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 Changing Prenotes

Use

Most prenotes are automatically changed with the Business Application Programming Interface (BAPI)for the creation of prenotes: Prenote.ChangeMultiple. For more information, see the BAPI documentation.

If you have used a PLM document to create a prenote in Posting Lock Management (FS-AM-PLM) you can change it in Posting Lock Management only. For more information, see Editing Prenotes .

However, you can also change prenotes online if they were created online or by means of a BAPI. This process is described below.

You can make changes online or by using a BAPI, but only on the valid-to date and to the long and short text of the prenote.

Note Note

To change the amount of a prenote, delete the prenote and create a new one with the required amount.

End of the note.

Prerequisites

You need to create the prenote either online or by means of a BAPI, and the prenote must have the Active status .

To use the framework for the principle of dual control when you change prenotes, then you need to process the following IMG activities in the Customizing for Account Management (FS-AM) under Item Management -> Prenote -> Release:

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

Procedure

  1. From the SAP Easy Access screen, choose Start of the navigation path Account Management Next navigation step Account Next navigation step Turnovers, Balances and Key Figures Next navigation step Prenote Next navigation step Change Prenote. End of the navigation path The system displays the Prenote Change initial screen.

  2. In the Account group box, enter the identification of the account to which the prenote is assigned that you want to change.

  3. Specify the prenote reference number of the prenote to be changed, and then choose Continue. The system displays the Prenote Change main screen.

    The main screen is structured as follows:

    • Group boxes Account and Prenote are in the upper screen area:

      The system displays the account identification and the prenote reference number that you specified on the initial screen, and the prenote type and prenote status .

    • Tab page Detail Data:

      The system displays all additional data that you entered when you created the prenote (see Creating Prenotes ). The system displays the posting date when you create the prenote, and it also displays the Valid To date and the expiry date of the prenote.

    • Tab page Administration :

      • The Checks Deactivated By group box shows whether material checkswere deactivatedand so not run when you created the prenote.

      • The group box Administrative Data shows when the created was created, who created it, if it was changed, and whether it was created online or with a BAPI.

      • The Archiving group box shows when the system archives the prenote after it is deleted if it can be archived according to your settings in the Customizing for Account Management (FS-AM) under Start of the navigation path Item Management Next navigation step Prenote Next navigation step Define Prenote Type. End of the navigation path

  4. On the Detail Data tab page, you can change the Valid To date of the prenote in the Date Specifications group box.

    Note Note

    Note that the valid-to date must not be before the current posting date. If you do not specify a valid-to date, Account Management calculates one using the corresponding value date conditions that you stored in the account for the relevant prenote type. If you have not defined a suitable value date condition, the system generates an error message. You need to correct the formal error before you can create the prenote.

    End of the note.

  5. You can change the long and short texts of the prenote in the Texts group box, but any other changes are not possible.

  6. Save your entries.

Result

After you have saved your entries, the prenote undergoes a series of formal checks (see Formal and Material Checks for Prenotes ). If the checks do not find any errors, the prenote either receives the status Active or completes the relevant release procedure (for example, the principle of dual control) depending on the Customizing for Account Management (FS-AM) under Start of the navigation path Item Management Next navigation step Prenotes Next navigation step Release Next navigation step Assign Release Object to Release Procedure End of the navigation path .

While the release procedure is being completed, the previous prenote retains the status Active so it is ready for an assignment to a payment item. Another prenote is created in parallel with the status To Be Changed . As soon as the release is completed, the active prenote is overwritten with the new data and given the Active status . The prenote with the To Be Changed status is physically deleted from the database.

See also: