Polish Version R/3 Documentation

June 2005

J_1P0042

Electronic bank transfer

v.3.80

Instruction manual
SAP Polska Sp. z o. o. ul. Domaniewska 41 02-672 Warszawa

R/3 Version: 45B/46B/4.6C/4.7/5.0

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Copyright
Copyright 2002 SAP Polska. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice All rights reserved.
Trademarks SAP and SAP logo are registered trademarks of SAP AG. Deutsche Bank Polska S.A. and Deutsche Bank logo are registered trademarks of Deutsche Bank AG. Bank lski and Bank lski logo are registered trademarks of Bank lski.

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Table of content
PROGRAM USAGE INSTRUCTION ............................................................. 4 General information .................................................................................... 4 Conformity confirmation .............................................................................. 5 Actual version.............................................................................................. 5 Reference information................................................................................. 8 Reference information additional notes ................................................... 9 Minimalization of number of transfers ....................................................... 10 IBAN number............................................................................................. 10 Tax transfers ............................................................................................. 12 BRESOK ................................................................................................... 15 Superwings ............................................................................................... 17 Deutsche Bank.......................................................................................... 17 CITIBANK.................................................................................................. 17 Elixir-O ...................................................................................................... 18 ING ............................................................................................................ 18 BNP PARIBAS .......................................................................................... 19 Problem solution ....................................................................................... 20 SYSTEM CONFIGURATION ....................................................................... 21 FREQUENTLY ASKED QUESTIONS ......................................................... 28

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Program usage instruction

J_1P0042 program is destined for generation of electronic bank transfer files basing on the payments runs created by the R/3 system. The supported formats: Format BRESOK Db-direct Bank Bank Rozwoju Eksportu* Deutsche Bank Polska S.A.* The format used by the National Chamber of Settlements (Krajowa Izba Rozliczeniowa - KIR) as well as by the following banks: ELIXIR O ABN AMRO Bank lski Socit Gnrale DBF ING PLI SUPERWINGS BNP PARIBAS Bank ING CitiBank Bank Crdit Lyonnais General information

* for these banks, apart from formats of local transfers, also the abroad transfers are supported.

After creation of files with transfer requests, they should be stored on local disks in order to import them to the office banking system, which will be delivered by the bank.

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The conformity of electronic transfer files created by the program J_1P0042 with the electronic banking systems of the banks operating in Poland was confirmed by:

Conformity confirmation

Format db-direct Deutsche Bank Polska S.A.

Bank

ELIXIR O

Bank lski

Actual version The actual version of J_1P0042 can be downloaded from SAP Service Marketplace: service.sap.com/fipl -> Local add-ons

Information about the possibilities for J_1P0042 development can be found in OSS note no 638077.

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After setting the cursor on the field Output medium and pushing the F4 button, the popup of data format selection appears:

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After accepting one of the formats, it should be approved by pushing the button ENTER. Then, under the parameter group Account number handling

new parameter groups appear, for example Special data for BRE (below)

or Special data for Citibank, etc.

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For the correct creation of transfer request files, it is necessary to specify following parameters: Paying company code a company code, for which the transfer requests are to be created; Payment method designation of electronic transfer (for example, E); Data medium exchange this parameter should be marked and the printer should be chosen for the output of notes accompanying the transfers; Output medium the format of the created file (files); File name for some formats, it can be necessary to specify the name of the created file (in most of the cases, the system creates them automatically); The number of accompanying letters The number of note copies accompanying the transfers; Code page it is necessary to specify the code page, in which the file of electronic payments will be generated; NOTE I. This field can be left blank, then, the Polish fonts will be replaced by their equivalents in the Latin alphabet, that is. -> a, -> c etc. NOTE II. Choosing code page other than code page of application server causes that the preview of the generated file (standard program functionality) will not include Polish fonts. However, it does not mean that the J_1P0042 program will operate wrongly. If the code page was specified correctly, the file after importing to the bank system will include Polish fonts.

