Formal and Material Checks for Prenotes 

Prenotes undergo a series of formal checks when they are created, changed or deleted. In addition, material checks are made during the creation process.

Formal Checks (when you create, change and delete)

Formal checks include the following:

·        Has the specified prenote type been defined in the Customizing for Account Management (FS-AM)?

·        Did you specify an expiry date (Valid To date) when you created the prenote / did you define a corresponding value date condition in the account, and is the expiry date after the posting date?

·        Does the specified account exist and is it active?

·        Is the creation type (online or BAPI) allowed for the prenote type according to the Customizing settings in Account Management (FS-AM) under Item Management ® Prenotes ® Define Prenote Types?

·        Is the amount of the prenote greater than zero? (The amount must be larger than zero, even in the case of debit postings, because it is identified as a debit posting by the prenote for which the Credit Memo is deactivated in Customizing for Account Management (FS-AM) under Item Management ® Prenotes ® Define Prenote Types.)

·        Is the reference number still free, meaning that it is not used for any prenotes that are active, matched or in the release process?

When you change or delete a prenote, the system also checks whether the prenote was created using a PLM document in Posting Lock Management. If this is the case, the prenote must be processed only in Posting Lock Management.

There are two different situations when formal checks find errors:

·        If you entered the prenote online, the system issues an error message and you need to correct the errors.

·        If you used the relevant BAPI to enter the prenote, the prenote is rejected.

Material Checks (Only for Creation Process)

The following check objects are run for the material checks:

·        Amount notice

·        Own checks

·        Limit

·        Account posting

·        Account name

·        Overdraft protection

·        Access limit

·        Payment form management

For more information about the checks, see the F1 help in the Implementation Guide (IMG) for Account Management (FS-AM) under Item Management ® Prenote ® Define Prenote Types.

If the checks do not find any errors, the prenote either receives the Active status,or goes through the corresponding release procedure (for example, the principle of dual control), depending on the settings in the Customizing for Account Management (FS-AM) underItem Management®Prenotes ® Release ® Assign Release Object to Release Procedure. For more information, see Release Object PRENOTE.

If the checks find errors, the continuation of processing depends on the settings that you entered in the Customizing for Account Management (FS-AM). If you have entered settings under Item Management ® Prenotes ® Define Main Rule Set for the relevant error type according to the prenote type, product and posting control group, and if these settings specify that the prenote is to be created despite errors, then the prenote is either assigned the Active status, or goes through the release procedure. The same applies if the prenote is placed in reallocation despite material errors, and the system generates an account order for continued processing in the Posting Control Office (FS-PCO-AM).

If, however, if you have not entered any settings for the error type according to the prenote type, product and posting control group, then you can force the creation online. If you use a BAPI to create prenotes, you can deactivate all the checks if required. If you do not force the creation, processing is terminated if you are working online, and the prenote rejected if you are using a BAPI.