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Creating and Processing SEPA Direct Debits (New)

Use
The following functions are available as of:

 SAP ERP 6.00, SP 24

 SAP enhancement package 2 for SAP ERP 6.0, SP 14

 SAP enhancement package 4 for SAP ERP 6.0, SP 14

 SAP enhancement package 5 für SAP ERP 6.0, SP 11

 SAP enhancement package 6 für SAP ERP 6.0, SP 07

Mandates in Business Partner Items in the FI-CA Document

In the business partner item, in addition to the alternative payer and the bank details, you can now also
enter the SEPA mandate to be used when payment is made.

If an alternative payer is defined in the contract account, the system offers the mandates of this alternative
payer for selection. If you select a mandate, the system enters the mandate reference and also the
alternative payer in the document item. The payment run evaluates these entries during payment.

The entry for the mandate is found in the document display on the Payment Data tab. You can also make
changes there. If a change is made, the system writes a change document that you can display from the
document display menu under Environment -> Document Changes -> Document Changes Executed.

A short description of the entered mandate is displayed in the document display next to the mandate field.
In addition, the system supports forward navigation by means of double-clicking to reach the detailed
display of the mandate.

The mandate references entered in the document item are also visible and can be changed in the
transaction for mass changes to documents (FPE2M) on the SAP Easy Access screen under Document ->
Mass Change.

If you enter the mandate reference when entering an order in Sales and Distribution (SD), the system
transfers this mandate reference to the related business partner item in Contract Accounts Receivable and
Payable; the payment run then takes the reference into account.

The mandate reference was added to the BAPIs for posting, changing, and displaying FI-CA documents.

Mandates in Contract Accounts

In the contract account, in addition to entering an alternative payer and entering the bank details to be used,
you can now also enter the SEPA mandate to be used. In this way, you can assign the same SEPA
mandate to multiple contract accounts. When you assign a SEPA mandate in the contract account, the
system shows a selection of all suitable mandates for the business partner. From this list, you can also
change mandates or create new mandates.

The SEPA mandate was added to the following BAPIs of the contract account (object type CA_CONTACC):

 BAPI_CTRACCONTRACTACCOUNT_CR1

 BAPI_CTRACCONTRACTACCOUNT_CH1
 BAPI_CTRACCONTRACTACCOUNT_GD1

 BAPI_CTRACCONTRACTACCOUNT_SREP

Mandates in Business Partners

As you could up to now, you can still create and display mandates for bank details on the business partner
on the Payment Transactions tab. This function is now also possible without selecting a specific set of bank
details and then it shows all mandates for the business partner (independent of the bank details). As result,
it is possible, for example, to display mandates for a business partner, even if there are not yet any bank
details for this business partner. This can be the case, for example, if you have sent mandates without
knowing the bank data, in order to find out what the bank data is.

Synchronization of Mandates with Address and Bank Data in Business Partner

In a mandate for a set of bank details, the IBAN of these bank details is stored. If the bank is changed, then
it becomes necessary to adjust the bank data in the mandate, since otherwise the payment run cannot find
a mandate for the new IBAN. You can configure this synchronization of bank data in Customizing so that
the system does one of the following when a bank is changed:

 Queries in dialog if it should synchronize the mandate

 Adjusts the mandate automatically (without query)

 Creates a new mandate automatically (without query)

 Does not synchronize the mandate

In addition, you can specify in Customizing that the system:

 Sends a query when you enter a new set of bank details with an IBAN to ask if SEPA mandates
should also be created for this new bank

 Reverses existing SEPA mandates when bank details are deleted

 After a bank is changed or after a new bank is created for the automatically changed or created
SEPA mandates, automatically creates a print request, which you can print later using the
correspondence printing function (transaction FPCOPARA)

For printing using the correspondence printing function, SAP provides the new correspondence type 0047
with the example application forms FI_CA_MANDATE_SAMPLE_SF and
FI_CA_MANDATE_SAMPLE_PDF.

If direct debit pre-notifications are active in your system, you can specify in Customizing that when bank
details are changed, the system makes you aware of open direct debit pre-notifications that can no longer
be used because of the change.

Mandates in Requests

In a similar way as for business partner items, you can also enter a mandate already in requests. When the
receivable from the request is posted, the system copies the mandate reference to the line item of the FI-CA
document; the payment run takes the mandate into account accordingly.

You can also change the mandate reference in the request.

