Work Instruction
Functional Area: Accounts Receivable / Change Recurring Entry Document
Purpose
Use this procedure to update a recurring document.
Trigger
Perform this procedure when a change has been made to a billing agreement that has been established in the system as a recurring entry document, and the billing change must be recorded in SAP.
Prerequisites
None
Menu Path
Use any of the following menu paths to begin this transaction:
  • Select AccountingFinancial AccountingAccounts ReceivableDocumentReference DocumentsRecurring Entry DocumentChange to go to the Change Recurring Document: Initial Screen.
  • Select AccountingFinancial AccountingAccounts PayableDocumentReference DocumentsRecurring Entry DocumentChange to go to the Change Recurring Document:Initial Screen.
  • Select AccountingFinancial AccountingGeneral ledgerDocumentReference DocumentsRecurring Entry DocumentChange to go to the Change Recurring Document:Initial Screen.
Transaction Code
FBD2
Business Process Information
Recurring invoicing functionality is used to automatically post business transactions that are repeated regularly such as rent or insurance. The following data never changes in recurring entries: (1) Posting key, (2) Account and (3) Amounts. Recurring entry functionality can be used across FI modules Accounts Receivable, Accounts Payable and General Ledger. To establish a recurring entry agreement in the system a recurring entry document must first be defined. The recurring entry document represents details of the billing agreement such as billing amounts, general ledger/accounting information, payment terms, posting schedule, etc. The recurring entry document is defined in the system using transaction code FBD1. There are several other transactions that are used in this business process:
  • Change Recurring Entry Document (Transaction code FBD2) - It is important to note that once a recurring entry document has been saved in the system only certain fields on the document can be changed. If a change is needed to a field that cannot be updated, the document must be deleted and re-entered correctly.
  • Create Postings (Transaction F.14) - This transaction takes the data from the recurring entry document and posts the required invoices.
  • Delete Recurring Entry Document (Transaction F.56).
One way the University will use this functionality is in the area of office space rental (Accounts Receivable) and salary and benefits consultant billing (Accounts Receivable). For example, in the case of salary and benefits consultant billing, personnel in the Financial Services department will enter the recurring entry document based on data in the contracts for IPA agreements. These agreements are received by Financial Services from departments throughout the University for the salary and benefits of consultants that are paid through UC payroll. The University bills an agency in order to be reimbursed for the payroll expense. Recurring invoices will also be used to bill Practice Plan entities and other areas that rent office space from the University.
The data maintenance of the recurring entry documents (creation, updates (changes), deletions, etc.) will be centrally maintained at the Financial Services departments. Requests for new or changes to existing recurring entry documents will be channeled to Financial Services via UC mail (hard copy forms) or e-mail just as it is done currently.
Helpful Hints
  • The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).
  • On certain screens you may have to scroll to view some data entry fields.

Work Instruction
Functional Area: Accounts Receivable / Change Recurring Entry Document
Procedure
1. / Start the transaction using the menu path or transaction code.
Change Recurring Document: Initial Screen

2. / As required, complete/review the following fields:
/ The following information should be completed if you want to change a single document.
3. / Click .
Change Recurring Document: Overview

4. / Double-click on the desired line item to change the recurring entry document’s line item data.
Change Recurring Document: Line Item XXXX

5. / As required, complete/review the following fields:
/ Below are the only fields that can be changed on the recurring document.
6. / Click .
Change Recurring Document: Overview

7. / Select Goto Recurring entry data... F7.
Change Recurring Document: Recurring entry data

8. / As required, complete/review the following fields:
Field / R/O/C / Description
Document Number / Required / The unique identification value assigned to a business event as it is processed in SAP; when used in reporting use to limit data selection
Example:
9100000003
Information is system controlled and cannot be modified.
Company Code / Required / Organizational unit within Financial Accounting
Example:
UC
Information is system controlled and cannot be modified.
Fiscal Year / Required / State of Ohio mandated fiscal year (accounting period) running from July 1st of one year to June 30th of the following year
Example:
2005
Information is system controlled and cannot be modified.
First run on / Required / First posting date for recurring entry; Date on which the entry should first be run
Example:
07/01/2004
Information is system controlled and cannot be modified.
Last run on / Optional / Last posting date for a recurring entry
Example:
06/30/2005
Information will default based on current recurring entry posting schedule and previous executions.
Next run on / Optional / The next recurring entry is carried out on the date entered here. During every run of the recurring entry, this date is set automatically to the next date.
Example:
11/01/2004
Information will default based on current recurring entry posting schedule and previous executions.
Interval in months / Optional / Time period in months
Example:
1
Information will default based on current recurring entry posting schedule.
Run date / Optional / The run date is used for identifying the parameters; It is the date on which the program is to be carried out as planned, however, a program run at an earlier or later date is also possible.
Example:
1
Information will default based on current recurring entry posting schedule.
Run schedule / Optional / A predetermined schedule for posting recurring entries
Example:
MONTHLY
Information will default based on current recurring entry posting schedule.
Number of runs / Required / Specifies how often the recurring entry has been carried out so far.
Example:
4
Information is system controlled and cannot be modified.
9. / Perform one of the following:
If You Want To / Then
Mark the document for deletion / Select to the left of Deletion indicator.
Adjust the transfer settings made on the document / Select to the left of Transfer amounts in local currency.
Adjust the transfer settings made on the document / Select to the left of Transfer tax amounts in local currency.
10. / Click .
Change Recurring Document: Overview

11. / Click , if you want to change the document’s header data.
Document Header: UC Company Code

12. / As required, complete/review the following fields:
/ Fields that are in gray cannot be modified.
13. / Click .
14. / Click .
/ The system displays the message, "Changes have been made."
/ Information is system controlled and cannot be modified.
15. / You have completed this transaction.
9/13/2017
Ver: / 30_AR_FBD2_Ch Recur Entry Doc_R1_CustBillThruPaym.udc
© University of Cincinnati / 1/12
Work Instruction
Functional Area: Accounts Receivable / Change Recurring Entry Document
Result
You have changed a recurring document.
Comments
None
9/13/2017
Ver: / 30_AR_FBD2_Ch Recur Entry Doc_R1_CustBillThruPaym.udc
© University of Cincinnati / 1/12