Payment orders

Description

Payment orders are a new form of automatic payment transactions. A payment order is created when a payment is due to be made (payment form created, transfer order transmitted to the bank by DME), but will not be posted until the payment appears on the account statement sent to you by your house bank.

The paid items must be indicated as such for the period between the payment run and the point at which the account statement is processed so that they are not paid again in another payment run. They can also no longer be cleared or reversed.

The payment program generates payment orders for this purpose. Each payment order automatically contains a number which is unique to a client. The payment order is made up of header data and line item data. The paying company code, the payment amount, the payment method, the house bank account and other information are all stored in the header data. A separate record is stored in the line item data for each line item paid. As well as the line item key (document number, company code, fiscal year, line item), this record contains the gross amount, the cash discount deduction, and the withholding tax amount.

The payment order number is recorded on the payment form or in the data carrier and appears where the payment document number would normally appear if the payment were to just be posted by the payment program.

This number is specified again in the house bank account statement so that the paid items can be quickly and clearly selected using the payment order. The items are cleared when the account statement is posted.

The advantages of this new procedure are:

System administration changes

The standard system contains 10 number ranges for payment orders. These number ranges make it possible to operate up to ten payment runs in parallel.

Number range Interval

00 0000000001 - 09999999999
01 1000000000 - 19999999999
..
09 9000000000 - 99999999999

These number ranges only need to be changed if the number ranges have not been correctly defined, the number ranges statuses are incorrect, or you carry out payment runs in parallel frequently, in which case you should increase the amount of number ranges. In these cases, you can edit the number ranges either with the transaction 'FBN2', or from the transaction for automatic payment transactions by choosing Environment -> Payment orders -> Process number ranges.

Change system parameters in customizing

If you want the system to create a payment order instead of a payment posting, you can define this for each payment method. The appropriate code for the payment method is entered in the country-specific data.

Payment methods for checks, bills of exchange, check/bills of exchange, bill of exchange payment requests, or payment requests cannot be converted into payment orders. At present, payment orders cannot be used in conjunction the enhanced withholding tax processing which is also available as of Release 4.0A.

To be able to select a payment order by number when posting an account statement manually, you must define the field 'Payment order' (field name: PYORD) as a permitted selection field for clearing transactions.

If Cash Management is to be updated in the same way as it would be if posting using the payment program, you must maintain account determination in Customizing for automatic payment transactions. For the paying company code, enter a bank sub-account for the house bank, payment method, and currency. This account is not required for posting, but to determine the planning level for Cash Management.

You can find the corresponding activity in the Implementation Guide for Financial Accounting under "Automatic Outgoing Payments".

Changes in procedure

Creating payment orders is done automatically by the payment program. A payment order is deleted once the open items it contains are cleared when the account statement is posted.

When carrying out a clearing transaction, you can select items to be cleared by payment order. The relevant items are then selected and are active, meaning that you cannot make changes manually (deactivating line items, deactivating cash discount, changing cash discount, partial payments, residual items, etc. ). Nor can you select further line items, unless you select them using additional payment orders.

If you do not select the items to be cleared by payment orders when performing a clearing transaction, the system ignores every item contained in a payment order.

You can display an overview of payment orders that have not yet been completed using program RFPYORDL. The program can be accessed directly or from the transaction for automatic payment transactions by choosing Environment -> Payment orders -> Display overview. To display the payment order overview, you need the same authorization as for displaying payment data with program RFZALI00. This is the company code authorization (F_REGU_BUK) and the account type authorization (F_REGU_KOA) for payment transactions with activity '23'.

The explicit deletion of payment orders can be carried out using program RFPYORDD. You can access the program directly, or from the transaction for automatic payment transaction by choosing Environment -> Payment orders -> Delete. To carry out an update run of the deletion program, you need the company code authorization (F_REGU_BUK) and the account type authorization (F_REGU_KOA) for payment transactions with activity '26'.

You should only need to delete payment order if forms or data carriers have not yet been sent or are recalled.

Dependent functions

When reorganizing payment runs, only those payment runs are deleted for which no outstanding payment orders exist.

If you delete payment data relating to a payment run, the system prompts you as to whether there are any payment orders outstanding.

When you change documents, open items in a payment order are treated as cleared items.

When you create and delete payment orders, you can also have Cash Management updated, provided (for the paying company code) you enter a bank sub-account for the house bank, payment method, and currency. You make these entries in Customizing for the paying company code, and this data is used to determine the planning level. Once these entries have been made, Cash Management is updated as if the payment program had already posted the payment document.