The SEPA mandate was added to the following BAPIs for requests (object type CA_REQUEST):
 BAPI_REQUEST_CR

 BAPI_REQUEST_CH

 BAPI_REQUEST_GD

Mandates in the Account Balance

By defining a suitable line layout variant (in Customizing for Contract Accounts Receivable and Payable
under Basic Functions -> Account Balance Display -> Define Line Layout Variants for Account Balance),
you can show the mandate reference in the account balance at item level.

Mandates in Installment Plans

You can also enter the SEPA mandate to be used when you enter or change an installment plan. You can
print the entered mandate reference in the installment plan letter. In this way, the installment plan letter
(with the naming of the mandate reference to be used) can act as a SEPA direct debit pre-notification.

Notes for Industry Components

Mandates in Insurance Objects (Insurance industry component)

In the same way as in the contract account, you can enter the SEPA mandate to be used in insurance
objects. In this way, you can assign multiple insurance objects to one SEPA mandate. In the SEPA
mandate itself, you can only enter one insurance object.

During payment, the payment run evaluates all payment data (such as payment method and bank details)
in combination with the mandate.

The SEPA mandate was added to the BAPIs for creating, changing, and displaying insurance objects.

Mandates in Payment Plan items (Insurance industry component)

You can also enter the SEPA mandate to be used in payment plan items. The system adopts the mandate
in the business partner items of the posted FI-CA document.

The SEPA mandate was added to the BAPI for creating a payment plan item.

Mandates in Contract Objects (Public Sector Contract Accounts Receivable


and Payable industry component)

In the same way as in the contract account, you can enter the SEPA mandate to be used in contract
objects. In this way, you can assign multiple contract objects to one SEPA mandate. In the SEPA mandate
itself, you can only enter one contract object.

During payment, the payment run evaluates all payment data (such as payment method and bank details)
in combination with the mandate.

The SEPA mandate was added to the BAPIs for creating, changing, and displaying contract objects.

Effects on Customizing
Synchronization of Address and Bank Data Changes

You make settings for the synchronization of address and bank data changes between business partners
and the SEPA mandate in Customizing for Contract Accounts Receivable and Payable under Business
Transactions -> Payments -> Incoming/Outgoing Payment Creation -> Management of SEPA Mandates ->
General Settings.
SEPA Direct Debit Pre-Notifications (New)

Use
The following functions are available as of:

 SAP ERP 6.00, SP 24

 SAP enhancement package 2 for SAP ERP 6.0, SP 14

 SAP enhancement package 4 for SAP ERP 6.0, SP 14

 SAP enhancement package 5 für SAP ERP 6.0, SP 11

 SAP enhancement package 6 für SAP ERP 6.0, SP 07

Definition of Direct Debit Pre-Notifications

The changeover of national collection procedures to SEPA Direct Debit requires, along with the use and
management of SEPA mandates, that preceding information be supplied to the business partner about the
items to be collected while naming the mandate to be used.

This SEPA direct debit pre-notification has to contain the date of collection, the creditor ID of the company
collecting the money, and the mandate reference that is used at collection.

You can create and send the direct debit pre-notification as a separate letter (new correspondence type).
As another alternative, you can create this letter in processes that cause invoices to be issued, and print the
letter on the invoice. In any case, you have to ensure that you only collect items for which pre-notification
has been sent. That means, only items you have mentioned in correspondence and that you collect using
the stated mandate.

Necessity for Direct Debit Pre-Notification

In Contract Accounts Receivable and Payable, you specify at the mandate level if direct debit pre-
notifications are generally possible. At the level of the paying company code, you can specify in which
paying company codes direct debit pre-notifications can be created.

You can also specify for each payment method if a direct debit pre-notification is necessary (or possible)
before collection can take place.

During posting, you can specify that pre-notification is necessary for certain items. You can also change this
setting when you make manual changes to documents.

Pre-Notification Run

If you do not print pre-notifications during the creation of invoices, you can use a separate pre-notification
run to pre-notify customers of receivables. On the SAP Easy Access screen, choose Periodic Processing ->
For Contract Accounts -> Direct Debit Pre-Notification (SEPA) (transaction FPYP).

The pre-notification run performs the following steps, just like the collection run (payment run) itself:

 Selection and grouping of items to be collected

 Selection of payment method and bank data

 Selection of the mandate to be used


 Creation of payment data (tables DPAYH, DPAYP) for pre-notification

The pre-notification run does not post any documents and does not create any payment orders. Instead it
creates a direct debit pre-notification and enters this pre-notification as the use in a SEPA mandate.

