other receivables' to 'rent revenue in arrears').
c) 007 Deferral: Credit
The reference flow type for relationship key '007 Deferral: credit' is used to retransfer the
'Deferral: debit'. See the explanations on '005 Deferral: debit'. You need to make the
corresponding account determination settings for 'deferred items' to 'provision for rent revenue
in advance'.
d) 008 Accrual: credit
The reference flow type for relationship key '008 Accrual: credit' is used to retransfer the
'Accrual: debit'. See the explanations for '006 Accrual: debit'. The posting record of the
reference flow type should be 'Rent revenue in arrears - used' to 'other receivables'.

Note:
The accrual/deferral posting is only carried out for condition types with an accrual/deferral setting in
Customizing.
5. 032 Follow-up postings due to condition reduction
The relationship key '032 Follow-up posting due to condition reduction' is the counterpart of the
relationship key '002 Follow-up posting due to condition increase'. The reference flow type is used in
cases where a backdated reduction of the rent receivable has taken place (that is, after the debit position
has been carried out). Flow types, to which the reference flow type refers, can also be flow types for own
usage and vacancy, as well as basic flow types (the flow types assigned directly to a condition type).
Normally the reference flow type is based on reverse account determination (i.e. debit and credit are
swapped), as is the case for the original flow type.
6. 033 Vendor postings management contract
A flow type for the customer posting is derived from the fee types in the management contract
Customer-owner to Revenue from management contract.
This posting has to be offset against a posting to a vendor account in the company code of the owner:
Costs from management to Vendor-manager
The flow type responsible for the last-specified posting record is derived from the first-specified flow type
by means of relationship key 033. These reference flow types have to be maintained for all flow types
used for the management contract settlement. This involves the flow types derived from periodic or
event-driven fee types. You have to assign the flow types for the credit-side postings using the company
code in which the managed objects are situated.
You have to again create reference flow types for follow-up postings for the reference flow types
determined here.

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7. 038 Vacancy
The reference flow type '038 Vacancy' is used in cases where the rental unit is vacant since no active
rental agreement is assigned.
Caution: Vacancy flows are basically created and posted only for condition types if a reference flow is
defined here for the corresponding flow type.
By means of the definition of the vacancy flow types, you can control whether a condition type on the
rental unit is used merely for information (default value for the rental agreement) or whether vacancy
postings are to be made for this condition type.
You have to define a G/L account posting as account determination. For the reference flow types for the
relationship type "038 Vacancy", you also have to define reference flow types with the relationship keys
'002 Follow-up postings due to condition increase' and '032 Follow-up postings due to condition
reduction'.
8. 039 Own usage
The reference flow type for the relationship key '039 Own usage' is used, provided that the cash flow is
created from:
a) An own usage rental agreement, or
b) A general contract of the category "internal contract".
Caution: All flow types for condition types that are to be used on own usage contracts require a reference
flow type at this point, otherwise the contract cannot be activated.
You have to define a G/L account posting as account determination. For the reference flow types "039
Own usage", you also have to define reference flow types with relationship key "002 Follow-up postings
due to condition increase" and "032 Follow-up postings due to condition reduction'.
9. 050 Service charge legacy data transfer
The legacy data transfer for the tenant's advance payments for service charges is normally handled on the
basis of the flow types that differ from those of the debit position posting for service charge advance
payments. To make sure that advance payments copied in this way are taken into account in the service
charge settlement, they have to be linked with the flow type belonging to the advance payment item to be
settled using this relationship key.
Example:
Service charge advance payments for elevator costs were posted with flow type 9530. Normally, elevator
advance payments are posted with flow type 2300. The service charge settlement can only take account of
the items from the legacy data transfer if reference flow type 9530 is linked to flow type 2300 via posting
key 050.
10. 034 Transfer posting general contract objects
When you use the Real Estate general contract, the periodic posting generates a primary posting based on
the condition type. In the case of vendor contracts, this the costs are posted to the contract. If the contract
states that costs are to be distributed to objects, you have to determine a reference flow type, defined via
relationship key 034, for the transfer posting of costs to the objects. For more information, see also:
Account Determination General Contract.

Overview

The following functions are available:

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1. Maintain reference flow types:


In this section, you configure the reference flow types.
2. Help function:
Copy the settings to other company codes

Activity:
Maintain reference flow types for Real Estate Management

Precondition

Both the original flow types and the reference flow types are created in the transaction type table. The
"Flow type definition" activity has to be defined.
1. Choose the relationship key, for which you want to maintain the reference flow types.
2. Check whether all reference flow types you need exist. If this is not the case, create the missing flow
types by means of the New entries function.
3. Save your entries.

Activity:
Copy reference flow types between company codes

You can copy the settings of the reference flow types from a source company code to a target company
code by means of the "Copy reference flow types" function. You can determine, for which activities:
Follow-up postings
Settlements
Accrual/deferral
Vacancy
Own usage
the reference flow types have to be copied.

Requirements
The target company code has to be created and have the indicator "Financial Assets Management active".

Output
List of the copied entries or - in the test run - list of entries to be copied.

Note:
In the "Check Settings" activity you can check whether the Customizing settings are complete, after
handling the "Flow Types" and "Condition Types" sections.

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11.5.3 Maintain Conditions

In the "Conditions" section, you define all settings relevant to show conditions in rental agreements, rental
units or management contracts.
The conditions (condition types) specify which periodic postings are to be made as part of the debit
position run in Financial Accounting.

Condition type

A condition type appears as a condition in a rental agreement, rental unit or management contract.

Condition groups

The condition group determines which condition types apply to rental agreements, rental units and
management contracts.

Condition category

Condition types are classifed using condition categories, e.g.


- condition type 'AP operating costs' belongs to condition categories 'operating costs' and
'advance payments' while
- condition type 'basic rent' belongs to condition categories 'basic rent' and 'basic rent detail'.
Condition categories are used to ensure that condition types which cannot logically be grouped, cannot
appear together (e.g. in a rental agreement). For example, an inclusive rent and advance payments for
operating costs mutually exclude each other.

Note

For a rental unit, the conditions (condition types) have the following significance.
- They can be used as default values for the first rental/tenant changeover.
- In the case of a vacancy, the conditions defined for a rental unit can be used to post vacancy
costs ('foregone revenue').

Procedure

1. Determine which condition types you need.


2. Check the condition groups and define which condition types are allowed in which condition groups.
3. Define the condition categories and determine which ones exclude each other.
4. Assign the condition types to the condition categories.

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5. Determine the condition types for which you want to allow rent reductions.

11.5.3.1 Maintain Condition Types and Condition Groups

In this section, you edit the required condition groups and condition types for rental agreements, rental
units and management contracts as well as general contracts by:
1. checking or maintaining condition types
2. checking or maintaining condition groups
3. checking the assignment of the condition groups to product types
4. assigning condition types to the condition groups

Activities

Proceed as follows:
1. Condition types
a) Check whether the condition types suffice for your company. If you require details on the
condition types, double-click on a condition type.
b) Should you need additional condition types, create them using the "New entries" or "Copy
entry" function:
- Assign a flow type to each condition type. The flow type has to exist ("Define flow types"
activity).
- Generally, you do not need an entry in the flow type field. If the field for the flow type
maintained for the condition type is filled, the flow category defined in the flow type appears.
- If you want to base the rent on an area type other than the reference area type, assign an area
type to the condition type as a reference value.
Example: In a commercial rental agreement (for example, for a store), different rents for shop
floor space, corresponding office space, storage space, and so on, are agreed by contract. So
that these areas are displayed in the lease with the corresponding rent, define different
condition types for this and assign the area types to them:

Condition type Area type


Basic rent shop Shop floor space
Basic rent office Office space
Basic rent storage Storage area
By means of the description of condition categories, you can prevent the condition type 'Basic
rent' from being chosen in addition.
c) To support the administrator when choosing the correct condition type, you can create
documentation for each condition type (display within the processing of the rental agreement
and the rental unit).
Here in the "Documentation" field, you determine which documentation is to be displayed. Via
the "Display documentation" pushbutton, you can display the contents.

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If the available documentation modules do not suffice, you can create new modules as follows:
- Call up the "ABAP/4 Dictionary" transaction (SE11).
- Enter BKOND as object name and choose the object class "Data elements".
- Choose the "Display" function. You reach the overview screen for the data element BKOND.
- Switch from the display mode to change mode.
- Choose "Data element supplement documentation". Enter a four-digit number that describes
the data element supplement documentation. The number should come from the customer name
range (9000-9999).
- Maintain the documentation text.
- Maintain the number of the text and a short description text in the "Documentation key for
documentation dependent on condition type" (second item in this section). The standard entries
supplied by SAP should first be copied from client 000 (comparison).
- In this Customizing section, include the number of the data element supplement documentation
for the required condition type.
2. Check and maintain condition groups
3. Check the assignment of condition groups to product types

You define condition groups by assigning them to product types. The programs most frequently use
the following product types, which must be assigned to the product groups named below:

Product type Product category


IMA 460 Rental agreement offer (RE)
IME 400 Rental unit
IMV 410 Rental agreement (RE)
IVW 440 Management contract (RE)
ICN 470 General contract

Note: It is possible to create your own condition groups for each product category (product type) in
Real Estate Management. Thus it would also be possible to create a separate condition group for
product category "460" / product type "IMA". However this would only make sense if other
condition types are used in the rental offer than in the rental agreement. As this is generally not the
case, the same condition group is used for both product types.
If you need all condition types on the rental units as well as on the rental agreements, you should
assign the same condition group to the rental agreement and rental unit.

Further notes

It is generally possible to use the SAP reference Customizing.


4. Assign condition types to the condition groups
Here, you maintain the assignment of condition types to the condition groups (rental agreements,
rental units management contracts). That is: You determine which condition types may be used for
which business application components.
- Choose the "Determine condition groups" level.

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- Position the cursor on a condition group, to which you want to assign condition types.
- Then choose the "Assign condition types to condition groups" level and check the standard
setting.
The following attributes are determined for each condition type within the condition group:
Display sequence of the condition types within the group
The condition types are listed in the rental agreement, the rental unit, the offer, the management
contract (condition group) sorted by this field in ascending order.
Display hierarchy when inserting new conditions
The display hierarchy also affects master data maintenance (rental unit, rental agreement,
management contract, offer). If there you choose the "New condition type" function, first only
the condition types of hierarchy level '0' are displayed. When you use the "Display" function,
the condition types of the following level are displayed.
Hierarchy level '9' is used for condition types that are indeed required by the system but it
cannot be accessed directly by the user. Please assign hierarchy level '9' to the condition types
for cash deposit.
Condition type required entry?
With the indicator, you determine whether the entry of an amount for this condition type is
always required. However, it recommended to define this functionality using the control of the
condition category.
Superimpose the condition type on the entry screen for the conditions or not (hidden)?
Condition types, for which the 'Hide' indicator is set, are not proposed when creating a new
object but have to be explicitly chosen via the "New condition types" function.
Preselection
Determine whether the condition type may also be filled with the value 0 (the condition should
be stored as noted items), that is, a condition item
Sublease surcharge 0.00 DM.
may appear on the rental agreement, for example.
- If you want to assign additional condition types, enter them using the "New entries" function
- Save your entries.

Note on deleting condition types:

If you want to delete a condition type, first check whether dependent entries exists in the "Assign
condition types to condition groups" table. First, delete these entries. Then, delete the entries in the
"Condition types" table.

11.5.3.2 Maintain Condition Categories, Assign Condition Types

In this section, you determine


1. Which condition categories you want to use.
2. Which condition categories are incompatible with one another
3. To which condition categories the condition types belong.

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Activities

1. Maintain condition categories


Here, you determine condition categories as grouping keys for summarising individual condition types
with similar features.
a) Check whether the standard settings meet your requirements.
b) You might have to create the necessary condition categories ("New entries").
c) For each condition category, determine how many condition types of this condition category
may appear on a rental agreement at the same time, and so on (Indicator: number of
conditions).
d) Check whether you have to assign the condition category to an internal condition category.
For individual condition categories, you can determine an assignment to an internal condition
category. The internal condition category can take on the following characteristic values:
- Advance payment (internal condition category 01)
For this characteristic value, the amounts paid by means of the assigned condition types are
calculated in the form of an advance payment. This means that the amount is offset against the
actual service charges settlement that was calculated in retrospect. This can result in further
receivables or repayments.
- Flat rate (internal condition category 02)
In case of a 'flate rate', all service charges calculated in retrospect are covered by the amount
paid by the tenant. This means that no subsequent receivables or refunds arise.
- Freely adjustable (internal condition category 03)
For the condition types assigned to the condition category 'Freely adjustable', you can make a
rent adjustment by means of the "Adjustment of any conditions" function in the Real Estate
Management component. No legal specifications (such as rent caps) within the rent adjustment
process are taken into account here. You can use this internal condition category for
'Surcharges', for example.
- Reporting (internal condition category 04)
In reeporting, you can summarize conditions in such a way that condition types with the same
content are all listed in one column. This makes it possible, for example, to use the condition
category "basic rent" to list the basic rent of different condition types (such as basic rent for
apartments, basic rent for offices, etc.) in one column. Of course, these condition types would
have to be assigned to the condition category "basic rent".

The condition category reporting only takes into account the condition categories with the
internal condition category 04.

To prevent a condition type from appearing in several columns at the same time, you can check
the uniqueness of the assignment using the Check internal condition categories dialog box by
executing the report for internal condition category 04.
- Condition categories for applications: gross rent and net rent (internal condition categories 05
and 06)
Rental units generally contain a variety of condition types. However, an interested party does
not need this degree of detail; the "gross rent" or "net rent" is usually sufficient. Now, in order

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to be able to determine these values for the rental unit, you first have to define which condition
types are to be passed on to the gross or net rent. Create a condition category "gross rent" with
the internal condition category 05 and a condition category "net rent" with the internal
condition category 06 and assign them the condition types that you want to use for each total.
The assignment is taken into account by the extraction program used to determine the offer
objects from among the rental units. Also refer to program documentation RFVISAD0.
2. Exclude condition categories
Here you determine which condition categories exclude one another since certain condition categories are
not compatible with one another:
- The all-inclusive rent and advance payments types, for example, exclude each other as well as
flat rates and advance payments for heating expenses.
- With the description of the 'Basic rent', it is not useful to exclude other condition types. On the
other hand, it should not be allowed to specify an additional 'Basic rent' the same time you
define 'Basic rent detail' (for example, basic rent Store). You therefore have to exclude the
'Basic rent' at this point.
Excluded condition categories
a) Choose the "Maintain condition categories" level.
b) Position the cursor on the condition category, for which you would like to exclude condition
categories.
c) Choose the "Excluded condition categories" level.
d) Include the excluded condition categories using "New entries".
e) Save your entries.
3. Assignment of the condition types to the condition categories
In this step, you determine which condition types are to be assigned to which condition category.
a) Position the cursor on a condition category, to which you want to assign condition types.
b) Choose the "Assignment of condition types to condition categories" level.
c) Check whether the standard settings meets your requirements and if necessary, create condition
types for the chosen condition category.
d) Save your entries.

11.5.3.3 Assign Rent Reduction Conditions

In this section, you define the reference condition types for rent reduction.
You need these reference condition types to determine rent reductions in the rental agreement for existing
condition types.

Requirements

The condition types exist. ("Condition types" activity).

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Activities

a) For each condition type, for which you want to carry out rent reductions, create an entry
containing the reducing condition type in the "CTyp" column and the reduction condition type
in the "RCnT" column ("New entries").

11.5.3.4 Reasons for Condition Changes, Rent Reduction

In this section, you can enter additional texts with the reason for the change for each condition type.
These reasons for changes are the basis for the rent reduction for the rent reduction condition.

Note

The reasons for changes can only be entered into the dialog boxes for rental agreements when the field
status permits it (field status rental agreements).
If the field status is set to "Obligatory", the obligatory parameter is only active if there is at least one
reason for change for the condition type in the table.

11.5.4 Account Determination

In this chapter, you define the following within Real Estate Management (RE):
- the flow types
- the conditions
- the account determination

Further notes

Only in exceptional cases should you make changes to the flow types.

Account determination procedure

The account determination is used to control postings to certain accounts. The control is carried out by
means of flow types. The flow types refer to the required accounts by means of account symbols.
In Real Estate, postings are initiated by conditions being used. The conditions refer to certain flow types,
which then refer to the accounts by means of the account symbols.
In sample Customizing, for example, the condition type '0010 Basic rent' refers to the flow type '1000'.
Debit account and credit account symbols are assigned to the flow type '1000'. Depending on the chart of
accounts used, these then refer to an account to be posted to.

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Requirements

1. The accounts are created in FI.


2. The flow types are created.

11.5.4.1 Determine Account Determination for Lease-Outs

In this section, you create posting specifications for each flow type and, if necessary, for each main usage
type (attribute of building, property),
company relationship, and account determination value
These posting specifications are used to post debit position of rental agreements and some service charges
settlements that are controlled by the flow type.
The account determination is the process of replacing an account symbol with an account to be posted.
A posting record is determined for each flow type, main usage type and corporate relationship. This
posting record contains:
- The explicit specification of the posting keys to be used
- The document type
- The symbolic specification of the accounts to be posted (account symbols). Actual G/L account
numbers are assigned to the account symbols for each chart of accounts

- Details on the account determination


A number of account symbols is delivered in the standard system.
Here, the "&" symbol refers to bank accounts and the "*" symbol to other G/L accounts. Some examples
are listed below:

& = Not used


* = Reconciliation account/special G/L account
100 = Revenue from basic rent
and so on
The entry '*' is only used for debit-side posting keys. By means of this entry, you ensure that
- the reconciliation account defined in the customer master record is used as reconciliation
account for posting procedures without a special G/L indicator.
- for special G/L transactions, the special G/L account, which is assigned the reconciliation
account defined in the respective customer master record for this special G/L transaction, is
used as reconciliation account.
Example:
Customer 1010002725 has account 140000 as reconciliation account.
The posting rule is:

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01 *
50 100
According to the rule, when posting to the account of the customer 1010002725, an automatic entry
to the reconciliation account 140000 will be made in the general ledger, with the offsetting entry to
the revenue account.
For the special G/L transactions J and K,
the following specifications have been made in Customizing for Financial Accounting:

Reconcil.acct Spec. G/L trans. Special G/L acct


140000 J 196900
140000 K 196910

Thus the entry results in


09 J *
19 K *
for the following posting:
DEBIT: Accounts receivable 1010002725 with the automatic entry to the reconciliation account
196900 in the general ledger
to
CREDIT: Accounts receivable 1010002725 with the automatic entry to the reconciliation account
196910 in the general ledger

Note: for technical reasons, you also have to specify an account for the account symbol '*'. However,
this account is not used for account determination.
Changes in the account determination generally only affect the assignment of the account symbols to
accounts in your chart of accounts.

- Meaning of the keys flow type, main usage type and corporate relationship for the account
determination
For the application '0103 Real Estate', the key for the account determination consists of the partial keys
- Flow type,
- Main usage type and
- Corporate relationship (corporate group indicator)
- Account determination value
If the main usage type or the corporate relationship or account determination value are irrelevant for the
determination of the posting rule, the corresponding entries can be masked with +.

Example
Flow type Main usge type Corp.rel. Acc.Det.Val. Posting rule
4711 + + + Rule 1
4711 GROUP 2 1 Rule 2
4711 GROUP + + Rule 3
4711 + 3 + Rule 4

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First, specified entries are used for finding the posting rule. If these do not exist, a masked entry is
used for the posting rule. In the example, certain posting rules are derived for the values shown
below:

Flow type Main usge type Corp.rel. Acc.Det.Val Posting rule


4711 GROUP 2 1 -> Rule 2
4711 GROUP 2 2 -> Rule 3
4711 GROUP 1 1 -> Rule 3
4711 OWN 1 1 -> Rule 1
4711 GROUP 3 1 -> Rule 4
4711 OWN 2 1 -> Rule 1

Note:

The flow types required for the accrual/deferral posting should only have exactly one entry. The main
usage type, the group indicator and the account determination value have to be masked.

Requirements

1. The flow types are created.


2. The main usage types are created
3. The condition types are created.
4. The G/L accounts are created.

Activities

1. Check whether the correct account determination exists for all required flow types. For each flow
type with posting control '1', you need at least one entry in the account determination.
2. If account determination is missing for individual flow types, create a new one by performing the
following steps:
a) First create the necessary account symbols by means of the Symbols function and provide
them with a short name.
b) By means of the Schema function, you return to the display of the posting specifications.
There execute the Create function:
- Choose a flow type.
- Choose a main usage type. Provided that you do not want to distinguish by the main usage
type, enter +.
- Choose a corporate relationship. If you do not want to distinguish by the corporate
relationship, enter +.
- Make the following specifications for both the debit postings and the credit posting:
Posting key

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Special G/L indicator: The special G/L indicator is used in real estate management for advance
payments, operating costs, heating expenses, sales-based rent and cash deposit payables.
Account symbol: By means of the account symbol, a reference is made to a G/L account, depending
on the chart of accounts. You must always fill the "Account to be replaced" field with '+'. You can
edit or display the individual assignments by means of the Accounts function.
Comp.ID: Indicate whether identical postings should appear on the account in compressed form.
- Specify the required document type (F4). When making usual rental agreement postings, you
should assign a customer document type (in the standard system, for example DA, DR, ... ). If
the account determination is defined for the postings of own use and vacancy, you should
assign a G/L account document type (for example SA). You should also choose a G/L account
document type with the account determination of accrual/deferral postings.
3. Assign a valid G/L account of Financial Accounting to each account symbol in the chart of accounts
you use.
4. Save your entries

Note

You must define the main usage type in the master data of the buildings or properties. It may also be
derived from the assigned asset class.
The corporate group indicator/corporate relationship is an indicator belonging to the partner. You can
specify it either in the partner master record in the general data under "Report data" or in the company
code-dependent data under "Report data" in the "Corp. relationship" field.
The account determination value is a user-defined value. You have to define it in the rental agreement
(rental agreement debit position) or rental unit (rental unit debit position).

11.5.4.2 Maintain Management Contract Account Determination

Account determination management contract


In this section, you create posting specifications for each flow type, by means of which the postings to
management contracts are controlled.
The account determination is characterized by the fact that a previously set up account symbol is replaced
by an account to be posted.
A posting record is determined for each flow type that affects the management contracts. This posting
record contains
- the explicit specification of the posting keys to be used,
- the document type and
- the symbolic specification of the accounts to be posted (account symbols). Actual G/L account
numbers are assigned to the account symbols for each chart of accounts.

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Explanations on the account determination

The default settings in the standard system contain a number of account symbols. Here, the "&" symbol
refers to bank accounts and the "*" symbol to reconciliation accounts for customer or vendor accounts.
The entry '*' is used only for debit-side or credit-side posting keys. It controls that
- for posting procedures without a special G/L indicator, the reconciliation account defined in the
respective customer master record is used as reconciliation account.
- for special G/L transactions, the special G/L account assigned to the reconciliation account,
which is defined in the respective customer master record, for this special G/L transaction is
used as reconciliation account.
Example:
Customer 1010002725 has account 140000 as reconciliation account.
The posting rule is:
01 *
50 500
The rule controls that when postings are made to the account of the customer 1010002725, an
automatic entry is made to the reconciliation account 140000 in the general ledger with the offsetting
entry on the revenue account.
Please note that, for technical reasons, you also have to specify an account for the account symbol '*'.
However, this account is not used for the account determination.

Precondition

1. The flow types have to be defined.


2. The G/L accounts have to be created.

Activities

1. Check whether the correct account determinations exist for all the required flow types.
2. If the account determination is missing for individual flow types, create a new one by performing the
following steps:
a) First, create the account symbols you need, using the Symbols function, and give them a short
name.
b) Use the Specifications function to return to the display of the posting specifications. There
perform the Create function.
c) Choose a flow type from (F4).
d) Make the following specifications for the debit and the credit posting respectively:
- Posting key
- Special G/L indicator: The special G/L indicator is not used for management contracts by
default.

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- Account symbol: By means of the account symbol, a reference is made to a G/L account in
dependence on the chart of accounts. You can edit or display the individual assignments by
means of the Accounts function.
- Comp.ID: Indicate whether identical postings should appear in compressed form on the
account.
e) Specify the document type you require (F4). The document type has to be allowed for the
account types specified in the posting record.
3. Assign a valid G/L account of Financial Accounting to each account symbol in the chart of accounts
you are using.
4. Save your entries

11.5.4.3 Maintain General Contract Account Determination

First read this section: General Contract

Requirements

Create the required flow types and reference flow types. Then use this dialog to maintain:
- The symbolic names of the accounts to which postings are made
- The respectice G/L accounts for each chart of accounts
- The posting specifications for each flow type and account determination value

11.5.5 Check Account Determination

In this section, you can check the previously made settings for the account determination:

- Checking the posting records for the individual flow types or condition types.
- Checking which condition types can basically be accrued/deferred.
- Check whether corresponding reference flow types were set for the condition types that can be
accrued/deferred.

Activities

1. For the chart of accounts, check whether an account determination was carried out for the individual

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flow types or condition types (activity "Checking the account determination" or checking the
condition types):
a) Flow types/condition types without account determination are marked in "red".
b) A missing account determination has to be updated by all means (activity "Rental
agreement/customer), otherwise you cannot make a proper posting by means of this flow type.
2. Check for which condition types an accrual/deferral is possible (activity: "Condition types with
accrual/deferral indicator"):
- the condition types marked in "red" cannot be deferred/accrued.
3. Check which reference flow types have been maintained (activity: "List of reference flow types"):
- select the required flow types, for which you want to list assigned reference flow types, and
choose 'Execute'.
4. Check, for which reference flow types an accrual/deferral is possible (activity: "Check reference
flow types: accrual/deferral")
a) enter the required company codes and choose 'Execute'.
b) The condition types marked in "red" cannot be deferred/accrued.

11.6 Rental
In this section, you make settings for rentals.

11.6.1 Management of Interested Parties

The settings in this section concern the management of interested parties, which is a new function of
Release 4.6C. Refer to the corresponding Release Note on this subject.
The following terms are used in management of interested parties:

Rental request:

In the rental request, the data of the interested party as well as the description of the requested object are
stored.
You define the attributes used in the rental request and the structure of the rental request dialog in this
section.

Offer object:

Offer objects are Real Estate objects that are offered for rent. They are usually vacant or soon-to-be vacant
rental units taken from the rental unit portfolio and put into the file of offered objects by a transfer
program or they are processed manually in an Internet dialog.

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The table of offer objects contains key object attributes, such as fixtures and fittings characteristics, price,
size and a summarized version of the rental conditions.
You enter data for the possible attributes of the characteristics of the offer objects in the dialogs below.
To determine the characteristics "gross rent" and "net rent", refer to the section Maintain Condition
Categories, Assign Condition Types.
In order to convert the characteristics that are determined from the master data of the rental units to a form
that is visible to the searching party in the characteristics of the offer objects, you have to define
conversion rules. A user exit can be used for this.

Rules have to be defined in the search program for matching the characteristics of the offer object with the
characteristics of the rental request.
You should note that the term "offer" actually refers to "lease-out offer" and that this has a different
meaning from the offered object ("offer object").
Lease-out offers serve as defaults for creating lease-outs.
Refer to the Lease-Out Offers section.

11.6.1.1 Rental Request and Offer Object: Maintain Number Ranges

In this section you create the number ranges for rental requests and offer objects.
You have to choose number range interval 01.
General information on number assignment

11.6.1.2 Rental Request and Offer Object: Presettings

Define the preassignments for units of measurement and currencies that you want to use for compiling
rental requests. These preassignments are also used for the offer object in the internet dialog box.
The preassignments are country-dependent. The country that is marked as default is used as the country
default and the assigned region as the preassignment for the region.
Specify the date as of when an offer object can be classified as a "New Building".

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11.6.1.3 Rental Request Status With Regard To Offer Object

If you want to define a rental request - offer - object relationship that can be used in "Change Rental
Request", use the customer name space (Y* or Z*).
Status of Rental Request-Offer Object Relationship

11.6.1.4 Permitted Activities For Each Status

Read the field documentation. The table should not be changed.

11.6.1.5 Rental Request Processes - Follow-On Status

Please read the field documentation. The table should not be changed.

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11.6.1.6 Rental Requests

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11.6.1.6.1 Rental Request: Screen Sequence, Layout and Field Status

In this section you make the settings for the screen layout and screen sequence for the management of
interested parties.

Caution:

The entries supplied with the standard delivery are system entries. If you make any changes, this is
considered to be a system modification.
However, it is possible to adapt the screen layout and sequence to your requirements without making any
modifications as follows:
1. Create a new screen sequence in the customer namespace and define this as the standard screen
sequence.
2. Assign the screens you require to the screen sequence; you can assign the screens you create yourself
(in the customer namespace) or those supplied by SAP with the standard delivery.

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11.6.1.6.1.1 Rental Request: Determine Screen Sequence

Here you can change the screen sequence. You do this by creating a new screen sequence in the customer
namespace (Y*, Z*). The screen sequence you define as standard is then used in the dialog. Choose
"Assign screen sequence to screens" to assign the screen sequence to individual screens (customer
namespace for the item numbers are the last two figures). You can assign your own screens as well as
standard ones.

11.6.1.6.1.2 Rental Request: Structure of Screens

Here you can create your own screens and assign them to a screen sequence or call them in a dialog box.
The customer namespace for the screens is Y* and Z*. Enter a text description (informational) or a screen
title (display in dialog). Define the screen as a data screen originating from the BDT. Choose "Assign
screen -> sections" to assign the screen to the individual sections (customer namespace for the item
numbers are the list two figures). You can assign your own sections as well as standard ones.

11.6.1.6.1.3 Rental Request: Structure of Sections

In this section you create your own sections and assign them to a screen. The customer namespace for the
screens is Y* and Z*. Enter the text description (informational) or the screen title (display in dialog).
Choose "Assign section -> views" to assign individual sections to a view (the customer namespace for the
item numbers are the last two figures). Only assign standard views!

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11.6.1.6.1.4 Rental Request: Global Field Status Control

Here you determine for each activity (create, change, display) which fields are:
- Required (value entry necessary)
- Optional (value entry not necessary)
- Display (no value entry possible)
- Hidden (no value entry possible)
- Not specified (SAP standard delivery)
You can make settings for each field group. The fields assigned to the individual field groups can be
accessed with transaction FOAR02 and by choosing Field group assignment -> Fields.

11.6.1.6.1.5 Rental Request: Field Status Control per Object Group

Here you may override the field status of the individual field groups that you created in the section "Field
Status: Rental Request" for different object groups.

11.6.1.6.2 Rental Request: Define Processing Indicator

In this screen you maintain the processing indicator options for rental requests.

11.6.1.6.3 Rental Request: Determine Preselection Indicator

Maintain the preselection indicators for rental requests.

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11.6.1.6.4 Rental Request: Maintain Processing Status

Here you define the processing status information used for rental requests.

11.6.1.6.5 Rental Request: Maintain Credit Standing

You can specify various levels of credit standing for an applicant in the application.
You determine these levels here.

11.6.1.6.6 Rental Request: Attributes for Accomm.Entitlement Certificate

In this section you define the priority levels for accommodation entitlement certificates, information on
groups of people with special authorization, and additional information on the accommodation
entitlement certificate.

11.6.1.6.7 Rental Request: Set Up Notes

Here you determine which type of notes can be used for a rental request.

11.6.1.6.8 Rental Request and Lease-Out: Information about Acquisition

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11.6.1.6.8.1 Source of Acquisition

Information can be saved in applications and rental agreements as to the origin of applicants/tenants. The
table specifies which entries can be made.

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11.6.1.6.8.2 Reason for Acquisition

Information can be saved in applications and rental agreements concerning the reason why
applicants/tenants come to us. The table specifies which entries are possible.

11.6.1.6.8.3 Enquiry Method

Information can be saved in applications and rental agreements explaining how the applicant's or tenant's
enquiry is submitted to us. The table specifies which entries are possible.

11.6.1.7 Real Estate Groups and Object Types

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11.6.1.7.1 Rental Request: Real Estate Group

Specify the object groups that you want to use for the rental request. Specify which object groups belong
to the residential category and which ones belong to the commercial category.

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11.6.1.7.2 Offer Object: Maintain Object Types, Assign Real Estate Groups

Determine which object types for offer objects you want to use and how these object types are matched
against the Real Estate groups in the rental requests.

11.6.1.7.3 Extraction Program: Conversion of Usage Type into Object Type

You determine how the object categories are derived from the external usage types of a rental unit
(extraction program).

11.6.1.8 District Location

The district location of an offer object is described in the district location.


The party looking for a rental object describes the required district location in general terms in the district
location group
The search program locates suitable objects by using the assignment of a district location (offer object) to
a district location group (rental request)
The district location of the offer object is deduced by the extraction program from the district location key
of the business entity. If this is not enough, additional criteria for determining the district location or the
business entity location can be made using the user exit in the extraction program.

11.6.1.8.1 Rental Request: District Group

Specifies which district location groups can be entered in the rental request.

11.6.1.8.2 Offer Object: Maintain District Location, Assign District Location


Group

Here you define the degree of detail used to describe the district locations of offer objects to be leased out.

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You also define the way in which the search program assigns the district locations to the district location
groups used in the rental request.

11.6.1.8.3 Extraction Program: District Conversion

Specify the rules that the extraction program will use to convert the district location of a business entity
into a district location for an offer object.

11.6.1.9 Parking Space

Use the parking space group and type of parking space for the description of the parking space requested
in the rental request. The search program locates suitable parking spaces based on the allocation of certain
parking space types to specific groups.
Parking space information is not automatically derived from the extraction program. If it is required, use
the user exit.

11.6.1.9.1 Rental Request: Description of Parking Space (Parking Space Group)

Specify what differentiations are possible when you enter the details for a required parking space in the
rental request.

11.6.1.9.2 Offer Object: Determine Type of Parking Space

In this section you determine which type of parking spaces may be used in offer objects.
The field is currently not filled by the extraction program and may have to be supplied by a user exit.

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11.6.1.10 Fixtures/Fittings

Define the possible fixtures and fittings characteristics for each object group. Define the rules by which
the extraction program should derive the features and fittings characteristics of the building and rental
units.

11.6.1.10.1 Offer Objects: Fixtures & Fittings

Here you determine the characteristics to be used for objects to be leased out. You can create a maximum
of 20 characteristics. The characteristics for which a text is entered here are displayed in the application.
You also determine how the characteristics that you have just created are derived from fixtures and
fittings characteristics of buildings and rental units (extraction program). If a 1:1 assignment is not
sufficient, you can use a BTE at event 00702308 to define your own conversion.

11.6.1.10.2 Extraction Program: Determination of Fixtures and Fittings

Specify how the newly specified characteristics can be derived from the buildings and rental units
(extraction program). If a 1:1 allocation is not enough for your purposes, you can use a BTE for 00702308
and define your own conversions.

11.6.1.11 Transport connections

The transport connection description is used for the rental request and the offer object.

11.6.1.11.1 Rental Request and Offer Object: Transport Connections

Here you determine the level of detail used to define the transport connections for objects to be leased out
and the descriptions used for them.
Note that the keys are used to rank the quality of the transport connections (low number = poor transport
connections, high number = good transport connections).

11.6.1.11.2 Extraction Program:Transport Connections

Specify the allocation of the transport connections that you have just defined to the transport connections
of a business entity.

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11.6.1.12 Set Up Concordance Search

In this section you set up the search criteria for the concordance search for offer objects to rental requests
and vice versa.
When the system determines if and, if applicable, to what degree a rental request matches a rental object,
it makes a concordance evaluation for some of the object parameters (such as amount, area, number of
rooms and fixtures and fittings).
The system uses a formula that calculates to what degree a rental request matches an offer object. The
settings made for these parameters specify:
- The degree of permitted deviation for individual parameters between the rental request and the offer
object (Exponent)
- The deviation limit at which the system determines that there is no match (Limit)
- The degree of weighting assigned to the parameter in relationship to another parameter for
determining the degree of concordance (Equivalence Numbers).
There are default values in table TIVAR17 for the settings that are used when no customer-specific
settings are available (table TIVAR18).
The system initially makes the evaluation individually for each parameter and uses the values for
Exponent and Limit . The overall concordance is determined from the individual part concordances, the
weighting of which is determined by the Equivalence Numbers
The system ignores any fields that do not contain a value for the rental request or the rental object (as
could be the case if these fields are not obligatory fields).
Some parameters include several rental requests or rental object fields:
- "Area" includes the usage and the total area
- "Amount" includes the gross and net rent
If values are entered in both fields, concordance is separately evaluated for each of them and determined
arithmetically.

11.6.1.12.1 Display Default Values for Concordance Search

The table displays the system default values for the concordance percentage rate calculation between
rental request and offer object.

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11.6.1.12.2 Change Default Values for Concordance Search

You can overwrite the concordance search default values with customer- specific settings in this table.

