SAP IS-Utilities Training

Basic Functions and Master Data

July 2007
 The IS-U house…

Apartment Block =
Connection Object

Apartment 1 = Premise Apartment 2

Meter Room = Device Location

Contract Installation
Device
Electricity Electricity
Apartment 3
Business Contract
Partner Account

Contract Installation
Device Apartment 4
Gas Gas

Electricity Connection (POD)

Street

3
 Business Partner
 Business partner forms the core of
business transactions.

 Reduces the amount of maintenance

Contact
required, saves memory space, and person
prevents data inconsistencies because the
data is stored in one central master
record.
Central
 Alternative Business
A business partner exists once only. Installer
payer
However, it can assume different roles. Partner
 Contains central data, such as names,
addresses, communications numbers and
back details.

 Does not contain controlling data, such as Employee

Prospective
payment methods or dunning procedures.
customer
This data is stored in the contract account.
 Business Partner (BP) Master Data
 Business Partner Categories:
 Natural Person
 Organization
 Group
 Business Partner Roles:
 General
It is possible to create a business partner in one
 Contract Partner or more BP roles. However It is not possible to
 Prospect take a business partner who has already been
created in a specific role and add the role of
 Contact Person business partner, general. This is because a
business partner created in another role
 Installer
automatically receives this role already.
 Business Partner (BP) Master Data
BP Roles: Contract Partner
 Is connected with the company through contract accounts and through the conclusion of
contracts. Contract accounts can therefore only be assigned to a business partner and
services billed accordingly if you have created this business partner in the role of contract
partner.

 Since a contract partner receives services from the company and has to be billed for
these services, you also have to store control and payment data for the contract partner
such as the business partner type and creditworthiness respectively. Creditworthiness is
determined and updated automatically, but you can overwrite this.

 When a contract partner is created, a standard customer can also be created in the
background under the Sales and Distribution (SD) component. This standard customer
may, for example,
 use services or maintenance services
 purchase goods
 pay charges and taxes
 Business Partner (BP) Master Data

Business Partner Addresses

 A business partner can have several addresses.
 One address must be defined as the standard address.
 Address management allocates addresses to the respective business
functions.
 The addresses are classified by address types, such as delivery and
correspondence address.

Delivery Correspondence
address address
 Business Partner (BP) Master Data
Business Partner Relationship
 Modeling business connection between two business partners.

 Validity period for the relationship could be defined.

 The attributes of a business partner relationship correspond to the

business partner relationship category. For example, the contact person
relationship is a relationship between one business partner (the
organization) and another, the natural person.

Relationship categories
 A relationship is allocated to a relationship category.

 The business partner category and role determine possible relationship categories.

 Relationship categories are pre-defined by SAP e.g. Contact person, Married to, Activity partner
and Belongs to shared living arrangement.
 Business Partner (BP) Master Data
Business Partner Data input

Addresses Additional Data

General - Standard - Identification number
- Form of address, name - P.O. box address - Register entry
- Legal form, company - Other addresses - Legitimation
- Group, search terms
Payment transactions
Communications - Bank details
- Telephone, fax BP Relationship
- Extension - Hierarchical
- Internet, e-mail, online - Equal
- Linked

Data for all roles Data for specific roles

Business Partner (BP) Master Data
 Business Partner (BP) Master Data
BP Terminology
Business partner categories Natural person
Organization
Groups
Business partner types: e.g. commercial and industrial customer
Role categories: Contract partner
Contact person
Installer
Role: Concrete specifications for a role category for a
business partner
Relationship categories: e.g. is contact person for …
 Contract Account (CA) Master Data
 Contract account combines all contracts of one business partner that have the same
payment and dunning data.

 The contract account is managed using open items accounting in Contract Accounts
Receivable and Payable (FI-CA).

