Creating Standing Orders 

Use

You can create individual and collective standing orders with fixed or variable amounts that are valid immediately or have a valid-from date in the future.

The respective date referred to is always the posting date and not the current day’s date or system date.

For more information about the topic of time dependency in standing orders, see the Customizing for Account Management in IMG activity Technical Documentation for Account Management (FS-AM) under Concepts and Guidelines  ® Time Dependency ® Standing Order.

Prerequisites

·        If you want to create a collective standing order, you must first have set the Multiple Recipients Permitted indicator in the Customizing settings for the respective transaction type.

·        In the Account Management Customizing settings you must have created the media / payment methods that are available to you when you create a standing order by choosing Item Management ® Basic Functions® Maintain Media / Payment Methods.

·        In the Account Management Customizing settings you must have created the transaction types that are available to you when you create a standing order by choosing Item Management ® Basic Functions® Transaction Types and Transaction Type Groups ®Maintain and Assign Transaction Types for Payment Items for online entry of standing orders.

·        Additionally, if you choose Item Management ® Basic Functions ® Set Default Values in the Account Management Customizing settings you can define which medium, which payment method and which transaction type you want preset by the system.

·        You define the offsetting transaction types with which the recipient item can be posted in the Customizing for Account Management by choosing Order Management ® Payment Order ® Assign Offsetting Transaction Types to Transaction Types ® Assign Offsetting Transaction Types  (Internal Processes). Here you can assign one or more offsetting transaction types to each transaction type. If you have only assigned one offsetting transaction type to a transaction type, the system proposes this one as default when you create a corresponding standing order. If you have assigned multiple offsetting transaction types, the system offers you a list to choose from. In the Customizing for  Account Management you can also choose Order Management ® Payment Orders ® Correspondence ® Assign Charge Key to Transaction Type and set whether you want the system to always create a confirmation of execution when executing payment orders and standing orders, and whether this is to be free of charge.

·        If you wish to preset a working day rule for all standing orders in a bank posting area, you make the necessary settings in the Customizing for  Account Management by choosing Order Management ® Standing Order ® Define Working Day Rules.

·        If you wish to specify predefined time periods on the initial screen for standing order creation for speedy entry, execute IMG activity Define Execution Key for Time Periods.

·        If you want to generate correspondence when you create standing orders, you must have made the settings for the correspondence tool and the Print Workbench in the Customizing for  Account Management.

·        If you wish to levy a charge for creating standing orders or for the related correspondence, you must have created corresponding standard conditions. You do this from the SAP Easy Access screen by choosing Account Management ® Current Settings ® Financial Conditions ® Condition Group ® Edit Condition Group. If you want to calculate a different charge for one account, you must have set this as individual condition on the Financial Conditions tab page of the account in question. For more information about this procedure, see sections Editing Condition Groups and Editing Financial Conditions. For more information about conditions, see Financial Conditions.

·        For the calculation of charges for correspondence, you must also carry out the following IMG activities in the Customizing for Account Management:

¡        Product Management ® Financial Conditions ® Define Condition Type

¡        Order Management ® Payment Order ® Correspondence ® Create Charge Key

If you generally want to create correspondence when you create standing orders, set the Generally Correspondence indicator. In this case, provided the Customizing for the financial conditions is set accordingly, the system also calculates a correspondence charge and an event charge for creating the correspondence.

If you have set the above indicator, but neither want to levy a charge, nor generate correspondence for the editing (creation) just made, set the No Charge and No Correspondence indicators. The system creates a log recording that there was no correspondence and no charge. This is archived with the standing order in question.

Procedure

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       1.      From the SAP Easy Access screen choose Account Management ® Payment Transaction Orders ® Standing Order ® Create Standing Order.

       2.      Specify the transaction type, the payment method and the ordering party account. With the transaction type you control whether you create a standing order with a fixed or a variable amount.

If you wish to create a standing order with a validity date in the future, also enter the appropriate valid-from date. On the basis of this date, the system directly calculates the date of the next execution, so you do not need to enter this. This also means that you cannot inadvertently enter a date in the future if a change is made.

       3.      Choose Continue.

       4.      On the Operation  tab page, specify the required medium.

       5.      On the Time Periods tab page, define the key date and the intervals at which the standing order is to be executed, if you have not already predefined this in the Customizing settings (Define Execution Key for Time Periods). The Key Date field is actually a key date if the Calendar Day indicator is set. If the indicator is not set, enter the number of days before the last day of the month on which the standing order is to be executed in the Key Date field. The system proposes the next possible execution date to you when you choose Continue.

In the case of a weekend or public holiday, you can shift the execution of a standing order to the next or to the previous working day. To do this, choose the respective working day rule. If you have already defined a working day rule in the Customizing for Account Management for the bank posting area in question, this is preset by the system, but you can still choose another working day rule.

Suspending a standing order:

For more information, see the Changing Standing Orders section.

Confirmation of execution

You can define whether you want the system to generate a confirmation of execution for executing the standing order (if the indicator is not already set in the standing order Customizing settings: Order Management ® Payment Order ® Assign Charge Key to Transaction Type).

If you want creating the confirmation of execution to be free of charge, set the similarly named indicator (if this is not already defaulted in the Customizing settings).

       6.      On the Recipient tab page, enter the recipient data and the amount.

       7.      If you wish to create a variable standing order you must specify additional details in the Amounts group box.

In the case of collective standing orders, item numbers distinguish the individual order recipient items from one another. If you wish to enter a collective standing order you can enter a (not yet existing) item number for every recipient item in the Item Number of Standing Order Item field yourself. If you leave this field blank, the Account Management system determines the highest item number assigned so far for this standing order and uses this number plus one for the new item.

If you have entered the first order recipient item and wish to enter more items, choose Create. This results in the system formally checking and temporarily saving the data entered for the current order recipient item. Now you can enter the data for the next order recipient item.

With collective standing orders you have the option of entering your own payment notes for each order recipient item.

If you wish to retrospectively change an item you have already entered, either use the corresponding pushbutton to navigate to the required item or enter the respective item number and choose Goto.

If you wish to delete a recipient item you have already entered before saving the standing order, call up the respective item and choose Delete.

In this way you can delete individual order recipient items, but not the entire standing order. If you wish to remove all the entries you have made so far, terminate processing.

If you wish to create individual recipients in the context of time dependency, but do not want these included for a particular execution, call up the respective item and choose Deactivate.

Make fast entry on the Recipient List tab page. If you have already entered a recipient item, you can create a copy of the currently selected item as a new item in the recipient list using the Copy button (below the list). You can change entries or create new recipient items in empty cells on the list. To do this, you can use the tab button to navigate to the fields on the list that are not displayed.

Enter at least one payment recipient, so that the standing order can be saved.

       8.      Save your entries.

Result

If the message Standing order number xxx was created appears when you save, the standing order is saved with the status Active. The Account Management system assigns an account-specific standing order number. All standing orders of an account are numbered consecutively.

If Release Required also appears, the system has assigned the standing order the status In Release and forwards it to another employee for releasing, so that the standing order can be saved actively and executed. For more information about releasing standing orders and the release process in general, see section Release Object STOR (Standing Order) in the SAP Library.

Choosing Extras ® Other Standing Order brings you to the data for another standing order.

For more information about standing orders, see Variable Standing Orders or Standing Orders.