Deleting a Prenote

Use

You delete a prenote for example, if you are no longer expecting to receive a payment item with a matching prenote reference number, or if the prenote amount has changed and you therefore have to create a new prenote.

Most prenotes are automatically deleted using the Prenote.CreateMultiple Business Application Programming Interface (BAPI)for the deletion of prenotes. For more information, see the BAPI documentation in the BAPI Explorer.

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

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

Prerequisites

You need to create the prenote either in online processing mode or via a BAPI.
The prenote must have the status Active and there must be no second parallel prenote that still has to be released. Prenotes that are still in the release procedure and therefore have the status To Be Created, To Be Changed or To Be Deleted must be released by the user responsible before you can delete them. For more information, see Status of Prenotes .
To use the framework for the principle of dual control (CA-GTF-TS-PDC) when you delete the data online, you need to process the following IMG activities in the Customizing for Account Management (FS-AM) under Item Management Prenote Release first:
- Assign Release Procedure to Release Object
- Assign Rule to Release Steps
- Assign Release WF and Release Procedure WF to Release Procedures

Procedure

From the SAP Easy Access screen, choose Account Management Account Turnovers, Balances and Key Figures Prenote Delete Prenote. The system displays the Prenote Delete initial screen.
In the Account group box, specify the identification for the account to which the prenote to be deleted is assigned.
Specify the prenote reference number of the prenote to be deleted, and then choose Continue. The system displays the Prenote Delete main screen.
The group boxes Account and Prenote and the tab pages Detailed Data and Administration provide you with all the information that you need on the prenote to be deleted. However, you cannot enter or change any data here.
- The system displays the account identification and prenote reference number (that you specified on the initial screen) and the prenote type and status of the prenote in the group boxes Account and Prenote .
- The system displays all the other data that you entered when you created the prenote on the Detailed Data tab (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.
  
  Note
  The expiry date of prenotes that are Active is the same as the Valid To date.
  
  End of the note.
- The group box Checks Deactivated By on the Administration tab page shows whether material checks were deactivated, and thus 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 Item Management Prenote Define Prenote Type.
Choose Prenote Delete.
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 Deleted 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 Release 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 Deleted . As soon as the release is completed, the active prenote is overwritten with the new data, deleted logically and given the status Deleted .

The prenote with the status To Be Deleted is immediately physically deleted from the database .

Note Note

You can create a prenote that has the same prenote reference number as the prenote that has been logically deleted, even if the prenote refers to the same account.

End of the note.

Before the residence time expires, which you defined in the Customizing for Account Management (FS-AM) under Start of the navigation path Item Management Next navigation step Prenote Archiving Define Residence Time for Prenotes End of the navigation path (Object PRENOTE_B), you can continue to call up logically deleted prenotes from the SAP Easy Access screen under Account Management Account Turnovers, Balances, and Key Figures Next navigation step Prenote Display Prenote .

Once the residence time is over, the prenotes that can be archived are archived automatically. You can call up the archived prenotes from the SAP Easy Access screen by choosing Start of the navigation path Account Management Next navigation step Account Turnovers, Balances and Key Figures Prenote Display Archived Prenotes. End of the navigation path

Prenotes that are not archived are deleted physically from the database once the residence time is over.