sepa direct debits in sd

SEPA DIRECT DEBITS IN SDPDF download from SAP Help Portal:http://help.sap.com/erp2005_ehp_07/helpdata/en/2e/79004e455746cf8c6130356afcbfb8/frameset.htmCreated on March 15, 2014The documentation may have changed since you downloaded the PDF. You can always find the latest information on SAP Help Portal.

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TABLE OF CONTENT1 SEPA Direct Debits in SD1.1 SEPA Mandate1.2 Sales Documents with SEPA Mandate1.2.1 Process Quotation, Sales Order, or Customer Contract with SEPA M1.2.2 Edit Billing Plan with SEPA Mandate1.2.3 Connection to SAP Contract Accounts Receivable and Payable (FI-C1.3 Billing with SEPA Mandate1.3.1 Billing Document with SEPA Mandate1.3.2 Create Direct Debit Pre-Notification for SEPA Direct Debit1.3.3 Evaluation of SEPA Mandates by Payment Run


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1 SEPA Direct Debits in SD The Sales and Distribution component (SD) supports the processing of direct debits within the Single Euro Payments Area (SEPA) incompliance with legal requirements. SD provides the SEPA-specific functions for processing sales documents and billing plans. Thisallows you to select and define SEPA-relevant terms of payment or payment methods.If you use the SEPA procedure, you also have the option to use and process the following components of a SEPA direct debit in SD:

SEPA mandateMandates grant the banks of vendors or service agents the authorization to debit the owed amount from the payer's account. In SD,you can do the following:

Assign existing, valid mandates from the Accounts Receivable Accounting component (FI-AR) to sales documents.Create and assign new mandates directly in the sales document.

All mandates are managed in Accounts Receivable Accounting (FI-AR).Direct debit pre-notificationDirect debit pre-notifications inform payers of the debits from their accounts. SD can create a direct debit pre-notification for the payeras part of the invoice printout. You have to integrate the relevant fields from the mandate into your print forms (see Create Direct DebitPre-Notification for SEPA Direct Debit).The direct debit pre-notification function is also available in FI-AR. We recommend that you use the direct debit pre-notification functionin FI-AR, as you can specify the transfer date and the amount more precisely. Also, the direct debit pre-notification in FI is included inthe application log of the mandate.

PrerequisitesYou have activated the SEPA procedure in Customizing for Financial Accounting or Financial Accounting (New) under AccountsReceivable and Accounts Payable Business Transactions Incoming Payments Management of SEPA Mandates GeneralSettings . For more information about the settings for the mandates, see SEPA Direct Debits.You have made the following settings in Customizing for Sales and Distribution:

You have activated the SEPA procedure under Basic Functions SEPA Activate SEPA .You have defined the terms of payment under Basic Functions SEPA Maintain Terms of Payment .You have set up the payment methods under Basic Functions SEPA Set Up Payment Methods per Country for PaymentTransactions .

IntegrationFor processing SEPA direct debits, SD is integrated with Subledger Accounts Receivable Accounting (FI-AR).

ConstraintsThe SEPA Direct Debits in SD function does not support WebDynPro applications. Therefore, it is not available in the Internal SalesRepresentative role.

More InformationFor more information about these functions, see:

SEPA MandateSales Documents with SEPA MandateBilling with SEPA Mandate

1.1 SEPA Mandate Payers use SEPA mandates to grant their vendors or service agents the authorization to debit their account with the appropriatepayment amount as part of a SEPA direct debit. You can assign an existing, valid SEPA mandate from the Accounts Receivablecomponent (FI-AR) to a sales document in the Sales and Distribution component (SD). Alternatively, you can explicitly create a newmandate and assign it to the sales document.

PrerequisitesYou have activated the SEPA procedure in Customizing for Sales and Distribution under Basic Functions SEPA Activate SEPA .You have activate the SEPA procedure and made the general settings for the SEPA mandate in Customizing for FinancialAccounting or Financial Accounting (New) under Accounts Receivable and Accounts Payable Business Transactions IncomingPayments Management of SEPA Mandates General Settings .You have defined the creditor identifier for the paying company odes in Customizing for Financial Accounting or Financial Accounting(New) under Accounts Receivable and Accounts Payable Business Transactions Incoming Payments Automatic IncomingPayments Payment Method/Bank Selection for Payment Program Set Up Paying Company Codes for Payment Transactions .