The numbers and dates of reference documents are placed in transfer files (each transfer request includes up to 8 reference documents). In some cases, it is necessary to provide more detailed transfer description, including additional information about document positions. In order to do this, it is necessary to mark the checkbox: Use field text as reference d. from the group Extended information about payments. After marking this checkbox, the transfer file will include the SGTXT field, which comes from the position of the processed documents. After marking the appropriate checkbox, the extended information can be restricted to the field Description or Description with the reference document number. In the second case, the field Description is shortened by 17 characters, where the reference document number is pasted separated by the . It is worth remembering that, if the option of the detailed file description is used, each transfer will include only two payments (See Minimalization of number of transfers).

Reference information

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In order to transfer the SGTXT field from the document position to the transfer file correctly, the text in this field should start with * (star), as it is shown on the below screen:

Reference information additional notes

In case of SUPERWINGS format, the usage of extended information about transfers is not possible because of too short length of the fields, which are designed for their description.

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The program minimalizes the number of transfers sent to the same customer. The level of minimalization depends on the format of a created file. File number BRESOK (BRESOK wersja 3.7) Citibank Deutsche Bank PARIBAS DTPLI (Elixir-O) ING SUPERWINGS The number of invoices included in one transfer 6 8 8 6 8* 8 4

Minimalization of number of transfers

* In Elixir format, it is possible to send one mass transfer for more than 8 invoices.

In order to simplify the international transactions performed in the banks, a new bank account number IBAN was introduced. IBAN - International Bank Account Number is a combination of ISO code of a given country, bank account number and customer bank account number in the given bank. J_1P0042 program allows for usage of 2 methods of entering the IBAN number.

IBAN number

1) Entering the IBAN number according to the OSS note no. 403332. In order to do this, it is necessary to mark the appropriate checkbox in the block Account number handling.

The function will operate only, if for the specified account number the IBAN number was entered (in TIBAN table).

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Such method of IBAN number entering is supported for the following electronic payment formats: BRESOK, Deutsche Bank and DTPLI (Elixir-O).

2) The entering of the IBAN numbers according to the SAP Poland recommendations as of January 2001 (IBAN Handling of check number of bank account number in the R/3 system, ftp://sapserv3/specific/pl/ PLversion/46x/Iban/IBAN_R3_manual_PL.zip). These recommendations inform about usage of fields like BKONT for the entering of the check number of IBAN number:

Vendor master data (FK02 transaction)

Bank account data in the house bank (FI12 transaction):

In order to put the check number in the file of electronic transfers, it is necessary to mark the field Usage of IBAN number from the BKONT field, which is located in the group Specific data for the formats: BRESOK (1), Elixir-O (4), ING (5).

The above function will operate only in case, if for the specified account number the check number was entered (in the field like BKONT). Otherwise, the account number will be treated as a number in a standard format xxxxxxxx-yyyyyyyyyyyyyyyy (x bank account number, y account number).

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J_1P0042 program supports the format of transfers, which are made on the account of tax authorities consistent with the Decree of Ministry of Finance of 15 September 2001 on determining the form pattern of cash paid in as well as on the transfer request on the account of tax authorities (Dz. U. (Journal of Laws) No 105, item 1146).

Tax transfers

In order to generate electronic transfer on the account of tax authorities, it is necessary to mark the appropriate checkbox in the block Extended information about payments.

In order to pass on the additional information, which is indispensable for the generation of electronic transfer request, it is necessary to remember about the correct information entering during creation of obligations. In the field Description of the document position, it is required to enter the data referring to the transfer on the account of tax authority. It is required to remember about the sign *. The sequence and the method of data entering are very important. An example of a document is presented below.

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The number of characters dedicated for the particular information derived later on the form printout is as follows: Identification type: N-NIP 1 character. Period: (year, period type, period number). According to the Decree of Ministry of Finance the number of characters in the field period cannot exceed 5 characters. The two first characters store the year (for example 02 as year 2002), the next character period type (M Month, P Half of the year, R Year, K Quarter, D Decade). The next two characters include the period number, which this tax obligation refers to (for example 01 identifies January). Form or payment symbol for example: VAT7, PIT37, CIT2 or others 5 characters. This field should include form or payment symbol (in the example - VAT-7). Obligation identification. According to the Decree of Ministry of Finance the number of characters in this field cannot exceed 21 characters. This filed can include any text (for example: VAT tax for January 2002).

