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AC805Cash Management

mySAP ERP Financials

Date

Training Center

Instructors

Education Website

Instructor HandbookCourse Version: 2005 Q2

Course Duration: 3 Day(s)

Material Number: 50071722

Owner: Karin Deimel (D034898)

An SAP Compass course - use it to learn, reference it for work



Copyright

Copyright © 2005 SAP AG. All rights reserved.

No part of th is publication may be r eproduced 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.

Some software products marketed by SAP AG and its distributors contain proprietary software

components of other software vendors.

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About This Handbook

This handbook is intended to complement the instructor-led presentation of this

course, and serve as a source of reference. It is not suitable for self-study.

Typographic Conventions

American English is the standard used in this handbook. The following typographic

conventions are also used.

Type Style Description

Example text Words or characters that appear on the screen. Theseinclude field names, screen titles, pushbuttons as well as

menu names, paths, and options.

Also used for cross-references to other documentation

both internal (in this documentation) and external (in

other locations, such as SAPNet).

Example text Emphasized words or phrases in body text, titles of

graphics, and tables

EXAMPLE TEXT Names of elements in the system. These include report

names, program names, transaction codes, table names,

and individual key words of a programming language,when surrounded by body text, for example SELECT

and INCLUDE.

Example text Screen output. This includes file and directory names

and their paths, messages, names of variables and

parameters, and passages of the source text of a program.

Example text Exact user entry. These are words and characters that

you enter in the system exactly as they appear in the

documentation.

<Example text> Variable user entry. Pointed brackets indicate that youreplace these words and characters with appropriate

entries.

2005/Q2 © 2005 SAP AG. All rights reserved. iii



About This Handbook AC805

Icons in Body Text

The following icons are used in this handbook.

Icon Meaning

For more information, tips, or background

Note or further explanation of previous point

Exception or caution

Procedures

Indicates that the item is displayed in the instructor’s

presentation.

iv © 2005 SAP AG. All rights reserved. 2005/Q2



Contents

Course Overview .... ...... ...... ...... ....... ...... ...... ...... ....... ...... ...... ....... .... vii

Course Goals................................................................................. vii

Course Objectives ...... ....... ...... ....... ...... ....... ...... ....... ...... ....... ....... .. viii

Unit 1: Cash Management/Cash Position................................................. 1

Overview of Cash Management .... .... ... ... .... ... ... ... .... ... ... .... ... ... ... ... .... .. 3

Application View: Cash Position . . .. . . . . . . . . . .. . . . . . . . . . .. . .. . . . . . . . . .. . .. . . . . . . .. . .. . . . . . 13

Customizing: Cash Position .............................................................. 34

Unit 2: Manual Memo Records ............................................................ 57

Application View: Manual Memo Records. . . . . . . . . . .. . .. . . . . . . . . . .. . . . . . . . . . . . .. . . . . . . . . 58

Customizing: Manual Memo Records ................................................... 74

Unit 3: Check Deposit .... ...... ...... ....... ...... ...... ...... ....... ...... ...... ....... .... 85

Application View: Check Deposit . .. . . . . . . . . . .. . . . . . . . . . .. . .. . . . . . . . . .. . . . . . . . . . .. . .. . . . . . 87

Customizing: Check Deposit. .... .... ... ... .... .... ... ... .... ... ... .... .... ... ... .... ... . 109

Unit 4: Manual Bank Statement .......................................................... 121

Application View: Manual Bank Statement. .. . . . . . . .. . .. . . . . . . . . . .. .. . . . . . . . . . .. . . . . . . . 123

Customizing: Manual Bank Statement.................................................. 143

Unit 5: Bank Statement – Electronic Entry ............................................ 163

Application View: Electronic Bank Statement Entry. . .. . . . . . . .. . .. . . . . . . . . . .. .. . . . . . . . 164

Customizing: Electronic Bank Statement Entry ....................................... 187

Unit 6: Cash Concentration ...............................................................195

Application View: Cash Concentration. . . .. . .. . . . . . . . . . .. . . . . . . . . . .. .. . . . . . . . . . .. . .. . . . . 196

Customizing: Cash Concentration....................................................... 207

Unit 7: Liquidity Forecast..................................................................223

Application View: Liquidity Forecast . . . . . .. . .. . . . . . . . . . .. . .. . . . . . . . . .. . . . . . . . . . .. . .. . . . . 224Customizing: Liquidity Forecast ......................................................... 242

2005/Q2 © 2005 SAP AG. All rights reserved. v



Contents AC805

Unit 8: Checking Reports, Data Transfer, Reorganization .. .. .. .. .. .. .. .. .. .. .. .. .257

Checking Programs ....... ...... ....... ...... ....... ...... ....... ...... ....... ....... ..... 258

Data Transfer and Reorganization ...................................................... 268

Appendix 1: Data Sheet ...... ....... ...... ...... ....... ...... ...... ....... ...... ...... ..277

Appendix 2: Chart of Accounts: ... ... ... ... ... ... .... ... ... ... ... ... .... ... ... ... ... ..279

Index...... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .281

vi © 2005 SAP AG. All rights reserved. 2005/Q2



Course Overview

This training course looks at the Cash Management functions. In particular, it deals

with short to medium-term liquidity monitoring. This course does not cover long-term

financial planning.