FeaturesAll SEPA mandates are managed in Financial Accounting (FI). For more information about creating, displaying, and changing SEPA


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manadates in FI-AR, see:Creating, Displaying, and Changing MandatesCreating Mandates in a Mass Run

The SD component does not support SEPA mandates or related processes for one-time customers.

1.2 Sales Documents with SEPA Mandate In the Sales and Distribution component (SD), you can process SEPA mandates in sales documents such as quotations, sales orders,and customer contracts.You can create and assign SEPA mandates in sales documents. To be able to create a SEPA mandate in SD, the transaction beingprocessed has to be SEPA-relevant. The system uses the payment method, which you have entered manually at header level or itemlevel, to determine whether the transaction is SEPA-relevant. The system can also determine the payment method automatically fromthe terms of payment defined in the customer master data. If this is the case, the terms of payment must be connected to a SEPA-relevant payment method.

Only use the SEPA-relevant terms of payment and payment methods for sales documents in which a direct debit procedure isrequired. For example, a SEPA direct debit does not make sense for a credit memo sales document.

You can only assign valid mandates to a sales document. A mandate is valid if the following applies:The mandate has the status Created, Active, or To Be Confirmed.The last time the mandate was used is no longer than 36 months ago.The mandate has a current validity date

PrerequisitesThe transaction currency is Euro (ISO code).You have made the general settings for the direct debit procedure and you have defined one or more payment methods as SEPA-relevant in Customizing for Financial Accounting or Financial Accounting (New) under Accounts Receivable and AccountsPayable Business Transactions Incoming Payments Management of SEPA Mandates General Settings . You have selectedthe SEPA Mandate Required check box for the respective payment method.You have connected at least one term of payment with a SEPA-relevant payment method in the customer master data (transactionVD01/VD02)).You have set up payment methods in Customizing for Sales and Distribution under Basic Functions SEPA Set Up PaymentMethods per Country for Payment Transactions .You have defined a term of payment that is connected to a SEPA-relevant payment method in Customizing for Sales and Distributionunder Basic Functions SEPA Maintain Terms of Payment .

For more prerequisites, see SEPA Direct Debits in SD.

1.2.1 Process Quotation, Sales Order, or Customer Contractwith SEPA Mandate When you create a quotation, a sales order, or a customer contract, the system first of all determines whether the transaction isrelevant for SEPA. The system uses the terms of payment defined in the Sales and Distribution segment of the payer and checkswhether the terms of payment are linked to a SEPA-relevant payment method. If this is the case, the system adds the payment methodto the sales document. You can overwrite this default value at header level and at item level.You can select the SEPA mandate required for SEPA direct debits from a list of mandates, which is defined in the Accounts ReceivableAccounting component (FI-AR), or you can generate it directly from the sales document. You make these entries when creating orchanging a sales document. You can use the input help (F4) to select or create a mandate.

If a sales document or its items are not relevant for billing, due to free delivery, for example, the transaction is generally not SEPA-relevant. In this case, you cannot assign a mandate.In the Sales and Distribution component (SD), you cannot assign mandates to one-time accounts.

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It is not possible to have a combination of a (SEPA) direct debit procedure and a credit card payment in one sales document. Thesystem cannot carry out the posting until the sales document has one of the payment types only.

IntegrationThis function adds the settings for SEPA direct debits to the quotation, sales order, and customer contract sales documents in the Salesand Distribution component (SD).

PrerequisitesIn the customer master data, you have entered at least one terms of payment key that is linked to a payment method for SEPA. Youdefine the terms of payment key in the master data for Sales and Distribution. The system always uses the terms of payment definedin the Sales and Distribution segment as the default value when creating a sales document. If the terms of payment are linked to aSEPA-relevant payment method, the system also uses this payment method as a default value.To control the entry of the SEPA mandate in a sales document, you have made the setting for the mandate ID in Customizing forSales and Distribution under Basic Functions SEPA Define Incompleteness Procedures . You can also use an incompletenessprocedure to control the follow-on processes in billing and delivery.