11.6.1.12.3 Test Concordance Search

With this transaction you can test the effect of the parameters on the calculation of the concordance
percentage rate.

11.6.1.13 Use Business Transaction Events

Use business transaction events describes how to develop user-defined enhancements.


User interfaces currently available for Real Estate Management are found in the linked transaction under
Environment -> Infosystem

11.6.1.14 Research Participant Categories (Internet Partners)

If you are using the Interested Party Management in the internet, the system saves the partner data and

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acquisition information of the interested parties. The attribute "Partner category" is completed by the
internet partner and stored for evaluation purposes.
If the system cannot be accessed via the internet, you do not need to fill out the table.

11.6.1.15 Create Partner ID

The offer object is made for each provider. The provider's entry is necessary if the offer object is to be
transferred to a market place system (Internet RE market place) from the company internal R/3 system.
The extraction program updates the partner entered in the selection screen as the provider for each offer
object. Possible entries for identifying the partner are created in the preceeding dialog box.
1. Example
All RE objects belonging to IDES Ltd have to be stored under the partner identification IDES.
Create a single partner ID, IDES, for this and enter this partner ID, IDES, in the selection via the
extraction program.
2. Example
You want to differentiate between objects belonging to different company codes and define a partner
identification for each company code. A variant is used for the selection via the extraction program
and this variant is restricted per company code and contains the corresponding partner identification
of the company code.
3. Example
You want to differentiate between the objects belonging to different owners in the offer files. Create
a partner identification for each owner. Also create sets of RE objects (for example, business
entities) that belong to one particular owner. The extraction program is started for each owner set
with the corresponding partner identification of the owner.

Further notes

The password is needed for internet access.


Note that in the case of transferring the offer object data to a RE market place system the permitted
partner identification must be agreed upon with the market place provider.
The partner identifications have to be manually created in the live system as they are not transported.

11.6.1.16 Transfer Program Applications (Old) -> Rental Request (New)

This program transfers the previous rental requests (applications) to the new rental request structure. Use
the Transfer Application/Rental Request in Rental Request

Requirements

The Customizing settings for Interested Party Management must be complete.

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11.6.2 Lease-Out Offers

Define the settings that you need to create rental agreement offers.

11.6.2.1 Lease-Out Offer: Set Number Range

In this section you create the number ranges for lease-out offers.
You have to choose number range interval 01.
The number range assignment for 'Lease-out offer' is company code-dependent.
General information on number assignment

Activities

Check the standard settings and change them if necessary.

11.6.2.2 Lease-Out Offer: Status

You may assign and maintain the status for offers for rental agreements. The purpose of maintaining the
status is to determine:

- Whether an offer is active


- The reason for an applicant rejecting the offer
Offers with the status indicator set as "active" are treated as being still valid and relevant.

11.6.2.3 Lease-Out Offer and Lease-Out: Field Status

In this section you set the field status for the following applications:
- Offer rental agreement
- Rental agreement

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You specify which fields in the master data maintenance are:

- Must fields
- Can fields
- Display fields
- Hidden fields that you do not need

Activities

1. Select an application and select the function "Field Status".


2. Select the required field group.
3. Set the field status: must, can, display or hidden

Further notes

In the case of Austrian tenancy law, check the field status in the tenant service charge settlement in the
offer and rental agreement and if necessary, change it.

11.6.2.4 LO Offer and LO: Conversion of Partner Roles

In this section, you determine how which roles are converted when transferred from one application into
another.

Example

If you want to transfer an offer into a rental agreement, the person applying is to be copied to the rental
agreement as 'Tenant w. cust.acct'.

Standard settings

Currently, this change of role is used for the following transfers:


1. Application -> Offer: Here the applicant from the application should be changed to the applicant
for the offer. If necessary, the co-applicant could also be transferred.

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2. Offer -> Rental agreement: In this case, at least the applicant should be changed to the master
tenant with customer account, and possibly the co-applicant to the role of the tenant.

Activities

Check the standard settings and change them, if necessary

11.6.3 Obsolete: Application Number Range

If you are using the new interested party management, this item does not apply.
Define the number range for applications.
Use the number range interval 01. For further information, see General notes for number allocation

11.6.4 Obsolete: Field Status Application and (Previous) Rental Request

In this section, you set the field status for the following applications:
- Applications
- Rental requests
If you use the new "management of interested parties" function, this section is now obsolete.

11.6.5 Lease-Out

In this section, you define basic information about the creation of the rental agreements, the offers and the
applications:

- the control of rental agreements entries, offers and applications using the field selection

- the types of the rental agreement and their attributes

- the deposit types

- the reasons for opting for input tax

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11.6.5.1 Determine Number Assignment For Lease-Outs

You can assign rental agreement numbers in two ways:


1. Internal number assignment

If you set the number range for the rental agreement number to "internal", the numbers are assigned
consecutively from the interval. If you do not want this, set the number range to "external".
2. External number assignment
a) The standard "external number assignment" means that the user assigns the rental agreement
number himself/herself when creating it.
b) In Real Estate Management, it is possible to make internal number assignments that are not a
consecutive numbering system by making the appropriate settings in the section "Specifications
for Number Assignment, Number Assignment Rules". Here, you can derive the numbers from
the business entity, building/property or rental unit numbers.
c) If you require a different number assignment, you can define your own number assignment
rules using the user exit.

11.6.5.1.1 Create Number Range for Rental Agreements

In this section you create the number range for rental agreements.
In the previous section you have made the necessary settings for the rental agreement number to be
automatically added or to be made up from the following object numbers:

- number of the business entity


- building or property number
- number of the rental unit

Caution:

These settings are only important if you identify the number range here as 'external'.
You have to choose the number range interval 01.
The number range assignment for 'Rental agreements' is company-code- dependent.
General information on number assignment

Activities

Check the standard settings and change if necessary.

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11.6.5.1.2 Specifications for Rental Agreement, Number Assignment Rules

In this section, you determine:


- the representation of the rental agreement number with automatic number assignment.
- which values are proposed when a rental agreement is created.

Example

When creating a rental agreement, for example, you want

- the rental agreement number automatically generated from a sequence number and parts of the
numbers of the real estate objects (business entity, rental unit, property, building), for example:
- RA number: 2000.00013.04 = the fourth rental agreement for the rental unit no. 13 from the
business entity no. 2000
- to copy all or only certain conditions of the preceding rental agreement into the new rental agreement
as default value.
- copy the payment method for credit/debit memos as default value.

Activities

1. Rules for setting up the rental agreement number


a) Choose the company code, for which you want to make the settings and make the settings:
- Rental agreement number automatic: If this indicator is set, the rental agreement number is
generated automatically. This should be the rule.
Only if this flag is set, will you have to maintain the following fields.
If this flag is not set, the numbers are assigned exclusively by means of the determinations for
the number range.
- Build./Prop.: If this indicator is set, the building and property number is included in the rental
agreement number.
- Number of positions BE: The number determines the number of positions a business entity
takes up in the rental agreement number.
- Number of positions RU: The number determines the number of positions a rental unit takes
up in the rental agreement number.
- Number of positions Building/property: The number determines the number of positions a
property/building takes up in the rental agreement number.
- Separators: Separators are the characters inbetween the individual parts of the rental
agreement number (for example, business entity or rental unit).
- Padding characters: Padding characters are the characters that are used to fill the positions of
the parts of the rental agreement number, provided that not all of the positions are needed.
The padding character is only needed if parts of the rental agreement number (business entity,
rental unit, building/property) can be alphanumeric.

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b) Save your entries.


2. Default settings for creating a rental agreements
a) Choose the company code, for which you want to make the default settings:
- Automatic customer: If this indicator is set, Real Estate generates a customer account in
Financial Accounting for
- Items of previous RA: If this indicator is set, the conditions of the previous rental agreement
for the rental unit are defaulted. If you leave this field empty, the conditions specifed on the
rental unit are proposed.
- Copy conditions RA: If this indicator is set, the conditions of a rental agreement are copied to
the rental unit when the rental agreement runs out. In the transfer percentage rate field, you
specify to what extent (percentage rate) the transfer is carried out.
- Default values for opting for input tax:
You have to set the indicator Opting for input tax in cases where the tenant opts for input tax.
In the fields for the taxes on sales/purchases, you can then assign the default values for your input
tax codes - defined in FI Customizing - as well as the opting reason.
b) Save your entries.
3. Payment methods for rental agreements
a) Define the default values for payment methods in the rental agreement (creating the rental
agreement).
b) Save your entries

11.6.5.1.3 User-Defined Number Assignment

In this section you specify individual processes for number assignment by:

a) Defining specific function modules

b) Linking the function modules to the system

Requirements

You have to set internal number assignment for the objects in question to be able to use the individual
processes in the application.

Standard settings

SAP supplies function module placeholders that you can edit as required.
You access the function modules in this transaction by choosing

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Environment -> Infosystem(Processes), and entering the component IS-RE in the next dialog.

Activities

See Use Business Transaction Events .

11.6.5.2 Obsolete: Field Status Application and (Previous) Rental Request

In this section, you set the field status for the following applications:
- Applications
- Rental requests
If you use the new "management of interested parties" function, this section is now obsolete.

11.6.5.3 Lease-Out Offer and Lease-Out: Field Status

In this section you set the field status for the following applications:
- Offer rental agreement
- Rental agreement
You specify which fields in the master data maintenance are:

- Must fields
- Can fields
- Display fields
- Hidden fields that you do not need

Activities

1. Select an application and select the function "Field Status".


2. Select the required field group.
3. Set the field status: must, can, display or hidden

Further notes

In the case of Austrian tenancy law, check the field status in the tenant service charge settlement in the
offer and rental agreement and if necessary, change it.

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11.6.5.4 Determine Contract Types and Their Attributes

In this section, you define:


a) The contract types for managing your real estate.
The contract type category must correspond to the external usage type of a rental unit. For
example, a residential rental agreement (= contract type) can only be assigned to a rental
unit that has the usage category non- commercial.
b) The adjustment type of the rental agreement for each usage type.
c) The permitted adjustment types for each contract type:
- Minimum and maximum terms for rent agreements depending on the different contract types
and adjustment types
- Intervals between rent adjustments

Example

1. Rental agreement type


The contract type "commercial contract" is assigned the usage category "commercial".
2. Adjustment type rental agreement for each usage category
The "commercial contract" is assigned the permitted adjustment types (such as index-based rent,
graduated rent, sales-based rent - the only adjustment types permitted - and so on) by using the the
usage category "Commercial".
3. Adjustment type for each contract type
A rent adjustment for a graduated rental agreement takes place once a year only; a graduated rental
agreement must be valid for a least 12 months for this to be possible. In this case, you have to enter
'12' months for the adjustment type graduated rent in the interval field.

Activities

1. Make sure that the standard setting for the contract types matches your requirements.
To determine a contract type for a rental agreement, DO NOT set the indicator general contract. If
you do, this contract type only applies for a general contract.
2. Check to see if the standard settings for the adjustment types for each usage category fulfil your
requirements.
Create any new assignments with the "New entries" function.
3. Adjustment types for contract types

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a) Check to see if the standard delivery fulfils your requirements.


b) Delete entries that you do not require.
c) Add new entries with the New entries function.
- Choose the contract type. If there is no entry for contract type, the entry for the next adjustment
type applies for all contract types.
- Assign the required adjustment type
d) Save your entries.

11.6.5.5 Lease-Out Deposit - Maintain Deposit Types

In this section, you create the deposit types that are provided for rental agreements. Deposit types can be
flagged as cash deposit.

Activities

1. Check the standard system and change this, if necessary


2. Enter the following in required deposit types (New entries function):
a) Rental deposit: One-digit key of the deposit type.
b) Cash deposit: If this indicator is set, the deposit can be paid in cash. In this case, the system
generates entries for the deposit amount and the interest in the cash flow.
In the case of a cash deposit, you should make sure that a flow type for interest payments is
defined. This is flow type '6018' in the standard system, which is used for internal movement
type 'A'. The cash flow calculation program needs this internal movement type since monthly
interest payments are determined from the cash deposit, to which the tenant is also entitled after
the cash deposit has been refunded.
c) Specify a long and a short name for the deposit type.
3. Delete the deposit types you do not need.
4. Save your entries.

11.6.5.6 Maintain Reference Interest Rates

In this screen you maintain the interest rates for cash deposits and rent adjustments in Switzerland.
See also Define Reference Interest Rate.

Further notes

The interest references for the whole area of Treasury are also stored in the same table.

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11.6.5.7 Determine Reasons for Input Tax Option

In this section, you create the reasons for opting for input tax. These are used within the rental agreement
as a pure source of information.

Activities

1. Check whether the delivery meets your requirements.


2. You can delete entries or create New entries:
a) Opt: Assign a one-digit key to the reason for opting for input tax.
b) Specify a short and long name for the reason.
3. Save your entries.

11.6.5.8 Maintain Account Determination for Rental Units/Lease-Outs

You can control the account determination for the debit position and other postings related to the rental
agreement (for instance service charge settlement) using the main usage type, as well as the flow type, the
corporate group ID of the main contractual partner (tenant with customer account) and the account
determination value (4th account determination key). You have to maintain the account determination
value here and enter the data in the rental agreement master data.

Further notes

To control the allocation of the value, the account determination value can be set by means of
substitution.
This validation table is also used as a basis for the account determination key for rental units (vacancy
debit position).

11.6.5.9 Define Settlement Variants

In this section, you maintain the settlement periods for heating expenses settlement and operating costs
settlements as well as the sales-based rent settlement.
An accounting variant generally consists of various settlement periods covering a total of 12 months. You
can transfer an accounting variant by period (into the following years).
Accounting variants can consist of any number of individual settlement periods. You can transfer in the
following years only if the total of the settlement periods is 12 months.
As a special case, you can also determine accounting variants that are valid only for a certain period.
These accounting variants are then not updated into the following years. The duration of a year-dependent
accounting variant can be between 1 day and '2 years - 1 day'.

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- You can create accounting variants:


the accounting variant is used to determine the period to be settled.
- You can change accounting variants:
You can change the accounting variant only if no settlements have yet been carried out with the
variant.
- You can display or delete accounting variants:
You can delete accounting variants only if the accounting variants are not yet assigned to settlement
units.

Example

In the following example, you want to define an accounting variant, whose assignment begins on 06/01 of
the current year and is settled monthly.

Reference Reference Year shift Period month day


06 30 0 1
07 31 0 2
(...) (...) (...) (...)
12 31 0 7
01 31 -1 8
(...) (...) (...) (...)
05 31 -1 12
Here, the 'Year shift' field is used to refer from the current year to the reference year during processing.
0 - the current year is the reference year
1 - the previous year is the reference year
You can also limit the validity of a settlement period to one year.

Activities

1. Create accounting variant


a) Create a four-digit key for the accounting variant and choose the 'Settlement periods' function:
- Refer to the variant.
- Year-dependent: Set the indicator only in cases where the accounting variant should have a
limited validity.
- Settlement year: Provided that you set the year-dependent indicator, specify the reference
year at this point.
- RM: Specify reference month of first settlement period.
- RD: Specify reference day of first settlement period.
- YS: Specify relative year shift of first settlement period.
- Settlement period: Number the settlement period sequentially.
- Repeat the entries RM, RD, YS, settlement period for all of the settlement periods required.
b) Save your entries.

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2. Change settlement period


a) Choose the accounting variant.
b) Change the entries, if necessary.
c) Save your entries.
3. Delete accounting variant
a) Choose the required accounting variant.
b) To display the accounting variant, choose the 'Settlement periods' function.
- To delete the settlement period, choose the 'Delete' function.
- Confirm your specifications.

11.6.5.10 Maintain Categories for Text Supplements

It is possible to define text supplements in rental agreements. These additional texts form part of the
contract and can be printed along with the contract text.
Besides these general texts, you can maintain individual texts to appear in different places of the rental
agreement by:
1. Determining categories for additional texts
2. Defining a sample text for each category that is displayed to the administrator as a default when
editing contract supplements and can be edited accordingly for each contract.

Example
You want to create individual texts for rental agreements on the following subjects:
- Tenant's obligations
- Additional rental agreement conditions
Create categories for these subjects, enter the name of the corresponding text module if required and edit
the sample text that the transactional user can also edit when accessing it in the lease-out application
(Extras -> Additional text).

Note
1. The additional text templates are not automatically part of the rental agreement; they have to be
edited by the administrator and saved.
2. To print the additional texts, you have to adjust the letters/text modules accordingly. Refer to the
examples named below in standard Customizing.
3. Apart from the categories defined in Customizing, you can select the category 0000 which
corresponds to the additional texts used in earlier releases.
For each category you can then enter a specific text that is only valid for that rental agreement. If a
sample text for this category (not included in category 0000) exists, this text, and not a blank text, is
presented for editing when text maintenance is called for the first time.

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If you want this text to appear when printing the rental agreement, proceed in ONE of the following
ways:
- Use the standard contract forms delivered by SAP
- Create your own text modules if you want to position the texts you have created in the contract
form individually or use them for more than two categories.

You can use the following text modules supplied by SAP as a template:
- SAP_CATEGORY TEXT FOR CATEGORY 0
- SAP_CATEGORY TEXT FOR CATEGORY 1
- SAP_CATEGORY TEXT FOR CATEGORY 2

with text object FVVI and Text-ID TEXT for category texts that can be individually positioned.

The same applies for:


- SAP_CATEGORY TEXT FROM RENTAL AGREEMENT MASTER DATA

with the same text object and text ID, if you want to print the texts in a block.

If you want to use these modules in your own letters, make sure to use RFVISUBR1 as the report
name and CATEGORY_TEXT_TABLE as the form routine in the characteristics when assigning
the text modules to the letters. The modules named are used, for example, in the SAP-supplied
letters GEMV SAP_RE-RT-RC004 (Commercial rental agreement) and WMV1
SAP_RE-RT-RC006 (Residential rental agreement).

11.6.5.11 User Fields

In this section, you can set up any fields you might need in addition to those offered by SAP.
You have two possibilities that can be used in parallel:
a) Set up user fields using the DDIC structures provided
b) Set up user fields using user exits via BTE

11.6.5.11.1 Set Preset User Fields

In this section, you define individual user fields that you want to include in addition to the fields in the
master data maintenance.
For the real estate objects, you can define several sets of fields that are stored under a field key.
Within the user fields, the following types of fields are distinguished:
- General fields for texts (a set of 2 fields with 20 or 10 characters)
There you can store any information as text

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- Quantity fields and their units


- Value fields and their units
- Deadline fields
You then determine which sets of user fields are to be used (field key) for which real estate objects.

Example:

You want to define nature conservation data in the user fields for your properties.
To do this, you define a field key "NATUR" with the following identifiers for the fields (examples):
Text (20) Valid nature conservation Regulation no.
Text (10) Approp. authorities Clerk
Quantity ......... .........
Value ........ ........
Date Nature conserv. since: .....
Checkbox Biosphere reserve .............
You then determine that the field key "NATUR" may be used for properties:
0052 NATUR nature conservation characteristics

Activities

1. Define your user fields for each key ID and determine the field descriptions.
2. Assign your user fields to the objects in question by means of the field key.
You can assign as many key words as you want to one object. All assigned key words are then
displayed for selection in the maintenance of the corresponding master data.
In this case, you can only assign one data record of the user fields to the respective object when you
maintain the master data. If there are entries for a master record for one of the key words, all other
key words are no longer available for input.

Further notes

The system does not check the contents of the user fields. You yourself are responsible for the contents of
the fields.
This functionality is used in conjunction with the Project System component. If you have installed PS, if
you should make sure you do not change any PS entries during processing.

11.6.5.11.2 Set Up User Fields for BTE

You can freely define fields for these master data dialogs:
- Business entity

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- Property
- Building
- Rental unit
- Rental agreement
These user fields can be seen on the tab User Fields in the respective master data dialogs.

Activities

Business Transaction Events (BTE) are used for the above. Each master data dialog has a group of BTEs
that can be used to realize a data exchange:
Object text module
Business entity 00700150 to 00700153
Property 00700160 to 00700163
Building 00700170 to 00700173
Rental unit 00700180 to 00700183
Rental agreement 00700190 to 00700193

You find the text modules in the related transaction via Environment ->Infosystem(Processes) by
entering the component IS-RE (Refer to (Business Transaction Events)

Proceed as follows for integration:

1. You have to create the user fields that you want to include in the master data objects in a structure
called CI_VIOB01 for the business entity, CI_VIOB02 for the property, CI_VIOB03 for the
building, CI_VIMI01 for the rental unit and CI_VIMIMV for the rental agreement. If you activate
these structures, the corresponding master data tables are also activated!
2. You have to create a function group in the customer namespace in which the user fields are
organized (for example: ZZBENUTZERFELDER). Function group FVUFTMPL can be used as a
reference. This function group contains all objects required for simple maintenance functions of your
own user fields.
3. For each master data dialog where user fields are required, you have to create a subscreen on which
the new user fields are to be positioned. Customer-specific tables can also be maintained on this
subscreen. The function group FVUFTMPL contains subscreens including a simple PBO and PAI
module for each master data dialog. You can copy these. The init_screen_XXXX modules do not
include the fields if a master data block is set or if the dialog mode has "Display" status in the
respective master data dialog. If screen objects are still to be included in the display mode (for

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instance, scroll keys for table controls or pushbuttons for triggering a detail display), you have to
enter 'DIS' in screen group 4 under object attributes. If pushbuttons are created in the subscreens,
their function codes are imported into the global field ok_code in the get_ok_code PAI module.
These can be subsequently processed in the respective module process_ok_code_XXXX. No field
should be created in the element list of the subscreens for the ok_code.
4. Four BTEs are assigned to each master data dialog:
a) BTEs 00700150 - 00700153 to business entity
b) BTEs 00700160 - 00700163 to property
c) BTEs 00700170 - 00700173 to building
d) BTEs 00700180 - 00700183 to rental unit
e) BTEs 00700190 - 00700193 to rental agreement
5. The interfaces and functions of the BTEs are documented in the sample function modules
SAMPLE_PROCESS_n in the function group FVBTESMPL, where "n" denotes the number of the
corresponding BTE.
6. In the function group FVUFTMPL, there are four function modules for each master data dialog that
correspond with one of the above BTEs. If, for instance, you want to create user fields for the
business entity, you have to copy the function modules FV_UF_BUSINESS_ENTITY_INIT,
FV_UF_BUSINESS_ENTITY_IMPORT, FV_UF_BUSINESS_ENTITY_EXPORT,
FV_UF_BUSINESS_ENTITY_SAVE under other names to the function groups you have created
and activate them (for instance ZZ_UF_BUSINESS_ENTITY_INIT, and so on). You should not
change the coding of these function modules apart from activating the comments lines. They serve
the purpose of writing the copied data in global variables. All necessary data declarations are listed
in the include LFVUFTMPLTOP of the function group FVUFTMPL. The modules can be extended
or modified as required.
7. The BTEs ending in zero serve the purpose of passing on information to the master data dialog as to
the subscreen in which the user fields are situated, the program in which the subscreen was created,
the dialog mode used (Create, Change, Display), if a master data block exists, and the tables that
should be copied with 1 as the last digit at which particular time. See the documentation of function
modules:
a) SAMPLE_PROCESS_00700150 corresponds with function module
FV_UF_BUSINESS_ENTITY_INIT
b) SAMPLE_PROCESS_00700160 corresponds with function module
FV_UF_PROPERTY_INIT
c) SAMPLE_PROCESS_00700170 corresponds with function module FV_UF_BUILDING_INIT
d) SAMPLE_PROCESS_00700180 corresponds with function module
FV_UF_RENTAL_UNIT_INIT
e) SAMPLE_PROCESS_00700190 corresponds with function module
FV_UF_RENTAL_AGREEMENT_INIT
8. If you copy module FV_UF_BUSINESS_ENTITY_INIT to a module with the name
ZZ_UF_BUSINESS_ENTITY_INIT, you only have to remove the asterisks before the respective
lines E_TABLE_FLAGS -FLG_XXXX = 'X' and activate the module in order to copy the related
table.

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9. Since a master data block can be set and reset in the change made, there must be a system query in
the PBO block of each screen asking if a block exists.
10. The BTEs ending in 1 copy the respective master data records and the tables that were requested at
this time with the last digit 0. This data cannot be changed in the customer function group, apart
from your own user fields. All data copied is available when the respective subscreens are called.
See also the documentation of the function modules:
a) SAMPLE_PROCESS_00700151 corresponds with function module
FV_UF_BUSINESS_ENTITY_IMPORT
b) SAMPLE_PROCESS_00700161 corresponds with function module
FV_UF_PROPERTY_IMPORT
c) SAMPLE_PROCESS_00700171 corresponds with function module
FV_UF_BUILDING_IMPORT
d) SAMPLE_PROCESS_00700181 corresponds with function module
FV_UF_BUILDING_IMPORT
e) SAMPLE_PROCESS_00700192 corresponds with function module
FV_UF_RENTAL_AGREEMENT_IMPORT
11. If you copy module FV_UF_BUSINESS_ENTITY_IMPORT to a module with the name
ZZ_UF_BUSINESS_ENTITY_IMPORT, you only have to remove the asterisks before the
respective lines I_XXXX = I_T_XXXX and activate the module so that the table parameter is
copied to the related internal table.
12. The changed user fields can be copied to the times with 2 as the last digit in the respective master
data dialog. If customer-specific tables have been maintained on the screens, you have to specify in
the export parameter E_CHNG_FLAG if this data has to be saved. The parameter does not have to
be set to show that there has been a change in the fields linked to the master data records! During
saving, all screens of the master data dialog are run in the background. The system can thus run an
additional consistency check and issue error logs, if required. If inconsistencies are found on the
screen with the user field in the PAI block that would require a termination of the saving process,
this information can be passed on to the calling program in export parameter E_ABORT_CHECK F.
See also the documentation of the function modules:
a) SAMPLE_PROCESS_00700152 corresponds with function module
FV_UF_BUSINESS_ENTITY_EXPORT
b) SAMPLE_PROCESS_00700162 corresponds with function module
FV_UF_PROPERTY_EXPORT
c) SAMPLE_PROCESS_00700172 corresponds with function module
FV_UF_BUILDING_EXPORT
d) SAMPLE_PROCESS_00700182 corresponds with function module
FV_UF_RENTAL_UNIT_EXPORT
e) SAMPLE_PROCESS_00700192 corresponds with function module
FV_UF_RENTAL_AGREEMENT_EXPORT
13. The master data record is copied for the events ending in 3. All numbers, such as the INTRENO
(Real Estate key) are available in the master data record. These are generated when the data is saved.
The function module called at this event can be used to save customer tables. The fields contained in

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structures CI_XXXX are saved by the calling programs. Coding only has to be added here if you
need to save tables or fields that are not already contained there. See also the documentation of the
function modules:
a) SAMPLE_PROCESS_00700153 corresponds with function module
FV_UF_BUSINESS_ENTITY_SAVE
b) SAMPLE_PROCESS_00700163 corresponds with function module
FV_UF_PROPERTY_SAVE
c) SAMPLE_PROCESS_00700173 corresponds with function module
FV_UF_BUILDING_SAVE
d) SAMPLE_PROCESS_00700183 corresponds with function module
FV_UF_RENTAL_UNIT_SAVE
e) SAMPLE_PROCESS_00700193 corresponds with function module
FV_UF_RENTAL_AGREEMENT_SAVE
14. To assign the function modules created in your own function group to the BTEs, call transaction
FIBF (in Customizing for Real Estate, choose Master Data -> User Fields -> Set Up User Fields for
BTE -> Define Additional Components (Open FI)).
15. In transaction FIBF, you first have to create and activate your own product. To do so, choose
Settings -> Products -> ... of a customer in the "Additional Components Developed by Customer"
view and add a new product there after choosing "New entries", for instance USERFLDS. Then
activate it by flagging the "Active" checkbox and save it.
16. Choose Settings -> Process function modules -> ... of a customer to assign your own function
modules (such as process interface 00700150 to function module ZZ_BUSINESS_ENTITY_INI) to
the BTEs you require. You can leave the "Country" and "Application" columns blank. In the
"Product" column, you enter the name of the product originally created.
17. It is possible to transport the objects created from a development system or test system to the
production system with a transport request. Note that the entries in tables TBS24 and TPS34 that
were maintained with transaction FIBF also have to be transported to the target system. To do so,
execute transaction FIBF and choose Settings -> Products -> ... of a customer or Settings -> Process
function modules -> ... of a customer in the table overview menu and then choose the "Transport"
option.

11.6.5.12 Specific Settings for Italy

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11.6.5.12.1 Maintain Tax Codes

In this section you can insert all parameters which influence the IRE calculation procedure according to
different combinations of agreement conditions.

Activities

Insert the IRE code (key field), the description of the conditions combination (for example: Agreement
with guarantees), set if there's VAT or not, set if it's an advance resolution or not, insert the IRE rates (for
the basic rent, for the furniture, for the bail and for the guarantor), the accounting frequency (E: on Event,
A: Annual), the number of accruals (it's not mandatory because the program calculates those number
automatically), the accounting of the accruals (I: at the beginning of the agreement, F: at the end), set if
there's the reduction or not, insert the code of the condition type referred to the basic rent (5 possibilities).

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11.6.5.12.2 Maintain Variables

In this section you can insert all variables which influence the IRE calculation procedure according to a
validity date.

Activities

Insert the validity date (key field) from which the parameters take effect, the currency, the minimum IRE
values (for the basic rent and for the furniture), the IRE fixed value for the agreement with VAT, the IRE
fixed value for the advance resolution, the payback percentage, the reduction percentage, the rounding
value, the number of days to obtain the billing date from the beginning of the annual rent, the payback
expenses.

11.6.6 Notice and Rental Unit Inspection

In this section, you determine the defaults for processing periods of notice and notices on contracts.
1. Periods of notice:
You can define periods of notice with the following characteristics:
a) Contract has no periods of notice.
b) Contract has a period regulation; that means the contract can be terminated within a certain
period, for instance three months to the end of a month.
Period regulations can either be defined individually in the rental agreement ("free period
regulation") or they can be agreed upon on a one-off basis in Customizing under the notice key.
In this case you only have to indicate the key for the period regulation when creating the rental
agreement.
c) Contract has a deadline regulation; that means the contract can be terminated on particular
dates, for instance at the end of each quarter, but not at the end of a year.
Deadline regulations can either be defined individually in the contract ("deadline regulation")
or they can be agreed upon on a one-time basis in Customizing under the notice key. In this
case you only have to indicate the key for the deadline regulation when creating the contract.
2. Notice reasons:
In the notice, you can define reasons why notice was given. The notice reason states whether the
tenant or the landlord served notice.
3. Rejection reasons for notices:
You can also define reasons for notice being rejected in the notice.

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11.6.6.1 Periods of Notice - Maintain Period Regulation

In this section, you determine different notice regulations (periods of notice) for contracts for the
automatic calculation of periods of notice.
Depending on the contract term, you can determine the following:

- Notice at exact end of month (monthly/quarterly/half-yearly)


- Here you can make the calculation of the notice date dependent on the exact date of receipt of notice.
The regulations are defined by means of notice keys for each

- Tenancy law
- Contract type
- Contract term

Example

You want to determine for a particular notice key that


1. For a contract term smaller than 12 months
a) The period of notice is one month to the end of the quarter
b) And the notice must be received by the third calendar day of the last possible month of notice
2. And for a contract term greater than 12 months but smaller than 24
a) A notice period of 14 calendar days to the half year should apply (that is, receipt of notice must
be by 06/17 or 12/18).
b) And the notice must be received one calendar day at the latest after the last possible period of
notice (for instance, as a sign of good will, receipt of notice will be honoured up to either 06/18
or 12/19).
Create in the maintenance view a shared notice key for different contract terms:
Notice key :Test Notice key:Test

RA duration (months): 12 RA duration (months): 24


No. of days field: 3 1
CD/WD indic. field: 2 2
Freq. mnth field: 3 6
Notice per. field: 1
Notice per. days field: 14
Month end calc. field:
Calender field: 01 01

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This notice key can now be assigned while editing the contract; the effect on the calculation of the notice
date would be as follows:
Receipt of notice Contract term = Date of notice
04/03/1997 < 12 months 06/30/1997
04/04/1997 < 12 months 09/30/1997
06/18/1997 > 12 months 06/30/1997
06/19/1997 > 12 months 12/31/1997

Activities

Check the standard settings and adapt these to your requirements if necessary.
Use the above example as a guide.

Note

Independent of the notice key, you can alternatively enter a free deadline regulation in the master data of a
contract.
If the tenant has agreed on different periods of notice, these are entered under the same key in the
"Varying Notice Deadline for Tenants" dialog. If an entry exists here, this will be used instead of the other
agreements if the tenant gives notice.

11.6.6.2 Periods of Notice - Maintain Deadline Regulation

In this section, you determine different notice regulations (periods of notice) for the automatic calculation
of notice dates.
Depending on the contract term, you can determine the following:

- Notice date on an exact day


- Here you can make the calculation of the notice date dependent on the exact date of receipt of notice.
The regulations are defined by means of notice keys depending on:

- Tenancy law
- Contract type
- Contract term

Example

You want to determine for a particular notice key that


1. For a contract term smaller than 12 months
a) Notice can only become effective on 03/15 of the following year

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b) If the notice is received by 10/03 (calendar day) of a year


2. And for a contract term greater than 12 months but smaller than 24
a) Notice can only become effective on 06/30 of a year
b) If notice is received by 03/04 (calendar day) of a year
Create in the maintenance view a shared notice key for different contract terms:
Notice key :Test1 Notice key:Test1

RA duration (months): 12 RA duration (months: 24)


No. of days field: 3 4
Received month (RM) field: 10 3
Received year (RYr) field:
CD/WD indic.field: 1 2
Notice date field: 15 30
Notice month field: 3 6
Notice year field:

This notice key can now be assigned while editing the contract; the effect on the calculation of the notice
date would be as follows:
Receipt of notice Contract term = Date of notice
upto 10/03/1997 < 12 months 03/15/1998
after 10/031997 < 12 months 03/15/1999
03/04/1997 > 12 months 06/30/1998
03/05/1997 > 12 months 06/30/1999

Activities

Check the standard settings and adapt these to your requirements if necessary.
Use the above example as a guide.

Note

Independent of the notice key, you can alternatively enter a free deadline regulation in the master data of a
contract.
If the tenant gives notice and other periods of notice apply, these should be defined with the same key in
the "Varying Notice Deadlines for Tenants" table.

11.6.6.3 Maintain Reasons for Notice

You can define reasons for giving notice as a source of information, for example, whether the notice was
given by the tenant or landlord.

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Activities

1. Reasons for giving notice


a) Check the standard settings and change them, if necessary.
b) Delete or insert new entries.
- RNo: Enter a two-digit key for the reason for giving notice.
- Specify a long and short name each for the reason for giving notice.
- NoT: Determine whether the notice is given by the tenant (1) or the landlord (2).
c) Save your entries.

11.6.6.4 Maintain Reasons for Refusal of Notice

You can enter short texts containing the notice reasons.


If necessary, you can assign these texts to a notice.

11.6.6.5 Status of Rental Unit Inspection

Define the possible statuses for the inspection of a rental unit when the tenant moves out.

11.6.7 Tenant Information

The standard SAP delivery contains a preconfigured transaction for tenant information. Tenant
information was developed with an SAP tool called BDT (Business Data Toolset) which allows
customers to configure their own dialogs without having to change the program logic. You configure the
dialogs in this section of the IMG. The following example explains the procedure:

Objective

You want to configure your tenant information as follows:


1. Initial screen: unchanged
2. General data tab: consisting of:
a) Address data and telephone number of tenant
b) Term group box with fields: rental start, rental end and calculated lease-out end (date of notice
or end of lease-out)
c) Rental unit group box: usage type, number of rooms, floor and location on floor

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3. Conditions tab: you only want to display condition types and not condition categories
4. Partner data tab: here you want to use the same screen as is used in the standard dialog for tenant
information.
5. You also want to branch to the following from tenant information:
a) A dialog displaying data from a user-defined table
b) A user-defined program report

Procedure

Short description of terminology used:


The tenant information dialog works on the principle of a screen sequence being defined, in other words
you define which screens or tabs (tabstrips) appear in which sequence.
These screens are then combined into sections. Sections are highlighted graphically by frames in the
tabstrips.
The sections themselves are made up of views, and the views are made up of field groups. The field
groups are made up of the individual database fields. The fields of a view are structured according to their
content. The fields of a view can only ever occur together in one section. However it is possible to hide
certain fields using the field status control.
To define your own screen layout, proceed as follows:
1. First create the views you require
It is easier to copy existing views that are similar to the ones you want to use.
To display tenant data, you could, for instance, copy view RETI01 to view ZSICH1. Be sure to use
the customer namespace: user-defined views have to start with Z or Y.

