Duplicata Creation 

Use

The system comes with all the settings you need to be able to collect payments by duplicata with the Duplicata File program. Companies in Brazil can use this program to create electronic files in the most common bank file formats.    

It is not possible to create a duplicata file for one-time customers.

Features

You generate the payment media using the payment program in conjunction with the supplied payment method A (duplicata) and report RFFOBR_A. 

Activities

Customizing

You first have to set the payment method A and make payment method settings at the company code level in Customizing for Financial Accounting, under Accounts Receivable and Accounts Payable ® Business Transactions ® Outgoing Payments ® Automatic Outgoing Payments ® Payment Method/Bank Selection for Payment Program ® Set Up Payment Methods per Country for Payment Transactions and Set Up Payment Methods per Company Code for Payment Transactions.

Refer to the RFFOBR_A program documentation for further details on customizing the duplicata file program. For general payment program settings, see Customizing the Payment Program.

Master Data

In the customer master record, make sure that the Single Payment indicator is set on the Payment Transactions screen.

Periodic Processing

When you execute a payment run, the system creates duplicatas in the following steps:

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      1.      Selects the open items

The payment program selects open items in customer accounts that are linked to a duplicata payment method. In most cases, only those items are to be selected that are related to notas fiscais which have already been printed, and have therefore been assigned a nota fiscal number. You can ensure this by: printing notas fiscais immediately after they have been created, selecting only relevant document entry dates in the payment program, or excluding the nota fiscal number ‘0’ in the payment program (specify field BKPF-XBLNR on the Free Selection tab).

      2.      Creates the duplicatas in the system

For each open item, the system creates a duplicata, which is represented in the system by a bill of exchange payment request. The system updates the customer’s open item with the bill of exchange payment request; it is entered as a noted item, which signifies that a duplicata has already been created for the open item, but it has not yet been paid (thereby blocking it from being selected in a future payment run). The payment request also contains information on the selected bank. 

The payment program also processes credit memos with an invoice reference along with the original item. The credit memo amount is entered in the corresponding bank file as a rebate (called abatimento) associated with the original item, reducing its amount. If more than one credit memo corresponds to a single item, then the rebate of this item is the sum of all credit memos.

      3.      Generates the payment media required for collecting the payments

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After processing the open items, the payment program triggers the print program assigned to the duplicata payment method, RFFOBR_A.

You can configure your program variant to generate the following to send to your bank:

¡      DME file (select Data Medium Exchange), or

¡      Paper payment list, borderô (select Print collective order)

In most cases, companies send a DME file with the payment information.