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Description

This program processes automatic bank direct debits and bank collections in domestic payment transactions for Great Britain and Ireland. The file system and TemSe are available as output media for data carriers. The following formats are supported:

  • BACSWAY, from Telesmart Ltd's BACSTEL telecommunications suite
  • PT2000 from Checkpoint Security Services
  • EFTS (Electronic Funds Transfer System) from the Bank of Ireland (BoI)
  • EMTS (Electronic Money Transfer System) from the Allied Irish Bank (AIB)

In addition to the data medium, the system always groups the postings for company bank accounts. The respective payment advice notes and a log can also be printed in a program run.

The program supports the BACS functionality for BACSWAY and PT2000 for processing multi-file transfers (payments are grouped by day they are made). An internal reference number is specified in the note to payee line of each contra data record using which the payment document numbers affected can be found again.

The program supports part of the BACS functionality for transferring files for multiple users for BACSWAY only. Where there are several BACS users, the data should be sent to BACS separately for each user. To do this, use the parameter HyperLink: DE.FORDKEY2 Alternative search key when calling up program RFFOGB_T.
The alternative search key should always be filled out. If not, the corresponding control tables T042M and T042N will be read with the value <Space>.

Note

The current version of this program can be used for domestic transfers within Great Britain and the Republic of Ireland. Features specific to using the program in Ireland are found in the following section "Special features of the EFTS and EMTS formats". The same procedures apply to Ireland as to Great Britain, unless otherwise stated.

Requirement

Payment Program Configuration

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.

  1. You need to make specifications for the paying company code. Select the relevant paying company code by choosing the Paying Company Code button.
    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_IN_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. Choose the Sender Details  button. You can go to text maintenance by choosing the function modules. You can name the text as required, 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 RFFOGB_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 LIST1S) which makes it easier to find the generated forms in the print manager.
    Choose the Payment Methods In Country button to select the country for your paying company code, and then the required payment method. Then enter the data for the form printing.
  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, and in this menu maintain the following data via Form data or Payment advice note control:

-                 Issuer data

-                 Sorting the correspondence.

-                 Sorting the line items

Note: The issuer details are to be filled out as follows:
Line 1        Name 1 of issuer
Line 2        Name 2 of issuer
Line 3        blank
Line 4        City.

Configuration of program constants

The program contains several variables which you can change to meet your requirements. The fields are contained in the include RFFORIGB which you can modify correspondingly:

DTAGB_AUDPR - This field causes BACS to print auditing records. Refer to the BACS manual for more information - the field appears under UHL1.

DTAGB_RECBL - Telesmart requires this value to be set to 20.

DTAGB_TBACN_NO - Each transfer to BACS on a certain day is identified by a sequential number. This field determines the first number to be used, normally 1. You might, however, have external systems which also carry out transfers, and you may therefore want the number assignment in the SAP System to start with 100, for example, to avoid two files having the same generation date assigned to them.

Configuration of other tables

  1. T042M - BACS (central data processing center for banks in GB) assigns user numbers (BACS IDs) for companies that transmit transaction data.
    Authorized user numbers are necessary for correctly creating the AIB and BoI data medium formats.
  2. These user numbers must be entered in table T042M.
  3. To maintain these user numbers, select  Company codes -> User numbers in the configuration screen for the payment program.
    If only one user number applies to all SAP company codes, only one table entry needs to be made. The fields "Company code" and "Bank number" both contain their initial value. You should enter the six- character user number in items 5 - 10.

Example: If the user number is "123456, you must enter "....123456" in the field "Bank user number".
If each of the paying company codes have different user numbers, you must maintain these for each company code. The "Bank number" field retains its initial value.
You only make an entry in the "Bank number" field if you are using multiple BACS user numbers within one paying company code; in this case you enter a key of your choice for each BACS number. When the data medium is generated, you must specify this Alternative search key for each number.
You should set the indicator "Password holder" for all entries, since this field is checked when the data medium is generated.