Assign the following field groups to view ZSICH1


- 2 Lease-out number
- 4 Person: first name, last name
- 5 Person: address

For the other screens, copy RETI05 to ZSICH5 with field groups
- 10 Rental period
- 19 Calculated rental end

and RETI08 to ZSICH8 with field groups


- 27 Rental unit - room/half room
- 29 Rental unit - part of building
- 28 Rental unit - floor
- 30 Rental unit - location in floor
2. Group the views into appropriate sections.

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The General data tab requires three sections: tenant data, contract term data and rental unit data:
- Copy RETI1 to ZABS01 (tenant data). Assign view ZSICH1 to section ZABS01.
- Copy RETI3 to ZABS3 (term) and assign view ZSICH5.
- Create ZABS4 (rental units) and assign view ZSICH8.
3. Define screens by assigning sections to the screens

ZBILD1 (lease-out data) is made up of the sections


- Tenant information header data ZABS01
- ZABS02 Contract term data for lease-out

ZBILD2 (conditions) only contains section RETI20 (condition details)


4. Determine the screen sequence

Determine Screen Sequence -> New Entry: Enter ZBILD1 for example. Identify the screen sequence
as being the standard one. Branch to Screen Sequence -> Screens and enter the required screens:
- RETI00 Initial screen
- ZBILD1 General data
- ZBILD2 Conditions
- RETI07 Partner data
Now define for screen sequence category SPACE (empty code) the main screen sequence ZBILD1
as the new entry and identify this entry as being STANDARD. If you change the screen sequence for
the tenant information relating to the Real Estate general contract, you have to adapt screen sequence
category CN (general contract).

Now test your entries: call the tenant information and check if the screen sequence is how you
defined it. Note that any changes you make in Customizing afterwards only take effect when you call
the transaction again. They do not appear when you simply return to the initial screen. Common
error: users frequently forget to identify the new screen sequence they have defined as being
Standard.

In the above example you will note that some fields are displayed that you do not require. If you are
not able to hide these fields by removing entire field groups from the views or views from the
sections, you can hide individual fields using the field status. You do this in the IMG activity
"Maintain Field Status Control for Tenant Information" by setting the required indicators.

Branching to your own applications

You may frequently need to call your own applications (transactions, program reports, function modules)
from the tenant rental function. To do this you have to define your own menu paths or pushbuttons in the
dialog. The function codes assigned to these menu paths or pushbuttons require customer-defined
function modules.
ABAP programming expertise is required to do this.

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The procedure is as follows:

1. Create a function module in the customer namespace (beginning with Z or Y).


2. Copy function module RETI_RETI_EVENT_FCODE to customer namespace (for instance
ZETI_RETI_EVENT_FCODE) in your function group. This module receives the coding that is
required to process your own applications. The module has the following parameters:
- Import parameter: I_FCODE. The function code that calls your own application is transferred
from the tenant information with this parameter.
- Export parameter: E_XHANDLE. This is the parameter with which the function module
informs the calling program whether the transferred function code was processed. The value
must be initial for the function code to have been successfully processed.

Two customer-defined activities should be possible: calling your own application for which a
customer-defined function module ZKUNDE exists, and secondly calling a program report
ZKUNDENREPORT with transaction ZZ01.
First delete unnecessary coding from your function module and add your own coding.
The coding of function module ZETI_RETI_EVENT_FCODE should be structured as follows:

FUNCTION ZETI_RETI_EVENT_FCODE.
*" IMPORTING
*" VALUE(I_FCODE) LIKE TBZ4-FCODE OPTIONAL
*" EXPORTING
*" VALUE(E_XHANDLE)
E_XHANDLE = 'X'. "If function code is not processed
CASE i_fcode.
WHEN 'ZZ01'.
call transaction 'ZZ01'. "Call transaction ZZ01
clear i_fcode. "Function code successfully processed
WHEN 'ZZ02'.
call function 'KUNDE'....... "Customer application ZKUNDE
clear i_fcode. "Function code successfully processed
WHEN OTHERS.
ENDCASE.
ENDFUNCTION.
3. You now have to insert the function codes in the tenant information dialog. You do this in the
IMG section "Maintain Events and User-Defined Menu Entries", subsection "Maintain Menu
Entries". Enter function codes ZZ01 and ZZ002 used in the above coding under FCODE and define

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a function text for them.


By entering a menu code you can influence the point where you branch off in the menu, for instance
if you enter "2", your function code will appear in the "Edit" menu. Note that menu code "1" refers
to tenant information. If you enter a space, the path will not appear in any menu. The option can
appear as a pushbutton if you choose a function key number between 1 and 10.
You have to enter the name of our function module in order to control how the function codes are
processed. You do this in the IMG section "Maintain Events", subsection "Event -> Function module
allocation" by entering function module ZETI_RETI_EVENT_FCODE for event FCODE as an item
number such as 1000000001.
Call the "tenant information" transaction again and check the results.

11.6.7.1 Screen Sequence and Layout

In this section you make the settings for the screen layout and screen sequence for the tenant information.
Also refer to the Tenant Information" section.

11.6.7.1.1 Tenant Information Views

Views are made up of field groups. Field groups are made up of fields. If you want to use views that are
different from standard views, you should create new views in the customer namespace (beginning with Z
or Y). The easiest way to create them is to copy existing views and then change the field groups assigned
to them. It is also possible to create your own field groups but we do not recommend this.

11.6.7.1.2 Define Structure of Sections

Here you create your own sections, if required. The customer namespace for the screens is Y* and Z*.
One frame is generated for each section in the dialog (exception: the first section of a screen has no
frame).
Enter the description (informative) and title (displayed in dialog). Choose Assign section -> views to
assign the invididual views to the section (customer namespace for the item numbers is the last two
figures).

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11.6.7.1.3 Define Structure of Screens

Here you can create your own screens and assign them to a screen sequence or call them in a dialog box.
The customer namespace for the screens is Y* and Z*. Enter a text description (informational) or a screen
title (display in dialog).
Define the screen as a data screen originating from the BDT. Choose "Assign screen -> sections" to assign
the screen to the individual sections (customer namespace for the item numbers are the last two figures).
You can assign your own sections as well as standard ones.

11.6.7.1.4 Determine Screen Sequence

Here you can change the screen sequence. You do this by creating a new screen sequence in the customer
namespace (Y*, Z*). The screen sequence you define as standard is then used in the dialog. Choose
"Assign screen sequence to screens" to assign the screen sequence to individual screens (customer
namespace for the item numbers are the last two figures). You can assign your own screens as well as
standard ones.

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11.6.7.2 Maintain Field Status Control for Tenant Information

Specify the tenant information for the results screen, which fields are to be displayed, which fields are to
be hidden (if you do not need them).
The control is made via field groups that consist of a cluster of fields. The composition of the field group
is predifined by SAP.
The field groups are summarized in views; you assign these views in the next Customizing activity.

11.6.7.3 Maintain Events and User-Defined Menu Entries

Branching to your own applications

You may frequently need to call your own applications (transactions, program reports, function modules)
from the tenant rental function. To do this you have to define your own menu paths or pushbuttons in the
dialog. The function codes assigned to these menu paths or pushbuttons require customer-defined
function modules.
ABAP programming expertise is required to do this.
The procedure is as follows:

1. Create a function module in the customer namespace (beginning with Z or Y).


2. Copy function module RETI_RETI_EVENT_FCODE to customer namespace (for instance
ZETI_RETI_EVENT_FCODE) in your function group. This module receives the coding that is
required to process your own applications. The module has the following parameters:
- Import parameter: I_FCODE. The function code that calls your own application is transferred
from the tenant information with this parameter.
- Export parameter: E_XHANDLE. This is the parameter with which the function module
informs the calling program whether the transferred function code was processed. The value
must be initial for the function code to have been successfully processed.

Two customer-defined activities should be possible: calling your own application for which a
customer-defined function module ZKUNDE exists, and secondly calling a program report
ZKUNDENREPORT with transaction ZZ01.

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First delete unnecessary coding from your function module and add your own coding.
The coding of function module ZETI_RETI_EVENT_FCODE should be structured as follows:

FUNCTION ZETI_RETI_EVENT_FCODE.
*" IMPORTING
*" VALUE(I_FCODE) LIKE TBZ4-FCODE OPTIONAL
*" EXPORTING
*" VALUE(E_XHANDLE)
E_XHANDLE = 'X'. "If function code is not processed
CASE i_fcode.
WHEN 'ZZ01'.
call transaction 'ZZ01'. "Call transaction ZZ01
clear i_fcode. "Function code successfully processed
WHEN 'ZZ02'.
call function 'KUNDE'....... "Customer application ZKUNDE
clear i_fcode. "Function code successfully processed
WHEN OTHERS.
ENDCASE.
ENDFUNCTION.
3. You now have to insert the function codes in the tenant information dialog. You do this in the
IMG section "Maintain Events and User-Defined Menu Entries", subsection "Maintain Menu
Entries". Enter function codes ZZ01 and ZZ002 used in the above coding under FCODE and define
a function text for them.
By entering a menu code you can influence the point where you branch off in the menu, for instance
if you enter "2", your function code will appear in the "Edit" menu. Note that menu code "1" refers
to tenant information. If you enter a space, the path will not appear in any menu. The option can
appear as a pushbutton if you choose a function key number between 1 and 10.
You have to enter the name of our function module in order to control how the function codes are
processed. You do this in the IMG section "Maintain Events", subsection "Event -> Function module
allocation" by entering function module ZETI_RETI_EVENT_FCODE for event FCODE as an item
number such as 1000000001.
Call the "tenant information" transaction again and check the results.

11.6.7.3.1 Maintain Menu Entries


Refer to the documentation Maintain Events and User-Defined Entries

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11.6.7.3.2 Maintain Events


Refer to the documentation Maintain Events and User-Defined Menu Entries.

11.7 Correspondence
In this section, you prepare correspondence for your business partners.
You need to make the following settings and decide:
1. Which text processing system is to be used.
2. If you want to link up an optical archive (only relevant for SAPscript).
The settings explained below are not relevant if you use external word processing programs.
Correspondence is printed via correspondence programs. These programs print documents which are to be
sent to a specified recipient group. When you call up the program, you use the correspondence activity to
determine which letters are to be sent to which recipient group.
In order to define the letters and the related texts, you can assign text modules to letters. The text modules
are uniquely identified by a text object which has a text ID and a text name.
The layout of a letter depends on the forms and styles used. You may include your own frames and
company logo and define your own fonts and tabs.
The same forms can be used for different company codes. You can store company code-dependent
standard texts to generate different headers and footers for the letters.
When the correspondence program is running, the text modules are loaded into the SAPscript form and
are filled with the relevant partner data and the application data (e.g. rental agreement data). The
application data differs for the various letters.

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You will find more detailed information in the correspondence program documentation.
If you want to use your own texts, you should create your own letters by using the standard templates
provided. We recommend copying the standard forms.

Notes

For an overview of the correspondence process, refer to Application help.

Steps for setting up the correspondence

1. Check the standard correspondence.


2. Decide on which letters to print.
3. Identify recurring sections of the letters (text modules).
4. Maintain the letters and the related text modules; determine the layout (styles and forms).
5. Define standard texts for company-code dependent headers and footers.
6. Partner role/letter assignment: Define the correspondence activities.
7. Determine which correspondence application is to print which correspondence activity.
8. Determine which contracts/contract types are to be treated in the same say: determine
correspondence groups.
9. Determine default correspondence groups for each contract type.
10. Define any substitution rules that the correspondence group suggests automatically when you create
a rental agreement if the contract type alone is not sufficient as a differentiating criterion.
11. Determine any other factors determining the selection of the correspondence (are the differentiating
characteristics sufficient?).
12. Assign the correspondence activities to the correspondence applications/correspondence groups.

11.7.1 SAPscript (Mass Print)

In this section you make the settings required for mass print using SAPscript.

11.7.1.1 Basic Settings for Correspondence in Real Estate

In this section, you specify:


- which text processing program is used for correspondence
- if a connection for the optical archive is to be used

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Recommendation

SAP recommends using the SAPScript word processing system since


a) SAP provides standard letters in SAPScript for the IS-RE applications
b) at the moment, only SAPScript can access the optical archive

Notes

If you do not use SAPScript:


Once the data retrieval program has saved the data in the working memory, you will have to develop a
program logic that will enable you to transmit data to your word processing system.
The report documentation for the individual reports contains details about the data retrieval program that
SAP usually supplies. A list of these reports is available in the section "Maintaining Letters"

Activities

Check the standard settings and if necessary, change them.

11.7.1.2 Execute Client Copy Text Modules

In this section, you can copy text modules from client 000 or another source client into your target client.
You can then modify these texts in the target client, if necessary.

Activities

1. Transport the text modules to your customizing client. If necessary, change the text modules, or
create new ones.
You can import the text modules which SAP delivers for correspondence in Real Estate from client
000 to a target client, if you execute the report with the following parameters:

- Text name: '*'


- Language: Key of the language used
- TextID: '*'
- Source client: '000'
- Text name for target client:
- Action log: 'X'
- Object name: *

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2. If you want to transport particular text modules you have defined yourself or specific SAP text
modules, you fill the report parameters with non-masked values or partly masked values. You can
find the details of the text modules as follows:
Maintain letters -> Text modules for letters -> Detail screen ->
Editor -> Goto -> Header

Further notes

Please note that through this transport already existing text modules with the same name are overwritten
in the target client.

11.7.1.3 Letter Forms and Styles

All correspondence compiled in SapScript consists of a form and the styles assigned.
These are edited via the BC - Style and Formular Maintenance.

11.7.1.3.1 SAPscript Layout Sets

Maintain the forms that you require for the letters.

Standard settings

SAP supplies standard forms starting with the identification FVVI* for the standard correspondence.
You can either use the standard forms or create completely new ones to suit your own purposes.

Notes

- In the form maintenance transaction, choose Help -> Application help to display the
documentation.
- You assign the forms to the letters in the Maintain letters dialog.

11.7.1.3.2 SAPscript Styles

Maintain the styles that you require for the forms.

Standard settings

SAP supplies styles for the standard forms for the correspondence.
You can either copy these styles or create completely new ones for your own purposes.

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Notes

- In the style maintenance transaction, choose Help -> Application help to display the
documentation.
- You assign the forms to the letters in the "Maintain letters" dialog.
- Use the Editor to assign the styles when you maintain the text modules for the letters.

11.7.1.4 Letters and Text Modules

In this unit you process letters and the text modules.

11.7.1.4.1 Maintain Letters

In this section, you create standard letters for each application that are used in the Real Estate
Management (RE) component.
For each letter, you specify:
- The document group, to which the letter belongs
- The letter name as technical identification
- The letter description (name)
- The program that prints the letter
- The respective form
- The text modules that form the letter

Standard settings

SAP has created a large number of standard letters. These letters are generated by predefined reports and
text modules in the application.
If you want to use your own separate reports and forms, create them using:
- SE38 -> Reports
- SE71 -> Forms
- SE72 -> Styles

Recommendation

SAP does not recommend changing the standard settings immediately. Print the corresponding letters in
the application and check whether these meet your requirements.
You should also read the report documentation on the correspondence. The reports are listed below.

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Activities

1. Check if the standard letters are complete.


2. Create the letters you need ("New entries"):
a) Document group: Choose the group you require.
b) Letter name/letter description: Designate your letter clearly and concisely.
c) Report name: Report that generates the letters within the application.
d) Form: Form that determines the layout
3. Maintain the text modules
a) Enter your text modules ("New entries") or copy any text modules you may require from
existing letters into the new letter. You can edit them later.
b) Double-click the text module to edit it:
- Seq. number: determines the sequence of the text modules in the letter.
- Text object/text name: Choose text object and assign name.
- Maintain text module ("Editor")
You specify the text ID and maintenance language in a selection popup. You can assign
different language version for a letter here.

How to select fields that can be printed (DDIC fields)


- Choose Include -> Symbol -> Program symbol or (Ctrl +F3)
You will get the form for the print program; You can change the assignment of forms for the
text module.

- Select the print program (report) that you require and select DDIC fields; You will see the
report's table structure.

- Double-click the selected field to copy text modules:


Not all the fields offered can be printed. You can see which fields can be printed in the report
documentation of the print program selected (Transaction SE38 or use the selection screen
Help -> Extended Help or Application Help).
c) You use an indicator to specify if additional text modules should be added/removed before
printing (this applies only to text modules with the indicator "Selection Indicator")
d) Save your entries.

Further notes

Overview of all reports contained in the standard system:


Reports that retrieve the required data and start the printout are available for the following applications:

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Report name Application

Offers
RFVIMA001 Lease-out offer letter
RFVIAA01 Cancellation of lease-out offer

Lease-Out
RFVIMV00 Lease-out
RFVIFM01 Commercial lease-out form
RFVIWM01 Residential lease-out form
RFVIGM01 Garage lease-out form
RFVIFA01 Accompanying letter for commercial lease-out
RFVIWA01 Accompanying letter for residential lease-out
RFVIGA01 Accompanying letter for garage lease-out
RFVISA01 General information on tenancy
RFVIRCCOLLATERAL01 Print personal guarantee for lease-out
RFVIEU01 Lease-out in old local currency and euro
RFVIWA01 Residential lease-out letter
RFVIWM01 Residential lease-out (with/without letter)
RFVIFA01 Commercial lease-out letter

Notice
RFVIKV001 Notice / confirmation of notice
RFVIFK01 Release of rental collateral
RFVIRUINSPECTION01 Rental unit inspection for lease-out

Rental Accounting
RFVIIN01 Rent invoice: first print
RFVIIR01 Rent invoice: repeat print
RFVIUA01 Print sales-based settlement
RFVIMK01 Tenant account sheet: Letter or screen list up to
Release 45B
RFVIMK10 Tenant account sheet up to Release 46B

Service Charge Settlement


RFVINK01 Service charge settlement for settlement ID
RFVINA01 Print service charge settlement for time period
RFVINA02 Print accomp.letter from lease-out list

Rent Adjustment
RFVIAN01 Print rental adjustment
RFVIWB01 Advance notification of structural alterations
alterations
RFVIWC01 Rental adjustment due to structural alterations

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RFVIWE01 Rental adjustment in accordance with the


representative list of rents
RFVIWV01 Rental adjustment in accordance with comparative
rents
RFVIWI01 Cost efficiency analysis
RFVIFG01 Print free adjustment commercial lease-out
RFVIFW01 Print free adjustment residential lease-out
RFVIFZ01 Print adjustment supplements
RFVIGU01 Print rent adjustment based on expert opinion
RFVIMI01 Print rent adjustment index-based lease-out
RFVIAG01 Print garage lease-out rent adjustment
RFVIWN01 Print Dutch apartment evaluation for lease-out
RFVIAP01 Print Swiss rent adjustment
RFVIMADC Dunning for rent adjustment (not directly accessible)

Miscellaneous
RFVIAS01 Print general letter
RFVIAL01 Print SCB application for index-linked lease-out
RFVIRCCOLLATERAL01 Rental collateral for lease-out

Third-Party Management
RFVIOS01 Owner settlement

Legacy Data Transfer


RFVIIS01 New lease-out number after implementation of the
system

11.7.1.4.2 Overview of Letters and Text Modules

The report displays lists of available text modules related to the letters.
You can choose between different views of the text modules:
o Text definition
o Symbols used
o Header information only
It is possible to run a text search for all modules. You can maintain the text modules from within the
module lists.
Note: Only letters from Real Estate Management are displayed (refer to Maintain letters).
You can find more information in the report documentation.

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11.7.1.4.3 Text Modules Bulk Maintenance: Change, Copy, Transport

This report program shows a list of existing text modules. From the list, you can maintain, copy, delete
and transport text modules. The list also indicates how often the text module is used in letters and, if
required, in which letters. (Note: only use in Real Estate Management letters is displayed, see Maintain
letters).
For further information, refer to the report documentation.

11.7.1.4.4 Company Code Dependent Texts for Headers and Footers

You define company code-specific text modules for letters in this section. This includes:

- Header and footer


- Signature
- Sender
If you want to maintain different headers/footers in one company code, you have to enter the header/footer
text for each form and company code in the form maintenance (Transaction SE71).

Activities

If necessary, make your settings.

11.7.1.5 Correspondence Groups and Correspondence Activities

Correspondence activities, correspondence groups, correspondence applications and differentiating


characteristics let you use the correspondence function flexibly and carry out bulk prints of
contract-related correspondence.

11.7.1.5.1 Define Correspondence Activities

In this section, you control the correspondence with business partners by means of
- correspondence activities with
- assignment to partner (for example, tenant) and application (for example, rental agreement) and
- assignment of a correspondence application
A correspondence activity determines
- which partners receive

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- which letters

Example

The correspondence in the rental agreement usually includes a letter and the rental agreement itself. For
example, you can now determine using the correspondence activity
- 4711
- that the master tenant receives a letter and the rental agreement,
- that the subsidizer (if there is one) receives only the rental agreement
- a joint tenant receives a letter and the rental agreement

However, using correspondence activity,

- 0815
- only the master tenant receives the rental agreement.
The correspondence activity is specified when the correspondence program is started.

Activities

1. Correspondence activities
Check the standard system and, if necessary, change it.
2. Correspondence activities: Assignment of partners and letters (for contract type 3)
Here, you determine which partners are to receive which letters:
a) correspondence activity,
b) application and partner to receive a letter
c) sequence number of the document the partner is to receive (letter and rental agreement with the
sequential numbers 10 and 20)
d) application and letter name
3. Correspondence activity: assignment application
In this table, you determine which correspondence activity is to be used with a correspondence
application. The default indicator determines which correspondence activity is to be used as a default
value when starting the print program.

11.7.1.5.2 Control via Correspondence Group

You can control contract-related correspondence in two ways:


1. Either you create correspondence groups with the required correspondence activities and assign the
groups to the respective rental agreements.
Example:
You wish to print different letters for commercial and residential rental agreements for a selected

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number of rental agreements.


You assign the correspondence groups commercial and residential that you have already created in
Customizing to the respective rental agreements.
2. Or you assign a correspondence group to the contract types (do not make any correspondence group
assignments in the rental agreement itself!).
You can make settings for both methods in the following sections.

11.7.1.5.2.1 Define Correspondence Groups

Create your correspondence groups.

11.7.1.5.2.2 Default Correspondence Group for Rental Agreement Type


Specify the default correspondence group for each contract type. If no
correspondence group has been defined for a rental agreement, the default
correspondence group is used in the next step for determining the
correspondence activity.

11.7.1.5.3 Differentiating Characteristics

Using differentiating charateristics, you can make an additional selection of letters in the correspondence
application.
This is controlled by function modules to which you have to assign the respective correspondence

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applications.

11.7.1.5.3.1 Function Modules for Specifying Differentiating Characteristics

Edit the function modules and the assignment to correspondence applications.

Standard settings

To display a description of the differentiating characterestics used in the standard function modules,
position the cursor on the name of a function module and choose F1 (F1 help);

The F1 help is programmed context-sensitively, which means that the specific settings for each function
module are displayed.

Further notes

If you wish to change the function modules or add your own, you can do so in the next section by adapting
and assigning the help texts to match the changed circumstances.

11.7.1.5.3.2 Help Texts for Differentiating Characteristics

The purpose of this dialog is to assign the Help texts to the function modules by pressing F1, as described
in the previous dialog.
The Help texts are SAPscript texts of the general text category. You can edit them with transaction
SE61.

11.7.1.5.4 Assignment of Correspondence Activities to Correspondence

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Groups

In this section, you carry out the last and most important step for the correspondence control:
1. Assign an object type (CA Reminder RA rent adj./ CC Rental collateral/IV Rental offer/ IV Rental
agreement)
2. Assign one or several correspondence applications, differentiating characteristics and
correspondence activities
You can make this assignment in two different views.
Note:
1. Do not assign correspondence groups to the object types CA Reminder for RA adjustment, CC
rental collateral and II rental offer
2. You can only control these object types by assigning them differentiating characteristics.
3. For the object type IV rental agreement, you can define correspondence groups for the following
correspondence applications:

008 Accompanying letter for the rental agreement


030 Rent adjustment
040 Deposit settlement for releasing rental collateral
042 Service charge settlement
043 Advance notice of constructual changes
044 Sales settlement
070 RA conditions, new currency and original currency
080 Application to state central bank
100 Rental agreement
110 Notice / Confirmation of notice
120 Rental unit inspection

The F4 help for assigning the correspondence applications takes the set contract type into account.

11.7.2 Office Standard Letters (Single Print)

Here you make settings for individual correspondence using the office integration function.

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11.7.2.1 Standard Letter Templates

In this section, you define the templates for the standard letters used for correspondence in the tenant
information and general contract applications.

11.7.2.1.1 Standard Letter Template for General Contract

Here you define the standard letter templates used for printing single letters related to the general contract.
SAP supplies Word macros with which you create a standard letter on the PC with MS Word which is
later filled with data from the general contract. When you have created your template, it is stored in the
system here.
You do so in the Business Data Navigator (BDN). For information on the functions and use of the BDN,
refer to this Release note and the BDN documentation, which you will find by choosing Help -> SAP
Library -> Basis Components -> Basis Services -> SAP ArchiveLink.
Note that you can assign different descriptions to different documents.
You can assign up to 5 keywords for each template you store to improve the template overview in the
selection dialog since these keywords are used to group the templates in the selection dialog, If, say, you
assign the keywords "contract" and "general letter" to a general letter for a contract, the corresponding
template will appear in the selection dialog under the heading "General Letter" as well as "Contract".

Further notes

These templates can be used for the single print of documents related to the general contract as well as for
tenant information on the general contract.

11.7.2.1.2 Standard Letter Template for Lease-Out

Here you define the standard letter templates used for printing single letters related to the lease-out. SAP
supplies Word macros with which you create a standard letter on the PC with MS Word which is later
filled with data from the lease-out. When you have created your template, it is stored in the system here.
You do so in the Business Data Navigator (BDN). For information on the functions and use of the BDN,
refer to this Release note and the BDN documentation, which you will find by choosing Help -> SAP
Library -> Basis Components -> Basis Services -> SAP ArchiveLink.

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Note that you can assign different descriptions to different documents.


You can assign up to 5 keywords for each template you store to improve the template overview in the
selection dialog since these keywords are used to group the templates in the selection dialog, If, say, you
assign the keywords "lease-out" and "general letter" to a general letter for a lease-out, the corresponding
template will appear in the selection dialog under the heading "General Letter" as well as "Lease-Out".

Further notes

These templates can be used for the single print of lease-outs in the tenant information application.

11.7.2.2 Maintain Letter Recipients

Here, a role category hierarchy is defined for each contract type. If you use the Customizing entries for
determining the letter recipient when generating a letter for this contract type, the first role category in the
hierarchy is checked to see whether a partner with this role category is assigned to the contract. If not, this
procedure is repeated with the each subsequent role category in the hierarchy until a match is found; the
first partner role category found is the role category of the letter recipient. A letter is then generated for
each contract partner with this role category (each of these partners is a letter recipient).
If the contract has not been assigned any partner with a role category that corresponds to one of the role
types in the hierarchy, you have to manually enter the role category of the recipient when generating
standard letters.

Example

You have made the following entry for the contract type "Residential lease-out":
Seq no. Role cat. Name
1 0601 Tenant (not customer)
2 0600 Master tenant w/ cust. acct.
A letter is then generated for any partners with role category 0601. A letter is only generated for the
master tenant with customer account if no partner with role category 0601 is assigned to the contract.
If for any reason there is no partner with either of the role categories, you will not receive the option to
read the Customizing entries; you have to enter the recipient manually.

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Further notes

Of course, you can also choose not to read the Customizing entries when generating letters and enter the
role category of the partner yourself.

11.7.2.3 Additional Partners for Each Letter

Here, the role categories are assigned to the partners that are to be made available for Office letters during
data retrieval depending on the contract type, in cases where a corresponding partner is assigned to the
contract.

Example

If you need the data for both the subsidizer and the bank for deposit for a residential lease-out, in addition
to the letter recipient data, you have to make the following entries:
Incl.No. Role cat. Name
Include1 0624 Subsidizer with customer account
Include2 0636 Bank for deposits
In this example, during data retrieval the Partner1 data is filled with the data of the subsidizer with
customer account, the Partner2 data is filled with the data of the deposit bank and Partner3 is left blank.

Further notes

This is how you can be sure which partners will be printed in the standard letter fields Partner1, Partner2
and Partner3 when creating a standard letter template using the Word macro supplied by SAP.

11.8 Rental Accounting


In this section you determine the default settings required so that posting procedures are properly carried
out.
For further information, refer to the section on Financial Accounting under "Notes on
Customizing-Related Applications" -> "Basic Settings Financial Accounting".

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11.8.1 Determine Cash Flow Period

In this section, you determine the period for which cash flow is to be generated for each product type.
These settings have to be made for each company code.
You must not change the key that identifies a product type.

Requirements

We recommend setting the period for two years.

Activities

1. Check the standard settings and change them if necessary.

Example

A cash flow period of two years has been set in Customizing. This means that the cash flow has to be
generated at least two years in advance (calculated from the date of creation in the system), but always for
the whole half-year period. If, for instance, the contract is created on 05/24/1998, a cash flow is generated
up to 06/30/2000. If the contract is created on 07/12/1998, the cash flow is generated up to 12/31/2000.

Further notes

The update of the cash flow period is ensured in the application by means of a special function (Report
RFVICF00). You have to start the report as a batch run at least every six months.

11.8.2 Document Types, Payment Methods, Payment Blocks, Tax Keys

In this section, you determine the following for the end of a rental agreement:
- the payment method for credit memos
- the payment method for debit memos
- the document type
- the rules for the automatic filling of fields in the document

Requirements

The payment methods are defined in the Financial Accounting Customizing.

Activities

Enter the payment methods you require for each company code.

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11.8.3 Document Type for Tax Transfer (Jurisdiction Code)

For tax treatment according to US regulations (jurisdiction code), you have to maintain a document type
for G/L account postings.
This document type is required for the service charge settlement and the sales-based rent settlement for
carrying out transfer postings of taxes to the service charge advance payments and sales-based rent
advance payments made by the tenants.

11.8.4 Maintain Down Payment Updates in Controlling

Advance payments for operating costs, heating expenses and sales-based rents are handled, from a
technical point of view, as customer down payments, and are updated as such in Controlling. To ensure
that the down payment data is updated, you have to assign a revenue element to each special G/L account.
You do this as follows:
For all special G/L accounts that are required for the down payment postings, create a parallel G/L
account:
Example
Special G/L transaction Special G/L account Pararell G/L account
J AP request 196900 841100
K Operating costs 196910 841110
U Sales-based rent 196920 841120
C Cash deposit 196930 841130
The G/L accounts you create must be profit and loss accounts.
1. Create these accounts as revenue elements in Controlling.
2. To assign these new accounts to the special G/L accounts, choose the IMG activity "Accounts for
Updating RE Down Payments" in this section.

Result

In Financial Accounting, the debit position updates the accounts 196900-196930 (in this example) which
represent the special G/L accounts for the special G/L transactions used.
No postings are made on accounts 841100-841130 in Financial Accounting (!), and consequently no
balance is shown on these accounts after the debit position run. The purpose of these accounts is only to
update the down payments in Controlling.
If no revenue type is entered in the "Accounts for Updating RE Down Payments" table, the revenue type
for customer down payments is used; you can maintain this revenue type dependent on the controlling
area. In this case, choose the IMG activity "Default Cost Elements for Down Payment Update". Note that
this default cost element does not differentiate between J and K postings, which means that debit and
credit postings balance.

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Note: Even if you do not need this default cost element, you have to maintain the data. If you do not, the
system terminates the debit position with an error message.

11.8.5 Payable Special General Ledger Processes (Debit-Side)

Special G/L transactions are required for advance payment postings (operating costs, heating expenses,
sales-based rent). You create these G/L transactions in Customizing of Financial Accounting. See also
Accounts Receivable and Accounts Payable.
In this table, you determine:
1. Which special G/L transactions to display and which to pay. If you make an entry here, the payment
program includes only those items that have one of the special G/L transactions named. The entries
in this table also influence the items that are displayed in the tenant account sheet.
2. Which reconciliation accounts are not to be selected by the payment program. This step influences
the performance of the payment program. Enter the reconciliation accounts of the special G/L
transactions that cannot be paid. These items will then not be selected.

Example

The settings of the standard delivery are such that advance payments are posted on the debit-side with
special G/L indicator J, and on the credit side with special G/L indicator K. Postings with special G/L
indicator J represent a transaction that has to be paid by the tenant. Those with a K represent noted items
that are automatically cleared during the service charge settlement. Consequently you should only enter
the J indicator in this table and not K.
The reconciliation account of special G/L transaction K is account 196910. This account should be
excluded from the selection to increase the performance of the payment program.

Further notes

Note that this table belongs to Customizing of Financial Accounting.

11.8.6 Number Ranges for Posting Transactions

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11.8.6.1 Maintain Number Ranges for Automatic Postings

The documents that are generated during automatic posting receive an identification in the 'Reference
number' field. This reference number consists of:
- Description of the procedure
- Fiscal year
- Number range to be maintained in this step
The following procedures access this number range:

Procedure Description
ID Code
VSTB Input tax treatment
MVSO Rental agreement debit position
POST Rental agreement debit-side follow-up posting
MVAB Rental agreement accruals/deferrals
ENKA Service charges own settlement
FHKA Heating expenses third-party settlement
MVUM Rental agreement sales settlement
ANPA Flat rate adjustment
MESO Rental unit debit position - Vacancy
VSTX Input tax distribution
VSTA Input tax adjustment after posting
EIGA Owner settlement
VWSO Management contract debit position
(These are the values for domain VVSVORG.)
CAUTION: The reference number starting with a procedure ID code should not be changed. Otherwise
problems will arise when executing a reverse.

Activities

1. Choose whether you want to


a) display number intervals,
b) change number intervals or
2. The detailed screen appears where you can enter or change particular fields, depending on your
previous selection.
a) Nr: Identification number of number interval. The identification number must always be '01'
because the system will directly access this identification number.
b) From number: Lower limit of number interval.
c) To number: Upper limit of number interval.

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d) Number status: Current status of number assignment.


e) Ext: This indicator should not be set here because the number assignment for the debit position
ID always occurs internally.
3. Save your entries.

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11.8.6.2 Maintain Number Range for One-Time Postings

In this section, you define the number range for the one-time postings, that means the documents for
one-time postings receive a unique number.

General tips for number assignment

Activities

1. Check the standard settings and change if necessary.


2. If you make changes, please note the following:

- Always choose number range interval 01


- Always define internal number assignment

Note on transport of number ranges

Number range objects can be transported as follows:


Starting from the initial screen, choose "Interval->Transport".
Note that you first have to make sure that all intervals of the selected number range object have been
deleted in the target system so that, after the import, only the exported intervals are available. The number
blocks will be imported with the value that they have at
the point of import.
Dependent tables (master data and flow data supplied with numbers from the corresponding number
ranges) will not be transported or converted.

11.8.6.3 Maintain Number Range for Invoice Numbers

In this section, you define the number range for the invoice print for the POR procedure (CH).
General tips for number assignment

Activities

1. Check the standard settings and change if necessary.


2. If you make changes, please note the following:

- Always choose number range interval 01


- Always define internal number assignment

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Note on transport of number ranges

Number range objects can be transported as follows:


Starting from the initial screen, choose "Interval->Transport".
Note that you first have to make sure that all intervals of the selected number range object have been
deleted in the target system so that, after the import, only the exported intervals are available. The number
blocks will be imported with the value that they have at
the point of import.
Dependent tables (master data and flow data supplied with numbers from the corresponding number
ranges) will not be transported or converted.

11.8.7 Define Reference Interest Rate

In this section, you define the reference interest rate for the interest adjustment for cash deposits with a
variable interest rate and for the rent adjustment according to Swiss law.
In Switzerland, the change to the mortgage loan rate is a relative factor that is used as a basis for rent
adjustment. The mortgage loan rate is stored in a "reference interest rate table".
If the mortgage loan rates differ from region to region, you will need a reference interest rate for each
interest series.

Activities

1. Check which reference interest rates you need for the mortgage loan rate. Create one reference
interest rate for each interest series.
2. Before each Swiss rent adjustment, make sure that the reference interest rates for the mortgage loan
rate series are up-to-date.
3. If necessary, maintain any missing values.

Further notes
The reference interest rates for all of Treasury are stored in the same global table.

11.8.8 Incoming Payments Control

In this menu section you configure the


- Control of the assignment of payments for manual incoming payments ("Automatically assign"
function) and for account statement entry
- Posting procedures for account statement entries, especially the postings for returned debit memos

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11.8.8.1 Posting Key for Bank Debit Posting (Incoming Payments)

The posting key for the bank posting is automatically set for incoming payment transactions. Define the
posting key you want to use.

Requirements

The posting key has to be created in Financial Accounting Customizing for G/L postings in credit first of
all.

Recommendation

Posting key 40 is usually used.