 The contract account contains the control data for payment transactions:

 Bank details
BP
 Dunning data

 Payment data CA1 CA2 CA3

 Alternative payer, payee, bill recipient or dunning recipient

 Certain payment-relevant data is not managed on the CA level but on BP level e.g.
creditworthiness class as it applies for all the CA of the BP.
 Contract Account (CA) Master Data

Contract Account Category

 A contract account category defines certain attributes for a

contract account. Each contract account must be assigned a
category when created.
 Contract Account (CA) Master Data
The contract account category determines the following contract account
attributes:
Whether one is
The number
allowed to assign only
range that is allowed
one contract or more
Whether one is for external or internal
than one
allowed to assign only number assignment
one BP or more than
one to a CA
Whether
Whether it is
it is a one-time
a collective invoice
account
account (IS-U)
Whether one is
allowed to maintain a The editing screens or
contract account data fields that you can
online use to edit the contract
account
 Contract Account (CA) Master Data
In the contract account, it is possible to:
 Define ‘Alternative correspondence recipient’
 Create ‘Planned changes’ to the contract account. This data is not written to
the database but is recorded in change documents.
 Logs changes to fields in the contract account. These changes can be
displayed when the account is viewed/maintained online. In addition, the
system records who created a contract account and when, and who made the
last change and when.
 Select a specific purpose address (e.g. for dunning notices) to use from the
addresses maintained in the master record of the business partner
 Enter a lock reason to lock an account for dunning, posting, invoicing etc.
The lock can be set for a limited period of time or multiple locks can be set for
each business transaction.
 Contract Account (CA) Master Data
Tolerance group

 Using the tolerance groups entered in the contract

account, you can define and use tolerance limits for
incoming payments.

 If the incoming payment is less than the open items,

 If the difference is under the tolerance limit, the difference is
written off with different posting. The receivable is then fully
cleared.
 If the difference is above the tolerance limit, the difference remains
outstanding on account.
 Contract Account (CA) Master Data

Interest key
 Control parameters for interest charge calculation (including parameters for
selecting items on which interest is to be charged, or references to the
relevant calculation rule, for example).
 Interest can only be charged if the system can find an appropriate interest
key.
 Interest key could be specified in 3 level sorted by priority as below
 Document line item
 Dunning level
 Contract account

 Interest calculation rule is used to determine the correct

rates of the interest.
 Contract Account (CA) Master Data
Collective Bill Account
 Contract accounts are assigned with collective
bill account to define a relationship.

 This enables grouping together of individual

accounts’ bill to a single collective bill.

 All the posting records of contract accounts

involved in the collective bill account are
recorded as statistical document items and
calculated together.

 Payments are made through the CB account and

then automatically posted to individual account
that is linked to a collective bill account.
 Contract Account (CA) Master Data

Terms of Payment
 A term of payment is a key that determines the due dates for incoming
payments (due date for net payment and, if applicable, cash discount, and
cash discount deadline), and the deadlines for outgoing payments.

 This key is stored in the contract account. In IS-U, it is used to determine the
bill due date, and the budget billing due dates.
 Contract Account (CA) Master Data

Account class
 Classifies the contract accounts, for example, private accounts, government
accounts, industrial accounts etc.

 Mainly used for statistical purposes, for example, consumption statistics.

 Has additional applications, for example, control workflow operations.

 Contract Account (CA) Master Data

Account Determination ID
 Together with the company code, division, main transaction and sub-
transaction (if applicable), determines a G/L account.

 Possibly allocated in contract account or contract data.

 An account determination id from contract is referred if the document line

item has contract reference.
 Contract Account (CA) Master Data

Dunning procedure

 Defined procedure that determines how dunning takes place for business partners. The
procedure determines details of

 Number of dunning levels

 Dunning frequency

 Amount limits

 Dunning texts
 Contract Account (CA) Master Data
Dispatch control
 Control bill and correspondence delivery method by batch processing.
 Dispatch control contains the following information
 Send method, for example, letter, fax or e-mail
 Number of copies
 Archiving mode (1 = print only, 2 = print and archive, 3 = archive only)
 RDI indicator (‘X’ = RDI spool, ‘I’ = RDI-IDOC, ‘’ = no RDI, ‘*’ = depends on
SAPscript form).
 Contract Account (CA) Master Data
Contract Account Data input

General
Dunning Data
- Account description Incoming Payments
- Dunning control
- Account number from - Payment method
- Dunning recipient
legacy system - Bank details
- Dunning block reason
- Terms of payment - Alternative payer
- Tolerance group
Outgoing Payments
Control - Payment method
- Alternative bill recipient - Bank details
- Settlement via - Alternative payee
collective bill account
- Additional bill

Account Assignment
Data
- Line item list
- Planning group
- Account determination
General Data - Bill sum total Dunning and Payment Data
Contract Account (CA) Master Data
 Contract Master Data

Contracts are bilateral agreements and is dependant on the

division. Contract Master Data contains..
 General data
 Data relevant to billing (commercial)
 Data regarding move-in and move-out.

