Prenotes
Definition
A business object in Account Management (FS-AM) that represents a flagging for a future turnover (for example, for a debit caused by a card turnover) on an account.
You can create, process, and delete prenotes either online, by using a Business Application Programming Interface (BAPIs) or – in the case of amount reservations for pledges – by using a PLM document in Posting Lock Management (FS-AM-PLM).
You can create prenotes for both credit and debit postings. The amount, posting date, and payment method are open. If you enter a posting for a prenote, the system uses a reference to find and close the prenote. Otherwise, the system deletes the prenote once its time has expired.
Prenotes do not influence the account balance or the posting and value date balance. However, they can be flagged as being relevant for posting control, depending on the prenote type. They are thus included in the calculation of the available amount.
Payment items are not generated when you create a prenote. The amount, posting date, and payment method are open. There is, therefore, no general ledger transfer of prenotes.
You can create prenotes with a transaction currency that is different to the account currency. For more information about the prerequisites and procedure, see Currency Exchange.
Use
Dialog
You can call up the following transactions in dialog mode:
Transaction Code |
Short Description |
BCA_PRENOTE_CREATE |
|
BCA_PRENOTE_CHANGE |
|
BCA_PRENOTE_DISPLAY |
|
BCA_PRENOTE_DELETE |
|
BCA_PRENOTE_EXPIRED |
|
BCA_OR_TOC_PP_AL |
Edit Prenote (creating and processing a prenote using a PLM document in Posting Lock Management (FS-AM-PLM)) |
Business Application Programming Interface (BAPI)
You can call up the following methods using the BAPI Explorer:
Method |
Function Module |
Short Description |
Prenote.CreateMultiple* |
BAPI_BCA_PRENOTE_CREATE |
Create prenotes |
Prenote.ChangeMultiple* |
BAPI_BCA_PRENOTE_CHANGE |
Change prenotes |
Prenote.DeleteMultiple* |
BAPI_BCA_PRENOTE_DELETE |
Delete prenotes |
Prenote.GetBalance |
BAPI_BCA_PRENOTE_GET_BALANCE |
Display prenote balance |
Prenote.GetDetail |
BAPI_BCA_PRENOTE_GET_DETAIL |
Display individual prenote |
Prenote.GetList |
BAPI_BCA_PRENOTE_GET_LIST |
Display prenote list |
* You can also run the writing methods indicated by an asterisk (*) as a test run.
You can find the BAPI documentation in the BAPI Explorer.
Direct Input (DI)
Direct input is not implemented for prenotes. External data transfer (EDT) is possible using BAPIs.
Customer Enhancements
For an overview of the Business Transaction Events (BTEs) available for prenotes, see the following activities in the Customizing for Account Management (FS-AM):
Technical Settings ® Business Transaction Events/Event Control (FS-AM)
● ® Display Information System (P/S)
● ® Display Information System (Process)
Structure
Attributes
This business object has the following attributes:
● Account ID
● Prenote reference number
● Amount
● Currency
● Relevance for posting control
● Creation date
● Valid-to date
● Expiration date
● Status (see Status of Prenotes)
● Text fields
Integration
Checks
Authorization Checks
The system runs the authorization checks for the payment item when you create, change, display, or delete prenotes. The prenote does not have its own authorization object. For more information about the authorization checks in Account Management (FS-AM), see Authorization Administration.
Formal and Material Checks
The system runs a series of formal checks for prenotes when you create, change, or delete them. In addition, material checks are made during the creation process. For more information, see: Formal and Material Checks for Prenotes.
Release
You can specify that the release, change or deletion of prenotes requires the approval of up to three additional people, and is therefore relevant for release. For more information, see Release Object: PRENOTE.
Further Processing of Prenotes After Successful Creation
Once the formal and material checks have run successfully, Account Management saves a created prenote. If a prenote is relevant for posting control, the prenote amount is either debited from or credited to the available amount, depending on the plus/minus sign.
The system can select a created prenote by using the prenote reference number, account number, and creation time.