11.8.8.2 Determine Incoming Payment Control

In this section, you determine according to which rules the automatic incoming payment clears open
items.
Priorities (sort rules) are determined by means of the fields of the open item data structure. The open
items are sorted according to these rules. The open items are cleared in the sorted sequence.
The sort rules can then be applied in case where the incoming payment plus the credit balance drops
below the totals of the open items.
The rules are defined in three steps:
1. Define order criteria
For company code and contract type (always 3 for Real Estate), data fields from the open item table
are defined as criteria, according to which the open items are sorted in ascending or descending
order. Furthermore, you have to determine whether sorting is to be done directly or indirectly.
a) Direct sorting sorts by the order criterion.
b) Indirect sorting determines whether the sorting is done directly by the field contents or whether
a priority is assigned, according to which sorting is carried out. Indirect sorting is then defined
in detail. Indirect sorting allows sorting not directly by the defining argument 'Flow type' but
that a priority is assigned to a special value of a flow type (for example, '6010'), by which
sorting is then carried out (see point 3).
2. Determine the sequence of the order criteria
You have to arrange the defining arguments in a sequence using number values (lowest number =
highest priority), by which sorting is carried out.
Important: If no unique sequence was found after the open items were sorted using all the order
criteria, the system proceeds as follows:
a) First: Clearing the open items according to a unique sort sequence
b) Then: Clearing the open items in a random sequence.
Clearing is carried out in this described sequence until the incoming payment is exhausted. No
partial clearing or residual item formation is carried out. Incoming amounts not used are posted as

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unqualified down payment of the customer and processed together with later incoming payments.
In the configuration menu (basic settings in the client), you can determine the tax code that is to be
used for this posting. The posting rules for the unqualified down payment are defined via the flow
category '3UAN' ("Assign internal movement types" activity). The flow type referring to the
respective posting rule in the account determination is defined for the flow category.
3. Define indirect sorting
For the company code, contract type (always 3 for Real Estate) and order criterion, sort sequences
are assigned to the field values for indirect sorting. That is, that the respective sort priorities or
sequences are defined for all values the table field can take on for the order criterion.

Activities

1. Order criteria for assigning incoming payment


a) Determine your work area by specifying
- Company code and
- Contract type
b) To make new entries, choose the 'New entries' function and enter the following line by line:
- an indicator for the order criterion.
- the name of the order criterion.
- the field name of the field to be examined.
- the sort direction for the evaluation of the order criterion (ascending/descending).
- the processing method (indirect/direct sorting)
In case of the indirect method, the referenced values are used as keys for an assignment table.
The assignment table assigns a priority to these values, for example flow type. The set of
priorities found is sorted and determines the sequence of assignment.
c) Save your entries.
2. Sequence of the order criteria Assignment for incoming payment
a) Determine your work area by specifying
- the company code and
- the contract type
b) To make new entries, choose the 'New entries' function and enter the following line by line:
- a number between 1 and 99 to assign a priority to an order criterion. The highest priority is 1,
the lowest priority is 99. You do not necessarily have to define the priorities as a sequence
without gaps.
- the indicator for the order criterion. The name of the order criterion is assigned to the indicator.
c) Save your entries
3. Value assignment for indirect order criteria Incoming payment
In this table, you define the 'indirect method' for the determination of the assignment sequence of
open items. By means of the 'indirect method', you assign different priorities to a table field
depending on the field value (field contents). You have to determine the individual priorities for all

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order criteria, to which the indirect method is assigned (see point 1).
a) Determine your working group by specifying
- the company code,
- the contract type and
- the order criterion.
b) To make new entries, choose the 'New entries' function and enter the following line by line:
- the internal value.
Here you have to specify the field value (for example, flow type 6010), to which a priority is to
be assigned. For field values you do not define here, the lowest priority is assumed for sorting.
Important: Numeric values have to be specified with leading zeros and the number of positions
has to be entered left-justified, just as in the table field of the order criterion.
- the priority.
You assign a priority to each value. Sorting is carried out according to this priority in ascending
or descending order, depending on the sort sequence of the order criterion.

11.8.8.3 Prepare Account Statement Entry

Electronic Account Statement Entry

General information
In Real Estate Management you can use the following for the electronic processing of incoming payments
and returned debit memos:
- Account statement entry with different data formats (for instance, Multicash, DTAUS)
- Account statement entry using a bank procedure (DTAUS format only)
Both procedures are based on the standard function "Electronic Account Statement Entry" in Financial
Accounting (FI). The account statement entry consists of three steps:
- File import
- Analysis of the note to payee for each line item
- Corresponding postings
Real Estate Management is linked to this FI standard function, for example, to assign an incoming
payment to a rental agreement. The following describes the steps in detail.

File import
This step is the same as the standard FI procedure. Start the program via the following menu path:
Accounting -> Real Estate Management -> Rental management -> Rental accounting ->
Incoming payments -> Account statement entry

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or Country specifics -> Bank procedure

Important Customizing settings:


Make the FI Customizing setting for the electronic account statement entry:
1. Enter the house bank and the corresponding house bank accounts
2. Enter the posting rules
3. Assign the posting rules to external transactions (the external transactions for the bank procedure are
composed of the entries in the 7A and 7B fields of the C-records. For example, if field 7A = '52' and
field 7B = '000', the external transaction is '52 000')
4. Define posting specifications for posting areas 1 (bank posting) and 2 (customer posting):
Example for returned debit memo (posting rule 0009):
Area 1
Posting type: 1 (Post to G/L account)
Document type: DZ
Debit: Posting key 40 Cash disbursement
Credit: Posting key 50 Bank
Area 2
Posting type: 7 (Clear subledger account in debit)
Document type: DZ
Debit: blank
Credit: Posting key 50 Cash disbursement
For more information, refer to the corresponding chapter of the FI Implementation Guide.

Analysis of the note to payee


There are a number of standard and application-specific interpretation algorithms available for analysing
the note to payee of a line item.
In order to assign incoming payments and returned debit memos, standard FI (interpretation algorithm
001) carries out a search for a document number or a reference document number of the open item or
debit memo document.
The tenant normally does not know the document number; this means he/she will indicate the rental
agreement number as the assignment criterion in the "Note to payee" field, or else enter an account
number that is uniquely assigned to his/her rental agreement in the case of the bank procedure. In order to
interpret the data differently from the standard FI procedure, you have to use one of these two Real
Estate-specific interpretation algorithms:
050: First the FI standard search according to document number or reference document number is carried
out. If it is unsuccessful, the Real Estate-specific search (Module: ANALYSE_VW_RE) is carried out.
Any incoming payments that are not assignable here are posted to a rejection account.
051: Here the Real Estate-specific search is started directly. Any unassignable incoming payments are
posted to a rejection account. Therefore, if you expect other items besides incoming payments for rental

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agreements, you should use algorithm 050.


If you wish to implement your own extended logic for finding items or rental agreements, you can use
interpretation algorithm 000 (customer-specific user exit):
1. Create a report ZXF01U01 of type I (Include). You may use report RFVIKA01 as a reference. The
report calls the function module ANALYSE_VW_RE.
2. Call transaction CMOD.
3. Create a project and give it any name.
4. Choose "SAP enhancements" and enter the name FEB00001.
Activate the project.
While the account statement data is being evaluated, the user exit is called. This module contains the
program that you have created as an include. You can adjust program ZXF01U01 as necessary, for
example by making it call your own module with your own logic instead of the standard function module
ANALYSE_VW_RE. The report ZXF01U01 is with the user's namespace and can therefore be changed
by you as required. However, you may not change the module ANALYSE_VW_RE since this is an SAP
object.

Important Customizing settings:


You can specify the algorithm you want to use in FI Customizing. (refer to
Allocate external transactions to posting rules)
In the "Rental Accounting" section of the RE Implementation Guide you can also define flow types and
account determination for nonassignable incoming payments.

Corresponding postings
Incoming payments:
If an incoming payment was assigned to a rental agreement, the system searches for the customer open
items for this rental agreement. If their sum is greater than the incoming payment, the open items are
sorted according to rules that you define in Customizing. Once they are sorted, the open items are cleared
one by one until the incoming payment has been used up. In the case of an incoming payment that is too
large, you can specify in Customizing whether a new residual item or an unqualified advance payment is
to be posted. If the incoming payment could not be assigned, it is posted to a rejection account.
Returned debit memos:
Using the document number of the clearing document, found in the Note to payee field, the system
searches for the original receivables. Once they are found, the clearing is reversed and a new amount
consisting of the original open item and any bank charges is charged to the customer.

Important Customizing settings:


Choose the sorting criteria for the open items (refer to
Determine incoming payment control) and specify a processing type (refer to

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Assign Transactions incoming payment 02, outgoing payment 01)


For the handling of returned debit memos you have to set the corresponding flow types for flow categories
3RET and 3GEB. For more information, refer to Assign Flow Types to Flow Categories.

11.8.8.3.1 Account Statement Entry: Assign Transactions

In this section you determine which procedures in account statement entry are to be considered as
incoming payments in the real estate management sense. The procedures are either considered as returned
debit memos or as incoming payments. If none of the assignments apply, the payments are treated
according to the standard logic of FI Financial Accounting (for instance check deposit, outgoing payments
to vendors etc.)
You define the procedures for account statement entry in Financial Accounting Customizing.
Also read Electronic Account Statement Entry.

11.8.8.3.2 Account Statement Entry: Multicash/DTAUS Test Tool

Test Environment for Electronic Account Statement Entry

The test environment is designed to help you during implementation of the electronic account statement in
the Real Estate component with:
a) Generating test data (credit memos or returned debit memos) that can be modified as required.
b) Generating these files in the required format (MULTICASH or DTAUS) as a data file.
Attention: This test environment is for use only in your test system. Do not use it in your productive
system!

Prerequisites

You must maintain a house bank and a house bank account in the company code for which the account
statements are to be produced. You must also maintain the general ledger account in the master data for
the house bank account (for example, G/L account 130100). For the DTAUS bank procedure, you must
maintain a bank procedure account number in the contract.
The following external transaction keys must be assigned to the transaction type, which is linked to the
house bank (Refer to Assign external transactions):
- MULTICASH Format:
- Transfer credit memo: 051
- Returned debit memo : 009
- Format DTAUS:

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- Transfer credit memo: 52 000


- Returned debit memo : 09 051

Test Procedure

1. Creating test data


Choose the action Generate test data for the electronic statement entry (Refer to Report
documentation)
You must make the following preparations in the Real Estate component:

- To simulate a credit memo (incoming payment): Create one or more rental agreements and
carry out a debit position to generate open items.
- To simulate a returned debit memo (outgoing payment): Clear open items for rental agreements
using, for example, the payment program.
2. Processing test data
The data can also be over-modified, for example, "mutilating" a rental agreement number.
In this case, choose the action Change test data to multicash format or Change test data to
DTAUS format.
3. Generating a data file for testing purposes
To generate the prepared data in the required format (multicash or DTAUS) as a data file for the
account statement entry, choose the action Generate data for the electronic account statement
entry. (Refer to Report documentation)
4. Using this generated data you can now test the account statement entry.
The files are further processed using the program RFEBKA00 (Account statement import) or via
menu path: Accounting -> Real estate management -> Rental management -> Rental accounting:
Incoming paymenty -> Account statement entry
or Country specifics -> Bank procedure

11.8.8.3.3 Set Up Bank Procedure

The account statement entry must be treated in a special way for the bank method (usually DTAUS
format).
The data being transferred is usually issued from the bank to the company managing the real estate in the
DTAUS account statement entry format.
In contrast to the traditional contents of files, the C-records of the files DO NOT contain the actual
account number of the company but a VIRTUAL account number. This account number is uniquely
assigned to a rental account (VIMIMV-KONTOBV field).
Use the transaction FVI5 "Bank method" for transferring the tapes. This transaction calls up the account
statement entry.
Activate the user exit to activate the interpretation algorithm.
For more information, see

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Electronic Account Statement Entry


Make the prerequisites necessary for assigning an account number for the bank method. If this method is
not used by your company, this item can be omitted and the corresponding field, "Account Number Bank
Method" should be hidden in the rental agreement master data (maintain rental agreement field status).

11.8.8.3.3.1 Maintain Bank Procedure Used

The account statement entry must be treated in a special way for the bank method (usually DTAUS
format).
The data being transferred is usually issued from the bank to the company managing the real estate in the
DTAUS account statement entry format.
In contrast to the traditional contents of files, the C-records of the files DO NOT contain the actual
account number of the company but a VIRTUAL account number. This account number is uniquely
assigned to a rental account (VIMIMV-KONTOBV field).
Use the transaction FVI5 "Bank method" for transferring the tapes. This transaction calls up the account
statement entry.
Activate the user exit to activate the interpretation algorithm.
For more information, see
Electronic Account Statement Entry
Make the prerequisites necessary for assigning an account number for the bank method. If this method is
not used by your company, this item can be omitted and the corresponding field, "Account Number Bank
Method" should be hidden in the rental agreement master data (maintain rental agreement field status).

11.8.8.3.3.2 Assign Bank Procedure of Local Bank

In this section you determine which company code for which house bank uses which bank procedure. You
can also assign a number range here from which the account numbers are taken.
You define the actual interval for the number range in the next section.
You first have to set the house banks in Financial Accounting Customizing.

11.8.8.3.3.3 Maintain Number Range for Bank Procedure Account Number

In this section you maintain the number ranges for assigning account numbers for the bank procedure.
General tips for number assignment

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11.8.8.3.3.4 Set Bank Procedure Account Number Digit Check Procedure

Check digit procedures are often agreed on with banks for the account numbers for the bank procedure
(applies to Germany only). You have to program and integrate a suitable user exit to implement this
procedure.
If no check digit procedure has been agreed on, it suffices to assign a number range to the bank method
(with internal number assignment). In this case, when creating or changing a rental agreement by calling
up the function "Assign bank procedure account number", the next free number of the number range is
assigned.
If a check digit procedure has been agreed on with the bank, you can carry out the number assignment
using a user exist.
To do this, proceed as follows:
1. Create a report ZXISREU02 of type I (Include). This report contains the logic of the number
assignment. For further details, see below.
2. Call up transaction CMOD.
3. Create a project and name it.
4. Choose "SAP enhancements" and enter the name ISRE0001. Activate the project.
You have done the following:
Function "Assign bank procedure account number" calls up the function module
"EXIT_SAPLFOBK01_001". This is a user exit.
The only command in the module is INCLUDE ZXISREU02.
It is now expected that this include program assigns the bank procedure account number. The information
supplied with the import parameters can be used here. That is:
- Structure I_VIMIMV containing rental agreement data
- Structure I_T012 containing details on the house bank
- Structure I_TIVC8 containing information on the bank procedure used
Based on this information, the program ZXISREU02 that you write has to procure a number and place it
in field E_KONTOBV. The content of this field is then used as the bank procedure account number for
the rental agreement in question.
The function module is called up using function module 'ISRE_GET_KONTOBV_STANDARD' if the
user exit has been activated using CMOD.

11.8.8.3.4 Incoming Payments Post-Processing

In this section you determine the flow types for the account determination of rejected automatic incoming
payments. Settings are made for each company code.

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Example

A document that cannot be assigned by automatic incoming payments is 'parked' on a rejection account
for subsequent processing.

Further notes

The settings made in this section are jointly used by Loans and Real Estate Management. As both
components use the same function to analyse incoming payments, the same account determination rules
for posting rejected payments apply in both subareas. For this reason, you have to specify contract type 1
here for Real Estate Management and not the generally used contract type 3.
The only processing category that applies is 01 (rejection). All other processing categories only apply for
Loans and are not relevant for Real Estate Management.

Activities

1. First create a flow type to control which rejection account is chosen. Note that you have to specify a
flow type for contract type '1' (Loans). The dialog that you call displays all flow types for contract
type '1'. If you use the "Loans" component in your organization, you should coordinate your
activities with the responsible project group.
2. Create an account determination rule for the contract type you have created. Note that you have to
maintain Customizing data for the "Loans" component in this case also.
3. Assign the flow type to processing category '01'.

11.8.8.3.4.1 Maintain Flow Type for Incoming Payments Rejection

In this section you create the flow types which are used for posting the incoming payments (account
statement entry, bank procedure) that cannot be assigned manually to a rejection account. Use contract
type 1 (loans).
You have to maintain the following attributes:
Flow category ZUZ Overpayment
Flow type group: 06 Overpayment/advance payment
Activity ID: 03 Payable
Activity category: 0025 Overpayment: Credit
Assets/liabilities: 0 Loans given
Posting control: 1 Automatic debit position
Effective interest rate +/-sign: -
Debit/credit Credit posting

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11.8.8.3.4.2 Assign Flow Types to Incoming Payments Rejection

Assign a flow type for each company code to processing type '01' over which incoming payments are
steered to a rejection account.

11.8.8.3.4.3 Maintain Account Determination for Incoming Payments Rejection

In this section, you determine the posting rules and account determination for the previously defined flow
types for rejecting incoming payments.
Since the subareas, Real Estate Management and Loans, jointly use the automatic incoming payments, the
posting rules and accounts also have to be determined jointly. This is done in application 0101 (Treasury:
Loans).
For Real Estate, however, only the posting rules and accounts for the flow type of a rejection posting are
relevant. All other entries do not apply to Real Estate and should not be considered here.
For a description of the account determination, see the Rental agreement/customer account determination.

Requirements

The flow types are defined.

Recommendation

It is recommended that you change the account determination only in exceptional cases.

Activities

1. If the required account symbols do not exist yet, define them using the 'Account symbols' function.
2. Use the 'Accounts' function to determine the required G/L account for the account symbols in the
required chart of accounts with the account '+' to be replaced. If a G/L account is automatically
determined by a program, define it with '++++++++++'.
3. Define the posting rules for the rejection posting. Generally, the following applies:
Debit: Posting key 40 (not used)
Credit:Posting key 50 (rejection account)
The document type is a G/L account document type
The document type is 55 (G/L account to G/L account)
4. Save your entries.

11.8.9 Dunning

In this section you make the settings required for dunning. Note that dunning is a function of the Financial
Accounting component and that the main settings are made in Customizing of that component. See

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Financial Accounting Customizing: Dunning Program Configuration


The Real Estate Management component uses existing BTE interfaces of the dunning program to map
special processes that are typical for real estate landlords.
If these special functions are not sufficient to cover the functions required in your organization, you can
use the interfaces of the dunning program to include your own program logic. Note the section Use
Business Transaction Events.

Special RE Functions in Dunning Program

1. The following are just some of the details relevant to the dunning program which are included in the
document via the debit posting:
- Payment method
- Dunning area
- Dunning block
- Contract number

Handling of the documents follows the logic used in financial accounting:


All items with the following characteristics are dunned:

- No dunning block AND


- No incoming payment method in the item AND
- No incoming payment method in customer master record
- an incoming payment method, but a payment block
- The dunning form defined in Customizing for the dunning area and the dunning procedure assigned
to this dunning area is used (standard form).
- Dunning notices are only sent to customers.
2. Special handling is required if a dunning grouping according to contract number is set in the
customer master record. The grouping must consist of the following fields (in this order!):
- Contract number VERTN Length 13
- Contract type VERTT Length 1

The following special handling is carried out:


All items with the following characteristics are dunned:

- No dunning block AND


- A dunnable payment method is set in the item OR
- No incoming payment method is set in the item and no non-dunnable incoming payment
method has been agreed on in the customer master record.

You must define dunnable payment methods in Customizing for Real Estate.

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- The forms are determined as described above.


- In addition to the customers, partners for whom dunning has been planned also receive a dunning
notice.
The dunning lists should be configured in such a way as to show the contract numbers. This is possible
within the application since the lists are generated using the ABAP list viewer.

11.8.9.1 Determine Dunnable Payment Methods

In this section, you determine which incoming payment methods are dunnable.

Example

Overdue customer items that had a payment method are generally not dunned since incoming payment
methods are evaluated as payment methods that are dealt with automatically by the payment program (for
example collection, bank direct debit). In some cases, however, the following situation exists:
A tenant has concluded several contracts, where for some contracts the payment is made by bank
collection but where for other contracts the tenant pays by bank transfer, cash payment, and so on.
This means that a distinction has to be made in the documents as to whether the item is to be subjected to
the automatic payment method or whether it is paid "manually". In the latter case, the item can also be
dunned under the following conditions:
a) the "contract number" field is filled and
b) thd dunning grouping in the customer master was agreed per contract (see below) and
c) the item either does not have a payment method (and the customer master does not contain a
non-dunnable payment method) or it has a "dunnable incoming payment method".
You determine the dunning grouping per contract number in FI customizing. It must contain the following
fields (in this sequence):
- Contract no. VERTN length 13
- Contract type VERTT length 1

Requirements

The incoming payment methods are previously created in the Financial Accounting Customizing for each
country.

Activities

Check the standard settings and change them, if necessary.

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11.8.9.2 Performance Dunning and Payment

Use

As a consequence of the posting logic in the debit position


01 Customer Basic rent to 50 Revenues
09 J Customer Adv.pymnt request operating costs to 19 K Customer (AP made)
09 J Customer Adv.pymnt request heating costs to 19 L Customer (AP made)
a small number of open items and dunnable items are encountered in the customer accounts after several
months of debit position, until the service charge settlement run (posting keys 01 and 09J) as well as a
large number of open items which represent noted items in the sense of advanced payments received (19
K, 19 L) and which remain open items until the service charge settlement.
If, say, a tenant has not paid his rent in December, there are three open items in his account that are
dunnable and, for months January through December two items (special G/L transactions K and L), in
other words noted items that should not be dunned.
The standard procedure is for 27 items to be selected by the payment and dunning program but only for 3
items to be paid, or dunned. However the selection of such a large number of items reduces the
performance of the payment and dunning program.
By defining reconciliation accounts for the K and L transactions in the adjacent tables and by identifying
them correctly, the items are excluded from the selection.

11.8.9.3 Correspondence Partner Reminder

Specify which partners will be sent dunning notices.

Further notes

At least one master tenant with a customer account and the subsidizer should be listed as a dunning notice
recipient.
You must first define the partner-application area combination in the "Partner Data -> Assign Role
Category to Application" dialog.

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11.8.10 Sales-Based Rents

11.8.10.1 Sales-Based Rent Settlement Control

Use

In this section you define control parameters for the sales settlement.
- Full period
- Exact day calculation

11.8.11 Cash Management and Forecast

In cash management and forecast you can display the planned records of the lease-out cash flow. These
planned records are replaced by actual records from financial accounting once the the debit position has
been carried out.
You make settings in cash management and forecast in the IMG under Treasury -> Cash Management.
Special G/L postings, such as advance payments for operating costs appear automatically at planning level
for lease-outs. After the debit position run, the advance payments appear at FI posting level.
To display the posted advance payments individually, you have to define update levels for each posting
separately and assign them to the special G/L postings. Refer to Define Down Payment Request.
Be aware of the problems involved in the posting of advance payment requests:
Example:
Basic rent 100 USD (Customer to revenue)
Advance payment 10 USD (Customer special G/L posting J to customer special G/L posting K)
The following postings are made to the customer accounts:
100 USD debit (Basic rent) + 10 USD (Advance payment request J)
- 10 USD (Offsetting entry adv. payment K)
All special G/L postings which are not explicitly assigned to other levels than the standard are included in
the total receivable. In this case a planned record of 90 USD would result. This is not the incoming
payment one would expect, since the K item, which is a noted item, is displayed with it.
However, if you assign the K posting a planning level (such as FK), it is displayed separately. This means
that only the 100 USD basic rent and the 10 USD advance payment (J posting) go to the receivable level
as long as they haven't been assigned to a different level; the FK level contains the K posting for -10 USD.

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If you hide the FK level in the display, the displayed data corresponds to the expected incoming payment
of 110 USD.
You also have to make the following settings in Customizing for Real Estate:
1. Using default settings for the customer master data in partner Customizing, you can define the cash
management and forecast group to which the master tenant with customer account determined in
Real Estate Management is to be assigned (default value). Refer to Settings for Automatically
Creating Customers
2. The planning level to be used for planning the cash flow data (planning records for debit position)
must be assigned to the product type IMV. Refer to Allocation of Planning Levels for Financial
Assets Management.

11.8.11.1 Assignment of Planning Levels

In this table you determine the planning level for the product types that are used in cash management and
forecast for Real Estate Management.

Activities

For product type IMV (lease-outs) and ICN (Real Estate general contract, define appropriate cash
management and forecasting levels.
The fields "Status of data record" and "Transaction activity category" are not used in Real Estate
Management and should remain empty.

Further notes

You first have to create the planning levels in Customizing for Treasury (Define Planning Levels).

11.9 Rent Adjustment


In this chapter, you have to make settings required for the rent adjustment.

11.9.1 Basic Settings

In this chapter, you make global settings that affect in particular the specifications of tenancy law and the
adjustment parameters.

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11.9.1.1 Parameters for Each Company Code

In this section, you determine the basic settings for the rent adjustment for each company code:

- Comparative apartments:
the minimum number of comparative apartments that have to exist in a comparative group of
apartments.
- Index-linked rent:
- determining the validity date of the adjustment.
- whether only increases should basically be taken into account for adjustments of index-linked
rental agreement
- Construction measures:
legally possible percentage rate the landlord can levy as an annual rent surcharge for construction
measures.
- Adjustment Advance payment:
- Determining the validity date of the adjustment.
- whether advance payments made should be taken into account.

Activities

Check the standard settings and change them, if necessary

11.9.1.2 Legal Requirements

In this section, you determine the legal requirements for rent adjustments, depending on tenancy law:

Standard settings
Default settings exist for German and Swiss tenancy law.
- German tenancy law
- The maximum limit of the surcharges and reductions for rent adjustments by means of the
representative list of rents
- The minimum period that has to elapse between two adjustments of privately-financed
apartments
- The rent cap for adjusting privately-financed living space
- Swiss tenancy law
- Which condition type is the standard local rent

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- Which condition type contains the rent reserve from value improvement

Requirements

Condition types for Swiss tenancy law are defined.

Activities

Check the standard settings and if necessary, adapt them to meet the current legal requirements.

Notes

The system already has a tenancy law set, thus you cannot create one.

11.9.1.3 Adjustment Types for Lease-Outs

In this section you define the adjustment types that form the basis for controlling the rent adjustment
methods on the level of the rental agreement.

Activities

Check the standard settings and change these if required.

11.9.1.4 Combined Adjustment Type and Adjustment Method

In this section you determine the assignment of adjustment types to one or more adjustment mode
(=adjustment method).
With the adjustment type, you determine

- The adjustment methods permitted for a rental agreement


- The adjustment methods permitted for a rental unit (Adjustment type -> RU usage type)

Requirements

Adjustment types are defined.

Standard settings

The standard setting is as follows (tabular overview):

Allowed adjustment method

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|CGP|RLR|EXP|CON|SLS|GRD|FAR|FAC|ANY|SLS|IND|HEL
|--------------------------------------------------
Adjustment type
Residential rent |X|X|X|X|X|X|X| |X| | |
Index-linked rent | | | | | | | | |X| |X|
Graduated rent | | | | | |X| | |X| | |
Free adjustment | | | | | | | |X|X| | |
Sales-based rent | | | | | | | | |X|X| |
Country-spec.rules | | | | | | | | | | | | X
CGP = Comparative group / RLR = Representative list of rents / EXP = Expert opinion / CON =
Modernization, construction measures / SLS = Sales settlement / GRD = Graduated rent adjustment /
FAR = Free adjustment (residential) / FAC = Free adjustment (commercial) / ANY = Conditions / SLS =
(Sales-based rent) / IND = Index-linked rent / HEL = Swiss adjustment method.

Activities

Check the standard settings and change them if required.

11.9.1.5 Combined Adjustment Type and Usage Type

In this section, you determine which adjustment procedures are permitted for adjusting conditions on
rental units.
You determine possible adjustment methods by assigning an adjustment type either to external usage
types or to usage categories.

Requirements
Adjustment types and usage types have been created.

Example
You want to include all rental units of the "commercial" usage category in an index-linked rent
adjustment. Proceed as follows:
- Assign "commercial" usage category to the adjustment type for index-linked adjustments (default
setting: "index-linked rent").
- Assign this adjustment type to the adjustment method for index-linked rent in the next Customizing
screen (Adjustment type -> Adjustment method).

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If, for instance, you only want to include rental units of the "garage" usage type for an index-linked
adjustment, you assign this usage type to the corresponding adjustment type.
Note:
You cannot assign both a usage category and a usage type to an adjustment type at the same time.

Activities

Check the standard settings and change them, if necessary.

11.9.1.6 Adjustable Condition Types

In this section you determine

a) Which condition types

b) For which adjustment methods

are permitted.
You can also define reasons for each combination.

Requirements

Condition types, adjustment methods and reasons have been created.

Activities

Check the standard settings and change these if necessary.

Further notes

If you do not make any entries in this table, all condition types are permitted for all adjustment methods.

11.9.1.7 Default Condition Types

In this section, you determine which condition type is used as the default on the initial screen of each of
the various rent adjustment methods.

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Activities

Check the standard settings and change them if necessary.

11.9.1.8 Rounding Rules

In this section, you determine the rounding rules of the individual adjustment procedures for each
company code.

Activities

Check the standard settings and change them, if necessary

11.9.1.9 Reasons for Rent Adjustments

In this section you can create various text modules for each adjustment method.
These texts can be printed using the correspondence function for rent adjustments.

Activities
Check the standard settings and change them if necessary.

11.9.1.10 Reasons for Adjustment Blocks

In this section, you determine the reasons for the adjustment block of individual conditions of a rental
agreement for information purposes.

Activities

Check the standard settings and complete them if necessary.

11.9.2 Reminder for Approval of Rent Adjustment

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11.9.2.1 Maintain Reminder Procedure for Rent Adjustments

Rent adjustments have been carried out that require the approval of the tenant. However no approval has
been received from the tenant. The tenant has to be reminded to issue his or her approval. You define the
reminder procedures here.
These reminder procedures are used to control the correspondence function.

Further notes

The reminder procedures specified here are different from the dunning procedures in Financial
Accounting that are used in IS-RE to chase outstanding rent receivables.

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11.9.2.2 Parameters for Rent Adjustment Reminder Procedure

In this table you define the minimum dunning intervals for each adjustment type and dunning procedure.

11.9.2.3 Tenant's Reservations Concerning Approval to Rent Adjustment

The tenant approves the rent adjustment with reservation. In the dialog box for entering the approval, you
can enter the reservations in a coded form. You must define any keys to be used in this table.

11.9.2.4 Tenant's Reasons for Refusing Approval for Rent Adjustment

The tenant refuses the rent adjustment and indicates reasons for doing so. You create keys in this table to
group the reasons for rejecting rent adjustments.

11.9.3 Rent Adjustment Methods

In this section you make the settings for the different rent adjustment methods that you intend to
implement in your organization.

11.9.3.1 Overview

This tables gives you an overview of the adjustment methods used. Do not make any changes to it.

11.9.3.2 Representative List of Rents

In this step you have to maintain the appropriate representative lists of rents for rent adjustment.

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11.9.3.2.1 Master Data

In this section, you maintain the data of the representative list of rents you require for rent adjustment.

1. For a representative list of rents, you determine


- The category:
that is, whether a representative list of rents takes surcharges/reductions into account for certain
fixture and fittings characteristics or certain location classes or fixture and fittings categories.
- The structure:
that is, whether the rent is adjusted according to basic amounts per location class, or according to a
value matrix, or according to a classified point system (for example, in the Netherlands).
2. Then you maintain the data (rent amounts for each RLR class in the RLR fields) of the representative
list of rents (value table).

Notes

If there are not enough default calculation rules for your RLR in this section you can define individual
rules: Special calculation rules

Standard settings

SAP delivers the following representative list of rents:


1. Representative list of rents NL : Sample representative list of rents for the Netherlands (1994).
2. Other representative lists of rents: All other representative lists of rents have been configured only
for internal testing purposes. They are incomplete, and have to be checked and updated should they
be used.

Recommendation

It is recommended
1. to delete all representative lists of rents you do not need or should you use the representative lists of
rents of the standard system, to check and if necessary, update those lists.
2. that before you create a representative list of rents, which takes fixtures and fittings features into
account, you first create these fixture and fittings features (providing they do not exist yet). A
creation directly from the maintenance of the representative list of rents is possible but only when
creating one characteristic since "mass entry" is not supported here.

Activities

1. Create representative list of rents


a) Specify the categories and structure corresponding to your representative list of rents, and press
ENTER.
Depending on which combination you chose, different screens appear. The overall functionality
of all variations of the representative list of rents is described below.

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b) Edit the screen 'Create General Data for Representative List of Rents ' (this screen always
appears):
Do not specify building age classes for representative lists of rents in points since the age of the
building is included in the overall point calculation as surcharge/reduction points.
c) Edit location classes (if the 'Location classes' category was chosen or if 'Base value' was
specified as structure):
Choose the function 'Location class' and then define the location classes.
d) Define value classes:
define the base amount for each class.
e) Define the fixture and fittings class (only if the category 'Fixture and fittings class' was chosen)
:
from the menu, choose 'Goto -> Fixture and fittings classes' and enter classes (These fixture
and fittings classes then have to be assigned within the rental unit master data).
From the menu, choose 'Goto -> General data'.
f) Edit surcharge/reduction classes (if 'Surcharge/reduction classes' category was chosen):
- Enter the name of the class.
- Enter surcharges/reductions for each class:
Position the cursor on the class and choose the 'Surcharges/reductions' function.
- After having maintained this table, choose the 'Surcharge/reduction classes' function.
For each fixture and fittings feature of the surcharge/reduction class, enter by points the basis of
calculation for the rent adjustment: double-click in a class and maintain the table.
You can assign characteristics by means of the 'List of characteristics' function in the mass
procedure. Within this function, you can also create additional characteristics by means of the
'Create characteristic' function.
When you have assigned the special calculation method 1, you then have to edit the action Rent
adjustment points:
Maintain points per regional location.
From the menu, choose 'Goto -> General data'.
- Enter base amounts for the calculation of the rent adjustment per building age class, fixture and
fittings class and location class: Choose the 'Value table' function.
Position the cursor on an entry and choose 'Execute'. Then enter the base amounts.
g) Save your entries.
2. By means of the functions 'Maintain representative list of rents' resp. 'Display representative list of
rents', you can change, delete, or display the representative list of rents.

11.9.3.2.2 Special Calculation Rules

In this section you can define the individual calculation rules for one or more representative list of rents:

- Use mathematical formulas (conditions) and variables

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- Do not use the ABAP program code

Detailed documentation (with examples)

Individual control of the rent adjustment according to the representative list of rents
(RLR) control table

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Overview

1. Motivation
2. Basic principle
3. Variable categories
4. Log
5. Comment
6. Overview of system variables
7. Definition of sample variables
8. Macros
9. Features
10. Rent calculation
a) Basic rent
b) Relative surcharges/reductions
c) Surcharges and deductions for fixtures and fittings characteristics
d) Resulting rent
11. Tips & Tricks
12. Example
a) RLR with apartment value +/- signs
b) Additional examples
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Motivation

The RLR (representative list of rents) is issued by cities and regions and is an overview of rents paid in
that locality. It is used as a basis for setting new rent levels, rent adjustments, and for settling rent disputes
and plays an important role in the rent adjustment and rent calculation components.
The basic principle of the RLR is as follows: a maximum of 4 central attributes (size, location, building
age, and fixtures and fittings) is used as criteria for assigning an apartment to a "rent table field". The
range of rents typical for this locality is determined from this information. The approximate rent reserve is
rounded up or down according to any further criteria set.
Although the comparative rents that are typical for a locality are always mapped in matrix form, the
regulations governing these matrices varies from region to region. In general, it is only possible to use a
user-exit that receives the necessary entries from the system and in which the (textural) descriptions of the
calculation formula have to be coded in ABAP/4. The great degree of flexibility offered by this solution
demands a great deal of time and effort for the flow logic and the implementation of adjustment program
data structures.
The method described here can be used for storing these regulations in Customizing and ensures that a
great deal of flexibility is maintained without requiring programming skills.

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Basic principle

The RLR calculation formula is mapped in the system by using conditions and actions. A condition
describes when a certain criterion is met and the action tells you what to do when this is the case.

- A condition is a mathematical formula that links variables (supplied by the system) with arithmetic
and logical operations. These conditions must be in the Boolean form (true or false).
If, for example, the building age class is in the variable BAKL and the size classes are in the variable
GRKL, a possible condition could be: BAKL = 1 AND GRKL > 3 (criteria is met if the building age
class of the apartment in question is equal to one and the size class is greater than three).

- An action is one pair of variables and a formula. The formula can contain any type of value (number,
character string, Boolean value) that is assigned to the variables for calculation. This means that the
action <GRKL, GRKL + 1> (GRKL = class size) increases the size class by one. The simplest case
of a formula is assigning a constant to a variable. If the name of a rent table field is stored in the
variable MATT, the action <MATT, size old building> sets the variable for the entered text.
One condition is grouped with any number of actions in a block. If the condition of the block is met, all
the actions are carried out sequentially.
Each RLR can be assigned any number of blocks that are edited during a rent adjustment for every rental
unit or rental agreement that has to be adjusted.
The order of blocks is specified by a freely determined block number, as is the order of the actions in the
blocks (row numbers). Regardless of whether the condition has been assigned a row number or not, it is
always checked.