For more prerequisites, see Sales Documents with SEPA Mandate.

FeaturesTo process a quotation or a sales order, proceed as described in the following functions:

Create QuotationChange QuotationCreate Sales OrderChange Sales OrderChange Contract

You have to make the following additional settings for a quotation, sales order, or customer contract with a SEPA mandate:Term of payment

If you use the terms of payment that are predefined in the master data of the payer at header level, they apply to the quotation orsales order including all items. You can edit the entry on the Sales tab page in the Terms of Payment field.Independently of the terms of payment defined at header level, you can define the terms of payment key at item level for the SEPAprocedure. It then applies only to that specific item. To do this, open the detailed view for the item and on the Billing Document tabpage, in the Terms of Payment field, enter a SEPA-relevant term of payment.

Payment methodYou can overwrite the payment method suggested by the system at header level and at item level. If you have made the relevantsettings in the incompleteness procedure, you have to enter a SEPA mandate if you are using a SEPA-relevant payment method.SEPA mandate

The system checks whether a valid SEPA mandate is already available for the payer. If exactly one active mandate exists, thesystem automatically uses it in the header data of the sales document (Accounting tab page, Mandate Reference field). You willget a message to inform you of this.If the system finds a SEPA mandate, it displays a message and uses the entry in the header data on the Accounting tab page, inthe Mandate Reference field. You can edit this entry or change it by choosing a different mandate via the selection. Alternatively,you can create a new mandate and assign it in the Mandate screen.A mandate that is assigned at header level applies to the entire sales document as long as no other entries are made at item level.

Before the system uses a mandate in the sales document and assigns it, it checks whether exactly one mandate that fulfills thefollowing criteria exists for the payer:

The mandate has one of the following statuses:New (00)Active (01)Not Confirmed (02)

The validity period of the mandate has not expiredThe mandate is reusableThe last time the mandate was used is no longer than 36 months ago

As part of quotation or sales order processing, you can send a mandate with message type MNDT to customers. You can alsouse the PDF form from component FI-AR for the mandate request. The status of the mandate controls the sending of themessage using output determination in the SD component. The system can send mandates with the status New (00) or NotConfirmed (02).For more information about output determination in SD, see Output Determination (SD-BF-OC).

If no mandate is available for the customer, you have to create a new mandate. If the system cannot find a valid mandate that isassigned to the customer via the selection functions, it opens Mandate Management automatically. . For more information aboutcreating mandates, see Creating, Displaying, and Changing Mandates.If the system automatically determines a valid SEPA mandate at header level, and it has been transferred to item level, you canedit it on the Billing Document tab page in the Mandate Reference field. If you have defined a separate SEPA-relevant term ofpayment and SEPA-relevant payment method for the item, the system also checks whether a mandate already exists. You can edit

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or change the entry at item level by choosing a different mandate via the selection. Alternatively, you can create a new mandateand assign it in the Mandate screen.A mandate that is assigned at item level only applies to that specific item in the sales document.

If you have selected a different SEPA-relevant term of payment or SEPA-relevant payment method at item level than that atheader level, you have to create a new mandate if no mandate yet exists for the customer. If the system cannot find a validmandate that is assigned to the customer via the selection functions, it opens Mandate Management automatically.

For SEPA-relevant business transactions, delivery and billing may only be able to take place if a valid and signed mandate has beenassigned to the order. You can control this follow-on process by entering the mandate ID in Customizing for the incompletenessprocedure. For more information, see Settings for Sales Documents.

1.2.2 Edit Billing Plan with SEPA Mandate You can assign a billing plan to a sales document, which you have created for a rental contract, for example. If you want to receivepayments by SEPA direct debit, you can assign a SEPA mandate to the sales document at header level and at item level (also seeProcess Quotation, Sales Order, or Customer Contract with SEPA Mandate).

The SEPA mandate for a billing plan is valid for all planned billing dates. If the customer withdraws or changes a mandate, you alsohave to change the sales document.