The other data referring to the transfer on the account of tax authority will be taken from the system: The name and the address of tax authority from the vendor master data (in this case Internal Revenue Service), The bank account number of the tax authority also from the vendor master data, Amount from the amount document, The bank account number of the taxpayer form our bank account entered during payment execution, SAP Polska Page 13 from 29

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The name and address of the taxpayer form the data entered for the form issuer in the configuration, NIP from the company code data.

The detailed rules of field filling were taken from Decree of Ministry of Finance of 15 September 2001 on determining the form pattern of cash paid in as well as on the transfer request on the account of tax authorities (Dz. U. (Journal of Laws) No 105, item 1146).

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BRESOK format (local and foreign payments)

BRESOK

Parameters and selections block specific data for BRE

BRE file name, branch office number, customer number, exchange rate according to the table
BRESOK format does not allow long file names; therefore it is necessary to enter 6 characters of the first part of the name. It is also required to specify the number of BRE branch office, which is the house bank, as well as customer number (assigned by BRE). For the transfers in the foreign currencies, it is required to specify, whether the exchange rate will be calculated according to the BRE exchange rate table. If it is necessary to put the file in another folder than work folder of the application server, then, it is possible to mark the field Path in File name (for DME) then the access path will be taken from the field File name (for DME) (selection screen from the page 4).

Customer / beneficiary number taken from account number

If the checkbox Customer number taken from acc. no is marked, then the BRE customer number will be derived from the account number (first 6 characters). Otherwise, the customer number will be derived from the parameter and selection screen (field Customer Number in BRE SA). In case of usage of the above option, the account number has to have the following format: NNNNNN-XXXXXXXXX where NNNNNN vendor number in BRE SA XXXXXXXXX vendor account number For example 231444-PLNCURR01 SAP Polska Page 15 from 29

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If the checkbox Benef. no taken from acc. no is not marked, then the beneficiary number is taken from the reference data of vendor bank (BKREF field)

Screen with the data of vendor bank account

Beneficiary data for the int. transfers Some BRESOK system versions can require beneficiary data for the internal transfers (the beneficiary has an account in BRE). After marking this option, appropriate information field are filled in the files of internal transfers. Connection of bank number with account number If the vendor/customer account numbers in the system does not have the bank account number as first part of the number, then marking this option causes linking: of the bank account number with account number. Use of IBAN no. from BKONT field" parameter causes joining of twodigital check number from the BKONT field before each account number (both for house number as well as for the beneficiary number).

General remarks
Result file imported to the BRESOK system includes only the characters of Latin alphabet. It means that all Polish diacritical characters appearing in the vendor name are replaced by the characters of Latin alphabet ( a, s, z etc).

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Superwings format (IBP/Crdit Lyonnais)

Superwings

The block with data specific for IBP The marking of the option Telegraphic transfer will cause entering in the transfer header the value T (TELEX field). After choosing Payment advice the field TELEX will include the value A. Deutsche Bank

Format Deutsche Bank

Screen with data specific for Deutsche Bank Entering the value into field Payment date causes that the file will include this date as the date of file creation. Leaving the blank field will cause that the date of file creation will be taken form the R/3 system (REGUH table). Date format / Decimal separator for amounts accepted by the db-direct system depends on the local settings of Windows workstation, where the dbdirect program was located. To make the file format generated by the J_1P0042 program acceptable by the db-direct interface, it should be assured that in the fields Data format and Decimal separator the same settings are entered as in case of the mentioned workstation. CITIBANK

CITIBANK format

The screen with the data specific for CitiBANK The marking of the field Telegraphic payment order will cause entering the value 11 in the transfer header (Transaction Type: type). After choosing the option Ordinary payment order this field will include the value 10.

