Payment Medium USA - Transfers/Bank Direct Debits in ACH Format
This program is developed for US electronic fund transfer function. The program generates a file with fund transfer data ready to be downloaded onto diskette or tape to be sent to an ACH operator for processing. The data structures within the file conforms to the ACH rules and regulations.
In addition to the payment transfer media, the respective payment advices, the DME accompanying sheet and payment summaries can also be printed in a program run.
<b>Payment Program Configuration</b>
The parameters that control the way in which the payment medium programs function are configured in Customizing. For more information on configuring the payment program, refer to the Implementation Guide.
<b>Configure payment program</b>
1. Here you need to make specifications for the paying company code. To do this, select the relevant paying company code by choosing Paying Company Codes ->.
If payment advices are to be printed, define a SAPscript payment advice form for use with all company code payment methods. You will find the form F110_US_AVIS as an example in the standard system.
You need to create and enter text modules in which the texts for the header, footer, signature and sender are stored. These modules can be included in the forms when they are used. To do this, choose Sender Details, from where you can also branch into text maintenance by selecting the modules. The names of the text can be defined by the user, for example F_0001_HEADER for the letter header in company code 0001.
2. Here you need to allocate the name of the payment medium program RFFOUS_T to the payment method to avoid incorrect payment media being issued with another program by mistake.
Furthermore, you can enter a short name (or 'print dataset', for example LIST3S) which makes it easier to find the generated forms in the print manager.
To do this, first choose Payment methods in country, then select the country of your paying company code and the payment method you require, and then maintain the data necessary for printing the form.
3. Here you need to make company code specifications for the payment method. To do this, choose Payment Methods In Company Code, then select the paying company code and the payment method. In this menu maintain the following data by choosing Form data or Payment Advice Control:
The SAPscript form for accompanying sheets (F110_US_DTA in the standard system) as the next form (for DME).
The issuer data.
Sorting the correspondence.
Sorting the line items.
You should fill out the issuer details if you want to use them in the accompanying sheet.
4. You need to make further specifications for creating the payment medium in Customizing of the house banks. Select the relevant paying company code by choosing House Banks. In the maintenance of the house banks select your house bank and then maintain the required data via the button Data Medium Exchange. For more details refer to the online documentation for the relevant fields.
Enter the company number in the "immediate destination" field in the file header.
If the "immediate destination" in the file header differs from the bank number of the house bank, you will need to enter this bank number as the data medium recipient's bank number.
5. Ensure that the company's federal identification number (tax number) is entered in the view "Company code global data" (via Environment - > Additional details). This information is required in the the Batch Header record of the ACH file.
6. Vendors or customers who use EFT must have bank information set up in their master records. A standard class code should also be entered for the "Reference Detail" field in the "Bank Data" section. If payment is to be collected from the bank account specified, you must select the "Collection" indicator. The possible values for standard class code are:
CCD - Cash Concentration or Disbursement
PPD - Prearranged Payment and Deposit Entry
CTX - Corporate Trade Exchange Note
If the Reference Detail field is left blank in the customer or vendor master whose payments are being processed through EFT, the system will assign CCD if the payment run is from FI and PPD if the payment run is from HR.
7. The users must set up a two-character payment group key that is used to identify different types of payment groupings. The default key is 'AC'. For each payment group key, a field (e.g. the line item text field) from the document entry screen can be specified to indicate that it is used for inputting payment grouping. This field is then used for the Company/Entry Description in the Batch Header record to describe the type of payment. The length of this field used for grouping can also be specified (it does not have to be the entire length of the field). Also maintain whether it is for customers or vendors.
When posting a document you must make an entry in the field used to select the payment grouping. For example, if the line item text in the document entry screen is specified to be used for grouping, this field must be entered with standard text for the payment to be grouped properly. Standard text should be maintained by the users.
Setting up and changing the SAPscript forms (layout sets)
The following describes the layout of the SAPscript forms in brief. If the forms available in the standard system are sufficient for your requirements, you can skip this part of the documentation.