PrerequisitesYou have assigned a SEPA-relevant payment method to the sales document. For more information about defining and assigning SEPA-relevant payment methods, see Sales Documents with SEPA Mandate.

More InformationBilling Plan

1.2.3 Connection to SAP Contract Accounts Receivable andPayable (FI-CA) The integration of the SEPA procedure in the Sales and Distribution component (SD) enables you to transfer billing documents to theContract Accounts Receivable and Payable component as well as to the Accounts Receivable Accounting component (FI-AR). To dothis, you need to determine for each customer accounts group whether a billing document and the respective customers are transferredto FI-AR or FI-CA.If you use SEPA direct debits in SD with FI-CA, Mandate Management is integrated in FI-CA. In FI-CA, the mandate is uniquely assignedto the bank details of the SAP business partner. It is possible to create a sales document without explicitly specifying a mandate. If this isthe case, the system uses the mandate defined in the contract account master record.

PrerequisitesFor more information about the prerequisites in SD and FI-CA, see Transferring SD Billing Documents to FI-CA.

FeaturesYou can use the following SEPA-relevant SD functions in FI_CA:

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Function DescriptionActivate SEPA procedure in SD The functions are activated in Customizing for Sales and

Distribution (see SEPA Direct Debits in SD).Identify SEPA-relevant transactions The system uses the payment method and the terms of payment

to determine whether a transaction is SEPA-relevant (see SalesDocuments with SEPA Mandate).

Process SEPA mandates in Order Processing A mandate can be created or processed when you create orchange a sales document (quotation, sales order, customercontract) (see Process Quotation, Sales Order or CustomerContract with SEPA Mandate).

Assign and check mandates Under certain circumstances, you can assign a mandate to asales document (see Process Quotation, Sales Order, orCustomer Contract with SEPA Mandate).

Print mandate Depending on the print control settings and the status of the SEPAmandate, you can print it out (see Process Quotation, SalesOrder, or Customer Contract with SEPA Mandate).

Control subsequent process steps You can use the incompleteness procedure to ensure that thenecessary subsequent process steps are carried out if amandate assignment is missing.

Billing A SEPA mandate can be transferred to the billing document. Thesystem checks the status of the mandate (see Billing Documentwith SEPA Mandate).

1.3 Billing with SEPA Mandate You can use all billing functions in sales documents with a SEPA mandate. The system uses the payment method to determine whetherthe sales document is SEPA-relevant. Before the SEPA direct debit is posted, the customer receives a direct debit pre-notification. Youcan create a direct debit pre-notification with the billing document, or you can use the direct debit pre-notification function in the AccountsReceivable Accounting component (FI-AR).

We recommend that you use the direct debit pre-notification function in FI-AR, as you can specify the transfer date and the amountmore precisely. Also, the direct debit pre-notification is included in the application log of the mandate.

PrerequisitesFor the direct debit pre-notification in the SD billing document, integrate the fields from the mandate into your print forms.For more information about the prerequisites for sales documents with SEPA mandates, see Sales Documents with SEPA Mandate.

More InformationFor more information about billing and payment runs with SEPA mandates, see:

Billing Document with SEPA MandateCreate Direct Debit Pre-Notification for SEPA Direct DebitAccounting IntegrationEvaluation of SEPA Mandates by Payment RunCreating Direct Debit Pre-Notifications

1.3.1 Billing Document with SEPA Mandate During billing, the system uses the SEPA mandate from the sales document in the billing document. The following procedure takes place:

When a billing document is created, the mandate reference acts as a split criterion. The system only puts transactions to be billedtogether in one billing document if all of the transactions have the same mandate reference. Otherwise, other system settings areused to create multiple billing documents corresponding to the number of mandates.If no SEPA mandate has been defined, even though a SEPA-relevant payment method has been selected, the system proceedsbased on your settings in Customizing for the incompleteness procedure.

