Processing Returned Debit Memos

Purpose

This process describes how the electronic account statement processes returned debit memos.

The file that the electronic account statement imports contains a returned debit memo. The returned debit memo has an amount, comprising of the debit memo amount and bank charges. In addition to the business transaction code, a reason for the returned debit memo is often specified. The note to payee contains the bank collection payment document.

Prerequisites

  • You have carried out the activity Configure Returns Processing in Customizing for the electronic account statement.

  • The format of the account statement that you use has fields for the external return reason and the charges.

If the format that you use does not have these fields, use the Business Add-In (BADI) for returns processing. The BADI is also in Customizing for the electronic account statement.

  • You use the interpretation algorithm 020, with sample search if necessary.

If the note to payee contains the document number, the electronic account statement can find the payment document in the note to payee, carry out clearing, and change the open item.

If the note to payee does not contain the document number, use the functional enhancement for the electronic account statement delivered with the standard, and enter the document number in table T_FEBCL.

Process Flow

  1. The electronic account statement imports the file with the account statement data and writes it in the bank data memory.

  2. The electronic account statement creates the following line items:

  • Returns line items with the debit memo amount (negative)

  • Charges line items, if applicable

  1. The electronic account statement posts the returns line items according to the posting rule that you specified in the activity Configure Returns Processing . Clearing is then reset for the item if you have configured this in Customizing. (The account statement carries out transaction FBRA automatically).

Note Note

In the following cases, you cannot reset clearing:

End of the note.

  • Clearing was posted with exchange rate differences

  • A document involved in the clearing transaction was posted net

  • The payment document was posted with withholding tax.

  • The currency in the clearing document is not the same as the currency in one of the cleared documents

Processing terminates and you have to change the posting rule in postprocessing. The changed posting rule is then posted without clearing reset or a document change.

If one of these cases occurs frequently, deselect the field Reset Clearing in Customizing.

  1. For all open items whose clearing document was the payment document, the document is changed accordingly (the account statement carries out transaction FB09 automatically).

Example

Activities for posting a returned debit memo

  1. A receivable is cleared by the payment program (bank collection against bank clearing).

  3. With account statement x, Bank to Bank Clearing is posted dependent on the business transaction code.

  5. With account statement y, that contains a returned debit memo, the following posting is carried out depending on the business transaction code:

  • (3a) Bank clearing to bank (returned debit memo)

  • (3b) Bank clearing to bank (charge)

  1. The clearing in the customer account is reset (original receivable with incoming payment).

  3. The charges are debited to the customer account.

  5. The returned debit memo is cleared with an incoming payment to the customer.