Prepaid Accounts Closing Activities
Application component: Contract Accounts Receivable and Payable
App type: SAP GUI
Description: If a customer does not use a prepaid account for a specified period of time, it is closed automatically. The processing logic for closing expired prepaid accounts is implemented in the rating and charging system (SAP Convergent Charging). After the account is closed in the rating and charging system, you also have to close it in Contract Accounts Receivable and Payable. When closing the prepaid account in Contract Accounts Receivable and Payable, you clear the account to zero and thereby meet the prerequisite for archiving the prepaid account. 
Key features: The information that a prepaid account is closed is transferred to Contract Accounts Receivable and Payable by the rating and charging system. Contract Accounts Receivable and Payable writes two triggers for further processing for closed prepaid accounts (table FKKPREPACC_CLOSE): An E trigger for the first processing of a prepaid accountThe date of the E trigger is the date on which it was created in the S/4HANA system. Based on the date of the E trigger and in combination with the Number of Days to Closing, the system determines the date on which the prepaid account is allowed to be closed in Contract Accounts Receivable and Payable. The account can be closed when the Number of Days to Closing entered in Customizing has elapsed after the processing of the E trigger. If the balance of a prepaid account is greater than zero, you can perform one of the following for the balance in a customer enhancement at event 1878 using the E trigger: Write offMove to a contract accountRefundTransfer to another prepaid account An F trigger for the final processing of a prepaid accountDuring processing of the F trigger, the system balances the credit balance to zero by posting adjustments and write-offs. For example, if credit still remains on the account after the first processing, the system automatically writes off this amount. For this write-off, the system takes into account the grace days (days to closing) and maximum amounts entered in Customizing for Contract Accounts Receivable and Payable under Prepaid Processing  Closing Activities  Define Specifications for Closing Activities. If there is a negative remaining balance at the time the F trigger is processed, and the system cannot automatically write off this balance because it exceeds the maxiumum amount specified in Customizing, the system transfers the entire amount to the contract account. This makes it possible for you to initiate dunning for this amount in follow-on processes.  Normally you close prepaid accounts automatically using the mass activity Prepaid Accounts Closing Activities from the SAP Easy Access screen under Account  Prepaid  Closing Activities for Closed Prepaid Accounts. The mass activity compares the current balance of the closed prepaid account in the rating and charging system with the balance in Contract Accounts Receivable and Payable. If the balance in Contract Accounts Receivable and Payable does not agree with the balance in the rating and charging system and the amount of the difference is within the tolerance limits specified in Customizing, the mass activity automatically generates adjustment postings. If the difference exceeds the tolerance limit, you have to make the adjustment posting manually. If the balances are the same both in accounting and in the rating and charging system, you can write off the balance. The prepaid account is thereby set to zero in both systems. Note In a run of the mass activity, the mass activity always processes the E trigger of a prepaid account first, and then processes the F trigger. If the E trigger is processed successfully, or the balance of the prepaid account is zero, or you have implemented first processing in event 1878, then the program deletes the E trigger and continues on to process the F trigger. If the mass activity is not able to process a trigger successfully, it remains in the system until the next time the program is run.Once the E trigger and F trigger for a prepaid account have been processed successfully, you can archive the prepaid account. Note If you have implemented event 1878 such that there are dependencies to invoicing, the system internally sets a lock period for the processing of the E trigger. This lock period prevents the F trigger from being processed immediately. The F trigger is then processed in a later run of the mass activity, when the E trigger has been processed. Once the F trigger has been processed successfully, the system deletes it. If automatic processing is not possible, you can close prepaid accounts manually from the SAP Easy Access screen under Prepaid  Process Prepaid Balance. Here you process the remaining balance on the prepaid account using the activities Write Off Balance and Reconcile Balance (see Processing of Prepaid Balance). If the prepaid account balances to zero, the mass activity deletes the two triggers during the next run – first the E trigger and then the F trigger. Notifying the Customer You can inform customers that you have closed their prepaid account and they can no longer use it (see Notifications for Prepaid Accounts).