Prenote Statuses 

Prenotes have the following different statuses:

·        Active

The system assigns this status if the following conditions are fulfilled:

¡        The formal and material checks did not find any errors when you created the prenote.

¡        You created the prenote according to your settings in the Customizing for Account Management (FS-AM) under Item Management ® Prenote ® Define Main Rule Set despite material errors.

¡        The prenote was placed in reallocation according to your settings in the Customizing for Account Management (FS-AM) under Item Management ®Prenote ® Define Main Rule Set, and an account order was created for continued processing in the Posting Control Office (FS-PCO-AM).

Prenotes that you entered online and are subject to a release procedure are set to Active only after the principle of dual control (CA-GTF-TS-PDC) release.

Prenotes that you have created via a PLM document in Posting Lock Management (FS-AM-PLM) can only have the status Active or Deleted. As long as the PLM document does not have the status Inactive or Closed, the assigned prenote has the status Active.

·        In Release (To Create/To Change/To Delete)

These statuses are intended only for prenotes that you create, change, or delete online, and that run through a release procedure (for example, principle of dual control). Before you do this, you need to enter the relevant settings in the Customizing for Account Management (FS-AM), by choosing Item Management ® Prenotes ® Release ® Assign Release Object to Release Procedure, Assign Rule to Release Steps and Assign Release WF and Release Procedure WF to Release Procedures. A release process is not supported for prenotes entered by a means of a Business Application Programming Interface (BAPI).

If the system runs a release procedure (according to the customizing settings) when you create, change, or delete a prenote, then a prenote is created with the status To Create, To Change or To Delete. When you change or delete, the previous prenote remains Active. As a result, when you post a payment item with a relevant reference number, a match is ensured using the active prenote for prenotes to be changed or deleted that are still in release.

After the prenote is released, the prenote with the status Active is overwritten with the new data and retains the status Active. The released prenote is then physically deleted automatically.

For more information on releasing prenotes, see Release Object: PRENOTE.

·        Matched

If a payment item reaches Account Management via a BAPI interface, the system checks whether the payment item contains a reference to a prenote. If it does, the system searches for a prenote with a relevant reference number. If the system finds a related prenote, the prenote is terminated with the Matched status. This means that it is no longer available for further matches.

The Expiry Date field is filled with the current posting date.

Prenotes with the Matched status are regarded as completed.

·        Deleted

Here, deletion (logical deletion) means reversal due to (input) errors.

A prenote that has been created can be logically deleted in online mode or via a BAPI if it has not been matched before, has not expired and is not in release. The Expiry Date field is filled with the current posting date.

The deleted prenote is no longer available for matching.

Prenotes that you have created via a PLM document in Posting Lock Management can only have the status Active or Deleted. If the PLM document has the status Inactive or Closed, the assigned prenote is given the status Deleted.

·        Expired (the time period has elapsed)

When you create a prenote online or via a BAPI, you can specify an expiry date (Valid To date). If you do not specify an expiry date, the system calculates this using the value date condition that you have defined for the relevant prenote type on the account. For more information, see: Editing Financial Conditions.

Prenotes that have not been matched lose their validity when they exceed the expiry date and are given the status Expired. The expired prenote is no longer available for matching.

·        Reversed

If a payment item for which a prenote with a suitable reference number has been found and matched is reversed, the prenote is also given the status Reversed.

If you set the Status ACTIVE after Payment Item Reversal indicator, prenotes of the prenote type concerned for which a suitable payment item has been found are not given the status Reversed, but revert to the status Active when a payment item is reversed. This means that they are ready for further matching in future, as long as the Valid To date of the prenote is after the current valid posting date of the bank posting area.