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Use IBAN no from BKONT field parameter causes joining of the twodigital check number from the field BKONT before each account number (both for house bank as well as for beneficiary bank). Elixir-O

Elixir-O format

The screen with specific data for Elixir-O. No numbering of files parameter Each file created by the program receives the subsequent number (joined to the file name) Marking of the above parameter causes exclusion of numbering. Number of items for adv. note For the Elixir-O format, the program enables generation of on transfer for all invoices (it is possible to include all the credit memos and accounts payables and receivables). The minimal number of references to the transfer should be chosen and put into the file. If it is a number from the range 1-6, then all the transfer positions will be collectively in one transfer (the payment advice with a detailed information about the transfer should be send to the beneficiary). If it is zero or space, then six positions will be out into the transfer. If the number of positions in the transfer will exceed the specified number (X), then the file will include the first X positions as well as the information Payment advice of DD.MM.YYYY. Use IBAN no from BKONT field parameter causes joining of the twodigital check number from the field BKONT before each account number (both for house bank as well as for beneficiary bank). Empty descry. field -> | parameter causes insertion of a character separating the subsequent lines in the character field, even if these lines do not include any characters. Depending on the bank system configuration used for the importing of the files of electronic payments, the fixed number of separators is required or the separators are only required if the line is not blank. ING

ING format

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The screen of the specific data of ING

Use IBAN no from BKONT field parameter causes joining of the twodigital check number from the field BKONT before each account number (both for house bank as well as for beneficiary bank). BNP PARIBAS format BNP PARIBAS

The screen with the specific data for BNP PARIBAS. Marking of the Payment currency from acc. number parameter causes that the payment currency is specified basing on the account number, and not as in standard case basing on the entry. The usage of Group items as for advice note allows creation of payment file that includes one of the transfer packages each for each beneficiary (regardless of document number for which the payment is made). Use IBAN no from BKONT field parameter causes joining of the twodigital check number from the field BKONT before each account number (both for house bank as well as for beneficiary bank). Parameter Use new format allows for using the new format definition.

Issuer data from the transfer/form

Selection from menu: 4.5 4.6 FBZP transaction Payment method in CC Selection of CC Selection of E (Electronic transfer request) Button Form data

Issuer data pattern

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The shortening of bank account numbers In case of systems, where the BANKN domain was lengthened till 24 characters, there can appear problems with the shortening of account length in transfers till 18 characters, It means that some system elements are incoherent. To solve the problem, it is necessary to generate the below elements again: Problem solution

Element name KNBK LFBK REGUH REGUHH REGUO T012K

Description Table Customer master data Table Vendor master data Table Payment data Structure Payment data Structure Payment data Table House banks

Inappropriate account format in transfers in BRESOK format In some cases the bank account number of the vendor/customer can be entered to the system not according to the pattern. That is instead of NNNNNN-XXXXXXXXX the number formatted in the following way will be entered: 00-NNNNNN-XXXXXXXXX

To make the program store the correct account numbers in the payments transfers: it should be modified by entering amendments (offset change) to the following lines: include J_1PI042 (fill_brezl procedure): House bank -

r_brezl-b5_rachkl = reguh-ubknt+7(9)." 'PLNCURR01'. Vendor/customer bank r_brezl-b6_nrben = reguh-zbnkn+0(6). r_brezl-b7_rchben = reguh-zbnkn+7(9).

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System Configuration
In order to use the J_1P0042 program, it is necessary to configure the system in a correct way. Below, there are presented the subsequent configuration phases. Assigning of J_1P0042 program to the payment method: electronic transfer. Selection of payment method electronic transfer for the appropriate house banks. Assigning the SAPSCRIPT FORM to the appropriate company code. This form includes the description of the structure of notes accompanying the transfers. Adapting the SAPSCRIPT form to own needs.

Ad. 1 Assigning of the J_1P0042 program of creation of transfer request files to the payment methods electronic transfer. This program will be valid for all company codes connected with a given country.