You can find further information on forms and the SAPscript editor in the guides on styles and form maintenance and word-processing in the SAPscript editor: Select the menu path Help -> SAP Library.
1. When setting up SAPscript forms (layout sets), symbols are included in the text; these are then replaced by actual values when the payment medium programs are run. The fields which can be used for this are defined in the Repository and contained in the following structures:
REGUH Settlement data from the payment program
REGUP Edited invoice items from the payment program
REGUD Formatted data for printing the forms
SPELL Amounts and digits in words.
FSABE Data on accounting clerk.
2. If you want the document long text for an accounting invoice document to be printed on the payment advice form, you must make the following enhancement in element "Long text for invoice document" (specially designed for this purpose):
/: DEFINE &TXT& := '®UP-BUKRS()&®UP-BELNR(RF0)&®UP-GJAHR&'
/: INCLUDE &TXT& OBJECT BELEG ID xyz
The text ID that you must enter for this text (xyz) is defined in the configuration menu and can be read from there. In the standard system, text ID 0003 is predefined for the payment advice information.
3. Layout of the payment advice form (F110_US_AVIS in the standard system)
FIRST First page per payment advice
NEXT Subsequent pages if page overflow
EDI List of payment advice notes sent per EDI
LAST Form summary section per house bank
Windows and elements
HEADER Letter header
ADDRESS Sender and address of the payee
PAGE Page counter
INFODate, payment document number, etc.
INFO 605Account number of the sender at the recipient
INFO2 Information on the next pages
REPEAT Information for the test print or proposal run
MAIN Form of address before the letter
MAIN 610-x Short text for payment method x
MAIN 610 Letter when 610-x is missing
MAIN 612Alternative payee
MAIN 613 Notification takes place in order
MAIN 614 Signature
MAIN 615 Heading of the invoice item information
MAIN 620 Carryforward at page top after page overflow
MAIN 625Invoice item information
MAIN 625-TXLong text for invoice
MAIN 625-HRInformation line for Payroll Accounting
MAIN 630Sum total
MAIN 631 User-defined text after invoice items
MAIN 675 Header for EDI advices
MAIN 676List of EDI advices
TOTAL 630 Sum total of fixed items
CARRYFWD 635 Carryforward at page bottom for page overflow
FOOTER Letter footer
SUMMARY Form summary section
4. Layout of the DME accompanying sheet (F110_US_DTA in the standard system)
DTA Accompanying sheet
LAST Form closing page per house bank
Windows and elements
INLAND 525 Accompanying sheet
SUMMARY 520 Form closing
Check that the SAPscript forms (layout sets) which you use have the layout described and, in addition, check that the forms are active (both in the original language as well as in all languages into which the forms were translated).
Before the payment medium programs can be started, the payment program run must have been successfully completed. Check the status of the payment run, or schedule the payment medium programs by specifying one or more variants.
If you want to use th 'Payment document update' option, the payment documents must be updated between the time of the payment program run and the time of the payment medium program run.
<b>Forms and lists</b>
Printout files are created per company code and house bank. These can either be printed via the print manager or immediately. Depending on the parameter you select, you can print out one or more of the following:
Accompanying sheet for the payment medium
Payment advice notes (if the information cannot be sent via EDI)
The number of output files is specified in the flow trace; this makes finding and allocating them within the print manager easier.
<u>Note:</u> If the program was started online, then you reach the print manager from the list by selecting one of the output files displayed.
<b>Payment Advice Notes</b>
In addition to being able to print payment advice notes, you can also send these via EDI, fax or email.
1. To send a business partner a payment advice note via EDI, you need to select the indicator Payment advice note per EDI and maintain the partner agreement on screen "Payment Transactions Accounting" in the master record.
Using an external converter, the IDoc created by the program can be converted into the EDI format you require (REMADV for example) and then sent.