When the system transfers the SEPA mandate to the billing document, it also checks its status. The status of the SEPA mandate mustbe Active (01). If the status of a mandate has changed, and a SEPA-relevant copy requirement has been assigned to the transaction,the system does not execute billing. If, in this case, the mandate applies to an entire sales document, no items are billed. If, however,

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the mandate is assigned to one specific item, only this item is not billed.

You cannot change a SEPA mandate in billing. If you need to delete or reassign a mandate, you have to reverse the respective bill.You can then edit the SEPA mandate in the sales document and start billing again.

If the settings for the incompleteness procedure allow that no mandate has to be defined in the predecessor document even if thesales document is SEPA-relevant, the system cannot create a direct debit pre-notification. As the mandate is assigned in AccountsReceivable Accounting in this case, a direct debit pre-notification also has to be created there.

PrerequisitesYou have made the settings for the mandate ID in Customizing for Sales and Distribution under Basic Functions SEPA DefineIncompleteness Procedure . You can also use an incompleteness procedure to control the follow-on processes in billing and in thepayment run.To enable the system to perfom a mandate check during billing, you have assigned a SEPA-relevant copy requirement in Customizingfor Sales and Distribution under Billing Billing Documents Maintain Copying Control for Billing Documents . You define the copyrequirements at item level.

More InformationCreating Direct Debit Pre-NotificationsSettings for Sales Documents

1.3.2 Create Direct Debit Pre-Notification for SEPA Direct Debit You can create a direct debit pre-notification with the billing document or during a payment run and transfer it or send it to the payer. Youcan include the text for the direct debit pre-notification in the invoice printout or in the respective invoicing form. To create a new form,copy an existing form and make the necessary changes.

We recommend that you use the direct debit pre-notification function in FI-AR, as you can specify the transfer date and the amountmore precisely. Also, the direct debit pre-notification is included in the application log of the mandate.

PrerequisitesIn Customizing for Sales and Distribution, you have made the settings for the direct debit pre-notification forms under Basic Functions Output Control Output Determination Process Output and Forms .

More InformationCreating Direct Debit Pre-Notifications

1.3.3 Evaluation of SEPA Mandates by Payment Run The payment run evaluates SEPA payment methods when incoming and outgoing payments are created.

PrerequisitesYou have classified the required payment methods as SEPA payment methods in Customizing of Financial Accounting under Accounts Receivable and Accounts Payable Business Transactions Outgoing Payments Automatic Outgoing Payments Payment Method/Bank Selection for Payment Program Set Up Payment Methods per Country for Payment Transactions . Inaddition, for each payment method affected, you selected the SEPA Mandate Required indicator in the Required Master RecordSpecifications group box.

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If the payment run identifies a payment method as being a SEPA payment method, the program checks the following criteria:Has an IBAN been entered in the bank data of the customer, the linked customer or the document for the one-time account?Is there an active, unlocked SEPA mandate for the IBAN for this combination of sender and receiver?

In accordance with SEPA regulations, the payment run sets the run date for one-time mandates to 5 days, and for recurring usemandates to 2 days after the creation of the payment.When selecting the items in the parameters of the payment run, you do not have the option to select only one-time mandates or onlyrecurring use mandates. Therefore, when selecting the items, enter a date for the Due By date that is at least 5 days in the future. Only inthis way can the system create SEPA direct debits with one-time mandates with the correct execution date.The formats SEPA_CT and SEPA_DD are available for creating payment media. Consult the following SAP Notes regarding the differingformats.

Format SEPA CT:SAP Notes 1062489, 1305012Format SEPA DD:SAP Notes 1090321, 1401975IDoc Format:SAP Note 1422928

ActivitiesFor mandates that can be used for multiple payments, the system can record the number of uses. To activate this recording function,you have to specify the number of uses of a mandate that you want the payment run to record in the system. To do so, in Customizingfor Financial Accounting, choose Accounts Receivable and Accounts Payable Business Transactions Incoming Payments Administration of SEPA Mandates General Settings and enter the number in the Number field. If you enter this number inCustomizing, then the system creates an entry for each posted payment document or payment order. This entry is stored in amanagement table, and you can display it later in the mandate. The system always records the newest documents. When the systementers newer documents, it automatically deletes older ones.


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