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Variable categories

The variables supplied by the system can be grouped into 3 categories:

- Control variables are variables that can be used to change the order of the sequential flow. Since
control variables can be changed in an action, blocks can be omitted, loop programming can be used
or another RLR can be used.

- The user can use help variants to save the interim results. The system does not use the value of the
interim results to calculate the new rent. If you need more help variants than those offered by the
system, you can reuse these values after reinitialization (= assignment of a defined start value).

- All the other variables are application variables and are used directly or indirectly for determining
the new rent.
The values of an application variable part are dependent on the rental unit only(as for example the size of
the apartment) and, in some cases, on the RLR (such as the size that is derived from the size classes). The
other part of the application variables represents the attributes of the fixture and fittings characteristics;
attribute values are always dependent on one fixture and fitting characteristic. Since one rental unit could
have several such features, a block in which this condition and/or actions of such variables, has to be
sequentially processed for all the fixtures and fittings characteristics. The system automatically sets the
loop round the block and does not have to be programmed.
Example:
All the fixtures and fitting characteristics of an apartment that the RLR considers but are evaluated
with less than $1/m are to be ignored. The number of these features should (for later calculations)
be counted. This could be realized in the following block:
BlockNo RowNo Variable Formula
0010 010 MIMS AND MRES < 1.00
0010 020 MIGN TRUE
0010 030 XN01 XN01 + 1
Explanation of variables (for a complete overview, see the chapter Overview of System Variants):
- MIMS: Feature is displayed in the RLR
- MRES: Value used for feature when the rent is calculated
- MIGN: Ignore feature for calculation
- XN01: Numerical help variant

Log

Every row in the control table can be assigned a message by entering the message class, number and
category (information, warning, and error). If a row is evaluated, its message is updated on the trace level
(= level 6) and updated in the rent adjustment log. These messages allow the mathematically coded
conditions and actions contained in the formula to be written in natural language. The four message
variables are defined and, if required, can be included in the message text:

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- V1 = Identification of the row (RLR ID/block number/row number)

- V2 = Identification of variables (blank for a condition)

- V3 = Formula value (true and false are displayed as "X" or "o")

- V4 = Identification of the fixture and fitting characteristic


V4 is only defined if variables used in the blocks are the attributes from fixture and fittings characteristics.
If the flag .Default Comment is set in the master data of the RLR, the processing of every row is
temporarily assigned to a standard message. This allows you to see the calculation method in the log
without having to define individual messages.

Comment

It is possible to comment the control table while the messages for the calculation method are being
assigned. Write a row for comments in the formula and set your comment flag. During processing, the
system ignores rows where the comment flag is set.

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Overview of system variables

The system supplies the following variables:


Key Name Type Description
SMSPID MSID C List of rents (RLR) identification
SLINNO BLNR N Number of the next block to be processed
BUKRSA BUKR C Company code
CLSAGE BAKL N Building age class
CLSFAF AUKL N Fixture and fittings category
CLSLOC LAKL N Location class
CLSIZE GRKL N Size class
ADJDAT DANP N Valid-from date of adjustment
MATVLO MATU P Lower value of rent table field
MATVMI MATM P Mean value of rent table field
MATVHI MATO P Upper value of rent table field
MATBAS MATB P Base value (from M1/2/3 + entries for RU and RLR)
MATTXT MATT C Indication for the rent table field
AGEREV BJHR N Construction year
IZERV WOFL P Living area
RELBAS RZBS C Specification of the basis for relative surcharge
SKOART KART Adjusted condition type
ADDABS ZABS P Absolute surcharge amount
ADDREL ZREL P Relative surcharge amount
OPCVAL BTRK P Paid OC/AU (from RU / RA conditions)
FAFKEY MMKL N Fixtures and fittings characteristics ID
FAFCLS MMKL N Class of fixtures and fittings characteristics
FAFDAT MDAT N Valid-from date of a fixture and fitting characteristics
FAFVMS MBMS P Characteristic amount from representative list of rents
FAFVME MBME P Characteristic amount from rental unit
FAFNCL MKPK N Number of characteristics in the class
FAFUSE MIMS B Characteristic is listed in the RLR
FAFREL MREL P Characteristic value percentage from RLR (reference MATB)
FAFABS MRES P Characteristic amount absolute/AU (value for new rent)
FAFWCL MKLW P Fixtures and fitting class weighting (Berlin RLR)
FAFSGN WWVZ P Apartment value sign .+1/0/-1 (Berlin RLR)
FAFIGN MIGN B Ignore characteristic for rent calculation
NCOUSR NMIE P New rents/AU (changeable, if initial -> NCOSYS)
NCOSYS NMSY P New rent/AU (derived from remaining parameters)
XBOOLx XB0x B Help variables x = 1..5

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XNUMCx XN0x N Help variables (integer numbers), x = 1..5


XREALx XR0x P Help variables (decimal numbers), x = 1..9
XCHARx XC0x C Help variables, x = 1..5
Type specifications:
- C = character string
- B = Boolean
- N = Numerical (integers including zero)
- P = Numerical (decimal numbers)

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Definition of sample variables

The system calculates the new rent from a part of the application variables (see Features) that can be
changed by using actions. However, the calculation method could be dependent on data that is not
provided in the variables as default.
For example, a RLR could give a lower weighting to a characteristic amounts if the apartment is above the
5th floor. However, this floor is not a default setting.
In this case, you can create customer-defined variables that the system could then provide:
a) Enter variables in the control table. Choose the action Variables for the control table.
Enter the technical (non-language specific) variable name and its type (Boolean, number, character,
etc.) in the customer namespace (initial letter Y or Z).
1. Enter the (language-specific) abbreviation and the variable name (short and long text) in the table.
The abbreviation must be derived from the customer namespace because it is also used as a key.
2. If the system evaluates a formula during processing of the control table, it calls a function module
(defined in Customizing) for the variables in the customer namespace. The variable name, the
master data of the relevant objects (rental unit, business entity, building), the current system variable
setting, and all data relating to the fixtures and fittings characteristics are transferred to the function
module. This function module can read any number of tables and determines a value that is
interpreted as a customer variable value. This user-exit is a BTE (see ) with the result number
00702501. A sample function module, SAMPLE_PROCESS_00702501, is supplied as a template.
A value cannot be assigned to a customer variable since a customer variable is also a function call. Its
value is determined using the user exit call.

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Macros

If certain statement parts are frequently used in a formula, you can define functions (macros) which can be
parameterized. These functions are in the TFKT table or in a table created by the user.
Example 1:
In many conditions or actions, a function that checks if variable X is in certain interval U to 0.
Instead of always having to program:

X >= U AND X <= O

the macro "BETWEEN" can be defined with 3 parameters:

BETWEEN = #1 >= #2 AND #1 <= #3

The resulting formula is.

TFKT:BETWEEN(X,U,O)
Example 2:
You can define even more complex macros by using the IF-THEN-ELSE construction (see
Definition of Sample Variables). In this case the following macro issues the larger of the two
numbers entered:

MAX = IF #1 > #2 THEN #1 ELSE #2

Macro definitions can also be recursive.

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Features

When you are creating a control table, note the following:

- Changing dependent values:


If the RLR is changed, all dependent values are recalculated (especially when there is a new
classification). Processing begins with the first block of the RLR. The size or building age category
and the rent table field changes if the living area or the apartment building age category are changed.
.
The dependent variables are recalculated at the end of the current block: the new values are available
in the next block.

- Jumps: A jump can be made by changing the block number. If the block number entered does not
exist (such as block number 0), the processing stops. In this case the processing continues with the
next available block. If the system has looped a block (because attributes of fixtures and fittings
characteristics are being used) in which a block number is changed, the jump is checked when the
first feature containing the condition occurs.

- Type assignment:
The formula is defined as a character string so that literals (such as "TEXT", 1.50, 002) cannot be
saved in the correct type assignment. Therefore:

- Decimal figures must always be written with a point, regardless of the settings in the user
master data

- Currencies and areas have to be written with two decimal places (even if the assigned unit is
planned to be smaller). In this case, 5 Lire has to be written in the form 0.05.

- Dates have to be written in the technical form (for example, 19980701 for 1st July 1998) as the
system treats these as "normal" figures. Comparisons can be made with all operations.
However, date arithmetic (the addition of dates) is not possible.

- Write character strings in simple quotation marks. They can only be compared with equal and
not equal. Queries with less than or greater than do not result in an error but the result is not
defined.

- Choose help variables according to the type of the formula result.

- Language specification:
The variables are not addressed by their technical names but via a freely-definable abbreviation that
is defined - language specific-in Customizing. Variable names are also language specific but the
formulas are non-language specific. Formulas belonging to a particular RLR control table can only
be addressed in the language maintained for that table as it is not possible to automatically translate
variable names into the user logon language. The maintenance language must be defined for the

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RLR so that a user who has logged on in English can also use a control table that has been generated
with German variables for implementing a rent adjustment.

- Conditional statement:
The language construction IF-THEN-ELSE can also be used in formulas for conditions and actions.
The IF is a functional if and not the imperative IF in ABAP/4. This means that the whole statement
is equal to the expression behind THEN, if the condition for IF has been met and equal to the value
for ELSE in the other case. You always have to enter the ELSE part of the equation to ensure that the
value for the IF-THEN-ELSE construction is always defined. Nested IF-THEN-ELSE statements are
not supported at the moment.
Example:
The action

<XN01, IF GRKL > 2 THEN LAKL +1 ELSE LAKL>

results in the numerical help variable XN01 being set in a higher location class (variable LAKL), if
the size class (variable GRKL) is greater than two. If it is not greater than two, the location class is
transferred in its original state.

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Rent calculation

1. Basic rent
Once the apartment has been grouped into the rent table field according to its attributes, the values
for MATU, MATM and MATO are available. The value that should be used for the basic rent for
the rent calculation is one of these values (lower, mean, and upper) and is defined for the RLR. It is
also possible to define a percentage variance from the basic value selected.
2. Relative surcharges and reductions
The value to which the relative surcharge/reductions (ZREL) references is controlled by the RZBS
variable. It contains a three-figure character chain consisting of "X" and "o" that indicate which
amounts should flow into the reference total:

- 1st figure: Basic rent according to the rent table field

- 2nd figure: Surcharge/reduction according to the fixtures and fitting characteristics

- 3rd figure: Absolute surcharge/reduction (ZABS)

If relative weighting is assigned to a characteristic, this always references to the basic rent.
3. Surcharges and reductions of fixtures and fittings features
An absolute surcharge/reduction can be defined for each area unit or a percentage-weighting factor
for each characteristic. However, the data is not directly entered on the characteristic but assigned to
a characteristic category for which this data is then maintained. In addition to this a maximum figure
as well as a maximum amount in relation to the characteristics to be considered in a class can be
entered.
The MBMS variable contains the amount for the characteristic according to RLR and MBME
contains the amount that is entered on this rental unit for this characteristic. MRES is equal to
MBMS, if this value is not equal to zero, otherwise it is equal to MBME. MIMS is true if the
characteristic (regardless of the amount) is entered in the RLR, otherwise the value is false.
4. Resulting rent
The new rent is a total of:

- Basic rent (MATB)

- Amounts of all the fixtures and fittings characteristics (total of MRES)

- Absolute surcharge/reduction (ZABS)

- Relative surcharges/reductions (ZREL)

This total is weighted with a percentage factor that is especially defined for the RLR adjustments.
After processing a block, the total is calculated (if changes are made to the entry parameters) and set
in the NMSY variable (new rental system). If a different amount is to be used, this variable cannot
be changed as it displays a size derived from other variables and a system change to the block end

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would be overwritten. To avoid this, assign the NMIE variable that is - by default - an initial one.
The system uses it instead of NMSY if a value that is not equal to zero is assigned to it.
The system determines the new total system amount by multiplying the value from NMSY or NMIE
by the living area weighted with the general pass-on factors for all rent adjustments (if this is not
deactivated on the screen), if necessary capped according to the rules and rounded up/down
according to the settings in Customizing.
Example: A RLR specifies that the rent for an apartment, regardless of its fixtures and fittings,
cannot exceed the upper value defined in the list.
This is saved in the following block that has to be the last one in the control table:
BlockNo. RowNo. Variable Formala
0010 010 NMSY > MATO
0010 020 NMIE MATO

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Tips & Tricks

- Additional information:
If values for certain variables have to be issued in the log (for improving calculation method
support), a dummy action can be defined in the form <VAR, VAR> and assigned a corresponding
message (such as value of the &2 is &3).

- Macros:
If you use parameterizable macros, you can simplify statements that you use often and define alias
names using (unparameterized) macros to simplify understanding.

Example 1: There is usually a sequence of actions executed when processing of a control table
begins. Consequently, the keyword TRUE could be entered at the beginning of the block. However
by creating a macro you could use a more transparent name for TRUE (such as INITIALING).

Example 2: Processing finishes if the block number (BLNR) is set for a value that is not available.
If you define a macro ENDE as an alias name for 9999, this is easier to use than <BLNO, ENDE>.

- Boolean values:
When you are entering conditions, make sure that the formulas are of the Boolean form. You do not
have to use a comparative operator. This is especially true of statements in the form Variable =
TRUE where the query true is superfluous and can be omitted. In the same way, formulas of the
form Variable = FALSE can be better described as NOT variables.

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Examples
RLR conditions and a sample mapping in the control table
a) There are 4 characteristics in class 1 and the availability of at least 2 characteristics results in a
surcharge of 10%

Mapping in the control table:


1. Properties of class 1: Surcharges/reductions with the value perc/characteristic. = 10; MaxNo = 1
2. Program code in the rent table:
BlockNo RowNo Variable Formula
0010 0010 MMKL = 1 AND MAPK < 2
0010 0020 MIGN TRUE

If the number of characteristics < 2 then the characteristic is ignored. The entry MaxNo = 1 means
that regardless of the number of characteristics (2, 3 or 4 characteristics), a surcharge of only 10% is
charged.

b) There are 4 characteristics in class 2: If at least 1 characteristic of class 2 and at least one
characteristic (number 813) is available, this leads to a surcharge of 16%

Mapping in the rent control table:


1. Characteristics of class 2: Surcharges/reductions with the values: Perc/characteristics = 16;
MaxNo = 1
2. Program code in the rent control table:
BlockNo RowNo Variable Formula
0020 0010 MKML = 813
0020 0020 XN01 XN01 + 1
0030 0010 XN01 = 0 AND MMKL = 2
0030 0020 MIGN TRUE

If the characteristic 813 is not available, all characteristics in the class 2 are ignored. The entry
MaxNo = 1 means that regardless of the number of characteristics in class 2, there is only one
surcharge of 16%.

c) There are 2 discount characteristics (characteristic 811 -> discount -17%, characteristic 812 ->
discount -18%). If both characteristics occur at the same time, the discount is not -35% but
-27%.

Mapping in the rent control table:


Each characteristic maps a class with the corresponding discount.
BlockNo RowNo Variable Formula
0040 0010 MKML = 811 OR MKML = 812
0040 0020 XN01 XN01 +1

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0050 0010 XN01 = 2 AND MKML = 811


0050 0020 MIGN TRUE
0060 0010 XN01 = 2 AND MKML = 812
0060 0020 MREL -27

First of all a check is run to see if both characteristics are available, then the value of the
characteristic 811 is ignored and the value of the characteristic 812 is set to -27% (instead of -18%).

d) 6 characteristics belong to class 6 (number 814, 815, 820, 823, 824, 825). The surcharge is 8%
only if the characteristic 820, 814 or 815 is available. However, if 2 or 3 of the characteristics
820, 814 or 815 are available, the surcharge is 17%.

Mapping in the control table:


1. Characteristic of class 6: Surcharges/reductions with the values Perc/Char = 8; MaxNo = 1
2. Program code in the control table:
BlockNo RowNo Variable Formula
0070 0010 TRUE
0070 0020 XN01 0
0070 0030 XN02 0
0070 0040 XN03 0
0080 0010 MKML = 823
0080 0020 XN01 XN01 + 1
0090 0010 MMKL = 6 AND XN01 = 0
0090 0020 MIGN TRUE
0100 0010 MKML = 824 OR MKML = 825
0100 0020 XN02 XN02 + 1
0110 0010 MMKL = 6 AND XN02 = 0
0110 0020 MIGN TRUE
0120 0010 MKML = 820 OR MKML = 814 OR
MKML = 815
0120 0020 XN03 XN03 + 1
0130 0010 MMKL = 6 AND XN03 = 0
0130 0020 MIGN TRUE
0140 0010 MMKL = 6 AND XN03 > 1
0140 0020 MREL 17

In block 0070 the help variables are set to the value 0. Additional blocks execute the necessary links
AND/OR. By assigning MaxNo = 1, XN03 = 1 does not have to be checked.

RLR with apartment value signs


Example: A RLR contains the usual fixtures and features characteristics (with an amount/square
meter) and there are also other ones available where the only important factor is whether they are (Es
positive (increasing residential value) or negative (decreasing residential number).

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These characteristics are divided into 4 groups (= characteristics classes). The total for each group is
calculated and then the totals for each group are added together:

- Bathroom/WC

- Kitchen

- Living room/bedrooms

- Residential area/environment

If a group is for the most part a positive characteristic then it is weighted with +25%, the negative
ones have a weighting of 25% and in the case of there being an equal balance, 0% distributed. This
percentage value is totaled and provides a total between -100% to +100%.
This total value determines the where the apartment will be placed in the rent table field and the
basic rent according to the key <100% lower value in the rent table field, 0% mean value in the rent
table field, +100% upper value in the rent table field>.
To get the typical local comparative rent, the normal calculation method for the
surcharges/reductions for the regular fixtures and fitting characteristics is used.

The rent control table in this example is in the RLR No. 001000 assuming that the four feature
classes 1 to 4 have been created in Customizing.

11.9.3.3 Comparative Apartments (Number Ranges)

In this section, you determine the number range of the external comparative apartments (thus apartments
that do not belong to your own group of apartments).
The number ranges are company code-dependent so that you have to create your number ranges for each
company code.
General information on number assignment

Activities

1. Determine the company code.


2. Determine the number range and the type of number assignment. Use number range '01' for the
number assignment of the comparative apartments.

11.9.3.4 Expert Opinion (Surch/Reduc.)

In this section, you determine the reasons for surcharges/reductions for rent adjustment by means of
expert opinion.

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Defining reasons is optional.

Activities

Check the standard settings and add to them, if necessary

11.9.3.5 Index

In this section, you make the settings for index-linked rental adjustment.

11.9.3.5.1 Maintain Index Data

In this section, you create:


1. Index class as the basis for further defining indexes for rent adjustments
2. Index series used in your organization for rent adjustments, including index series with base year
3. Index points for the index series

Standard settings

SAP supplies the index classes 6 for real estate objects and 5 for maintenance and operating costs index
(Switzerland).

Recommendation

It is recommended that you do not change the standard settings.


Changes may at best be necessary if you have already entered these index classes (with other
characteristic values) in Asset Accounting (Asset Accounting uses the same table). In case of
uncertainties, please also refer to the Asset Accounting System Administration Guide.

Activities

1. Check whether you have to make changes to the standard setting. The Real Estate component
requires the following index classes:

a) An index class for rent adjustment with the following settings:


Details on indexing frequency (monthly: entry 2)
Details on base year
b) Applies only for Switzerland: a class for maintenance and operating costs index with the
following settings:
- Details of an indexing frequency (monthly: entry 2)
- No base year: Check if changes to the standard setting are
necessary.

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2. Index series
First maintain per index class the required index series and, for index series with base year, the
required base years for the respective index series.
3. Index data
Create the required index data for the index series.
To do so, navigate over the required entry (index series with or without base year.

11.9.3.5.2 Check Index Data

In this section, you check

- whether monthly index data exists


- for which index class or index series.

Activities

Define your selection criteria and choose the 'Execute' function.

11.9.3.5.3 Maintain Pass-On Percentage Rates

In this section, you determine

- the pass-on percentage rate in dependency of the tenancy law or the location.
- the grading of the percentage rate of passed-on index increase, depending on the increase of the
index-linked rent adjustment in percent.

Example

By means of the "Lower limit" field, you can grade the passed-on index increase.
The percentage rate of the passed-on index increase is determined in dependency of the percentage, by
which the rent would increase due to the index adjustment. This grading is normal, for example,
according to Dutch tenancy law. The following example demonstrates how the final percentage rate of
passed-on index increase is determined:

Lower limit Percentage rate of passed-on index increase


0.00 100
3.00 70
6.00 40
If the index has increased, for example by 7 %, since the last adjustment, the increase is calculated as
follows:

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(3 - 0)% * 100% + (from 0 - 3% -> 100%) = 3,0%


(6 - 3)% * 70% + (from 3 - 6% -> 70%) = 2,1%
(7 - 6)% * 40% (from 6 - 7% -> 40%) = 0,4%
In total, the increase amounts to 5.5 %.
If you do not need such a grading procedure but would only like to determine the percentage rate of
passed-on index increase, set the lower limit to 0.

Requirements

The tenancy law to be edited has already been created.

Activities

1. Assign missing tenancy laws.


2. Position the cursor on a tenancy law and choose the level Percentage rate of passed-on index
increase.
- You might have to enter the location.
If the setting is identical for all locations of a tenancy law, you can leave the Location field
empty and only have to enter the percentage rates for the corresponding tenancy law.
- Enter the percentage rate of passed-on index increase and possibly the required grading.

Further notes

The determination in dependency of tenancy law is normal in the Netherlands and in Switzerland. With an
adjustment according to Swiss law, the percentage rate of passed-on index increase for the price increase
index is always taken from this Customizing table.

11.9.3.5.4 Replacement of Index Series, Change of Base Year

Use

In this table, you enter the index series being replaced, and information on the index series replacing it,
the last date until which the index series is valid, and the chaining factors.
The table is used for the change of base year for the same index series.
See also Index Series Replacing Old One.

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11.9.3.6 Cost Efficiency Analysis (Germany Only)

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11.9.3.6.1 Basic Settings

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11.9.3.6.1.1 Set Field Status of Cost Efficiency Analysis

Specify for each activity for the cost efficieny analysis (create, change, display), which fields are:

- Obligatory fields
- Optional fields
- Display fields
- To be hidden as they are not needed for this task

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11.9.3.6.1.2 Set Field Status for Criterion Partial/Additional CEA

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11.9.3.6.1.3 Main Cost Efficiency Analysis: Maintain Status

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11.9.3.6.1.4 Partial Cost Efficiency Analysis: Maintain Status

Here you store the possible status of the partial cost efficiency analysis. The status is for information only.

Example

If you wish to identify the processing status of a partial cost efficiency analysis in the system, you could
use the status Applied for or Deactivated.

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11.9.3.6.1.5 Usage Categories

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11.9.3.6.1.6 Earmarking

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11.9.3.6.2 Maintain Cost Groups and Items

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11.9.3.6.3 Maintain Financing Groups and Types

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11.9.3.6.4 Current Expenses

The current expenses for rental units assigned to a partial cost efficiency analysis are recorded
time-dependently and are used for determining the cost rent.
In this section, you define the structure for your current expenses as well as flat rates prescribed by law
and any calculation bases.

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11.9.3.6.4.1 Define Expense Groups and Types

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11.9.3.6.4.2 Assign Expense Types to Cost Items

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11.9.3.6.4.3 Define Calculation Units

Here you determine how the current expenses are distributed to the rental units participating in the cost
efficiency analysis. You have to specify:
a) The units used for distributing costs
b) The factor (calculation rule)
c) The reference factor for the unit (see also documentation)
You determine any other calculation bases (number of units and nominal amount) in the application of the
particular expense type.

Further notes

You can also make default settings for units and nominal amount in Customizing (next node in structure).

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11.9.3.6.4.4 Define Flat Rates for Calculation

Specify flat rate amounts (nominal amounts) per expense type for each unit. (example);

Example

11.9.3.6.4.5 Risk of Rent Loss

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11.9.3.6.4.5.1 Define Risk of Rent Loss (for each Usage Category)

Specify a time-dependent loss of rent risk for the usage type.

Further notes

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11.9.3.6.4.5.2 Define Risk of Rent Loss (Independent of Usage Categories)

Specify a time-dependent risk of rent loss for all usage types.

Further notes

11.9.3.6.5 Identify Condition Types for Revenue Calculation

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11.9.3.6.6 Maintain Reasons for Rent Adjustment

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11.9.3.6.7 Maintain Different Condition Type for Rent Adjustment

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11.9.3.7 Swiss Law

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11.9.3.7.1 Define Reference Interest Rate

In this section, you define the reference interest rate for the interest adjustment for cash deposits with a
variable interest rate and for the rent adjustment according to Swiss law.
In Switzerland, the change to the mortgage loan rate is a relative factor that is used as a basis for rent
adjustment. The mortgage loan rate is stored in a "reference interest rate table".
If the mortgage loan rates differ from region to region, you will need a reference interest rate for each
interest series.

Activities

1. Check which reference interest rates you need for the mortgage loan rate. Create one reference
interest rate for each interest series.
2. Before each Swiss rent adjustment, make sure that the reference interest rates for the mortgage loan
rate series are up-to-date.
3. If necessary, maintain any missing values.

Further notes
The reference interest rates for all of Treasury are stored in the same global table.

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11.9.3.7.2 Maintain Inflation Rates and Reference Mortgage Rates

In this section, you determine for the rent adjustment according to Swiss law per location,
- which index series resp. interest reference is valid for relative factors.
- the basis for displaying the rent reserve.
- the print parameters (correspondence activity, language) for the correspondence.

Requirements

The interest reference, interest series and the correspondence activity category exist.

Activities

1. Assign the corresponding index series and the interest reference for each location.
2. Choose the adjustment criteria for the rent reserve for each location.
3. Assign the print parameters for each location.

11.9.3.7.3 Maintain Adjustment Rates Depending on Mortgage Rate Change

In this section, you determine the rent adjustment in dependency of a mortgage loan rate change.
The mortgage loan rate change (Old interest -> New interest) and the thus resulting rent
increase/reduction in percent are stored.
During mortgage loan rate reduction, (Old interest -> New interest) a rent reduction occurs. You should
enter this as NEGATIVE.
The mortgage loan rates are entered in steps of 0.25 % and should be sequential.

Example

SNo MrtIntROld MstIntRNew Res.Adj.


1 4.000 4.250 3.000
2 4.250 4.500 3.000
3 4.500 4.750 3.000
4 4.750 5.000 3.000
5 5.000 5.250 2.500
6 5.250 5.500 2.500
7 5.500 5.750 2.500
8 5.750 6.000 2.500
9 6.000 6.250 2.000
10 6.250 6.500 2.000
11 6.500 6.750 2.000
12 6.750 7.000 2.000

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30 7.000 6.750 1.960-


31 6.750 6.500 1.960-
32 6.500 6.250 1.960-
33 6.250 6.000 1.960-
35 5.750 5.500 2.440-
36 5.500 5.250 2.440-
37 5.250 5.000 2.440-
38 5.000 4.750 2.910-
In this example, the rent is reduced by 4.4 % (1.96 % + 2.44 %) when the mortgage loan rate is reduced
from 6.25 to 5.75 %; and is correspondingly increased by 4.5 % (2.0 % + 2.5 %) when the interest is
increased from 5.75 to 6.25 %.
From the point of view of functionality, the sequence number is irrelevant; in Customizing, however, the
entries are displayed sorted by this number. Please note that the area for the increases and the area for the
decreases has to be defined sequentially. Currently, this is not checked.

Activities

Enter the adjustment percentage rate of the rent for each mortgage loan rate reduction.

11.9.3.8 User-Defined Methods

An open interface is provided for defining your own rent adjustment methods.
Procedure:
1. Write a program that contains the logic for determining rent adjustment data.
SAP supplies the report program RFVIURSE as a sample.
2. Copy the adjustment data determined in this program to the function module RERA_USER_* (as of
4.5A; this was previously MV_ADJUST_USER_*). These modules serve to implement the rent
adjustment according to the data determined by your program.
For further information, refer to the function module documentation.

11.10 Service Charge Settlement


In this chapter, you make the settings for the service charges settlement. You have to perform the
following steps:
1. Make the global settings for the service charges settlement.
2. Determine the number ranges for settlement units, settlements and meters.
3. Create accounting variants.
4. Determine the keys and rules for the settlements, in particular the service charges key and the
apportionment units.

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5. Define the account numbers of the clearing accounts and the revenue accounts of the service charges
settlement. Check the account determination.
6. Define limits for the adjustment of advance payments and flat rates.
7. If necessary, define special accounts for the tenant service charge settlement (only for Austria).

11.10.1 Make Basic Settings

In this section, you make the basic settings for the service charge settlement:

- Company code-dependent parameters of the service charges settlement:


Refer to Check Function for Settlement Units.

- External usage types - participation in the service charges settlement:


- Assignment of external usage types for the service charges settlement. This can prevent, for
example, a rental unit characterized as "Advertising space" from participating in the service
charges settlement
- Whether an apportionment loss risk is taken into account for the usage type

- Data specific to tenancy law:


- Whether several apportionment factors are possible for each settlement unit, that is, for
example, that 20% of the costs from garden maintenance can be apportioned according to the
living area and 80% according to the family size. If the flag is not set, you can always only
apportion 100% of the costs according to one single key (for example, the living area)
- Whether vacancy percentages should be maintainable. This means that costs resulting from the
vacancy of an object can be partially apportioned to the remaining tenants (this is allowed in
Switzerland)
- Whether the regional location key for heating value days can be maintained
- Whether the settled amounts may be rounded (for example, 5-centime rounding in Switzerland)

11.10.2 Create Number Ranges for Service Charge Settlement

In this section, you define the number ranges for the service charges settlement:
- Number range of the meters (number range 01, internal number assignment)
- Number range of the measurement documents for the meter reading entry (number range 01, internal
number assignment)

General information on number assignment

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Recommendation

It is recommended to arrange the procedure with the plant maintenance project group in case you want to
use Plant Maintenance (PM) in parallel since the number ranges for meters (measuring points) and
measurement documents are also used in Plant Maintenance (PM).

Activities

Maintain your number ranges.

11.10.3 Define Settlement Variants

In this section, you maintain the settlement periods for heating expenses settlement and operating costs
settlements as well as the sales-based rent settlement.
An accounting variant generally consists of various settlement periods covering a total of 12 months. You
can transfer an accounting variant by period (into the following years).
Accounting variants can consist of any number of individual settlement periods. You can transfer in the
following years only if the total of the settlement periods is 12 months.
As a special case, you can also determine accounting variants that are valid only for a certain period.
These accounting variants are then not updated into the following years. The duration of a year-dependent
accounting variant can be between 1 day and '2 years - 1 day'.
- You can create accounting variants:
the accounting variant is used to determine the period to be settled.
- You can change accounting variants:
You can change the accounting variant only if no settlements have yet been carried out with the
variant.
- You can display or delete accounting variants:
You can delete accounting variants only if the accounting variants are not yet assigned to settlement
units.

Example

In the following example, you want to define an accounting variant, whose assignment begins on 06/01 of
the current year and is settled monthly.

Reference Reference Year shift Period month day


06 30 0 1
07 31 0 2
(...) (...) (...) (...)
12 31 0 7
01 31 -1 8
(...) (...) (...) (...)
05 31 -1 12

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Here, the 'Year shift' field is used to refer from the current year to the reference year during processing.
0 - the current year is the reference year
1 - the previous year is the reference year
You can also limit the validity of a settlement period to one year.

Activities

1. Create accounting variant


a) Create a four-digit key for the accounting variant and choose the 'Settlement periods' function:
- Refer to the variant.
- Year-dependent: Set the indicator only in cases where the accounting variant should have a
limited validity.
- Settlement year: Provided that you set the year-dependent indicator, specify the reference
year at this point.
- RM: Specify reference month of first settlement period.
- RD: Specify reference day of first settlement period.
- YS: Specify relative year shift of first settlement period.
- Settlement period: Number the settlement period sequentially.
- Repeat the entries RM, RD, YS, settlement period for all of the settlement periods required.
b) Save your entries.
2. Change settlement period
a) Choose the accounting variant.
b) Change the entries, if necessary.
c) Save your entries.
3. Delete accounting variant
a) Choose the required accounting variant.
b) To display the accounting variant, choose the 'Settlement periods' function.
- To delete the settlement period, choose the 'Delete' function.
- Confirm your specifications.

11.10.4 Maintain Condition Categories, Assign Condition Types

In this section, you determine


1. Which condition categories you want to use.
2. Which condition categories are incompatible with one another

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3. To which condition categories the condition types belong.

Activities

1. Maintain condition categories


Here, you determine condition categories as grouping keys for summarising individual condition types
with similar features.
a) Check whether the standard settings meet your requirements.
b) You might have to create the necessary condition categories ("New entries").
c) For each condition category, determine how many condition types of this condition category
may appear on a rental agreement at the same time, and so on (Indicator: number of
conditions).
d) Check whether you have to assign the condition category to an internal condition category.
For individual condition categories, you can determine an assignment to an internal condition
category. The internal condition category can take on the following characteristic values:
- Advance payment (internal condition category 01)
For this characteristic value, the amounts paid by means of the assigned condition types are
calculated in the form of an advance payment. This means that the amount is offset against the
actual service charges settlement that was calculated in retrospect. This can result in further
receivables or repayments.
- Flat rate (internal condition category 02)
In case of a 'flate rate', all service charges calculated in retrospect are covered by the amount
paid by the tenant. This means that no subsequent receivables or refunds arise.
- Freely adjustable (internal condition category 03)
For the condition types assigned to the condition category 'Freely adjustable', you can make a
rent adjustment by means of the "Adjustment of any conditions" function in the Real Estate
Management component. No legal specifications (such as rent caps) within the rent adjustment
process are taken into account here. You can use this internal condition category for
'Surcharges', for example.
- Reporting (internal condition category 04)
In reeporting, you can summarize conditions in such a way that condition types with the same
content are all listed in one column. This makes it possible, for example, to use the condition
category "basic rent" to list the basic rent of different condition types (such as basic rent for
apartments, basic rent for offices, etc.) in one column. Of course, these condition types would
have to be assigned to the condition category "basic rent".

The condition category reporting only takes into account the condition categories with the
internal condition category 04.

To prevent a condition type from appearing in several columns at the same time, you can check
the uniqueness of the assignment using the Check internal condition categories dialog box by
executing the report for internal condition category 04.
- Condition categories for applications: gross rent and net rent (internal condition categories 05
and 06)

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Rental units generally contain a variety of condition types. However, an interested party does
not need this degree of detail; the "gross rent" or "net rent" is usually sufficient. Now, in order
to be able to determine these values for the rental unit, you first have to define which condition
types are to be passed on to the gross or net rent. Create a condition category "gross rent" with
the internal condition category 05 and a condition category "net rent" with the internal
condition category 06 and assign them the condition types that you want to use for each total.
The assignment is taken into account by the extraction program used to determine the offer
objects from among the rental units. Also refer to program documentation RFVISAD0.
2. Exclude condition categories
Here you determine which condition categories exclude one another since certain condition categories are
not compatible with one another:
- The all-inclusive rent and advance payments types, for example, exclude each other as well as
flat rates and advance payments for heating expenses.
- With the description of the 'Basic rent', it is not useful to exclude other condition types. On the
other hand, it should not be allowed to specify an additional 'Basic rent' the same time you
define 'Basic rent detail' (for example, basic rent Store). You therefore have to exclude the
'Basic rent' at this point.
Excluded condition categories
a) Choose the "Maintain condition categories" level.
b) Position the cursor on the condition category, for which you would like to exclude condition
categories.
c) Choose the "Excluded condition categories" level.
d) Include the excluded condition categories using "New entries".
e) Save your entries.
3. Assignment of the condition types to the condition categories
In this step, you determine which condition types are to be assigned to which condition category.
a) Position the cursor on a condition category, to which you want to assign condition types.
b) Choose the "Assignment of condition types to condition categories" level.
c) Check whether the standard settings meets your requirements and if necessary, create condition
types for the chosen condition category.
d) Save your entries.

11.10.5 Keys and Rules for Settlement

In this chapter, you define rules for the service charge settlement.
1. Determine what kind of consumption the meters should measure.
2. Determine according to which values the apportionment of operating costs should be carried out
(apportionment unit).

