Overview
The concepts and steps provided in this documentation are
intended to give you a basic understanding of the automating the
process of reversing the payment document once the file has been rejected by
the bank, rather than end user manually reversing the payment document.
The xml file created as part of BCM will be sent to SAP PI
via the proxy output. Then SAP PI will convert the output in to ISO pain format
and sent the same to relevant bank via swift connectivity.
Once we send the payment file to bank we receive two levels
of acknowledgment; the first one is File level (Received by the Bank); and the
2nd level acknowledgement is transactional level (Accepted By Bank / Rejected
By Bank).
The current process is for transactional status (2nd Level
Ack) wherever we have ('RJCT') rejected status; the shared services team has to
manually reversing the payment documents using the standard SAP process
(Transaction Code: FBRA).
The requirement is to automate the payment document reversal
process.
Current SAP process
The bank may reject the few payment documents within the
Batch due various reasons such as,
1) Due incorrect account number or
2) The bank account may not be correct or
3) For any other reason
Normally when the
payment document are rejected by bank , the share services team has to manually
check each batch and see which payment documents are reject and the reason
behind the reject.
Once the error is rectified the shared services team have to
manually reverse the payment document using transaction code FBRA – Reverse and
resetting which will reverse the clearing document and will be available as open
item to be processed again for the next payment run.
Proposed solution
We want to automate this process which will reduce the
manual work of reversal of payment document by shared services
A new development program needs to be developed which should
automatically reverse the reject document based on the Rejected Status in BCM
and a mail should be sent to the distribution list specifying the batch ,
company code, payment document number, rejection reason which has been
Automatically reversed by the system.
Also after the reversal the invoice / credit notes will be
re-opened and available for next payment run. The requirement is to update the
payment block for these open items; so shared services will review these to
correct the error before processing the next payment run for these items.
A job will be run on daily basis which will pick the rejected
payment documents. The shared services has to monitor the batch to see the
reason why the payment has been rejecting on daily basis. Once the reject reason
has been rectified by shared services the open item can again be picked for the
next payment run
Analysis:
Based on the rejected status the system should pick the Run
date and the Identification from the batch. Based on this details the system
should collect the clearing document number, company code, fiscal year details
from REGUH Table and use the transaction code FBRA to automatically reverse the
document. A mail should be automatically sent to the selected user list
specifying the payment document has been reversed specifying the document has
been reversed with xxxx Document Number.
Currently the process is being Manually Handled in shared
services
Screen shot of FBRA transaction code
Example
Batch 2502 has Rejected Status
The Batch has Run Date: 17.02.2013
Id: @ NL
Now go to Table REGUH and enter the Run date and Id as shown
in the below Screen shot to get the details of Company Code, Clearing document
Number and Fiscal Year.
The system based on this details should go to Transaction
code FBRA and reverse the payment document
and a mail should be sent ot selected user that the payment document has
been reversed
Logic to be Implemented
New Program to be developed
We need to build a new bespoke program which should extract
all the rejected payments and reverse them automatically; also at the same time
update the payment block in the re-opened items.
Selection Screen:
1) Creation Date
(From : To: )
--> Mandatory
2) Batch Number
3) Company Code
4) Payment Document Number
5) Fiscal Year
Logic:
Based on the Creation Date we need to extract the batch
numbers from table BNK_BATCH_HEADER
For these batches we need to extract the item number,
Company Code, Fiscal Year and payment document from BNK_BATCH_ITEM
Then we need to check the status for these items in
BNK_XSTAT_TX; wherever we have 'RJCT' status; we need to call FBRA function module
and pass the relevant info.
Before reversing Check in Table BKPF to see if the document
has been already reversed
Logic is Reversal Indicator BKPF-XREVERSAL should be EMPTY.
Also before reversing we need to find the linked invoices /
credit notes:
BSAK (vendor) and BSAD (Customer) tables to derived the
linked open items for the relevant payment document. (Payment Document =
Clearing Document & pick only invoice and credit notes).
After the reversal we need to update the payment block.
Rejection reason extract from BNK_XSTAT_RSN
Once the payment documents reversed; we need update the
payment block in the open items.
Output Log:
Batch Number, Item Number, Rejection Reason, Company Code,
Payment Document number, Fiscal Year; also include the open items which were
re-opened after the reversal.
Table from where data can be extracted
Reason for rejection - BNK_XSTAT_RSN
Table to see Accepted/rejected status - BNK_XSTAT_TX
BNK_BATCH_ITEM
Logic to be implemented
Extraction of Rejected document from Table BNK_XSTAT_TX
In the table if the Status Info is RJCT select Document
number and Item number and Batch number from this table
Now based on the batch number 2326 and Item number extract
the company code Fiscal year and document number from table.
Check in Table BKPF to see if the document has been already
reversed.
Logic is Reversal Indicator BKPF-XREVERSAL should be EMPTY.
Now based on the above information create a functional
module to reverse the document and a log needs to be generated to send the
details of the
Payment Document number
Company code
Fiscal year
Reversed Document
Reason for Rejection
A CMT job will be run on daily basis to reverse the
documents.