Facts…
 One or more contracts can be assigned to a contract account.
 A selection of these contracts can be invoiced together by marking
the indicator in the contracts.
 Otherwise this remains optional and contracts are only invoiced
together if invoicing happens to take place at the same time.
 Contract is created during move-in processing and terminated
during move-out processing.
 Contract Master Data
Facts…
Business
 Contract connects a partner
business partner’s contract
account with a utility
installation.
Contract
 One business partner can Account
have several contract
accounts, to which several
contracts can be allocated.
 Applies to one installation Contract
and is allocated to one
contract account.
 Refers to one company
code.
Installation
 One contract created per
division.
 Contract Master Data
 Allows an “invoicing unit” for the customer to
have a view of multiple contracts’ charges on
to a single bill.
 Contracts does not have to be of the same
division e.g. charge of electricity bill could be
joint invoiced with charge of water bill.
 For this purpose contracts are divided into
three distinctive groups:
 1 - Contracts must be invoiced jointly.
 2 - Contracts can be invoiced jointly.
 3 - Contracts must be invoiced individually.
 Joint invoicing rule is assigned in contract data
 Contract Master Data
Contract Data input

General Move in and Move out Account assignment

- Contract account data data
- Division - Installation - Account determination
- Company code - Move-in date ID
- Plant - Move-out date - Cost center
- Statistics group - Business area
- Authorization group

Budget billing data Deregulation data

- BB amount adjustment - Service provider
Billing data
- BB cycle - Service provider
- Joint bill
invoicing
- Billing block reason
- Ext. contract number
- Outsorting group
- Payment class

General Data Move-in / Out Data

Contract Master Data
 The IS-U house…

Apartment Block =
Connection Object

Apartment 1 = Premise Apartment 2

Meter Room = Device Location

Contract Installation
Device
Electricity Electricity
Apartment 3
Business Contract
Partner Account

Contract Installation
Device Apartment 4
Gas Gas

Electricity Connection (POD)

Street

34
 Connection Object

 Is usually a building, but can also be a fountain or a construction site.

 Address of the connection object is linked to central address

management via the postal regional structure.

 Can contains notes to field service.

 Is allocated to a maintenance plant (supply area)

 Corresponds to a functional location in the Plant Maintenance (PM)

application component. IS-U uses the functional location and includes
utility-specific data.
 Connection Object - Plant

Maintenance Plant
 In the Plant Maintenance (PM) application component, a maintenance
plant is a plant in which the technical objects of a company are
installed.

 In IS-U, a maintenance plant corresponds to a service territory.

 Since connection object is represented as a functional location in the

PM/SM module, a maintenance plant need to be identified for the
creation of a connection object in IS-U.
 Connection Object

General Location Data

- Description - Maintenance plant
- Processing status - Location description
- Notes - ABC indicator

Address Plant Maintenance

- Street, house number - Structuring
- Maintenance planning plant
- Postal code, city
- Maintenance planner group
- Postal regional structure
Other Data
Properties
- Structure/equipment list
- Regional structure group
- Account assignment
- Authorization group
- Classification

IS-U Data Plant Maintenance Data

Connection Object
 Connection

 The connection provides the technical link between the utility

grid and the installations.

 The connection processing function is optional, used only

when it is required to manage the technical data for the
connections (for example, length of the line).

 The connection is allocated to the connection object when the

device is installed, or when the location of the equipment is
changed in the functional location.
 Premise

 The premise is an enclosed spatial unit that is supplied with energy, for
example, an apartment or factory.