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3. For each service charge type, create a service charge key and define the characteristics of the key.
4. Determine which advance payment items the service charge types are to be offset against.
5. If rental agreements with the indicator final settlement exist, determine which service charge types
are to be posted by means of which flow types (debit position posting of the service charges
settlement).
6. If it is allowed to use regional location keys for heating value days, maintain the heating value
percentage rates.
7. If rounding off the settlement results has been allowed, maintain the rounding rules.
8. Rounding rules can also be defined for the adjustment of the advance payments and flat rates that
result from the settlement.
9. If a costs surcharge is charged on the settlement, then you have to maintain the tax code to be used.
10. Finally, you have to create the account determination rules for the service charge settlement.
11. Austria: If you manage objects with tenant service charge settlement, edit the "Tenant Service
Charge Settlement" section.

11.10.5.1 Apportionment Units

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11.10.5.1.1 Apportion.by Consumption: Maintain Char.and Meas.Point Cat.

In this section, you determine the characteristics for meters and the measuring point categories.
To measure consumption-dependent apportionment units meters are created on the rental units.
The value to be measured is the characteristic (for example, water consumption).
The characteristics can be created in characteristic classes. For information on this, see the subchapter
"Characteristics" in the chapter "Classification System" under "Cross-Application Components" in the
standard Implementation Guide.
The characteristics cannot be transported but have to be manually created in the target system.

Example

Characteristic name: HOTWATERCONSUMPTION


Base data:
Name of the characteristic HOTWATERCONSUMPTION
Language key E
Characteristic description Hot water consumption
Characteristics group IMMO Characteristics for measurement
documents Real Estate
Status 1 released
Data type NUM
Number of positions 9
Decimal places 1
Unit of measurement m3
Template __.___.___,_
Heading 1 Hot Water
Heading 2 Consumption

Activities

1. Create your required characteristics. To receive additional help, choose 'Help -> Extended help'
within the menu path you are processing.
2. Check the measuring point categories. A measuring point category "Consumption" is needed. For
details on the measuring point categories, see the Plant Maintenance Implementation Guide.

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11.10.5.1.2 Maintain Apportionment Units

In this section, you determine:


- Apportionment units
- Create the distribution keys (consumption-dependent/independent) according to which the
service charges are apportioned to the tenants.
- Determine the unit of measurement, in which the apportionment factor is managed.
- Assign the consumption-dependent apportionment units to characteristics of the meters.
- Assign the area type to the apportionment unit
- Specify which apportionment units is to be derived from which area types of the rental unit.
- If you assign an apportionment unit to an area, the value of the apportionment unit is derived
from the area value when the area is maintained. If the same apportionment unit is assigned to
several areas, the area values are summed up to the value of the apportionment unit.
Example
In the rental unit, 100 sq.m. is specified as "Shop floor space", and 25 sq.m. as "Office space".
The apportionment unit "Living area/usable space" was assigned to both area types. In the
rental unit, the apportionment factor "Living area/usable space" is determined as having 125
sq.m.
- Assign condition types to apportionment units
- You can use a condition as a scale for the apportionment of service charges, that is, you can
divide certain service charges up according to the amount of basic rent paid by the individual
tenants. The apportionment units used for this purpose have to be assigned to that condition
type, whose amount determines the apportionment.

Requirements

For assigning area types to the apportionment unit


Area types and apportionment units must have been created.
For assigning condition types to the apportionment unit
1. The condition types are created.
2. The apportionment units are created and the indicator for the apportionment by 'condition type' is set
(AssCondTyp). You have to assign a condition type ro each apportionment unit, for which the
AssCondTyp indicator is set.

Activities

1. Apportionment units
a) Check the standard system and change it, if necessary:
To change an apportionment unit, double-click on it.
To create an apportionment unit, choose the New entries function. In both cases, you branch to the
detail entry:

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- Apportionment unit: Identification of the apportionment unit. The values 0 and SPACE must
not be used.
- ApportUnit nme: Name of the apportionment unit.
- Short name: Short name of the apportionment unit.
- Unit of measurement of the apportionment factor: The unit of measurement is defined in
the standard settings (global parameters).
- Maintenance on the rental unit: If this indicator is set, the apportionment unit is maintained
at rental unit level. Otherwise, the apportionment factor is to be maintained on the basis of the
rental agreement.
- Vacancy value zero: If this indicator is set, the apportionment factor is set to value '0' in cases
where the rental unit is empty.
- Apportionment according to condition type: Indicate whether the apportionment is to be
made according to condition types. The service charges are then divided up according to the
relationship, in which the condition amounts of the respective rental units and rental
agreements are.
- Percentage: Indicate whether or not the specification for the apportionment unit are
percentage specifications. In this case, the tenant always receives a fixed percentage of the total
costs.
- Consumption: Indicate whether the apportionment unit is a consumption value (for example,
fuel, water consumption). The corresponding consumption (meter readings) is maintained with
the rental units.
- Measuring point category: Determine the type of measuring point. These are consumption
values. You maintain the measuring point categories in Customizing of Plant Maintenance.
- Characteristic name: For consumption-dependent values, you assign the characteristic
defined in the previous activity here.
- Basic proportion: With the help of this indicator, you determine the assignment of basic
proportions for external settlements (for example, external heating expenses settlement) to the
real estate-specific apportionment units.
2. Area types and apportionment units
Assign the required apportionment unit to an area type.
3. Assign apportionment units to condition types
Check the standard system and change it, if necessary:
a) App: Choose an apportionment unit.
b) KART: Assign a condition type.
c) Save your entries.

11.10.5.2 Determine Service Charge Key and Its Attributes

In this section, you determine:

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- Service charge keys for the settlement of heating expenses and operating costs
- The business attributes of the individual service charge key (dependent on tenancy law)

Requirements

For attributes of the service charge key:


1. Service charge keys have already been created.
2. Apportionment units have already been created.

Activities

1. Service charge key


Check the standard settings and change them, if necessary:
a) Delete all keys you do not need.
b) Create all necessary service charge keys (New entries).
c) Save your entries.
2. Attributes of the service charge keys
You can define the following attributes for each service charge key:
a) Belongs to operating costs or to heating expenses
b) Costs are apportionable or not apportionable
c) Which apportionment unit of the service charge keys is to be used exclusively for
apportionment
d) Whether the regional location key for heating value days is to be taken into account

11.10.5.3 Prepare Generation of Settlement Participation

In this section you specify how the service charge key (SCK) participates in the service charge settlement
by entering:
- The assignment of a SCK to a condition type
- Default values for each SCK or condition type

11.10.5.3.1 Assign Service Charge Key/Condition Type

In this section, you link the conditions on the rental agreement that are relevant for the service charge
settlement to the service charge keys on which the respective conditions are to be settled.
This table is the basis for generating the settlement participation of the rental agreements.
There are two ways of linking condition types to service charge keys:

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1. A condition type is settled against all service charge keys of a service charge group. There are the
following categories:

- 1 - Operating costs
- 2 - Heating expenses
- 3 - Operating and heating expenses
You determine the service charge group to which a service charge key is assigned by using the 'OC'
key (operating costs indicator) in the "Attributes of service charge key" screen. Here the indicator '1'
(operating costs) means that the service charge key belongs to groups 1 and 3; the indicator '0' means
that it is assigned to groups 2 and 3.
2. A condition type is settled against the given service charge key.
In this case you make an entry for the required condition type per service charge key.

Example

The following service charge keys were created for operating costs:

- 100 Property tax


- 200 House cleaning
- 300 Elevator
- 881 Wages for gardening
- 882 Renewing plants
- 883 Garden water consumption

The following contracts were concluded:


Contract 1:
The tenant makes advance payments for operating costs (condition: "Operating costs AP"); the settlement
is made simultaneously for all operating costs.
The settlement participation should show the following:
100 Settle against operating costs AP
200 Settle against operating costs AP
300 Settle against operating costs AP
881 Settle against operating costs AP
882 Settle against operating costs AP
883 Settle against operating costs AP

Contract 2:
The tenant makes advance payments for gardening (condition: "Gardening AP") and advance payments
for all other operating costs (condition: "Operating costs AP").
The settlement participation should show the following:
100 Settle against operating costs AP

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200 Settle against operating costs AP


300 Settle against operating costs AP
881 Settle against gardening AP
882 Settle against gardening AP
883 Settle against gardening AP

To generate the settlement participation, make the following entries:


- Operating costs AP Service charge key 1 (operating costs)
- Garden maintenance AP Service charge key 881
- Garden maintenance AP Service charge key 882
- Garden maintenance AP Service charge key 883.

11.10.5.3.2 Defaults for Settlement Participation per Service Charge Key

You can create a default for how a service charge key that has no condition type assigned to it is settled.
For your service charge keys, you can specify either
- The costs incurred in the respective contract are not to be settled.
- The costs are to be settled in the form of a final settlement for the contract.

Standard settings

The table is empty in the standard delivery; this means that service charge keys without condition types do
not participate in service charge settlement.

Further notes

You can change the default value when you process the contract.

11.10.5.3.3 Default for Settlement Participation per Condition Type

You create a default value for the maximum costs that are to apply for each condition type.

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Standard settings

The table is empty in the standard delivery.

Further notes

You can change this default value when you process contracts.

11.10.5.4 Final Settlement: Assign Service Charge Key/Flow Type

It is possible for lease-outs to participate in service charge settlement, even if they do not have advance
payment conditions for service charges. This is referred to as "final settlement", meaning that the full
amount for service charges during the settlement period are charged to the tenant at the end of the period,
without any advance payments having been made.
To be able to enter the appropriate flows in this case, you need to make entries in the table in this step. For
each service charge settlement key, enter a flow type for which you have set up the necessary reference
flow types. For more information, also refer to Service Charge Settlement in the step Prepare Account
Determination Setup and Assign Reference Flow Types .
It makes sense to use the flow types here that are normally used by advance payment condition types.

11.10.5.5 Maintain Heating Value Days

In this section you determine the settings for weighting heating expenses depending on regional location
by

- assigning heating value days


- to different regional location keys. This process is specific to Switzerland, but it can be used in other
cases as well.

Example

Background (Switzerland-specific)
In order to avoid having to carry out interim meter readings when a
tenant moves out, it is common practice in Switzerland

- to weight the costs incurred in a settlement period


- depending on the heating value days, by using related heating value percentage rates.

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Other uses
You may also use this process in cases when you want to settle the heating expenses using
percentage rates specially defined for the purpose, for instance
- 60% according to the heating area
- 40% according to the regional location key with monthly graded heating value percentage rates.

Activities

Check your Customizing standard settings and change them, if required.

Further notes

To use this process, you have to make additional Customizing settings:


Service Charge Settlement -> Make Basic Settings -> Data Specific to Tenancy Law. Set the following
indicators:

- Regional location key can be maintained

- Apportionment factors per settlement unit

11.10.5.6 Adjust Advance Payments and Flat Rates After SCS

In this section, you determine:


- The minimum amounts for the adjustment of the advance payments / flat rates within the service
charge settlement:
You determine as of which difference amount between the old and the new determined condition
rate an advance payment/flat rate may be adjusted.
- The rounding parameters for carrying out the adjustment:
You determine to which nearest whole number the amounts are rounded up or down.

11.10.5.6.1 Determine Minimum Amounts for Adjustment

In this section, you determine the minimum amounts for adjusting the advance payments / flat rates within
the service charges settlement:
You determine, as of which difference amount between the old condition rate and the recently determined
condition rate an advance payment/flat rate may be adjusted.

Activities
Check the standard settings and change them, if necessary:
- V: only contract type '3' valid for real estate.

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- CCode: Determine company code


- CType: enter the affected condition type (AP/flat rate)
- Curr: Assign currency
- MinRed.: This amount determines the minimum difference allowed between the old condition
rate and the recently determined condition rate so that the condition is actually adjusted. The
minimum amount is used only in the case of a conditions reduction.
- MinIncr: This amount determines the minimum difference allowd between the recently
determined condition rate and the old condition rate so that condition is actually adjusted. The
minimum amount is only used in the case of a condition increase.

11.10.5.6.2 Determine Rounding Parameters for Adjusted AP/Flat Rates

In this section, you determine the rounding parameters for the adjustment of the advance payments and
flat rates for service charges. The adjustment is only made if the determined minimum differences have
been exceeded.

Activities

a) For the adjustment mode 12 (advance payments), maintain the rounding amounts for each
company code and condition type to be adjusted of the category Advance payments and Flat
rates.
b) For the adjustment mode 16 (flat rates), maintain the rounding amounts for each company
code and condition type to be adjusted of the category Flat rates.

11.10.5.7 Determine Management Costs Surcharge Tax Code

In this section, you determine the tax code for the administration costs which applies which applies to the
resuslt of the service charges settlement.
This surcharge may be, for example
- the normal administraion cost surcharge standard in Switzerland
- the risk of rent loss (Germany, state-supported housing)
The selection of the tax code can be made dependent on the parameters
- company code,
- occupancy type,
- contract type.

Requirements

1. The tax code is created.

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2. The contract type is created.

Activities

Assign the tax code. If you do not specify the occupancy type and contract type, the tax code applies in all
cases.

11.10.5.8 Account Determination, Posting Key, Document Types

In this section you assign the accounts to the posting procedures of the service charges settlement and to
the identification of the rounding differences.
The posting rules apply to the internal operating costs/heating expenses settlement as well as to the
external heating expenses settlement.

11.10.5.8.1 Accounts, Posting Key for Breakdown and Revenue Postings

First read the Service Charge Settlement section.


You have to determine:
- Which posting keys are used for G/L accounting in the service charge settlement
- Which clearing accounts and credit postings are used for the cost accounts (apportionable service
charges)
- Which revenue accounts are posted for non-deductible input tax
The accounts have to be created as cost elements.

11.10.5.8.2 Determine Accounts for Rounding Differences

In this section, you determine the clearing accounts for entering the rounding differences of the service
charges settlement.
Rounding is carried out during the debit position of the costs determined from the service charges
settlement:
- The resulting differences are posted to an account rounding differences from SCS for each
rental agreement.
- The total of these differences is correspondingly posted to a neutral P+L account for rounding
differences for each settlement.

Example

Direct costs of settlement unit 1:

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Costs rounded Difference D/C


RA1 333.33 francs 333.35 francs - 2 centimes D
RA2 222.22 francs 222.20 francs + 2 centimes C
RA3 444.46 francs 444.45 francs + 1 centimes C

Total costs of settlement unit 1:


SU1 1000.01 francs 1000.00 francs + 1 centimes S

The rounding is carried out when the settlement result is posted to the tenant account; the amounts from
the second column are posted.
Roundings are additionally posted:

- RA1 2 centimes on the debit side,


- RA2 2 centimes on the credits side,
- RA3 1 centime on the credits side.

The RA postings are made to a cost account Rounding differences.


Total of all roundings:
- 1 centimes. is posted as offsetting entry to the debit side of the neutral P+L account Rounding
differences.

Requirements

1. You have previously filled the actions for the round off parameters.
2. The clearing accounts are created.

Standard settings

SAP delivers a standard setting of the accounts for the chart of accounts GKR.

Activities

Check the standard settings and change tehm, if necessary

11.10.5.8.3 Document Type for Tax Transfer (Jurisdiction Code)

For tax treatment according to US regulations (jurisdiction code), you have to maintain a document type
for G/L account postings.
This document type is required for the service charge settlement and the sales-based rent settlement for
carrying out transfer postings of taxes to the service charge advance payments and sales-based rent
advance payments made by the tenants.

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11.10.5.8.4 Accounts for Costs Assigned Directly to Lease-Outs

Costs that are assigned directly to lease-outs that have a settlement period date can be passed on to the
tenants in the service charge settlement.
The procedure is as follows:
1. Create a settlement unit that has a reference to a participation ID to which the corresponding rental
units are assigned. The settlement unit must have an apportionment unit with the indicator "Directly
assigned costs" (see also Determine Apportionment Units/Factors, Directly assigned costs indicator.
2. It may be necessary to postgenerate the settlement participation of the lease-outs concerned. In so
doing, a reference is created between the service charge key of the settlement unit defined in step 1
above and the flow type of the advance payment item. See also Prepare Generation of Settlement
Participation.
3. Enter the flow type that links the condition type (advance payment condition) to the service charge
key in the table in this section of the IMG. You have to assign all the cost elements to the flow type
that are to be taken into account in the settlement. Cost elements that are not assigned are NOT taken
into account in the settlement.
The costs are only posted to the lease-out and not to the superior settlement unit. You have to enter a
settlement reference date.

11.10.6 Tenant Service Charge Settlement

In this section you make the necessary settings for the tenant service charge settlement (Austrian tenancy
law).

Notes on tenant service charge settlement

You have to apply the service charge settlement per object:


a) For rental units: Under 'Additional data' (this is normally the case)
b) For rental agreements: Under 'Settlement units'
Under the tenant service charge settlement, the difference between advance payments made and prorated
service charges is determined. If the indicator for the service charge settlement is set, the current tenant at

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the point of the settlement is determined (posting date of the service charge settlement). All costs incurred
are invoiced to this tenant, regardless of whether he/she was a tenant for the entire settlement period. The
deciding factor is that he/she is the tenant at the time of the settlement. All advanced payments made up to
this date are likewise assigned to this tenant. The system date is used as the base date in the simulation.
If the indicator is not set, all the tenants are determined throughout the whole settlement period and the
service charges are shared amongst the tenants depending on the exact number of occupancy days.
If the tenant service charge settlement is activated and the apartment is vacant, no customer can be
assigned since no active tenant exists.
- In this case, assign flow types to the service charge keys for the debit position of the costs. A
reference flow type for vacancies is assigned to this flow type, and you have to set up accounts
for it.
- Also determine the G/L accounts to which the advance payments already made are transferred
in the case of a vacancy. Make a link here to the G/L account to which the postings are made
for the advance payments (identified by the flow category).

Requirements

'Tenant service charge settlement' is set in the field status control of the rental unit or rental agreement.
Flow types, reference flow types and flow categories are maintained. See also Assign flow types to flow
categories.

11.10.6.1 Set Tenant Service Charge Settlement

In this section, you determine the account determination for the debit position resp. service charges
settlement of vacant rental units for the tenant service cost settlement (Austrian tenancy law):

- the flow types for the vacancy of rental units


By means of this function, assign reference flow types to the flow types within tenant service charge
settlement. These are needed for the debit position of the costs during the service charges settlement
in cases where vacant rental units are processed. The corresponding reference flow type (relationship
key '004' - subsequent receivables from settlements), for which the accounts are set, is determined by
means of the flow type.

- the revenue accounts for down payments made


With this function, you determine the G/L account which is assigned to an account during advance
payment transfer posting within the service charges settlement.
The individual advance payment categories have to be distinguished for the accounts. You is done
by means of the flow category. For the following flow categories, you have to determine the
accounts for the payment transfer posting:
a) 3VZB <-> Advance payment Operating costs
b) 3VZH <-> Advance payment Heating expenses
c) 3VZN <-> Advance payment General service charges

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Requirements

1. The flow types are defined.


2. The account determination is defined.
3. A chart of accounts exists.
4. The G/L accounts are defined.

Activities

1. Tenant service charge settlement: Assignment FT to SCK for vacancy


a) Check the standard system and change it, if necessary:
- Choose a service charge key.
- Assign a flow type.
b) Save your entries.
2. Tenant service charge settlement: revenue accounts for down payments made
a) Check the standard system and change it, if necessary:
- AcctChart: Determine the chart of accounts, in which the account lies.
- FCat: Determine the flow category, for which the transfer postings are to be made.
- AcctRevDwnP: Assign the number of the revenue account for down payments made to the
tenant service charge settlement.
b) Save your entries.

Further notes

To enable the made settings to work, you have to set the Tenant service charge settlement indicator
on the rental unit.

11.10.7 External Heating Expenses Settlement

In this chapter, you make the settings for the heating expenses settlement through external companies.

11.10.7.1 Set Parameters for Data Medium Exchange

In this section, you determine the settings for the external heating expenses settlement using standardized
tapes.
You maintain the exchange directory for data medium exchange via Basic Settings -> Basic settings for

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overall client.

Activities

Check the standard settings and change them, if necessary

Information on the transport

To transport the entries, choose 'Table view -> Transport' from the menu. After entering the transport
request, choose the "Include in transport request" function and save.
Caution:
The table that includes these entries also contains other fields, which are maintained by means of other
Customizing menu options:
- Basic settings for overall client
- Excluding leading zeros
- Field status Applications
- Field status co-applicant
Before the transport, you should ensure that these entries can really be transported.

11.10.7.2 Control Tenant and Realty Tapes (M/L-Tapes) via BTE

The logic required (Business Transaction Events) is programmed via BTE.

Standard settings

SAP delivers the text modules SAMPLE_PROCESS_00702401 as blank templates. In this text
module, you have technical explanations for customer-specific links to BTE.

Activities

You find the transaction via Environment ->Infomation systems(Processes) by entering the
component IS-RE.

11.10.7.3 Folder for Temporary Data

Tempory data from various programs is stored on the system level in files. Specify where this data is to be

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stored.
This file is also used for the data medium exchange used for external heating expenses settlement.

11.10.7.4 Maintain Settlement Companies

In this section, you determine the data of the settlement companies for the external heating expenses
settlement.
Here you have to assign a freely definable key for the name of the settlement company, the name of the
settlement company, your customer number at the settlement company and an indicator for the type of the
settlement.

Activities

1. SC: Indicator of the settlement company


2. CustNo.: company code-dependent customer number, under which your company is managed at the
settlement company.
3. Short name/name: Names for the company
4. Vr: The indicator determines
a) whether or not the settlement company settles the costs the tenant has to pay as total costs or
b) whether it offsets the advance payments already made by the tenant against the calculated costs.

The value set here is set as a default value when a central heating system is created.

11.10.7.5 Define Cost Elements of Settlement Company

In this section, you assign the cost elements of the settlement company the corresponding service charge
key of your company.

- Entry of the cost elements for each settlement company


Please take the cost elements from the documents your settlement company provides.

- Assignment of your service charge key to the external cost elements


In the SAP System, the costs are posted with the service charge key (account assignment settlement
unit) and are evaluated under the cost elements assigned here at the settlement company.

Activities

1. Choose the settlement company.


2. Create cost elements of the settlement company
Create the cost elements and assign cost element groups (predefined by the system) to them.

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3. Assign service charge key


a) Assign the corresponding service charge key to each cost element
b) To do this, position the cursor on a cost element and choose the 'Assign service charge key'
level.

11.10.7.6 Maintain Fuel Types

In this section, you determine

1. the names of the fuel types in your system (internal fuel types) as well as which service charges keys
are to be used to enter the costs of these fuel types.

2. the name of the fuel types of the settlement company as well as the assignment of your fuel types.
These objects are needed for the data medium exchange of the fuel costs incurred. Take the fuel
types from the documents of your settlement company.

Requirements

Service charges keys are created for each internal fuel type.

Activities

1. Fuel types for real estate management - assignment SCK


a) Check the standard settings and change them, if necessary
b) Assign the service charges key corresponding to new fuel types.
2. Fuel types of the settlement company
a) Choose the settlement company.
b) Define fuel types settlement company
Enter the fuel types of the settlement company.
c) Assignment of fuel types to real estate management
- Position the cursor on an external fuel type and choose the 'Assignment of fuel types to real
estate management' level.
- Assign the corresponding internal fuel type.

11.11 Real Estate Controlling

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11.11.1 Maintain Down Payment Updates in Controlling

Advance payments for operating costs, heating expenses and sales-based rents are handled, from a
technical point of view, as customer down payments, and are updated as such in Controlling. To ensure
that the down payment data is updated, you have to assign a revenue element to each special G/L account.
You do this as follows:
For all special G/L accounts that are required for the down payment postings, create a parallel G/L
account:
Example
Special G/L transaction Special G/L account Pararell G/L account
J AP request 196900 841100
K Operating costs 196910 841110
U Sales-based rent 196920 841120
C Cash deposit 196930 841130
The G/L accounts you create must be profit and loss accounts.
1. Create these accounts as revenue elements in Controlling.
2. To assign these new accounts to the special G/L accounts, choose the IMG activity "Accounts for
Updating RE Down Payments" in this section.

Result

In Financial Accounting, the debit position updates the accounts 196900-196930 (in this example) which
represent the special G/L accounts for the special G/L transactions used.
No postings are made on accounts 841100-841130 in Financial Accounting (!), and consequently no
balance is shown on these accounts after the debit position run. The purpose of these accounts is only to
update the down payments in Controlling.
If no revenue type is entered in the "Accounts for Updating RE Down Payments" table, the revenue type
for customer down payments is used; you can maintain this revenue type dependent on the controlling
area. In this case, choose the IMG activity "Default Cost Elements for Down Payment Update". Note that
this default cost element does not differentiate between J and K postings, which means that debit and
credit postings balance.
Note: Even if you do not need this default cost element, you have to maintain the data. If you do not, the
system terminates the debit position with an error message.

11.11.2 Maintain Cost Element Groups

In this section, you maintain the cost element groups (sets) you want to use for reports of the information
system.
Individual cost elements are grouped together into cost element groups.

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You can structure of the cost element groups as you like. Each node of the structure makes up a totals line
in the report thus allowing report structuring. You always have to adapt the corresponding accounts or
insert them for your chart of accounts.
You use the cost element groups:
1. for the Real Estate Information System/cost element reporting
By means of the cost element structure, you determine the row structure of your cost element reports
and the funds overviews. Totals formation is carried out in the funds overview for each cost element
group node.
2. for processing several cost elements in one go.
You can use the cost element groups in cost element planning to edit several cost elements (of a cost
element group) together.
You can create and manage any number of cost element groups in the system in parallel.

Example

You could create the following cost element structure in order to analyse costs and revenues resulting
from real estate rentals:
FDI-STD (result)
FDI-S-K (costs)
FDI-S-P (primary costs)
(...)
FDI-S-NK (service charges)
FDI-S-NKH (heating expenses)
(...)
FDI-S-NKB (operating costs)
FDI-S-E (revenues)
FDI-S-EB (gross revenues)
FDI-S-ES (sales deductions)
(...)
FDI-S-EW (valuation adjustment)
and also
FDI-S-A (payment data)
FDI-S-AK (down payments to vendor account)
FDI-S-ANFK (requested down payments)
FDI-S-ANZK (down payments made)
FDI-S-AD (down payments to customer account)
(...)

Requirements

1. The company code is created.


2. The controlling area is completely created.
3. The cost elements and G/L accounts are created.

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Activities

1. Check whether the preset cost element groups meet your requirements ("Display cost element group"
activity).
a) Name the cost element group you want to display and choose the 'Execute' function.
b) The selected cost element group as well as its hierarchically subordinate cost element groups
are displayed. The following edit options are available:
- By double-clicking on a cost element group, you switch between collapsed ('+' character) and
expanded view ('-' character).
- By means of the functions 'Expand all'/'Collapse all', you can navigate in the hierarchy
structure.
2. You might have to create new cost element groups or change existing cost element groups.
a) Activity "Create cost element group":
In this menu option, you create new cost element groups.
- Name the new cost element group and choose the 'Execute' function.
- If you want to assign another cost element group - and thus create a more complex cost element
hierarchy, position the cursor on the node, from which you want to expand the hierarchy and
choose the 'Insert group' function.
You can now assign an available cost element group (with cost elements) or directly create a
new cost element group and then assign cost elements.
- Choose the 'Maintain values...' function to enter the individual cost elements in the form of
intervals. You have to use the respective account numbers to identify the cost elements.
- Save your entries.
b) Activity "Change cost element group":
In this step, you edit existing cost element groups.
For details on the maintenance of cost element groups, see the 'CO Overhead Management'
documentation, under 'Master data groups'.
3. Activity "Transport master data Controlling"
For the transport, use the corresponding functionality from Controlling. (also see the Controlling
Implementation Guide, main chapter "Controlling General", subchapter "Production Start-Up
Preparation", section "System Configuration Transport").
Controlling Implementation Guide, chapter "Transport master data configuration"

Further notes

You can combine similar cost elements into cost element groups. Similar cost element groups can be
combined to form other cost element groups so as to build a cost element hierarchy.
You can use cost element groups:
- In the information system
The row structure of your report is determined by the cost element structure. You can create totals
for each node in the report.

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- When processing of several cost elements in one transaction, such as


- Cost center planning
If, for example, you wish to display and plan personnel costs in one work transaction, select the
group "Personnel costs".
- Distribution
- Assessment
- Report totalling takes place via cost element group nodes. To achieve a clear illustration, each node
on a level must have the same number of subordinate levels.
For more information on how to create cost element groups, please see the extended help for "System
administration Cost Center Accounting" in the section "Master data groups", as well as "Cost elements
and cost element groups".

11.11.3 Planning

In this section you carry out the necessary steps for introducing manual planning. You can define the
following:
- Planning layouts
- Planner profile

11.11.3.1 User-Defined Planning Layouts

In this IMG activity you define new planning layouts or change existing ones.
Using the planning layout you specify what contents appear in the header, rows, and columns (elements)
of your planning screens depending on the specific management requirements made by cost center
planning.
The SAP system contains standard SAP planning layouts that satisfy most planning requirements. Only if
this is not the case do you require your own layouts.

Standard SAP planning layouts

SAP offers the following standard planning layouts:


Cost Center Accounting
Cost Element/Activity Input Planning
- 1-101 CCtr: Cost elements, activity-dependent/-independent
- 1-102 CCtr: Activity inputs, activity-dependent/-independent
- 1-103 CCtr: Costs/revenues/consumption

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- 1-104 CCtr: Primary/secondary order costs


- 1-161 CCtr: Cost elements, simplified
- 1-162 CCtr: Cost element central planning, simplified
- 1-151 CCtr: Cost elements in transaction currency
- 1-152 CCtr: Cost element comparison, 2 quarters
- 1-153 CCtr: Cost element planning, 2 versions
- 1-154 CCtr: Cost elements with display of previous year
- 1-155 CCtr: Activity output from sender viewpoint
- 1-156 CCtr: Cost element central planning
- 1-157 CCtr: Cost element plan/actual comparison
Activity/Activity Price Planning
- 1-201 CCtr: Activity types/prices, standard
- 1-201C CCtrs: Activity types/prices, central planning
- 1-202 PP planning: Activity types/prices
- 1-203 ATyp: Actual activity price indicator and switch structure
- 1-204 CCtr: Activity types/prices, attributes
- 1-261 CCtr: Activity price, simplified
- 1-262 CCtr: Activity price, centralized
Manual Actual Prices
- 1-N01 CCtr: Manual actual prices, cost centers
Resource Planning
- 1-1R1 CCtr: Resource planning
- 1-4R1 Orders: Resource planning
- 1-7R1 WBS elements: Resource planning
Dependency planning
- 1-1R2: CCtr: Value-based recipe planning
- 1-1R3: KoStellen: Quantity-based recipe planning
Statistical Key Figure Planning
- 1-301 CCtr: Statistical key figures, standard
- 1-302 CCtr: Statistical key figures, activity-dependent
- 1-103C CCtr: Statistical key figures, central
- 1-361 CCtr: Statistical key figures, simplified
- 1-362 CCtr: Statistical key figures, centralized

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Internal Orders
Cost/Revenue Element Planning
- 1-401 Orders: Cost elements, standard
- 1-402 Orders: Activity inputs, standard
- 1-402P: Orders: Process inputs
- 1-404 Orders: Primary/secondary order costs
Cost Planning/Activity Input Planning
- 1-461 Cost elements: Simplified layout
- 1-462 Cost elements: Simplified layout, central
Statistical Key Figure Planning
- 1-601 Orders: Statistical key figures, standard
- 1-603C: Orders: Statistical key figures, central
- 1-661 Statistical key figures, simplified
- 1-662 Statistical key figures, simplified, central
Project Cost Controlling
Cost Element/Activity Input Planning
- 1-701 WBS elements: Cost element planning
- 1-702 WBS elements: Activity inputs
- 1-702P: WBS elements: Process inputs
- 1-703 WBS elements: Revenues, revenue cost elements
- 1-704: WBS elements: Primary/secondary order costs
Statistical Key Figure Planning
- 1-901 WBS elements: Statistical key figures, standard
- 1-903C WBS elements: Statistical key figures, central
- 1-C01 Networks: Statistical key figures
- 1-C02 Networks: Statistical key figures
- 1-C03C Networks:Statistical key figures, central
Activity-Based Costing
Cost Planning/Activity Input Planning
- 1-104P Processes: Primary/secondary order costs, processes
- 1-102P Processes: Activity-dependent/-independent process inputs
- 1-D01 Processes: Cost elements
- 1-D02 Processes: Activity inputs

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- 1-D02P Processes: Process inputs


Quantities and Prices
1-E01 Processes: Quantity planning/price planning
1-E02 Processes: Tax codes
Statistical Key Figure Planning
- 1-F01 Processes: Statistical key figures, standard
- 1-F03C Processes: Statistical key figures, central
Manual Actual Prices
- 1-Q01 Processes: Manual actual prices, business processes
Cost Object Accounting
Cost/Activity Input Planning
- 1-G01 Cost object: Primary costs
- 1-G02 Cost object: Activity inputs, standard
- 1-G02P Cost object: Process inputs
Statistical Key Figure Planning
- 1-I01 Cost objects: Statistical key figures, standard
- 1-I03C Cost objects: Statistical key figures, central
Real Estate
Cost element allocation/activity allocation
- 1-J01-1 Business entity: Cost elements, standard
- 1-J01-2 Buildings: Cost elements, standard
- 1-J01-3 Property: Cost elements, standard
- 1-J01-4 Rental unit: Cost elements, standard
- 1-J01-5 Rental agreement: Cost elements, standard
- 1-J01-6 Management contract: Cost elements, standard
- 1-J02-1 Business entity: Activity inputs, standard
- 1-J02-2 Buildings: Activity inputs, standard
- 1-J02-3 Property: Activity inputs, standard
- 1-J02-4 Rental unit: Activity inputs, standard
- 1-J02-5 Rental agreement: Activity inputs, standard
- 1-J02-6 Management contract: Activity inputs, standard

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Further notes

Procedures for Layout Definition

With some exceptions, defining planning layouts is similar to defining reports with the Report Painter.
The following is essential information on defining a planning layout. For a detailed description of
functions, see the SAP Library under Financials -> Controlling -> Cost Center Accounting ->
Information System -> Define Reports -> Creating Reports with Report Painter, or in the
Implementation Guide for Cost Center Accounting under Information System -> Own Reports ->
Create reports .
A planning layout consists of the following components:
- Header
- Lead and value columns (elements)
Header
Defining a planning layout begins by entering general selection criteria (Edit -> General selection
-> Display/Change). These criteria control which characteristics and which characteristic values
are in the header of the planning layout.

The General Selections characteristics apply to the whole planning layout. This reduces the time
required for defining the planning layout and also improves the response times when you execute the
planning, since the SAP system has to read less data.
You have the option of defining the characteristics and the lead and value columns as variables.
Defining them as variables means that these fields are ready for input on the initial screen when you
execute the planning.
In a layout for cost element planning, you would (under general selections) choose the characteristics
version, period, fiscal year, and cost center. The lead column contains the characteristics activity
type and cost element. The value columns contain key figures like e.g. Plan costs in object
currency and actual costs in object currency.

In a layout for a quarterly comparison, you would for example choose the characteristics Version
and Fiscal year as general selections. You would enter the period and the cost center in the lead
column or value columns.

In a further step, you can determine the hierarchical order in which characteristics in the general
selection criteria are used (Edit -> General selection -> Header). Without header entries, the
hierarchical order given by the SAP system as a default is retained.
Lead columns and value columns
You now define the content of the lead and value columns in the planning layout. The layout of the
columns and rows is based on the selection of particular characteristics that are preset by SAP. You
assign an attribute to each characteristic.

Definition of Lead Columns


When defining lead columns you have two options:

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- Definition of one or more lead columns above the column heading


- Definition of one lead column only above the rows

- Definition of one or more lead columns above the column heading

Under this type of definition, the system proposes all the possible combinations of characteristic
values of the lead columns defined for planning.
You define the first lead column by selecting the column heading, or by placing the cursor on the
lead column and choosing Edit -> Element -> Define element.
By choosing Edit -> Columns -> New lead column you can insert further lead columns.
Note that the system inserts each new lead column in front of the other lead columns.
Under this definition method, you can select exactly one characteristic per lead column.

Example
Primary cost planning, fast entry
1st lead column 2nd lead column 1st value column
Cost center Cost element Plan costs
4711 - 4719 400000 - 403000
420000 - 429000

The system calculates the rows from the Cartesian product of the values from all lead columns.

- Defining exactly one lead column above the rows

In this type of definition you must define every row by double-clicking on the row description. The
definition of the first row determines whether all rows are defined through a key figure with
characteristics or just with characteristics. You can choose one or more characteristics per row.
If, for example, you want a complete overview of all key figures in the planning layout, you define
the lead columns via key figures with characteristics.
- Rows of element type Characteristics are defined by choosing the characteristics and
assigning them characteristic values.
- Rows of element type Key figure with characteristics are defined by first choosing exactly
one key figure from the list of all possible key figures. Afterwards, you decide on the
characteristics and characteristic values.
The procedure is similar to that for defining value columns.