  1. T042N - The bank transaction codes to be used must be defined for each payment method. If there is only one user number for all SAP company codes, you can leave the "Bank number" field empty.
    Example: For the payment method "Personnel expenses", you must specify that the recipient is paid with transaction code 99 (bank giro credit) and that the company account is debited (bank transaction code 17).
    If you are using multiple BACS user numbers, enter the appropriate Alternative search key in the "Bank number" field.

To maintain the transaction codes, choose Payment methods->Transaction codes in the IMG for configuring the payment program.

Special features of the EFTS format and the EMTS format

The parameters "Bank country as key" and "Bank transaction currency" should have the relevant values, e.g. "IE" and "IEP", entered for data medium exchange in Ireland.

The supported EFTS format ("Electronic Funds Transfer System") is based on the format description of the Bank of Ireland, and the EMTS format is based on the format description of the Allied Irish Bank. It is possible that other banks in Ireland will use different formats.

Certain functions from BACS cannot be used with EFTS and EMTS.

  1. Multi Processing Day Files - Transfer
    This function is not yet supported in the current version of RFFOGB_T. The program makes automatic corrections, provided that different payment days have been determined from the payment program. Only one process date is permitted for each file for the EMTS format.
  2. Combining customers and vendors
    Both the Bank of Ireland and the Allied Irish Bank require payment orders and payment collections to be sent in two separate files. If you have posted financial transactions with both customers and vendors within one payment run, you need to select either payments only or collections only in the parameter HyperLink: DE.RZAWE Payment methods.
  3. Building Society Number
    This function is not available in Ireland.

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.

For more information on forms and the SAPscript editor in the guides on styles and form maintenance and word-processing in the SAPscript editor: Choose 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 HyperLink: TX.FI_RFFO_CUSTOMIZING_T001S accounting clerk.

  1. 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):

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.

  1. Layout of the payment advice form (F110_IN_AVIS in the standard system)

Pages
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
INFO              Date, payment document number, etc.
INFO      605     Account 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      612     Alternative 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      625     Invoice item information
MAIN      625-TX  Long text for invoice
MAIN      625-HR  Information line for Payroll Accounting
MAIN      630     Sum total
MAIN      631     User-defined text after invoice items
MAIN      675     Header for EDI advices
MAIN      676     List 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

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).

Periodic processing

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.

Note: 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.

Output

Forms and lists

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:

-                 Payment advice notes (if the information cannot be sent via EDI)

-                 Payment summary

-                 Error log

The number of output files is specified in the flow trace; this makes finding and allocating them within the print manager easier.

Note: If the program was started online, then you reach the print manager from the list by selecting one of the output files displayed.

Payment Advice Notes

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 HyperLink: DE.XEDIP 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.

  1. To send a business partner a payment advice note by fax or email, you must use the process interface HyperLink: FU.SAMPLE_PROCESS_00002040 00002040 HyperLink: SIMG.SIMG_CFORFBFIBF (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 HyperLink: FU.SAMPLE_PROCESS_00002050 00002050 can also be used to change or configure the print parameters and the parameters for optical archiving for payment advice notes.

DME

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

Output to file system

If required, the file can be written to the file system. The created file can be copied to a PC using data medium exchange management. You should be looking for downloaded files here, since the data carrier is not managed within the SAP system, but is already stored in the file system by the payment medium program.

The file name should be defined by the user. You should make sure that existing files with the same name have already been processed, because they will be overwritten.

Note:If a file cannot be found using the data medium exchange management, the reason could be that the directory that was written to at the start of the payment medium program (in background processing, for example) cannot be read online. You should then select a directory which can be recorded and read by several different computers.

Due to the problems described above and the resulting lack of data security, we advise against writing to the file system. This method is only beneficial if the data carrier file is taken from the file system by an external program, to be transferred to the bank.

Output in the TemSe

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.

Error messages and error log

Termination of processing

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.

Internal SAPscript error

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.

Error log

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.

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