You can display the created direct debit pre-notification using transaction FPPRN3 (on the SAP Easy
Access screen under Payments -> Payment Run -> Display Direct Debit Pre-Notification).

This display shows the data of the direct debit pre-notification (business partner, date of collection, mandate
to be used, bank data) as well as a list of the pre-notified items.

The system enters the created direct debit pre-notification on the Use tab in the mandate, so that the direct
debit pre-notifications that were already created based on this mandate are also visible in the mandate.
(The prerequisite for this is that you defined the number of uses high enough in Customizing for Contract
Accounts Receivable and Payable under Business Transactions -> Payments -> Incoming/Outgoing
Payment Creation -> Management of SEPA Mandates -> General Settings.)

Correspondence for Direct Debit Pre-Notifications

For each direct debit pre-notification that is created from the pre-notification run, the system creates a
correspondence entry with the new correspondence type 0048, which you can print using the
correspondence print program (FPCOPARA). SAP provides example application forms
FI_CA_PRENOT_SAMPLE_SF and FI_CA_PRENOT_SAMPLE_PDF.

The display of this correspondence is integrated in the display of the direct debit pre-notification by means
of a pushbutton.

Reversal of Direct Debit Pre-Notifications

It is not possible to reverse a document that contains a pre-notified business partner item - you first have to
reverse the pre-notification.

Document changes or clearing of pre-notified items (except clearing by the subsequent collection run) are
not possible. During the processing of open items, pre-notified items are displayed with a special icon, and
they cannot be activated or cleared.

You can reverse direct debit pre-notifications in transaction FPPRN8 on the SAP Easy Access screen under
Payments -> Payment Run -> Reverse Direct Debit Pre-Notification or using a report for mass reversal on
the SAP Easy Access screen under Payments -> Payment Run -> Mass Reversal of Direct Debit Pre-
Notifications (transaction FPPRN8M).

When you reverse the pre-notification, the system removes the designation of the item as pre-notified and
the item is available again for document changes, clearing and pre-notification.

For mass reversal, you can select using the run ID of the pre-notification run, so that you can remove all
pre-notifications that were created in one run.

When a pre-notification is reversed, the system deletes any correspondence entries not yet printed.

Changing Direct Debit Pre-Notifications

You transmit direct debit pre-notifications to your business partners in writing; you have to react to queries
regarding individual pre-notified items.

If you reverse a direct debit pre-notification, you have to send pre-notification again for all items that were
pre-notified. If a customer raises an objection about individual items shortly before the collection date, you
can remove these items from the direct debit pre-notification (see transaction FPPRN2 on the SAP Easy
Access screen under Payments -> Payment Run -> Change Direct Debit Pre-Notification). If items were
removed by mistake from a direct debit pre-notification, you can also add them back to the pre-notification.
The system automatically adjusts the current amount of the pre-notification to reflect your changes.

Note that you can only remove items from a pre-notification if the items were posted in the currency of the
pre-notification.

It is not possible to add just any items to a pre-notification that has already been created. You can only add
back items that were already contained in the pre-notification but that were removed. You can only add
back items that were removed, if one of the following conditions is met:

 The items were not cleared in the meantime (that is, after they were removed).

 A payment request or another pre-notification was already created for the items.

The system indicates that items were removed by displaying the icon in the pre-notification display on
the Items tab.

Immediately before saving a change, the system offers event FKK_SAMPLE_0657, which you can use to
change certain data of the pre-notification to meet your individual needs. At this event, you can also add
additional checks.

After you save a change, the system offers event 0658, in which you can trigger further actions. For
example, you can create correspondence for notifying the customer of the change.

Overview of Direct Debit Pre-Notifications

You can use report RFKKPRNL (on the SAP Easy Access screen under Payments -> Payment Run ->
Overview of Direct Debit Pre-Notifications) to obtain an overview of all direct debit pre-notifications.

Treatment of Direct Debit Pre-Notifications in Payment Run

On the initial screen of the payment run (on the General Selections tab), you specify that direct debit pre-
notifications are selected and processed. To do so, you set the Pre-Notified Items indicator and enter the
execution date for the pre-notification. For test purposes, you can also enter the pre-notification number
itself as a selection criterion.

The payment run then pays the items based on the pre-notification, that is, it groups the selected items by
pre-notification number and does not allow any additional sub-grouping. The payment run either pays a
group of pre-notified items completely or not at all. If the amount of the pre-notified items is not the same as
the collection amount, the system generates payment exception 52 Direct Debit Pre-Notification with
Different Amount and does not pay the item.

