Creating Prenotes (SAP Library - Account Management (FS-AM))

Creating Prenotes

Use

Most prenotes are automatically generated by means of the Prenote.CreateMultiple Business Application Programming Interface (BAPI) for the creation of prenotes. For more information, see the BAPI documentation in the BAPI explorer.

You can also create prenotes in Posting Lock Management (FS-AM-PLM) by using a PLM document if they are of a particular prenote type (this normally applies to pledges). For more information, see: Editing Prenotes.

You can also manually create prenotes online, as described below.

Prerequisites

You have processed at least the IMG activity Define Prenote Types in the Customizing for Account Management (FS-AM) under Item Management ® Prenote.

To use the Structure link framework for the principle of dual control (CA-GTF-TS-PDC) when you enter the data online, you need to process the following IMG activities in the Customizing for Account Management (FS-AM) under Item Management ® Prenote ® Release first:

Assign Release Object to Release Procedure
Assign Rule to Release Steps
Assign Release WF and Release Procedure WF to Release Procedures

Procedure

...

1. From the SAP Easy Access screen, choose Account Management ® Account ® Turnovers, Balances and Key Figures ® Prenote ® Create Prenote. The system displays the Prenote Create initial screen.

2. In the Account group box, specify the identification of the account to which the prenote to be displayed is assigned.

3. Specify a prenote reference number that enables a unique assignment to the expected payment item. It is normally a number assigned by a feeder system (for example, the number of a check). If the system is not able to access this type of number, a unique number must be generated outside Account Management (FS-AM).

4. Choose the required prenote type.

Note

You can choose only from the prenotes for which you set up either the Online Only or Online and/or BAPI creation mode.

Choose Continue. The system displays the Prenote Create main screen.

5. The account identification you specified on the initial screen is displayed in the Account group box. In this box, you can change the defaulted name of the account holder. If you have specified a prenote type for which you selected the Name Account Holder or All account name checks in Customizing, the system compares this name with the alias that you specified on the account and/or in the business partner when it runs the material prenote checks.

The system displays the prenote type and the prenote reference number in the Prenote group box, which you specified on the initial screen.

6. Specify the amount to be held in the account currency on the Detailed Data table page.

Note

If you have set the Relevant to Posting Control indicator, the prenote amount flows into the calculation of the available amount on the relevant account.

7. If you have selected a prenote type for which you set the Account Posting Check indicator in Customizing, and for which you have specified a transaction type group for the posting check, the system displays the Check-Relevant Specifications group box. You can specify medium in this group box if required. Note the following:

¡ If you do not specify a medium, the system checks whether the combination of transaction type group for the prenote type and prenote medium is allowed when you create the prenote, and when it runs the material checks.

¡ If you do specify a medium, the system also checks whether there are any posting locks for this combination on the account.

8. If you have selected a prenote type for which you set the Activate Payment Form Check indicator in Customizing, the system also displays the Check-Relevant Specifications group box. Specify the Payment Form Number.

For more information, see Prenotes in the Payment Form section.

9. Even if you have selected a prenote type for which you have either set the Direct Debit Order or All account name checks in Customizing, the system displays the Check-Relevant Specifications group box. You can then specify the name of the presenting party (payment recipient) of the debit memo as the reference name.

10. You can specify a Valid To date (expiry date) for the prenote in the Date Specifications group box. This date must not be before the current posting date. If you do not specify an expiry date, the system calculates one using the relevant value date condition that you defined for the prenote type on the account. If you have not defined a value date condition, the system generates an error message. You need to correct the formal error before you can create the prenote.

None of the other fields in the Date Specifications group box are relevant for the creation of a prenote.

11. You can enter additional notes on the prenote in the Texts group box.

12. Save your entries or choose This graphic is explained in the accompanying text with quick info Check (F5).

Note

The Administration tab page is for your information only. You cannot make any changes there. The fields are filled only after you have created the prenote.

Result

Once you have saved your data, the prenote is checked for formal and material errors, even if you selected This graphic is explained in the accompanying text (quick info Check (F5)). If the checks do not find any errors, the prenote is given the status Active or, if a release procedure is to run first, the status To Be Created.