Selection from menu (spro transaction):

4.5 4.6

IMG Accounts payables and receivables Business transactions Outgoing payments Automatic outgoing payments Selection of payment methods/bank Creation of payment program Button Paym.method/country (FBZP transaction Button Paym.method/country)

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Assignment of the J_1P0042 program In the field Payment medium program, it is necessary to enter the program name J_1P0042.

Ad. 2 Selection of payment methods Electronic transfer for the chosen house banks. It is required to enable the payment realization in electronic form (E Electronic transfer).

Selection from menu: 4.5 4.6 FBZP Transaction Button Bank determination

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House banks and payment methods assigned to them

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Creation of payment method entry for house bank.

Ad. 3 Assignment of the SAPscript form, which describes the structure of notes accompanying the transfers to the appropriate company code.

An example of a form was prepared that defines the notes accompanying the transfers in the supported formats. Form name: J_1P_PRZELEW_E

Selection from menu: 4.5 4.6 FBZP transaction Edition Payment methods in company code Form data

In the Next form field of the group Forms, it is required to enter the form name defining the structure of notes accompanying the transfers, that is: J_1P_PRZELEW_E.

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Changes in J_1P_PRZELEW_E form. The delivered SAPscript form is only a suggestion. The user can adapt the form structure to own needs.

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FDTA transaction This transaction displays files with transfer requests created in given payment run.

It is necessary to specify the following parameters: The paying company code company code, for which the transfer requests were created; The country of the bank country code of appropriate house bank (PL); Execution date Date of payment run execution; Identification ID of payment run.

Specifying of payment run

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Storage on the local disc it is possible to display the DME content

Entering of the file name on the local disc

After saving on the local disc, it is necessary to make the import to the appropriate office banking system delivered by the bank.

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Frequently asked questions

There are no Polish characters in the electronic payments. J_1P0042 program enables the selection of code page, in which the file with payments will be created. The Code Page parameter within parameter group is used for this. Using this functionality it is worth remembering about following issues: If the code page field is blank, the Polish characters in payment file will be replaced by their Latin equivalents (for example: ->a, ->c). In case of usage the function of file preview in J_1P0042 program, the Polish characters appear only, if the code page, in which the file was created, is in accordance with the code page of application server. The lack of Polish characters on the preview does not mean that the file does not include the Polish characters. If the coed page was chosen correctly, then after importing the file to the bank interface, the data will include the Polish characters.

The content form the field Description from the accounting document is not transferred to the file of electronic payments. The condition for transferring the Description field content to the electronic payment file is its appropriate format. If the field value starts with the * character, then the system during creation of payment proposition fills the analogous fields in REGUH table. After choosing the appropriate method of joining the extended information about payment (parameter group The extended information about payment), basing on the information included in the REGUH table, the J_1P0042 program puts the appropriate entries to the payment file.

Account number that appears in the file is not complete. Some of the Polish banks use the account numbers longer than 18 characters field length of account number. Therefore, the part of the account number is stored in the BKREF field. After marking the Long account numbers (BKREF) parameter, the J_1P0042 program joins the value from BKREF field to the account number.

The file with the payment, after repeated logging, cannot be read (disappears!!!). In case of systems with more than one application server, it can happen that payment file was created during session on one of the application servers and the upload is done after logging on another server. In both cases, the operator cannot choose the server for creation of upload of the file. In such a situation, it is required to create so called TemSe file (Download to TemSe

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within Output control parameter). TemSe files are stored in database and are available regardless of the application server the user is logged on.

The BRE bank interface returns the information about incorrect. This message can appear, if the numbers of beneficiary accounts are not correctly entered to the R/3 system, and the user uses the option Customer/Beneficiary number basing on the account number. In case of usage of the above option, the account number has to have the following format: NNNNNN-XXXXXXXXX where NNNNNN vendor number in BRE SA XXXXXXXXX vendor account number For example 231444-PLNCURR01

After importing the transport with the J_1P0042 program, the system returns information about the lack of ZIBAN component. The problems with the import of the transport of J_1P0042 program can be caused by the fact that the system has a too low hot-package level. The J_1P0042 program in its newest version supports the account numbers in IBAN format. The details of using this format are in the 403332 note.

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