 Premise is division-independent, e.g. you can allocate electricity and water

installations to the same premise.
 Premise

Location Data
- Story Connection Object
- Room number - Forms the link between the
- Location description premise and the regional
structure
Properties
- Premise type Installation
- Owner - Can compromise several
- Number of occupants installations to be billed

Other Data Technology

- Notes - Can be allocated to a
- Update log device location

General Data Relationships

Premise
 Installation
An installation groups together the devices, registers, and, if applicable, reference values
that belong to the same division and are allocated to the same premise, and that are
therefore billed together.
Facts

 Links technical and business master data

 Groups the following for joint billing

 Devices

 Registers

 Flat-rate billing values

 Serves as the basis for billing of devices

 Allocated to a premise

 Applies to a specific division

 Installation

Facts

 Linked to billing by the rate category

 Linked to scheduling by the meter reading unit

 Linked to the regional structure by the premise (via the connection

object)
 Installation

Installation Time slices: Time-Based Data

 Time-based data enables changes in the data into account in the billing, for example, if the rate
category is changed within the billing period.

 A new time slice must be inserted before changes of the time-based data.

 Time-based data includes:

 Billing class

 Rate category
 Industry sector
 Temperature area
 Franchise contract
 MR Unit
 Installation

Installation History
 Installation is always allocated to one (or to no contract) only.

 Installation becomes vacant once business partner has moved-out and yet it’s
available for another business partner to move-in.

 The installation is managed historically; this means that the installation can have
several time slices.

 In contrast to the installation, the contract is not maintained historically and therefore
has no time slices. Only the start and end dates of the contract are maintained at the
contract level.

 You can display the time slices in the data environment of the installation.
 Installation

Controls of billing/meter reading

 Base period category: basis for extrapolation whether the previous period or the same
period of previous year is to be used.

 Meter reading type control: defines how many customer meter readings or automatic
estimations are permitted for a particular account. This will override the number
defined in meter reading unit.

 Blocking reason: indicates reason for installation being blocked for meter reading. No
meter reading order is created while installation is blocked.
 Installation

Process Data Billing

- Division - Time-Dependent data
- Current premise - General and individual rate
- Current business partner category
- Current contract - Rate data for device and
registers
Control Data - Reference value
- Supply or consumption
- Definition of base period Business Partner
- Meter reading control - Conclusion of the contract
with the business partner
Other Data
- Installation type Regional Structure
- Guarantee of supply - Linked via premise and
- Notes connection object
- Update log - Override default meter
reading unit
General Data Relationships
Installation
 Device Location

 Device locations are locations within the connection objects where devices
can be installed. The devices can belong to different divisions.

 The address of the connection object is allocated to the device location. A

particular premise can also be allocated, and a description of the device
location can be entered. This means that the exact location of an installed
device is determined using the device location.
 Device Location

General Location Data

- Description - Maintenance plant, inherit
- Processing status from connection object
- Notes

Location
- Connection Object
- Location
- Location details
- Premise

Properties
- Authorization group

IS-U Data Plant Maintenance Data

Device Location
 Device

• Device refers to the meter

• A device corresponds to a piece of equipment in the Plant

Maintenance (PM) application component.

• The device is ‘installed’ at the installation / premise

• Each meter has one or more registers (for example peak and
off peak)

• The register is the actual measuring tool

 Device installation
 Allocate device to the installation.

 Three procedures supported

 Technical installation: a device is linked to a device location

 Billing-related installation: the device is linked to a utility installation
 Full installation: enables you to link a device to both a device location and a
service installation in one step (Billing-related installation + Technical installation).
 A device must first be installed in a device location before it can be allocated to several
installations.
 Once the billing-related installation has been carried out, it is then possible to maintain
rate data at the register or device level within the installation structure.
 Division

• Division is used to identify services to a property

• For example, water and electricity could be two separate

division

Apartment C
(Premise)

Electricity Installation
Electricity (Division 10)

Water Water Installation

(Division 20)
 Division Category

• Each division is assigned to a system pre-defined division category.

Current available division category is electricity, gas, water and waste
management.

• This provides flexibility to divide a multiple lines of services under a

particular division category. For example, 2 division of electricity division
category and 1 division of water division category.

Electricity Installation Installation

Water
(Division 10) (Division 20)

Installation Installation
(Division 11) (Division 21)
Questions