2. To send a business partner a payment advice note by fax or email, you must use the process interface 00002040 (Business Transaction Events) to define the selection of the message type (printout, fax or email). Before you can do this, however, you must have carried out the necessary technical (Basis) settings for faxing or sending emails.
Process interface 00002050 can also be used to change or configure the print parameters and the parameters for optical archiving for payment advice notes.
Data medium exchange in this case involves the creation of a file which corresponds to the rules of the credit institution in question for automatic payment transactions and which contains all the necessary payment information.
The information relevant for the payment medium (file format, creation data, payment amount in local currency, payment documents involved etc.) are stored in the system and can be called up via the DME manager.
Other functions of the DME manager are:
Downloading the file into your local (PC) file system
Displaying and printing the file contents
Generating a payment summary for the data medium
<b>Output in the file system</b>
If required, the file can be written into the file system. The file created can be copied onto a PC via the DME manager. When doing this, you should search for files by download since the data medium is not managed within the SAP System but has already been stored in the file system by means of the payment medium program.
If the file name is not to be specified by parameter, then it is generated by the program. It then consists of the disk format, date and time of creation as well as a consecutive number so that the file name in the file system is unique.
If the file name is specified by the user, then a consecutive number is likewise added for each program run. From an organizational point of view, however, you should make sure that already existing files are not overwritten.
<u>Note:</u> If you cannot find the file via the DME manager, then this can be due to the following reason: the directory which was written to when the payment medium program was started (for example, in background processing), cannot be read online. Therefore you should choose a directory which can be written to and read by different machines.
Due to the above-mentioned problems and the affect this has an data security, it is advisable not to write data to the file system. It may be advisable to use this method in cases where the data medium file is 'picked up' from the file system by an external program to be passed on to the bank.
<b>Output in the TemSe</b>
If required, the file created can be stored within the SAP System (stored in the TemSe and not in the file system), thus protecting it from unauthorized external access. You can download the file into the user's file system via DME management.
The name of the file to be created during the download can be determined when running the payment medium program; the contents of the file name parameter are stored in the management data and defaulted when running the download.
You can modify the program output during data medium exchange by using the designated user exit interfaces. The following user exits are available for this purpose:
<b>EXIT_RFFOEXIT_100</b> - Modification of file header records (DTAMUSFH)
<b>EXIT_RFFOEXIT_101</b> - Modification of batch header records (DTAMUSBH)
<b>EXIT_RFFOEXIT_102</b> - Modification of CCD detail records (DTAMUSCCD)
<b>EXIT_RFFOEXIT_103</b> - Modification of CTX detail records (DTAMUSCTX)
<b>EXIT_RFFOEXIT_104</b> - Modification of addenda records (DTAUMSADD)
<b>EXIT_RFFOEXIT_105</b> - Modification of batch control records (DTAMUSBC)
<b>EXIT_RFFOEXIT_104</b> has a special function: Unlike the other 5 user exits, an internal table (T_DTAMUSADD) is transferre here and can be changed. In each of the other user exits, no more than one record can be changed. You can find further information on the individual user exits in the documentation of the relevant function module.
<b>Error messages and error log</b>
<b>Termination of processing</b>
You can find out the reason why processing was terminated (for example, production run not yet carried out, form does not exist or is not active) by looking at the error message or the related long text.
<b>Internal SAPscript error</b>
Check the layout of the forms. It must fulfil the above-mentioned conditions. You cannot, for example, create a bank transfer with the check print program, since bank transfers and checks have a completely different layout structure.
If errors which do not terminate the payment medium program occur when creating the output, the system lists them in the error log. If such a log is created, you must look it over because only you can decide whether the payment medium or payment advices are useless due to the errors the system finds, and decide whether they must be recreated after the errors have been rectified.
During background processing, the system outputs the error log twice, in the flow trace for the job and in a printout file. The flow trace contains information on how to rectify the errors (from the error message long texts).
You can display the long text online by choosing the error log from the list of generated output files and then the error message in question.