Example
Quarterly planning in several versions
1st lead column 1st value column
Version/Quarter Plan costs
Version1/Quarter1
Version2/Quarter1
Version1/Quarter2
Version2/Quarter2
...

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- Note on cost element planning


If you wish to plan activity-dependent and activity-independent costs together in a planning layout, you
must enter initial for the characteristic activity type.
The Initial value is set:
- In layout maintenance by entering "#" as the characteristic value
- In the group maintenance dialog window Maintain values... by choosing the Set initial value
function
- On the initial screen for planning by entering "*" in the From field if you assigned a group variable
for the activity type. The system selects all characteristic values for the Activity type field, including
the initial value.
Definition of Value Columns
To define the first value column, select the column heading. Define other value columns by selecting the
empty space next to the first value column.
You may also select the corresponding column and choose Define element.
You can also hide rows and columns from later display. This is useful for those elements necessary for
calculations but not necessary for report displays.
You have several options for defining value columns:

- Define column with either a key figure with characteristics or just characteristics
- Define formula column
- Define attribute column

- Define Column with Either a Key Figure with Characteristics or Just Characteristics

To define a value column, select the column heading.


The definition of the first value column determines whether all rows are defined by a key figure with
characteristics or just with characteristics.
If you defined lead columns with rows using key figures with characteristics, you can define value
columns only with characteristics.
If you defined lead columns with characteristics or through the column header, you can define value
columns only with characteristics.

The procedure is similar to that for defining lead columns with rows.

- Define Formula Column

A formula column is a value column made up of values from previously defined columns. When
defining a formula, the SAP system provides you with a selection of value columns in a dialog box.
The system calculates the values for these columns once the value columns used in the formula
contain values.
In the dialog window, choose the element type Formula.

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In the following screen you can create a formula using previously defined value columns with the aid
of the formula components found in the screen.

Example

Planning layout with formula column as 3d value column

Lead column Value column 1 Value column 2 Formula column


Cost element Plan curr. year Plan prev. year Variance
Curr. year
Prev. year

Indirect Formulas
Indirect formulas allow you to enter values in formula columns during planning that the R/3 System
uses to determine values in another layout column.

To define indirect formulas:


a) Define the planning layout with the desired formula column and save.
b) Set the indicator for the column to "Not ready for entry".
To do so, select the column in question and choose Format -> Entry ready on/off.
c) Set the formula column to "Entry ready" in the same manner.
d) Generate the indirect formula by choosing Extras -> All indirect formulas -> Generate
formulas. The SAP system determines the values for the non-entry ready column.

Example
You plan a wage increase for employees as a percentage surcharge. The SAP system should
determine the plan value of the current year from the surcharge and the plan value of the previous
year.

1. Planning Layout

Define the following layout:

Key Column Value Col. 1 Value Col. 2 Formula Column


CElm Plan Cur. Year Plan Pre. Year % Raise
((Plan cur. year -
Plan pre. year)
/Plan pre. year)
X 100

Indicate the column "Plan Cur. Year" as not ready for input , the column "% Raise" as ready for
input.
Afterwards, generate the reverse formula.

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2. Planning (Example)

If, before manual planning starts, the previous year plan values are copied to the current year (via
Planning -> Planning aids -> Copy planning), the new plan costs can be calculated then by
entering the percentage raise.

After copying planning:


CElm Plan Cur. Year Plan Pre. Year % Raise
430000 50,00050,00010

After calculating the new plan costs:


CElm Plan Cur. Year Plan Pre. Year % Raise
430000 55,00050,00010

- Define Attribute Column

When defining an attribute column, you have two options, depending on the attributes used:
- Attribute columns with direct reference to a value column
- Attribute columns with no direct reference to a value column

Attribute columns with direct reference to a value column

You set the Unit, Distribution key and Action attributes in conjunction with a value column.
You have options for definition:
- Select a previously defined value column and choose Edit -> Columns -> Attach add. fields.
This inserts selected attribute columns into the planning layout.
This method establishes a direct reference between the attribute column and the value column.
If you wish to change characteristics and characteristic values for the value column, the SAP
system confirms whether the dependent attributes are to be changed and, if so, adjusts the
attribute column accordingly.
You can also define characteristic and characteristic values in the attribute column
independently of the value column.
- Select the free field next to an existing value column and choose the element type Attribute
from the dialog window.
The attribute column so defined has no direct connection to a value column. Changes in the
characteristic values of value columns have no further effects on the attribute column.

Attribute columns with no direct reference to a value column


Define other attributes by selecting the free field beside an existing value column, or by choosing
Define element.
Having selected the element type Attribute, the system provides you with a list of possible attributes,
from which you can select one attribute.

There are two kinds of attribute - display attributes and those that can be maintained during the

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planning process.

Attributes for all planning areas

- Unit, maintainable with restrictions


Depending on the attribute of the corresponding value column, the SAP system displays either
the currency unit or the quantity unit.

Example
Key figure Plan activity
Unit: Activity unit from the activity unit master record

The following units exist:

Consumption unit in cost element planning, maintainable with restrictions.


The consumption unit is useful in the activity-dependent and activity- independent planning of
both primary and secondary costs (without sender reference) and in revenue planning.The SAP
system takes the value from the cost element master record as the default value. In planning at
cost center/cost element level, you can overwrite the consumption unit, provided no dependent
data exists.

Activity unit in activity input planning, display attribute.


The system automatically uses the activity unit belonging to the sender activity type.

Currency units in cost element planning, display attribute.


The controlling area, object, and transaction currency are useful where you plan with foreign
currencies or the object currency differs from the controlling area currency. The different
currencies cannot be displayed unless you have activated the All currencies indicator in your
controlling area. Only if you have done this does the system update all currencies.

Activity unit in activity type planning, display attribute.


For the key figures plan activity, capacity and scheduled activity the SAP system
automatically uses the activity unit entered in the activity type master record.

Output unit in activity type planning, maintainable with restrictions.


For the key figure plan output you can maintain the output unit at cost center/activity
type/fiscal year level, provided no dependent data exists.

Currency units for prices, display attribute.


Controlling area, object, and transaction currency are especially useful if you plan with foreign
currency or the object currency differs from the controlling area currency. To be able to display
the different currencies, you must have activated the All currencies indicator in your
controlling area, since only then does the system update all currencies.

Units in statistical key figure planning, display attribute. The SAP system automatically uses
the unit entered in the key figure master record as the unit for statistical key figures in planning.

- Distribution key, maintainable.


The SAP System stores plan data per period. If, when planning, you enter an annual value on

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the overview screen, the SAP system distributes this value to the individual periods according
to a rule that is stored in the distribution key.
The standard system includes fixed non-changeable distribution keys (standard distribution
keys).
If you want to use a particular season distribution, you can also define any number of individual
distribution keys.
You can define distribution keys per key figure.

Example
Fixed plan costs + distribution key for plan costs (fixed)
Variable plan costs + distribution key for plan costs (variable).

- Action, maintainable.
The action determines how the SAP system is to process the values entered. You can add,
subtract, or replace the entry value for the existing value.

Caution
You can define the action per plan record only, and not per key figure.

- Long text exists, display attribute.


This indicator tells the user that a long text exists for the planning item. This text may be an
explanation, or a description of the origin of the plan data.

Attributes for cost element planning

- Transaction, display attribute.


This indicator shows the business transaction under which the corresponding plan record is
stored.
It has two further important functions:
a) Document number assignment control
b) Lock option per version, fiscal year, and transaction

- Exchange rate type, display attribute.


If you plan in foreign currencies, you can use the exchange rate type to follow the currency
translation. The type is determined per version and fiscal year.

- Value date, display attribute.


If you plan in foreign currencies, you can use the value date to follow the currency translation.
The date with which the exchange rates are read depends on the contents of the Value date
field:
If it is not filled in version maintenance, calculation takes place by period. Each period's
starting date is used to calculate its own rate, to take possible rate swings within a fiscal year
into account.
If a value date is entered, all periods are processed with the same exchange rate calculated with
this date.

- Record quantites, maintainable.

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This indicator shows whether consumption quantities are recorded on the cost center.

- Cost element attributes, display attribute.


A cost element can be characterized independently of the account framework by entereing a
maximum of eight attributes. The attributes can be drawn upon within reporting for use in
evaluations.
In addition, they have no access to control information.
An indicator is assigned for each attribute. A cost element can be given the following as
indicators:
D for service costs
W for costs affecting payment
The attribute indicators and their valid combinations are maintained in customizing for Cost
Center Accounting under
Cost Element Attributes and
Attribute Mix.
A valid combination of the permitted attributes can be defined as follows:
In the cost element's master data record
Within cost center planning for the combination cost center/ activity type and varying from the
entry in the cost element master data record.
Note that you must always specify one of the attributes valid for the first item

- Detailed planning exists


The calculation number is the internal number under which detailed planning is stored.

- Value calculation type, maintainable.


This displays whether plan values are entered manually (1) or through detailed planning (4).
Since the indicator is maintainable within planning, further manual editing of plan records
entered via detailed planning is possible. In this case, change the indicator "Value calculation
type" accordingly.

- Allocation cost element, display attribute.


Allocation cost elements are used exclusively in activity input planning as attributes. Because
the cost element characteristic is optional for activity input planning, it can be left out of a
planning layout for secondary cost planning. By inserting the attribute of the same name, you
can nevertheless display the allocation cost element.

- Cost element type, display attribute.


The cost element type determines for which transactions a cost element may be used. The
following types are differentiated:
Primary cost elements Type 01
Secondary cost elements Type 21, 41, 43
Revenue elements Type 11, 12

- Dependency type, maintainable.


The dependency type is available only in value-based or quantity-based dependency planning.
- Dependency source type, display attribute

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The system sets the dependency source type according to the dependency type.

Attributes for activity type planning

Along with the attributes for unit, distribution key, action type, long text available, transaction,
exchange rate type, value date, and cost element attribute, the following attributes are available in
activity type planning:
Two transactions are differentiated here, those for:
- Manual and non-allocatable activities
- Automatically allocatable activitites
The transaction results from the activity type category.

- Production factor, maintainable.


The production factor gives the relationship of activity quantity to output quantity by means of
the following formula:
Output quantity = Activity quantity x Output factor
In planning, the output quantity can be calculated with the formula using the function
Calculate output.
You may select individual or groups of planning lines for use and begin the calculation.

- Allocation cost element, maintainable with limitations.


The SAP system automatically uses the allocation cost element from the activity type master
record as a default value in planning. You can overwrite the default as long as no debit and
credit records have been posted for the allocation cost element.

- Activity type category, maintainable with restrictions.


You can maintain the category in the activity type master data record as well as in planning on
the cost center/activity type/version/fiscal year level. The category serves as a default setting for
planning. You can switch between the allocatable activity type categories (1, 2, 3) as long as no
debit and credit records have been posted.

- Actual activity type category, maintainable.


You can determine a category deviating from plan categories for actual allocations. If no actual
activity type category is maintained, the SAP system automatically uses the plan activity type
category. A variant actual category is useful for a planning layout when, for example, the plan
values must be indirectly calculated due to missing results (such as from the power plant), but
where the actual values were registered.

- Activity price indicator, maintainable.


The indicator contains the calculation basis for the plan activity price of a cost center's activity
type.
The activity price indicator can take the following values:

001:
The activity type's activity price is automatically calculated on the basis of plan activity for the
cost center to be planned.

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Fixed activity price: Fixed plan costs / Plan activity


Variable activity price: Variable plan costs / Plan activity
Total activity price: Fixed activity price + Variable activity price

002:
The activity type's activity price is automatically calculated on the basis of the capacity of the
cost center to be planned. The capacity serves only for fixed costs as a basis for activity price
calculation. This is relevant for cost centers that must continually be prepared for maximum
activity quantity output, such as costs for supplying energy from a power plant. The total costs
are fixed.
Fixed activity price: Fixed plan costs / Capacity
Variable activity price: Variable plan costs / Plan activity
Total activity price: Fixed activity price + Variable activity price

Note
If you set values 001 or 002, you must carry out plan activity price calculation.

003:
The activity type's activity price is set manually.
If you activate the indicator "ItAcPr" (purely iterative activity price) in the version, the system
calculates a purely iterative activity price along with the activity price resulting from planning.

- Actual activity price indicator, maintainable.


This indicator shows how the activity price's actual activity price for a cost center is calculated.
If you do not maintain this indicator, the system automatically uses the plan activity price
indicator value.
The activity price indicator can take the following values:
005:
The actual activity price is calculated by the system on the basis of actual activity.
If you set this value, you must carry out actual activity price calculation. Indicators 005 and 006
are useful in planning only if you set revaluation of actual activity with actual activity prices in
the version.
006:
The actual activity price is calculated by the system on the basis of capacity. Cost center
capacity serves only for fixed costs as a basis for activity price calculation. This is relevant for
cost centers that must continually be prepared to supply the maximum activity quantity output,
such as costs for supplying energy from a power plant. The total costs are fixed.
If you want to execute activity price calculation, you must determine the actual activity price
indicator. In planning layouts for activity type planning, you must set the attribute for this
situation.

- Average activity price, maintainable.


This indicator ensures that cost center/activity type activity prices remain constant for the entire
fiscal year.
This determination takes place on two levels:
Version/fiscal year
For a version, all cost center/activity type activity prices in a fiscal year are held constant.
During activity price calculation, only plan total costs and total activity for the timeframe are
used. Monthly swings are ignored.

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Cost center/activity type/version/fiscal year


If no average activity price is determined for the version, individual cost centers/activity types
may be assigned a constant allocation activity price for a fiscal year. Activity price calculation
averages the price swings for this cost center/activity type. Insert the corresponding attribute in
the activity type planning layout and maintain the indicator in activity type planning.

- Switching layout, maintainable.


Within price calculation with cost component split, the switching layout is used to change the
cost component assignment.
In activity price calculation, cost component splitting utilizes a cost component structure, in
which is defined which cost elements are steered to which components. You define the layout
during version maintenance, and per fiscal year. For allocations between cost centers, this cost
component layering is usually retained. There are, however, cases in which the sender
components are not to be retained, but where the allocation is to other receiver components.
Here is where the switching layout is used.
The layout stores which sender components are allocated to which receiver components. You
determine the switching layout in activity type planning for the sender, but it must have been
defined in Customizing first.

- Fixed cost predistribution, maintainable.


If you carry out standard costing on a marginal costing basis, the fixed costs are not distributed
to the cost objects in proportion to the operating rate. In this case, you must work with fixed
cost predistribution in order to credit fixed costs to the cost centers accepting activity inputs.
You can overwrite the default value in the indicator Fixed cost predistribution, which
controls whether the fixed costs (that is, the activity-independent preparation costs) are
distributed to the cost centers or not.

Attributes for statistical key figure planning

In addition to the attributes unit, distribution key, action type, and long text available, the following
attributes are available for statistical key figure planning:

- Variant, display attribute

- Key figure type, display attribute.


This indicator controls the entry and updating of statistical key figures. It can take the following
values:
Fixed value
The key figure values are valid as of the period entered for all following periods in the fiscal
year. Average values are planned.
Total value
The key figure values are not carried over from the period entered to the following periods.
You can enter new plan values for each period.

- Variant, display attribute

- Origin, display attribute

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- Key figure, display attribute

These attributes are useful in the planning layout when you transfer key figures from the
Logistics Information System (LIS).

Afterwards, you determine characteristics and characteristic values for the attribute columns.
Characteristics and characteristic values
When defining headers, lead columns, and value columns, you must enter one or more characteristics.
Characteristics are predefined by the SAP system for the corresponding planning area.
Characteristics
The following section is a list of the possible characteristics.
These are divided into optional and required characteristics.
- Version
Enter one or more individual values or one or more intervals.
- Planning period
Enter an individual value or an interval.
- Fiscal year
Enter one or more individual values or one or more intervals.
- Cost center
Enter one or more individual values, one or more intervals, or one or more cost center groups.

Version, planning period, fiscal year, and cost center are required characteristics in all planning
areas.

- Activity type: Required characteristic for activity type planning, optional characteristic for cost
element and statistical key figure planning
Enter either one or more individual values, several intervals, or one activity type group.
The following transactions do not require the characteristic:
- Primary cost planning, activity-independent
- Activity input planning, activity-independent
- Revenue planning
- Settlement cost planning, activity-independent
- Secondary order cost planning, activity-independent

- Cost element: Relevant only for cost element planning, where it is an optional characteristic which
can be ignored if plan records only are entered for activity inputs in the affected planning layout.
- There the cost element is the sender allocation cost element.
In primary cost planning the cost element is a required characteristic.
Enter one or more individual values, one or more intervals, or a cost element group.

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- Resource
This is important for resource planning, where it is a required characteristic.
Resource planning is primary cost planning on a quantity basis. You can valuate planned
consumption quantities and determine resulting costs. Resource planning can thus sub-divide cost
element planning. You can plan on orders and WBS structures. You cannot use resources in the
Actual. Use Define resources to maintain resources.
Enter one or more single values or intervals.

- Sender cost center: Relevant only for cost element planning, where it is an optional characteristic
The characteristic can be ignored if you do not wish to plan activity inputs with the relevant layout.
For the following transactions, you do not require the characteristic:
- Primary cost planning, activity-independent and activity-dependent
- Revenue planning
- Settlement cost planning, activity-independent and activity- dependent without sender reference
- Planning credits as surcharges
Enter one or more individual values, one or more intervals, or a cost center group.

- Sender activity type: Relevant only for cost element planning, where it is an optional characteristic
The characteristic can be left aside if you do not wish to plan activity inputs with the relevant layout.
For the following transactions, you do not require the characteristic:
- Primary cost planning, activity-independent and activity-dependent
- Revenue planning
- Settlement cost planning, activity-independent and activity- dependent without sender reference
- Planning credits as surcharges
Enter one or more single values, one or more intervals, or an activity type group.
The characteristics sender cost center and sender activity type are only useful in tandem.

- Transaction currency: Relevant only for cost element planning, where it is an optional characteristic.
Enter one or more individual values or one or more intervals.
If you do not select the characteristic, the controlling area currency will be set for the field.

Note
If you define a value column in your planning layout for cost element planning via the key figures
"Total actual costs in controlling area currency" or "Total actual costs in object currency", you must
include the transaction currency as an additional characteristic in the key columns if actual cost
postings use a transaction currency which is not the same as the controlling area currency.

- Statistical key figure: Required characteristic for statistical key figure planning
Enter one or more single values, one or more intervals, or an activity type group.
After specifying the characteristic, you must determine the characteristic value controlling the data
selection.

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Characteristic Values
When defining characteristic values, you have the following options:

- Entry of fixed characteristic values


You set characteristic values for each element to be used as selection criteria by the SAP system to
generate the planning screen.
You can specify a single value, an interval, or a group of values. By choosing More you can enter
more than one single value or interval.

- Characteristic value parameterization


You can also use varaibles for the characteristic values.
Variables enable flexible shaping of the planning layout. The content is determined only after
planning is executed.
Note that the system distinguishes between local and global variables, but that you may only use
local variables for the planning layout.
Local variables are not permanently in the system, but are valid only in the affected planning layout.
They may be used more than once the layout.

Example:
You create a layout with the following three value columns:
Column 1: Version, Variable 1 Fis.Y, 1996
Column 2: Version, Variable 1 Fis.Y, 1995
Column 3: Version, Variable 2 Fis.Y, 1995
Local variable 1 is used twice, variable 2 only once.

You enter a variable for the characteristic value by choosing Indicator for entering variables
(variables on/off) on the screen Define Element.
The system changes the size of the input field and marks the field.
The local variable designation can be set as desired.

Additionally, you can also parameterize texts under Edit -> Element -> Change text (text
variable). On the screen Enter Text, enter a local variable beginning with special character "$".
According to your setting per text variable, the SAP system determines the text automatically from
the selection of the assigned characteristics.

If you set characteristic values as variables, the user will be asked during planning callup to replace
the variables with values.

Notes
1. Calculated variables
Variables based on numerical fields may be changed with additive operations. The variable is
extended with a "+" or "-" and a number (no more than two places). In a formula, for example,
variable "A" is used in a fiscal year column. The second column should display the previous year.
Parameter "A-1" is thus maintained as the fiscal year characteristic. In the planning transactions, the
fiscal year variable "A" is called up as a control date, and the previous year is calculated
automatically.

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2. Mandatory/optional variables
For variables in optional characteristics, you have the choice between
Replacement through mandatory entry
Replacement through optional entry
Use the menu path Extras -> Variables -> Define variable. Choose a variable for an optional
characteristic and you thereby replace the default Mandatory with Optional.

Example
You set Activity type as the optional characteristic in the planning layout Cost elements/Activity
inputs and activate the Optional setting. On the initial planning screen, you have the option of
selecting activity-dependent and activity-independent planning. Only when you fill the field Activity
type on the initial screen will activity-dependent planning be executed.
3. Names/key values of variables
To give each variable a name, use Extras -> Variables -> Define variables -> Name and use the
name when prompted in the initial planning screen.

Examples
You use 2 versions for an optimistic/pessimistic planning comparison. Using the naming function
identifies the variables in the different versions.

You define a period interval. To distinguish between the "From" period and the "To" period on the
initial planning screen, save the appropriate names for the variables.

For more information about variables, see the SAP Library under Cross-Application Components ->
CA - Drilldown Reporting -> Reports -> Variables -> Variables for Characteristic Values,
Variables for Texts, or Variables for Formulas.

Real Estate-specific features of planning layouts:

For all Real Estate objects that are dependent hierarchically on the business entity, the business entity has
to be specified as a Single object. In this case it is not possible, for instance, to select
From / To Business entity as well as
From / To Rental unit.
If you do not observe this restriction when planning your layouts, term errors may result.

You also have to consider that the hierarchically lowest object entered determines which object type you
will plan (e.g. building). Therefore you always have to define the From-value as a required entry.

As a standard procedure, we recommend you to copy standard layouts when defining your own layouts,
and only to change the values entered during planning but not the selection criteria.

11.11.3.1.1 Maintain Planning Layouts for Cost Element Planning

To be able to plan for cost elements, you first need to define the planning layout. In the planning layout,

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you specify the format of the planning screens.

Requirements

In the standard SAP System, planning layouts are found only in client 000. To use them as models for
user-defined planning layouts, they must be taken from client 000 and imported to your production client.
Use the IMG General Controlling under the section Prepare Production Startup -> Transport
System Settings -> Transport Planning Settings -> Import Standard Planning Layouts.

Recommendation

After installing a new release or update, you should repeat the import of standard planning layouts from
client 000 in order to access the latest layouts.

Activities

1. Create planning layouts for cost element planning based on your requirements.
2. Change an existing planning layout.

Further notes

Procedure for Creating Planning Layouts

Notes on transport

For the transport of planning layouts, an individual function is available in Customizing under
Controlling -> General Controlling -> Production Startup Preparation -> Transport System
Settings -> Transport System Settings -> Transport Planning Layouts.

11.11.3.1.2 Maintain Planning Layouts for Statistical Key Figures

To be able to plan statistical key figures, you first need to define planning layouts for planning statistical
key figures. You specify the layout of the planning screens in these planning layouts.

Requirements

In the standard SAP System, planning layouts are found only in client 000. To use them as models for
user-defined planning layouts, they must be taken from client 000 and imported to your production client.

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Use the IMG General Controlling under the section Prepare Production Startup -> Transport
System Settings -> Transport Planning Settings -> Import Standard Planning Layouts.

Recommendation

After installing a new release or update, you should repeat the import of standard planning layouts from
client 000 in order to access the latest layouts.

Activities

1. Create planning layouts according to your requirements for the planning of statistical key figures.
2. Change an existing planning layout.

Additional Notes

Procedure for Creating Planning Layouts

Note on transport

For the transport of planning layouts, an separate function is available in Customizing for Controlling ->
General Controlling -> Production Start-Up Preparation -> Transport System Settings ->
Transport Settings for Planning -> Transport Planning Layouts.

11.11.3.1.3 Import Planning Layouts

In this step you import standard planning layouts from client 000 to the clients in which you are logged
on. This import can either be carried out online or in the background.
After a new release or update of the SAP System, the import from client 000 should be repeated in order
to access the current standard planning layouts.

Standard SAP planning layouts

SAP offers the following standard planning layouts:


Cost Center Accounting
Cost Element/Activity Input Planning
- 1-101 CCtr: Cost elements, activity-dependent/-independent

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- 1-102 CCtr: Activity inputs, activity-dependent/-independent


- 1-103 CCtr: Costs/revenues/consumption
- 1-104 CCtr: Primary/secondary order costs
- 1-161 CCtr: Cost elements, simplified
- 1-162 CCtr: Cost element central planning, simplified
- 1-151 CCtr: Cost elements in transaction currency
- 1-152 CCtr: Cost element comparison, 2 quarters
- 1-153 CCtr: Cost element planning, 2 versions
- 1-154 CCtr: Cost elements with display of previous year
- 1-155 CCtr: Activity output from sender viewpoint
- 1-156 CCtr: Cost element central planning
- 1-157 CCtr: Cost element plan/actual comparison
Activity/Activity Price Planning
- 1-201 CCtr: Activity types/prices, standard
- 1-201C CCtrs: Activity types/prices, central planning
- 1-202 PP planning: Activity types/prices
- 1-203 ATyp: Actual activity price indicator and switch structure
- 1-204 CCtr: Activity types/prices, attributes
- 1-261 CCtr: Activity price, simplified
- 1-262 CCtr: Activity price, centralized
Manual Actual Prices
- 1-N01 CCtr: Manual actual prices, cost centers
Resource Planning
- 1-1R1 CCtr: Resource planning
- 1-4R1 Orders: Resource planning
- 1-7R1 WBS elements: Resource planning
Dependency planning
- 1-1R2: CCtr: Value-based recipe planning
- 1-1R3: KoStellen: Quantity-based recipe planning
Statistical Key Figure Planning
- 1-301 CCtr: Statistical key figures, standard
- 1-302 CCtr: Statistical key figures, activity-dependent
- 1-103C CCtr: Statistical key figures, central

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- 1-361 CCtr: Statistical key figures, simplified


- 1-362 CCtr: Statistical key figures, centralized
Internal Orders
Cost/Revenue Element Planning
- 1-401 Orders: Cost elements, standard
- 1-402 Orders: Activity inputs, standard
- 1-402P: Orders: Process inputs
- 1-404 Orders: Primary/secondary order costs
Cost Planning/Activity Input Planning
- 1-461 Cost elements: Simplified layout
- 1-462 Cost elements: Simplified layout, central
Statistical Key Figure Planning
- 1-601 Orders: Statistical key figures, standard
- 1-603C: Orders: Statistical key figures, central
- 1-661 Statistical key figures, simplified
- 1-662 Statistical key figures, simplified, central
Project Cost Controlling
Cost Element/Activity Input Planning
- 1-701 WBS elements: Cost element planning
- 1-702 WBS elements: Activity inputs
- 1-702P: WBS elements: Process inputs
- 1-703 WBS elements: Revenues, revenue cost elements
- 1-704: WBS elements: Primary/secondary order costs
Statistical Key Figure Planning
- 1-901 WBS elements: Statistical key figures, standard
- 1-903C WBS elements: Statistical key figures, central
- 1-C01 Networks: Statistical key figures
- 1-C02 Networks: Statistical key figures
- 1-C03C Networks:Statistical key figures, central
Activity-Based Costing
Cost Planning/Activity Input Planning
- 1-104P Processes: Primary/secondary order costs, processes
- 1-102P Processes: Activity-dependent/-independent process inputs

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- 1-D01 Processes: Cost elements


- 1-D02 Processes: Activity inputs
- 1-D02P Processes: Process inputs
Quantities and Prices
1-E01 Processes: Quantity planning/price planning
1-E02 Processes: Tax codes
Statistical Key Figure Planning
- 1-F01 Processes: Statistical key figures, standard
- 1-F03C Processes: Statistical key figures, central
Manual Actual Prices
- 1-Q01 Processes: Manual actual prices, business processes
Cost Object Accounting
Cost/Activity Input Planning
- 1-G01 Cost object: Primary costs
- 1-G02 Cost object: Activity inputs, standard
- 1-G02P Cost object: Process inputs
Statistical Key Figure Planning
- 1-I01 Cost objects: Statistical key figures, standard
- 1-I03C Cost objects: Statistical key figures, central
Real Estate
Cost element allocation/activity allocation
- 1-J01-1 Business entity: Cost elements, standard
- 1-J01-2 Buildings: Cost elements, standard
- 1-J01-3 Property: Cost elements, standard
- 1-J01-4 Rental unit: Cost elements, standard
- 1-J01-5 Rental agreement: Cost elements, standard
- 1-J01-6 Management contract: Cost elements, standard
- 1-J02-1 Business entity: Activity inputs, standard
- 1-J02-2 Buildings: Activity inputs, standard
- 1-J02-3 Property: Activity inputs, standard
- 1-J02-4 Rental unit: Activity inputs, standard
- 1-J02-5 Rental agreement: Activity inputs, standard
- 1-J02-6 Management contract: Activity inputs, standard

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Note

You cannot change standard planning layouts.


The names of these standard planning layouts begin with a numeral.

Standard settings

The standard R/3 System stores planning layouts in client 000 only. To use the layouts, they must be
transported from client 000 to the production client.

Activities

1. Check which planning layouts you require


2. Choose the corresponding layouts in the list
3. Import the layouts either:
a) Online, with Execute or
b) In background, with Execute in background.

Note

If possible, you should use background jobs and import during times of low system usage.

11.11.3.1.4 Transport Planning Layouts

Planning layouts are controlling area-dependent objects. The SAP System selects all settings for this
object in the entire controlling area.
The SAP system places the selected object in a correction request.
You can transfer the data to the target system using the functions available under transport.
You can transport planning layouts for the following planning areas:
- Cost centers
- Cost elements/activity inputs
- Activities/prices
- Statistical key figures
- Manual Actual Prices
- Orders
- Cost elements/activity inputs
- Statistical key figures
- WBS elements

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- Cost elements/activity inputs


- Statistical key figures
- Networks
- Statistical key figures
- Business processes
- Cost elements/activity inputs
- Quantities and prices
- Statistical key figures
- Manual actual prices
- Cost objects
- Cost elements/activity inputs
- Statistical key figures
- Real Estate objects
- Cost elements/activity inputs
- Statistical key figures
Note
You should also transport the planner profile assigned to your planning layouts.
To do so, choose the activityTransport Other Planning Settings or the tab strip Planning 1.
If you do not transport your planner profile, you must
- Create a new planner profile in the target system
- Reassign the planning layouts to the planner profile

Activities

1. Determine to which planning areas the planning layouts are to be transported.


a) To transport all planning layouts, choose All planning areas.
b) To transport individual planning layouts, choose One planning area and use the F4 key
(possible entries) to choose the planning area.
2. Choose Execute and enter a correction order.
3. Mark planning layouts to be transported in the given list.
4. Place the layouts in a correction order.
a) Choose Execute to transport the layouts online.
b) To transport the planning layout in the background, choose Execute in background.

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Further notes

For more information on the processing change requests, see the SAP Library under BC - Basis
Components -> Change and Transport System (BC-CTS) -> Change and Transport System -
Overview -> Transactions and Tools in the CTS -> Change and Transport Organizer ->
Workbench Organizer as well as -> Transport Organizer.

11.11.3.2 Maintain User-Defined Planner Profiles

You use planner profiles to control the way planning is carried out. In a planner profile, you specify per
planning area which planning layout is to be used with which default values. Per planning area, you can
create as many planning layouts as you require. The profile item determines the order of the planning
layouts within a planning area and can be used to assign the same planning layout to a planner profile in
multiple areas, but with a different default setting each time.
Planner profiles are hierarchically structured as follows:
- Planner Profile
- General Controlling
- Layouts Controlling
- Default Parameters

- Planner Profile
You can assign an authorization group to every standard profile and every planner profile that you
create in the Profile planning overview.
The combination of authorization groups and locked default settings (see Default layout) results in
highly detailed authorization assignments for entering planning data.
All the planner profiles in the system are defaulted. This is regardless of the component in which you
wish to call up planner profile processing. This enables you to define allowed entries of planner
profiles from other components, for each component chosen.
- General Controlling
For each planner profile, the system recommends different planning areas, depending on the
application component. You can create additional planning areas.
In CuDK you can enter a default value for a distribution key for currency amounts.
In QtDK you can enter a default value for a distribution key for quantities.
The system uses these default values for combinations that have not yet been planned, even if you
have not selected a distribution key in the definition of the planning layout.
- Layout Controlling
In each planning area, you determine which planning layouts appear in which sequence. For each
planning area, you must define at least one profile item and assign a planning layout.
The Deflt indicator shows whether settings already exist (see: Default settings layout).
If you deactivate the Over. (=Default settings not protected) indicator, the user must use the entries
given in planning and may use only the defaulted variables. If the indicator is active, the entries are
default values which can be overwritten when entering planning.

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The Excel integration indicator gives you the option of entering planning data in an Excel
worksheet. If the indicator is active, you can use Excel to make your entries.
The file description influences the layout of the worksheet. If you move the planning data (that you
entered in the system) within the worksheet, the file description creates the link between the old data
and the new location.
You can also find further information on preparation for planning with Excel in the SAP Library
under Financials -> CO Controlling -> Cost Center Accounting -> Cost Center Planning ->
Manual Planning -> Techniques for Supporting Manual Planning -> Integrated Excel in
Planning.
- Default parameters
You can enter default parameters for the selection of planning data of each item in the assigned
planning layout.
All variables defined in a layout are referenced during planning as parameters, which you can set
with values per profile item.
If you undertake decentralized planning in your organization, the planner profiles assist the organizational
aspects of the planning process. You can assign particular user groups to profiles in which objects have
already been preset and precisely delimited.

Example

You set general selection criteria (fiscal year, version, periods and transaction currency) in your planning
layout PRIMARY.
From an organizational perspective, it was decided that the cost center managers decentrally plan the
material expenses first, followed by the personnel expenses.

- In the Planning profile overview create the planning profile "PLAN01".


- Choose the planning profile "PLAN01" and CO General Settings.
- Choose the planning area "Cost centers: Cost elements/acty inputs" and Layouts CO general.
- Enter the planning layout "PRIMARY" with both item number 010 and item number 020.
- Choose the item "010" and Default parameters and enter the cost element group for material
expenses.
- Choose the item "020" and Default parameters and enter the cost element group for personnel
expenses.
Also assign the cost center managers in the user parameters to planner profile PLAN01 via the parameter
ID "PPP". To do so, choose System -> User profile -> User parameters.
When the cost center manager calls up planning by choosing "Planning -> CElems/Actvty input ->
Change", the system suggests profile PLAN01 and branches to planning layout PRIMARY with the plan
costs for material expenses. The cost center manager can now enter the plan data and, after it is saved, can
go to other planning by choosing Next layout.

Requirements

To create entire planner profiles, the planning layouts used must be available. Complete the IMG activity
Create Planning Layout.

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Standard settings

The standard system includes several defined planner profiles. The names of the profiles begin with SAP.
These are protected, meaning you cannot create custom profiles beginning with "SAP".

Note

Note that as of Release 4.0A, the planner profile SAP101, SAP102, SAP103, and SAP104 and the
planning layouts 1-101 to 1-104 contained in these profiles are no longer maintained by SAP.

Activities

To assign planner profiles to authorization groups, create the necessary groups in the IMG activity Create
Custom Authorization Groups. You can use the authorization groups to control which users have
access to which planner profiles. Assign authorizations with the authorization object "CO: Planner
Profiles" (K_TKA50).
To create planner profiles, proceed as follows
1. CO Planner Profile Overview
a) To create a new planner profile, choose New entries.
To copy an existing profile, select a reference and choose Edit -> Copy as.
b) Enter a name and explanatory short text for the object.
c) If necessary, assign an authorization group to the planner profile.
2. General Controlling
a) Select the suggested planning area for which you want to make settings and choose Settings
for General Controlling.
b) To create a new planning area, choose New entries.
3. Layouts for Controlling
a) Select a planning area for which you want to make settings and choose Layouts for General
Controlling.
b) Choose New entries and enter an item and previously defined layout.
c) Activate the indicator Default settings not protected if users may overwrite the defaulted
variables.
d) Activate Excel integration if you want to enter your planning data in an excel worksheet.
e) Enter a name for the file description.
If you do not enter a name, the system automatically assigns a name when you save the file.
f) Save your entries and return to the layout overview screen.
4. Layout Default Settings
a) Select a planning area for which you want to make settings and choose Layout Controlling.
b) Set the parameters of the defined variables per profile item for the planning layout.
Notes

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To define the excel worksheet, at least one row must exist on the screen. For this reason, you
need to enter example data as dummy data in the SAP System using the planning layout.
To be able to plan directly using the corresponding planning layout, you may need to reset any
planner profile that has been set under Planning -> Set planner profile.
5. Optional steps:
- Authorizations
In the IMG activity Authorization Management, set authorizations as required for object
K_TKA50 and assign the authorizations to the authorization profiles of the appropriate users.
- User parameters
Assign parameter ID PPP to the users who are to work with the profile in the user parameters
(choose System -> User profile -> User parameters).
- Deleting planner profiles
When you delete a planner profile, the system checks whether the profile is also used in other
components. If it is, you first need to delete the dependent entries for the planner profile in all
components, before you can delete the planner profile itself.