Partial payment of items from a pre-notification is not possible.

Particularly through the use of free selections (restriction of dataset of open items to be selected), it could
be the case that not all items of a pre-notification are selected. Therefore, you should not use free
selections for pre-notified items in such a way that you exclude individual items from a pre-notification.

If at the time of collection, the IBAN of the bank details to be selected is not the same as the IBAN in the
pre-notification, the system generates payment exception 56 Direct Debit Pre-Notification with Other Bank
Account and does not pay the item.

If the execution date named in the pre-notification is exceeded by a greater number of days than is entered
in the settings in Customizing for Contract Accounts Receivable and Payable, the system generates
payment exception 55 Debit Memo Notification Used Too Late and does not pay the item.

Document Reversal and Clearing Reset


It is not possible to reverse a document that contains open and already pre-notified business partner items.
You first have to reverse the pre-notification. After that, you can reverse the receivables document.

When a pre-notified receivable is cleared (by the payment run), the data of the pre-notification is retained in
the cleared receivable. If you then reverse this clearing document, the receivable again becomes open, and
at the same time, the data of the pre-notification is removed from the receivable. The pre-notification that
was used for the payment keeps the status "Used" and it cannot be used again. You need to pre-notify the
receivable again before you can collect it.

The behavior is similar for a clearing reset for the clearing document created by the payment run. The data
from the pre-notification is removed from the receivable when it is open again. You need to pre-notify the
receivable again if you want to collect it.

Archiving of Direct Debit Pre-Notifications

You can archive direct debit pre-notifications if the creation date, the change date and the execution date
are at least 90 days in the past and the status of the pre-notification is Reversed or Used Completely. The
archiving object is FI_MKKPRNH. In dialog mode, you can display already archived pre-notifications from
the archive.

Specifications During Posting

Using event 0061, you can specify, dependent on any document data, such as the main and subtransaction
of the items to be posted, if pre-notification is necessary for these items. For more information, see the
documentation for function module FKK_SAMPLE_0061.

Specification in Pre-Notification Run

Using event 0600 you can specify, dependent on any fields of the business partner item, such as the main
and subtransaction, if pre-notification is necessary for these items. For more information, see the
documentation for function module FKK_SAMPLE_0600.

Changing Data of Pre-Notification Before Saving

You can change some data of a pre-notification before saving using event 0657. In addition, you can add
additional checks. For more information, see the documentation for function module FKK_SAMPLE_0657.

Performing Additional Actions After Changing a Pre-Notification

You can perform additional actions after saving a change to a pre-notification using event 0658. For
example, you can create correspondence to inform the customer of the change. For more information, see
the documentation for function module FKK_SAMPLE_0658.

Effects on Customizing

General Specifications

You specify that SEPA direct debit pre-notifications are created in Customizing for Contract Accounts
Receivable and Payable under Business Transactions -> Payments -> Incoming/Outgoing Payment
Creation -> Management of SEPA Mandates -> Enter General Specifications.

In addition, you specify the number of days after the pre-notification date that the direct debit is still allowed
to take place. A direct debit is not allowed for a date earlier than the pre-notified date. The system does not
perform a direct debit for a collection date that is more than the defined number of tolerance days after the
pre-notification date. Instead, this results in a payment exception in the payment run. In such cases, you
have to reverse the pre-notification and create a new one with a new collection date.

Specifications for Paying Company Code


You specify the paying company codes in which SEPA direct debit pre-notifications can be created in
Customizing for Contract Accounts Receivable and Payable under Business Transactions -> Payments ->
Incoming/Outgoing Payment Creation -> Define Specifications for Paying Company Code.

Specifications for Payment Method

You specify the payment methods for which SEPA direct debit pre-notifications can be created or must be
created in Customizing for Contract Accounts Receivable and Payable under Business Transactions ->
Payments -> Incoming/Outgoing Payment Creation -> Define Payment Methods.

If the creation of a direct debit pre-notification is required, the system does not collect a receivable, unless a
suitable direct debit pre-notification was previously created.

If a direct debit pre-notification can be created, the system collects the receivable, even if a suitable direct
debit pre-notification was not previously created.

Number Range for Direct Debit Pre-Notifications

You define the number range for direct debit pre-notifications in Customizing for Contract Accounts
Receivable and Payable under Business Transactions -> Payments -> Incoming/Outgoing Payment
Creation -> Enter Number Ranges for Direct Debit Pre-Notifications (SEPA).