If a payment item is transferred to Account Management (FS-AM) by means of a BAPI, or if you create a payment item or payment order online, or transfer post a payment item, the system checks whether the payment item has a prenote reference number. To enable this, you need to set the Prenote indicator in the Checks group box, and - if necessary - the Prenote Required indicator in the Control group box for the corresponding transaction type. You do this in the Customizing for Account Management under Item Management ® Basic Functions ® Transaction Types and Transaction Type Groups ® Maintain and Assign Transaction Types for Payment Items.
If the payment item does not have a prenote reference, even though one is required for the item’s transaction type, Account Management generates an error message and the posting error is then processed by the posting control rules.
If, however, the payment item does have a prenote reference, the system searches for an active prenote with a matching reference number. If you have set the Amount Check Relevant indicator in the Customizing for Account Management (FS-AM) under Item Management ® Prenote ® Define Prenote Types and if you have entered the required settings under Item Management ® Prenote ® Define Tolerance Limits for Prenote Types, the system also checks whether the posting amount of the payment item differs (without being allowed to differ) from the prenote amount.
The system does not compare any other data for the prenote and payment item. If the system finds a corresponding prenote, the prenote is closed. The relevant payment item is forwarded to turnover processing, together with the corresponding indicator. The prenote receives the status Assigned.
If the prenote has not been assigned successfully before the valid-to date, it becomes invalid because time has run out.
Archiving
You can specify whether prenotes are archived or deleted physically from the database once a certain period of time has expired. You define this period of time for each bank posting area and prenote type in the Customizing for Account Management under Item Management ® Prenote ® Archiving ® Define Residence Time for Prenotes. You need to set the Archive indicator for the prenote types whose prenotes you want to archive in the Customizing for Account Management under Item Management ® Prenote ® Define Prenote Types.
You can archive prenotes that have the statuses Active, No longer valid, Assigned, Deleted and Reversed. The valid-to date of the prenotes must be in the past for archiving to be possible.
You can display archived prenotes by choosing Account Management ® Archiving ® Data Display ® Business Prenotes (Archiving object PRENOTE/B) on the SAP Easy Access screen.
For more
information, see
Data Archiving in
Account Management (FS-AM).
Relationships to Other Objects in Account Management (FS-AM)
Account Closure
If there are prenotes with the status Active, account closure is not possible. This is because the account will be debited in the future and the amount can still vary. To close an account that has a prenote with the status Active, you need to delete the prenote.
If you have defined a planned date of account closure in the future, you can continue creating prenotes until this date of closure.
PLM Document
If you create prenotes by using a PLM document in Posting Lock Management, you can only process them in Posting Lock Management.
Account
Prenotes for prenote types labeled as being relevant for posting control in Customizing for Account Management under Item Management ® Prenotes ® Define Prenote Types raise (for credit postings) or reduce (for debit postings) the available amount in the assigned account.
Payment Form
When you create prenotes for payment forms, you must specify a payment form number. If there is a payment form with this payment form number that has the Created status in Account Management (FS-AM), the payment form is given the Cashed status if the prenote is created successfully. If there is no matching payment form in Account Management (FS-AM), the system creates a new one with the status Cashed in the payment form inventory. This also applies if the prenote is still in reallocation.
If a prenote is no longer valid, is deleted or is assigned to a payment item, the system does not adjust the payment form inventory.
Change Document
Change documents
are generated whenever you change or delete a prenote.
Relationships with the Posting Control Office (FS-PCO-AM)
You can specify that prenotes whose available amount on the account is exceeded are placed in reallocation, and that the system generates the corresponding account orders for processing in the Posting Control Office(FS-PCO-AM). The prenote is then still given the status Active, and so is ready for an assignment to a payment item. However, in the Posting Control Office¸ you can check whether it is necessary to take action as a result of the available amount being exceeded.
To enable this, you need to activate the Posting Control Office(FS-PCO-AM) in the Customizing for Account Management under Basic Settings ® Activate Special Components.
Example
A customer at your bank pays for purchases at a retail outlet by EC card. The outlet uses the POS process for EC card payments. When the customer enters the PIN, the computer of the payment systems company contacts your bank to check whether or not there are any locks, and whether the available amount on the account is sufficient. Your bank then has the option of creating a prenote relevant to posting control up until the point at which it receives the payment item. This means the corresponding amount is reserved in the customer’s account until the debit memo of the retail outlet has been received by your bank.