Note on transport

To transport planner profiles, see the General Controlling Customizing -> Production Start-Up
Preparation -> System Configuration Transport -> Planning Configuration Transport ->
Transport Other Planning Configurations. You can use this function to transport the complete set of
planner profiles from a test to a productive client.
Planner profile maintenance is connected to the automatic recording of transport data.
This also includes the settings for integrated Excel. The system includes file descriptions and Excel sheet
templates in the transport request, provided you have created them in Customizing.
The system also transports the settings for integrated Excel if you have manually included a planner
profile in - or manually deleted a planner profile from - a transport request (you do both by choosing
Table View -> Transport).
Warning
- When performing the transport, ensure that you have not manually created any integrated Excel
settings in the target system.
Only supply the target system by means of transports, otherwise inconsistencies could arise. When
importing the Excel sheet templates from the source system, the system does not overwrite the
settings already made in the target system.
- If, however, planner profiles with corresponding Excel sheet templates already exist in the target
system, you have to delete them before performing any imports. In planner profile maintenance, you
can delete these Excel sheet templates for specific planner profiles or profile items.

Further notes

You can find more information on planner profiles in the SAP Library under Financials -> CO
Controlling -> Cost Center Accounting -> Cost Center Planning -> Manual Planning -> Planning
Techniques -> Planning Screen Layout -> Planner Profiles.

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11.11.4 Settlement (Controlling)

In this section, you make the settings required for the settlement of costs posted to real estate objects
(account assignment objects of Real Estate Management) to other Controlling objects (for example,
orders).
Currently, the following objects of Real Estate Management can participate in the CO settlement:

- Business entity
- Building
- Property
- Rental unit
- Rental agreement

The information/tasks formulated in the individual sections for orders or projects are to be applied to the
objects of Real Estate Management correspondingly.

11.11.4.1 Maintain Settlement Cost Elements

In this IMG activity, you can define


- primary cost elements for settlement to receivers in external accounting.
You can settle to receivers in external accounting in Asset Management, Inventory Management
within Materials Management or in the G/L account in financial accounting.
Primary cost elements correspond to the G/L account in financial accounting.
If you wish to settle to cost elements, you do not require any primary cost elements for settlement.
- Secondary cost elements for settlement to receivers in internal accounting.
If you wish to define a greater number of cost elements, use the Implementation Guide for Cost and
Revenue Element Accounting to create Automatic Creation of Primary and Secondary Cost Elements.
Define the following cost elements, to ensure that settlement is successfully executed:
- Cost elements that incur costs
These cost elements must be presented in cost element groups.
You require one cost element group for each settlement assignment. If necessary you can create new

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cost element groups by editing the source in the allocation structure.


- Settlement cost elements to which costs are settled
Each settlement cost element must belong to one of the following categories:
- Internal settlement: Cost element category 21 (secondary).
- External settlement: Cost element category 22 (primary).

Activities

- If the cost elements assigned to the G/L accounts do not yet exist, create primary cost elements of
category 22 (external settlement).
If the corresponding G/L account does not yet exist, you need to enter this in Financial Accounting.
- If required, you can create secondary cost elements of category 21 (internal settlement).
- If the cost elements for the settlement already exist, you can change them (for example, the cost
element category), providing the cost element was not used previously.

Note on transport

The "General Controlling" IMG includes a function for cost element Transport.

11.11.4.2 Maintain Settlement Structure

During settlement, costs incurred under the primary and secondary cost elements by a sender are allocated
to one or more receivers. When you settle by cost element, you settle using the appropriate original cost
element.
An allocation structure comprises one or several settlement assignments. An assignment shows which
costs (origin: cost element groups from debit cost elements) are to be settled to which receiver type (for
example, cost center, order, and so on).
You have two alternatives in settlement assignment:
- You assign the debit cost element groups to a settlement cost element.
- You settle by cost element - that is, the debit cost element is the settlement cost element.
This is a good idea, for example, if the required capital spending for an asset you are building
yourself is to be monitored. These costs are settled by cost element to an inventory account in Asset
Accounting at the end of the year, or when the measure is complete.
Each allocation structure must fulfil the following criteria:
- Completeness
An allocation structure is assigned to each object to be settled. All cost elements in which costs
are incurred, must be represented in the appropriate allocation structure.
- Uniqueness
Each cost element in which costs are incurred may only appear once in an allocation structure.
Only one settlement cost element may be assigned to a source within a particular allocation
structure.

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If you require additional debit- or settlement cost elements, you can create these using the function
Maintain Settlement Cost Elements.

Note

When you settle to materials you do not need to create settlement cost elements.

Activities

You create an allocation structure as follows:


1. Choose New entries and issue identification code and a description for your allocation structure.
2. Choose Assignments to create a settlement assignment.
3. Choose New entries and create one or more settlement assigments for your settlement structure.
4. Highlight the settlement assignment required and choose source.
Specify the cost elements or the cost element group that are to be settled to particular senders using
the same settlement cost element.
If you specify cost element groups assigned to your controlling area, but not yet in the account plan,
you can use this opportunity to create them.
5. By choosing settlement cost element you have two alternatives:
- You assign a account assignment category to the source by receiver category.
- Choose "By cost element" for the receiver categories that you wish to settle by cost element
(debit cost element = settlement cost element).
To improve performance, use as few differing settlement cost elements as possible. You should
try to use settlement by cost element as sparingly as possible.
To obtain a hierarchy listing of an allocation structure from the system , choose "Extras -> Overview list"
in the allocation structures overview.

11.11.4.3 Maintain Source Structure

In this IMG activity, you define the source structures used when settling and costing joint products.
A source structure contains several source assignments, each of which contains the individual cost
elements or cost element intervals to be settled using the same distribution rules.
In the settlement rule for the sender you can define one distribution rule, in which you specify the
distribution and receivers for the costs for each source assignment.

Example

The object in question has incurred both direct and overhead costs. The direct costs are to be divided 50%
each between a fixed asset and a cost center, while the overhead is to be settled in full to an administration
cost center in CO.
To do this, you would create a source structure with two source assignments:

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1. Direct cost elements


2. Overhead cost elements

Activities

Check whether you need to use source structures in your settlement procedures. If you are settling to cost
elements, you do not need a source structure. Otherwise, create a source structure as follows:
1. Choose New entries, then enter a key and an explanatory text.
2. Choose assignments.
3. Choose source data and if requested, set the controlling area.
4. Choose New entries and store individual cost elements, cost element intervals or cost element
groups.
Save your entries.

11.11.4.4 Maintain PA Transfer Structure

In the PA transfer structure, you determine which cost element groups are assigned to which value fields
in Profitability Analysis (CO-PA). You make these assignments within so-called "assignment lines".
Settlement lets you transfer costs, revenues, sales deductions and production variances to costing-based
Profitability Analysis. The PA transfer structure defines which quantities or values of a sender are to be
transferred to which value fields in CO-PA as part of settlement.
For example, in the case of a marketing order, you can assign the cost element group "Personnel costs" to
value field VTRGK (= Sales overhead).

Assigning to Value Fields

You assign value fields in a PA transfer structure in the individual assignment lines. Values and quantities
must be transferred to different value fields. Values can be assigned separately according to the fixed and
variable portions (fixed/variable indicator "1" and "2", respectively) or in total (fixed/variable indicator
"3").
You can assign the fixed and variable costs that are incurred by a cost element group to different value
fields.
PA tran. Assignment Qty/ Fixed/ Value
structure line value var. field
GK 10 Personnel costs 1 3 VTRGK
GK 20 Material costs 1 3 VTRGK
GK 30 Other costs 1 3 VTRGK
KD 10 Personnel costs 1 1 FERTF
KD 10 Personnel costs 1 2 FERTP
KD 20 Material costs 1 3 ROHST

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KD 100 Revenues 1 3 ERLOS


FA 10 Material price var. 1 3 ABWRP

Uniqueness and completeness of assignment

For settlement to Profitability Analysis to proceed smoothly, the assignments you enter must be unique
and complete:
A cost element group or cost element group/variance category combination can be assigned only once to a
PA transfer structure and will thus only appear once in the structure. You may not assign a cost element
group or cost element group variance category to more than one field in the operating concern. However,
you can assign the fixed and variable costs which have been incurred under one cost element group to
different value fields. (The following example is for PA transfer structure "OH" (Overhead).
Assignment line Origin Group Value field
10 Personnel costs COSTELEM BAB-PERS VTRPS
20 Material costs COSTELEM BAB-MATE VTRGK
30 Other costs COSTELEM BAB-SONST VTRGK

The PA transfer structure must be complete, meaning it must contain all cost elements under which
revenues and costs have been incurred.

Settling of senders with revenues

When you settle senders with revenues, you can settle the following to profitability segments:
- Costs
You can settle costs that have been incurred by primary and secondary cost elements.
- Revenues, Sales deductions
You settle the revenues and sales deductions that have been incurred.
- Results analysis data
You settle the results analysis data that has been calculated under the results analysis cost elements
(cost of sales, reserves for imminent losses).
Assignment of actual costs, actual revenues, and actual sales deductions to the value fields in CO-PA is
made via the cost elements or revenue elements that were originally posted to the sender.
You use the results analysis cost elements to assign the results analysis data. This data is recorded in the
order or project via these cost elements:
Example: PA transfer structure "CD" (Cardinality)
Assignment line Origin Group Value field
10 Personnel costs COSTELEM BAB-KDUPE FERTF
20 Material costs COSTELEM BAB-KDUMA ROHST
30 Other costs COSTELEM BAB-KDUSO SONST
40 Revenues COSTELEM BAB-ERLO ERLOS
50 Discounts COSTELEM BAB-ERLS RABAT
60 IL reserves COSTELEM BAB-RUEDV RUEDV

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Settlement of Production Orders (CO,PP)

You can settle the variances that have occurred for a cost element or cost element group (differences
between planned costs and actual costs) to CO-PA separately. To do this, you need to specify a variance
category for the cost element or cost element group (see cost element group BAB-ROH in the example
below). If you do not specify a variance category, all the variances occurring under the cost element/cost
element group are settled to the value field assigned to the cost element group (in the example, cost
element group BAB-HILF).
The system distinguishes between the following variance categories:
- Input price variances
- Resource-usage variances
- Input quantity variances
- Remaining input variances
- Scrap variances
- Remaining variances
- Mixed price variances
- Output price variance
- Lot size variance
- Remaining variance
Note that, in particular, the settlement of Production variances provides you with useful analysis
possibilities in CO-PA.
Example: PA settlement structure "PO" (Production Order)
Assignment line Origin Group Value field

10 PricevarRaw COSTELEM BAB-ROH ABWRP


VAR:CATEG. PRICE

20 QtyVarRaw COSTELEM BAB-ROH ABWRM


VAR.CATEG. QUANT

30 ResVarRaw COSTELEM BAB-ROH ABWRS


VAR.CATEG. REST

40 VarAux.mat. COSTELEM BAB-HILF ABWHS

50 VarProdCost. COSTELEM BAB-FERT ABWFK

60 VarMiscCost. COSTELEM BAB-SONST ABWSO

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Requirements

- First create the operating concern to which you want to settle, and then create its value fields.
- Either the revenue elements or cost elements you want to use must be combined in cost element
groups or you have already used the Cost Center Accounting IMG activity Create Cost Element
Groups.

Activities

1. Use New entries to enter a short ID and a name for your PA transfer structure, then save your entries
and goto the overview screen for the PA transfer structure.
2. Use Detail to create assignment lines.
3. Use New entries to create one or more assignment lines.
If you want to copy the invoiced quantity when settling from customer orders or projects, set the
indicator "Invoiced quantity".
Save your entries and go to the overview screen for changing the assignment lines.
4. Use Assign origin to create a cost element group for your operating concern or New entries for the
assignment line under which the costs or revenues can be posted to the sender (if necessary, with a
variance category).
To do this, you can
- Use the F4 key, as origin "COST ELEMENT" or "VARIANCE CATEGORY" or
- Under "Setname" select an existing cost element group or variance category.
Choose a cost element group defined in the chart of accounts and which is assigned to the
controlling area for the sender object.
For each assignment line in a cost element group you can assign only one variance category.
Save your entries and goto the overview screen for changing the PA transfer structure.
5. Define the value field assignment you want to use when settling orders and projects in the operating
concern.
Assign the value fields.

Further notes

For more information on determining variances, refer to the "Cost Object Accounting" documentation and
the IMG under "Product Cost Accounting".

11.11.4.5 Maintain Settlement Profile

In the settlement profile, you define a range of control parameters for settlement. You must define the
settlement profile before you can enter a settlement rule for a sender.
If you want to settle the costs each time to just one cost center or just one G/L account, you need a
settlement profile. As you cannot maintain the settlement parameters during settlement to a receiver, you
must save the settlement profile either in the order type or in the model order or reference order.

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Recommendation

The settlement profile includes, among other things, the retention period for the settlement documents.
You should bear in mind the following when you determine the retention period.
The settlement documents take up additional storage capacity. When a posting period is finally locked
against further postings in Financial Accounting and Controlling, you can clear the settlement documents.
However, you should build in a safety margin, as you will need the settlement documents if you have to
cancel any settlements or repeat the period end close.

Activities

1. Create a settlement profile.


2. Save the profile in the order type.

Additional Information

For more information on this subject, go to the SAP Library and choose AC - Financials -> CO -
Controlling -> Internal Orders - > CO Settlement.

11.11.4.6 Maintain Selection Variants for Collective Processing

In this step, you create a selection variant for the settlement valid for all objects. You can
define both contents and structure of the selection variant.

Example
If you want to select your objects by usage types, for example, you define a selection variant
that only restricts the usage type (free selection). In addition, you can mark which object types
are to be settled in this variant.

Activities
1. Create your own separate selection variant as follows:
a) Call up the "Selection variants" function.
The screen "ABAP/4: Variants Initial Screen" is displayed.
b) Enter a name for your variant in the corresponding field. Mark the object component
"Values" and choose "Create".
c) You branch to the screen "Variant maintenance for report RFVIHIER". The selection fields
defined for the ABAP/4 report are displayed here.
d) Enter the corresponding values for the required fields.
e) To maintain other selections, choose the "Free selections" function, enter your selections
and exit the screen using "Back"
f) Press "Continue"

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g) You branch to attribute maintenance for the selection variant. Here you can assign the
following field attributes:
Protected
The value you have defined for the field cannot be overwritten in the application.
Hidden
The field is hidden from the display of the selection variant.
Variable
Via this indicator, you can define a variable for a field. During runtime, the field is then
provided with the corresponding value.
h) If you have maintained the attributes and have entered a short text in the "Meaning" field,
you can save your entries.

The variant is available when you call up collective processing of the settlement.

11.11.4.7 Maintain Number Ranges for Settlement Documents

Each settlement must be identified explicitly. To do so, the SAP System creates a settlement document
each time an object is settled.
You use settlement documents for the transactions "Reversal of Settlements" and "Repeated Period-End
Closing".
In this step you define the intervals, or number ranges, for settlement documents for one or more
controlling areas.

Recommendation

You should define separate number range intervals for settlement documents for each controlling area.
This improves performance if you want to settle objects in different controlling areas at the same time (for
example, on the same day).

Activities

1. Create a number range with Group -> Maintain and Group -> Insert
2. Give your number range a description.
3. Specify one interval for the number range. If you use up this range, you can add more intervals.
4. Select one or more of the controlling areas listed in the block "Not assigned".
5. Place the cursor on the number range to which you want to assign the selected controlling areas.
6. Use Assign element group to assign the controlling area(s) to the appropriate number range and
save your entries.

Further notes

You transport number range objects as follows:

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Choose Interval -> Transport in the accounting document Number Range screen.
All intervals for the selected number range object are deleted in the target system first. After the import,
only the intervals you export are present. The number statuses are imported with their values at the time of
export.
Dependent tables are not transported or converted. Note that the appropriate application table is also
transported for number range objects used for group maintenance.

11.11.5 Maintain Assessment

In the IMG activity "Define Assessment" you set rules in the form of cycles to allocate primary and
secondary costs in the actual.

Requirements

You must already have completed the IMG activity Create Assessment Cost Elements.
If you are using an allocation structure, you must have completed the IMG activity Define Allocation
Structure.

Recommendation

When using assessment, distribution, and periodic reposting, note the following:
- You can use assessment if the origin of the primary costs is not important. If required, you can use
multiple assessment cost elements for differentiation.
- Periodic reposting is recommended if the origin of primary costs is important, but the partner object
does not need to be displayed directly. The partner information, however, is not lost. Proof of origin
is always possible via the line item document.
- If you do need to show the partner object directly in the report, you must use distribution. The data
volume will grow significantly for the proof of the partner objects, particularly in large distributions.
Note that the data volume generated for past periods will grow with increased numbers of periods.
Especially in reporting and for data backups, it is important to keep the data volume generated by
allocation to a minimum. For this reason, assessment or periodic reposting are to be recommended.
For performance reasons, you should not use more than 50 segments in one cycle. If necessary, define
multiple cycles. A larger number of segments per cycle is only necessary for extensive iterations.
Also: For performance reasons, never use more than 10,000 relationships in an allocation cycle. If you
require more than that, you must plan a mass test of the allocations beforehand.

Example

From a sender cost center with 100 sender cost elements, allocations are made with one segment to 500
receiver cost centers.
The following numbers of sender and receiver totals records result from the different allocations that must
be written in the processed period:

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Allocation Sender totals recds Receiver totals recds


---------------------------------------------------------
---------------
Assessment 500 500
Periodic reposting 100 500 x 100
Distribution 500 x 100 500 x 100
---------------------------------------------------------
---------------
This simple example already demonstrates that
- far more sender totals records are written for distribution than for periodic reposting
- far more receiver totals records are written for periodic reposting than for assessment
In practice, because of the far higher number of senders and receivers, the advantages of assessment and
periodic posting are even more apparent.

Activities

Create an actual assessment cycle as follows:


1. Enter a name for the cycle
2. Enter a validity timeframe for the cycle
3. Maintain the header data for the cycle by entering the following:
a) In which currencies the costs should be allocated
b) Whether the cycle is to be processed iteratively and/or cumulatively.
4. Create segments for the cycle that contain the following information:
a) The cost element to be assessed or the cost element of the sender allocation structure
5. Criteria for the distribution of costs among the receivers
a) Whether negative tracing factors are to be scaled
b) Criteria for determining the sender values
c) The sender objects and the receiver objects
d) The selection criteria for the receiver tracing factors
e) The selection criteria for the sender values
f) Receiver weighting factors for receiver rule 1 (variable portions):
6. Save the cycle.

Notes for Transport

If, in your client, you have not selected the automatic recording of changes for client-specific objects (in
Customizing under Basis Components -> System Administration -> Change and Transport
System -> Configure Clients), you can transport your settings to the target system in a user-defined

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activity.
To do this, in Customizing, choose Controlling -> General Controlling -> Production Start-Up
Preparation -> Transport System Settings and then process the relevant activity.

Additonal information

Notes for working with a delta version

Please note the following during cycle definition:


If you select a delta version, the following additional allocation characteristics are available for segment
definition:
- Business processes and/or groups
- External value added
- Internal value added
- Type
The receiver objects "order" and "WBS element" become invalid.
For more information on defining an assessment, see the SAP Library under Financials -> CO
Controlling -> Cost Center Accounting -> Period-End Closing -> Periodic Allocations or Periodic
Repostings.

11.11.6 Maintain Statistical Key Figures

In this section, you make settings for statistical key figures.


For additional information on key figures, refer to the SAP Library, "AC Financials -> CO Controlling ->
Cost Center Accounting -> Master Data in Cost Center Accounting -> Statistical Key Figures".

11.11.7 Assign Apportionment Units to Statistical Key Figures

In this section, you assign statistical key figures to apportionment units.

Requirements

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Statistical key figures are maintained in Real Estate -> Real Estate Controlling -> Maintain Statistical Key
Figures, and the necessary setttings have been made for apportionment units in Real Estate -> Service
Charge Settlement -> Apportionment Units.

Purpose
Statistical key figures can be used for forming key figures in reporting and as a distribution key for cost
center assignment. From Release 4.6A the cost center assessment (actual) is also possible for Real Estate
object types business entity, property, building and settlement unit.
To use the existing apportionment factors in CO, they have to be assigned to statistical key figures here.
They can then be transferred automatically.

11.12 Management of External Rental Objects


In this chapter, you make settings if you manage third-party objects in your system and

- create management contracts for them.

- Executing owner settlements.

11.12.1 Payment Transactions with Owners

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11.12.1.1 Define Owners' House Banks

You have to create house banks in the object's company code for the owners whose real estate is managed
in the system.
First create the house banks and the corresponding bank accounts.
Define House Banks
If you intend these bank accounts to handle automatic payment transactions, you also have to make
settings in the payment program for them. In particular, you have to make settings for the choice of bank.

Set Up Bank Determination for Payment Transactions


Note:
If additional settings are required (for instance account statement transfer), you should make these in the
appropriate section of Customizing for Financial Accounting.

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11.12.1.2 Maintain Owners' POR Data

Maintain the POR data for the owner.

11.12.1.3 Accounts for POR Postings

Maintain the accounts that are relevant for the POR postings.

11.12.2 Management Contract

In the chapter Management Contract, you make the following settings:


1. you specify, to which objects the management contract refers.
2. you specify, which fees the manager can charge for this.
In addition, you determine rules, according to which the management contract should be minted:
a) Number range for the management contract and events,
b) Description of the fee types.

11.12.2.1 Determine Number Assignment for Management Contract

You can assign numbers for management contracts in the following ways:
1. Internal number assignment
If you set the number range of the contract number to "internal", the numbers are assigned consecutively
from a particular number range interval. If you do not want this, set the number range to "external".
2. External number assignment
This is a standard term to denote that the user has to enter the number himself.
3. User-defined number assignment

11.12.2.1.1 Define Number Ranges

In this section, you determine for each company code


- the number range of the contract numbers of the management contracts
- the number range of the events, for which fees (event-driven fees) are to be paid.

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General information on number assignment

Activities

1. Determine the company code.


2. Determine the number range and the type of number assignment.
Use number range '01' for the number assignment of the contract numbers and events.

11.12.2.1.2 User-Defined Number Assignment

In this section you specify individual processes for number assignment by:

a) Defining specific function modules

b) Linking the function modules to the system

Requirements

You have to set internal number assignment for the objects in question to be able to use the individual
processes in the application.

Standard settings

SAP supplies function module placeholders that you can edit as required.
You access the function modules in this transaction by choosing

Environment -> Infosystem(Processes), and entering the component IS-RE in the next dialog.

Activities

See Use Business Transaction Events .

11.12.2.2 Define Management Contract Field Status

In this section you edit the field status for the management contract.
Here you determine for this object which fields during master record maintenance are:
- Required fields
- Optional fields
- Display fields

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- Which fields are suppressed because you do not require them

Activities

1. Choose the required field group.


2. Set the radio button for the field status: Suppress, required entry, optional entry or display.

11.12.2.3 Define Fee Types for Management Contract

In this section, you maintain the fee types for the management contract:
- Periodic fee types
These fees appear in the cash flow of the management contract and are posted to the management
contracts by means of the monthly debit position. Here, generally basic fees the manager receives for
his/her activity or advance payments for event-driven fees are involved.
- Event-driven fee types
These fee types do not appear in the cash flow of the management contract. The fees are due when a
corresponding event occurs, for example, if a tenant changes or construction work is being carried
out.

Activities

Check the standard settings and change them, if necessary:


1. Choose a numeric identification code for the fee type.
2. Determine the short and long names.
3. For the program-internal treatment, you have to decide which internal fee type belongs to the
(external) fee type. The following are distinguished:

01 Periodic fee type


02 Event-driven fee type

4. If separate arrangements are allowed for individual fee types for each object of an object type,
indicate for which object type this fee type is to be used.
Example:
You wish that different basic fees can be levied for each building. You then assign the object type
"Building" to the fee type Basic fees. If such a distinction is not required, "Management contract" is
assumed as object type.
5. In the TSPC column, a default value is entered for the tax code, with which the corresponding fee
type is to be posted.
6. In the PFrM column, you determine a default value for the time interval in months, which lies
between the payments described by the condition type (settlement period).
7. The PF column specifies a default value for the payment form.

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11.12.2.4 Define Events Categories for Management Contract

In this section, you determine


- event types for event-driven fees
In the management contract,
you can agree on event-driven fees. In this table, you determine which event types are allowed for
this.
- whether the fee amount dependends on an amount.

Example

An agreement was made that the manager receives a certain percentage of the value of the modernization
work to be able to carry out this modernization work. In this case, you have to enter an amount when you
enter the event.

Activities

Check the standard settings and change them, if necessary

11.12.2.5 Assign Fee Type to Event Category

In this section, you determine, which fee types are to be used for the settlement of the various event types
for which objects.

Example

The purchase of a new object has been characterized with the event type "ANK".
You want to represent the purchase by means of fee type 71 "Purchase objects" in cases where a building
(object type 3) is involved.
The new entry is:
ANK Purchase object 71 Purchase of an object 3 Building

Activities

1. Check the standard settings and change them, if necessary


2. Determine the required combinations
- of the event type,
- the event-driven fee type and
- the object type.

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11.12.2.6 Determine Account Determ. Values for Management Contracts

You can control the account determination for the management contract using the account determination
value (2nd account determination key), as well as using the flow type. You maintain the account
determination value here, and the data has to be entered in the management contract master data.

Further notes

The account determination value can also be set by means of substitution to avoid arbitrary assignments
of values.

11.12.2.7 Define Calculation Rules for Fees

The calculation rules for the fee calculation are determined by:

a) Calculation basis (for instance rental agreement basic rent)


b) Calculation form and type (for instance basic rent share)
c) Selection type (for instance tenancy changeover)
At least one valid calculation rule should be assigned to each fee type that exists.

11.12.2.7.1 Calculation Bases

In this section you define the indicator of your calculation base.

Standard settings

SAP provides by default 7 calculation bases.

Activities

Check the standard installations and add any fee calculation bases that may be relevant for your
organization.

11.12.2.7.2 Calculation Forms

In this section you determine the calculation form per calculation base and calculation type.
The calculation type of the base is determined by the system as:

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a) A fixed amount
b) A percentage share
The actual calculation is carried out on the basis of freely adjustable function modules. These provide the
flexibility to define your own calculations.

Requirements

1. Calculation base is created


2. Suitable function module for calculation is created

Standard settings

SAP supplies default function modules for calculation, based on the standard settings for the calculation
bases.
A description of what the function module actually calculates is contained in the module itself.

Recommendation

If you require calculation forms over and above those of the standard settings, you may need a new
function module.
You create or change function modules using transaction "SE80". We recommend using a module that
already exists as a template if you create new function modules.

Activities

Check the standard settings and change them if necessary.

11.12.2.7.3 Selection Types

In this section you determine another module for fee calculation using selection types and function
modules.
These two parameters determine how objects are selected for the fee settlement.

Requirements

You have created function modules.

Standard settings

SAP supplies default modules with standard settings.


You will find a description of how the function module selects the objects in the module itself.

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Recommendation

If you require function modules over and above those of the standard settings, you can create or change
these using transaction "SE80".
We recommend using a module that already exists as a template if you create new function modules.

Activities

Check the standard settings and change them if necessary.

11.12.2.7.4 Valid Calculations

In this section you determine the calculation rules for the fee determination.
A permitted calculation rule is determined by three components:
1. The affected fee type for which the fee amount is to be determined
2. The calculation method:
The calculation method determines how a fee amount is to be determined. The calculation type is
linked to a calculation base and various selections.
3. The selection type:
The selection type is part of the calculation base for the fee calculation within management costs
settlement. The calculation of the fee amounts can depend on different values, for example, on
various attributes of the objects (usage type, and so on). The calculation type with calculation base
can be combined with any number of selection types, where a selection type cannot be chosen
several times.

Recommendation

It is recommended to define at least one calculation rule for each fee type used.
Determine which fee types are to be displayed with which calculation rules/selection types as default
values when you create a management contract.

Requirements

a) Fee types are created


b) Calculation bases are defined
c) Selection types are defined

Activities

Check the standard settings and change them if necessary.

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11.12.2.8 Condition Types/Flow Types/Account Determination

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11.12.2.8.1 Periodic Fee Types: Assign Condition Types

In this section, you determine the account determination of the periodic fee types by assigning condition
types.

Requirements

The condition types are created and a management contract is assigned to the condition group.

Activities

Check the standard settings and change them, if necessary

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11.12.2.8.2 Event-Driven Fee Types: Assign Flow Types

In this section, you determine the account determination of the event-driven fee types by assigning flow
types.

Requirements

1. The flow types are created with the account determination.


2. The event-driven fee types are created.

Activities

Check the standard settings and change them, if necessary

11.12.2.8.3 Maintain Management Contract Account Determination

Account determination management contract


In this section, you create posting specifications for each flow type, by means of which the postings to
management contracts are controlled.
The account determination is characterized by the fact that a previously set up account symbol is replaced
by an account to be posted.
A posting record is determined for each flow type that affects the management contracts. This posting
record contains
- the explicit specification of the posting keys to be used,
- the document type and
- the symbolic specification of the accounts to be posted (account symbols). Actual G/L account
numbers are assigned to the account symbols for each chart of accounts.

Explanations on the account determination

The default settings in the standard system contain a number of account symbols. Here, the "&" symbol
refers to bank accounts and the "*" symbol to reconciliation accounts for customer or vendor accounts.
The entry '*' is used only for debit-side or credit-side posting keys. It controls that
- for posting procedures without a special G/L indicator, the reconciliation account defined in the
respective customer master record is used as reconciliation account.
- for special G/L transactions, the special G/L account assigned to the reconciliation account,
which is defined in the respective customer master record, for this special G/L transaction is
used as reconciliation account.
Example:

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Customer 1010002725 has account 140000 as reconciliation account.


The posting rule is:
01 *
50 500
The rule controls that when postings are made to the account of the customer 1010002725, an
automatic entry is made to the reconciliation account 140000 in the general ledger with the offsetting
entry on the revenue account.
Please note that, for technical reasons, you also have to specify an account for the account symbol '*'.
However, this account is not used for the account determination.

Precondition

1. The flow types have to be defined.


2. The G/L accounts have to be created.

Activities

1. Check whether the correct account determinations exist for all the required flow types.
2. If the account determination is missing for individual flow types, create a new one by performing the
following steps:
a) First, create the account symbols you need, using the Symbols function, and give them a short
name.
b) Use the Specifications function to return to the display of the posting specifications. There
perform the Create function.
c) Choose a flow type from (F4).
d) Make the following specifications for the debit and the credit posting respectively:
- Posting key
- Special G/L indicator: The special G/L indicator is not used for management contracts by
default.
- Account symbol: By means of the account symbol, a reference is made to a G/L account in
dependence on the chart of accounts. You can edit or display the individual assignments by
means of the Accounts function.
- Comp.ID: Indicate whether identical postings should appear in compressed form on the
account.
e) Specify the document type you require (F4). The document type has to be allowed for the
account types specified in the posting record.
3. Assign a valid G/L account of Financial Accounting to each account symbol in the chart of accounts
you are using.
4. Save your entries

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11.12.3 Owner Settlement

In this chapter, you determine rules for the owner settlement.

11.12.3.1 Define Document Type for Owner Settlement

In this section, you determine for each company code, which document type the documents from the
owner settlement are to be posted with.

Requirements

1. The document type is created in Financial Accounting Customizing.


2. Since it is a posting to vendor account, the document type has to be allowed for vendor postings.
3. Maintain a number range for the document type.

Activities

Check the standard settings and change them, if necessary

Further notes

So that the owner settlement functions within the application, you have to set the "Activate owner
management" indicator in Real Estate Customizing.

11.12.3.2 Determine Cost Elements for Owner

In this section, you determine for hte chart of accounts the assignment of cost elements to cost types for
the owner settlement.
These cost elements include the costs and sales revenues that are settled to the owners.

Requirements

The cost elements and cost types are created in Controlling.

Activities

Check the standard settings and change them, if necessary

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11.12.3.3 Assign Cost Elements to be Settled to Owner Cost Elements

In this section, you determine, to which of the owner cost elements/revenue elements defined in the
previous section the costs have to be settled.

Requirements

Cost elements and owner cost elements are created.

Activities

Check the standard settings and change them, if necessary

11.12.3.4 Determine Posting Rules for Owner Settlement

In this section, you determine the posting rules for owner settlement:
- for each cost type (revenue/costs), you assign
- a vendor account posting key (for example, invoice, credit memo),
- and the tax code as well as
- the posting key for G/L account postings.

Requirements

1. The posting key and tax code are created in FI Customizing.


2. Cost types are created in CO Customizing.

Activities

Check the standard settings and change them, if necessary

11.13 General Contract (e.g. Lease-In)


Using the general contract , you can represent many different kinds of rental and tenant rental processes.

Caution: Difference Between Rental Agreement and General Contract

You still carry out the key process of the Real Estate Management (RE) component - the rental process of
Real Estate objects (represented by the rental agreement) - using the rental agreement since the general
contract does not support significant rental processes, such as:
- Real Estate-specific dunning and payment

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- Correspondence
- Real Estate-specific rent collection (account statement entry / manual incoming payment with
contract number)
- Service charge settlement
- Offers and applications

The general contract can be used to represent rental processes in the case of rights (such as usage rights)
that are granted in return for rent or a one-time payment.

11.13.1 Determine Number Assignment for General Contract

You can assign numbers for general contracts in the following ways:
1. Internal number assignment
If you set the number range of the contract number to "internal", the numbers are assigned
consecutively from a particular number range interval. If you do not want this, set the number range
to "external".
2. External number assignment
This is a standard term to denote that the user has to enter the number himself.
3. User-defined number assignment

11.13.1.1 Maintain Number Ranges

In this Customizing setting for contract types, you can specify a unique number range for a contract type
and specify the preassignment for each contract type.

11.13.1.2 User-Defined Number Assignment

In this section you specify individual processes for number assignment by:

a) Defining specific function modules

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b) Linking the function modules to the system

Requirements

You have to set internal number assignment for the objects in question to be able to use the individual
processes in the application.

Standard settings

SAP supplies function module placeholders that you can edit as required.
You access the function modules in this transaction by choosing

Environment -> Infosystem(Processes), and entering the component IS-RE in the next dialog.

Activities

See Use Business Transaction Events .

11.13.2 Contract Type

You use the contract type to determine


a) If the contract is a rental agreement or a general contract
b) The adjustment method permitted for the contract
c) Which Real Estate objects can be assigned to a general contract

11.13.2.1 Maintain Contract Types

The contract type is used to control the basic functions of a general contract:
a) If it is a vendor and/or customer contract
b) If the contract maps internal rental or tenant rental processes (own usage)
c) If the credit-side (vendor) or debit-side (customer) condition amounts are calculated on the
basis of the area units (amount/area unit)
d) If and how the costs (vendor condition type) and revenues (customer condition type) are
distributed to the assigned Real Estate objects

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Activities

1. Identify the contract type as a general contract.


2. Doubleclick the contract type and set the required indicator.

11.13.2.2 Permitted Object Types per Contract Type

Determine which object types are permitted for each contract type.
Specify for each contract type/object type whether distribution postings are permitted for a particular
contract type to a particular object category.
This setting only makes sense for contract types for which a distribution of costs and revenues is planned:
you have specified this in the previous setting using the indicator No distribution on object for the
contract type.
General contracts with these contract types are under the Distribution tab in the master data since objects
already assigned (in the Objects tab) appear automatically.
For such contract types, you specify which Real Estate objects
a) You want to assign in the Distribution tab in addition to the other ones
b) If costs or revenues can be assigned to these newly assigned objects

11.13.2.3 Determine Adjustment Type/Method for Contract Type

Define the permitted adjustment methods for a general contract by:

- Assigning the contract type an adjustment type

- Assigning the adjustment type to an adjustment method you require

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Requirements

Adjustment types are defined and adjustment methods are assigned to the adjustment type.

11.13.2.4 Set Preassignments for Contract Type

Here you maintain data for each contract type. When you create a new general contract with this contract
type, you can copy this data if required.
The same rules for entering data apply as in the master data dialog.

Further notes

There are further settings in Customizing for making field modification preassignments.

11.13.3 Field Modification

Here you determine which fields should appear in the master data of general contracts.

11.13.3.1 Specify Field Modifications for each Activity

For the general contract, you determine here which fields are:
- Required entry fields
- Optional fields
- Display fields, or

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- Hidden, because you do not require them for your purposes


when maintaining the master data.
You have to make these settings for each activity (create/change/ display):
a) For the master data dialog in the application itself