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Procedure documentationEditing Closed Accounts

 

You are editing an account with contract status Closed when the following applies:

  • There are outstanding receivables for this account or another account of the business partner.

  • You wish to redirect any incoming payments for this account to a special work account or CpD (suspense) account using the Posting Control Rules.

For accounts with contract status Closed you can change the values of the following fields:

  • Closed Account with Outstanding Receivables

  • Posting Control Group

You can edit an account with contract status Closed by means of the Dialog Processing channel or the Business Application Programming Interface (BAPI) channel. For more information, see the documentation for method PostingControlChangeClosed, in the BAPI Explorer under business object CMAccountAM.

Prerequisites

Before you can edit a closed account, the following requirements apply:

  • There is an account closure order for the account with order status Executed.

  • Before you can use the posting control rules, you must make all the necessary settings in Customizing for Account Management (FS-AM) under Start of the navigation path Item Management Next navigation step Posting Control Rules End of the navigation path.

  • Before you can redirect incoming payments for closed accounts, you need to make the following settings in Customizing for Account Management (FS-AM) under Start of the navigation path Item Management Next navigation step Posting Control Rules Next navigation step Error Types End of the navigation path:

    • You have defined a new error type for incoming payments for closed accounts and assigned this to check object Formal with the check Formal – Account Existence and result number 0003.

    • You have created at least one entry in the main set of rules for the newly created error type and assigned Redirect as first response, and an account symbol.

  • If you want to redirect the incoming payments to different work or CpD (suspense) accounts depending on the posting control group, you have created the required posting control groups in Customizing for Account Management (FS-AM) under Start of the navigation path Item Management Next navigation step Posting Control Rules Next navigation step Define Posting Control Groups End of the navigation path.

    Note Note

    For each account contract/master contract/card contract/card pool, there may only be one master data change that is subject to release in the release process at a given time. This means that the system locks the underlying contract for the transaction in question until a processor has released, returned, or rejected the first change in the release workflow. Only then can you make further changes.

    Reason: While changes made to the account contract/card contract/card pool are being processed, the corresponding release object and various authorization objects control the program flow. For more information, see Authorization Administration in Account Management.

    You can find the system settings and other information in the Implementation Guide (IMG) for Account Management (FS-AM) under:

    • Release: Start of the navigation path Contract Management Next navigation step General Settings Next navigation step Release for the Contract End of the navigation path

    • Authorization: Start of the navigation path Basic Settings Next navigation step Authorizations End of the navigation path

      Note Note

      The system generates a work item for the release process if the relevant Customizing settings have been made. For more information, see the Framework for the Principle of Dual Control (CA-GTF-TS-PDC) and SAP Business Workplace sections.

      End of the note.
    End of the note.

Procedure

  1. On the SAP Easy Access screen, choose Start of the navigation path Account Management Next navigation step Account Next navigation step Account Master Data Next navigation step Edit Closed Account End of the navigation path. The system displays the Change Closed Account: Initial Screen screen..

  2. Enter the external account identification and choose Continue. The system displays the Change Closed Account screen, where you can edit the posting data on the Posting Data tab page.

    Note Note

    All the other tab pages are purely for your information.

    End of the note.

  3. In the Payment Item Control group box, set the Closed Account with Outstanding Receivable indicator and, if required, assign a different posting control group

Note Note

When you are editing closed accounts, the fields are still changeable even if you have defined them as display fields in Customizing for Account Management (FS-AM) under Start of the navigation path Product Management Next navigation step Product Definition Next navigation step Account Products End of the navigation path or in BDT Customizing, or have defined that the fields are to be hidden. Your settings in Customizing and in the BDT Customizing always only relate to editing active accounts.

For the posting control group you can only select values that are permitted according to the Customizing for the account product. However, you can enter all other values permitted in accordance with Customizing for Account Management (FS-AM) under Start of the navigation path Item Management Next navigation step Posting Control Rules Next navigation step Define Posting Control Groups End of the navigation path.

End of the note.

  1. Save your entries.

Result

If there is an incoming payment for the edited, closed account, the system recognizes that there are outstanding receivables and posts the payment item to a work or CpD (suspense) account in accordance with your Customizing settings. If the Posting Control Office (FS-PCO-AM) is active and the payment item has been posted to a CpD (suspense) account, further processing of the payment item takes place with the Posting Control Desktop or the automatic processing function.

If you reverse the account closure at a later date, the system automatically removes the Closed Account with Outstanding Receivable indicator. To adjust the posting control group, on the SAP Easy Access screen, choose Start of the navigation path Account Management Next navigation step Account Next navigation step Account Master Data Next navigation step Change Account End of the navigation path.

To remove the Closed Account with Outstanding Receivables indicator at a later date, proceed as described above. This can be necessary, for example, when the outstanding receivables have been settled by incoming payments and you perhaps wish to reject any further incoming payments.

Example

  • You receive a debit that cannot be rejected for a closed account, resulting in an unforeseen outstanding receivable.

  • You have closed an account with an outstanding receivable because you wish to have the outstanding amount collected by a collection agency.

  • For closed account 47111 with Mary Martin as account holder there are no outstanding receivables, but for closed account 58194 with the same account holder there are outstanding receivables. You decide to post any incoming payments not only for account 58194, but also for account 47111 to a work account until the outstanding receivables are settled.