Target Audience

This course is intended for the following audiences:

• Members of the project team

• System managers

• Personnel from the user department

Course Prerequisites

Required Knowledge

• Practical knowledge from SAP Financial Accounting

Recommended Knowledge

• AC010 - Financial Accounting and Reporting

Course Duration Details

Unit 1:

Cash Management/Cash Position

Overview of Cash Management 60 Minutes

Exercise 1: Overview of Cash Management Minutes

Application View: Cash Position 60 Minutes

Exercise 2: Application View: Cash Position Minutes

Customizing: Cash Position 60 Minutes

Exercise 3: Customizing: Cash Position Minutes

Unit 2: Manual Memo Records

Application View: Manual Memo Records 60 Minutes

Exercise 4: Manual Memo Records MinutesCustomizing: Manual Memo Records 60 Minutes

Exercise 5: Customizing: Manual Memo Records Minutes

Unit 3: Check Deposit

Application View: Check Deposit 90 Minutes

2005/Q2 © 2005 SAP AG. All rights reserved. vii



Course Overview AC805

Exercise 6: Check Deposit Minutes

Customizing: Check Deposit 60 Minutes

Exercise 7: Customizing: Check Deposit MinutesUnit 4: Manual Bank Statement

Application View: Manual Bank Statement 70 Minutes

Exercise 8: Bank Statement: Manual Entry Minutes

Customizing: Manual Bank Statement 80 Minutes

Exercise 9: Customizing: Manual Bank Statement Minutes

Unit 5: Bank Statement – Electronic Entry

Application View: Electronic Bank Statement Entry 60 Minutes

Exercise 10: Electronic Bank Statement Minutes

Customizing: Electronic Bank Statement Entry 90 Minutes

Unit 6: Cash Concentration

Application View: Cash Concentration 30 Minutes

Customizing: Cash Concentration 45 Minutes

Exercise 11: Cash Concentration Minutes

Unit 7: Liquidity Forecast

Application View: Liquidity Forecast 40 Minutes

Exercise 12: Liquidity Forecast Minutes

Customizing: Liquidity Forecast 35 Minutes

Unit 8: Checking Reports, Data Transfer, Reorganization

Checking Programs 30 Minutes

Exercise 13: Extended Bank Processing: Checking

Programs MinutesData Transfer and Reorganization 30 Minutes

Course Goals

This course will prepare you to:

• Understand how and where you can use SAP Cash Management

• Gain a detailed knowledge of liquidity monitoring and the required prerequisites

for this.

Course Objectives

After completing this course, you will be able to:

• Describe how and where SAP Cash Management can be used.

viii © 2005 SAP AG. All rights reserved. 2005/Q2



AC805 Course Overview

• Set up the structures required for short and medium-term liquidity monitoring

in your business

• Explain the various options available for integrating external bank data withSAP Cash Management

• Define the system settings needed to control internal processing

SAP Software Component Information

The information in this course pertains to the following SAP Software Components

and releases:

The instructor should clarify the expectations of the participants and clearly specify

the content and scope of the course.

When going through the demonstrations, you can use the exercises and solutions as

a guide.

The slide texts are highly detailed. For this reason, identical texts in the instructor’s

notes will be skipped.

Preliminary work before starting the course:

• Create the required number of users using transaction zusr .

• Ensure that the CATT for AC805 has been imported (this creates customer

T-F00B00, among other things).

• Deactivate the lock mechanism in tables using program ZSENQOFF .

2005/Q2 © 2005 SAP AG. All rights reserved. ix



Course Overview AC805

x © 2005 SAP AG. All rights reserved. 2005/Q2



Unit 11 Cash Management/Cash Position

This unit introduces you to Cash Management and also explains some of the terms

used.

For detailed information on the cash position and liquidity forecast, see the subsequent

lessons.

Unit Overview

This unit provides an overview of Cash Management and the tools involved, namely

the cash position and liquidity forecast. The cash position will then be explained

in detail.

Unit Objectives

After completing this unit, you will be able to:

• Explain the purpose and function of the cash position and liquidity forecast

in SAP Cash Management.

• Distinguish between levels, groups, and accounts.

• Recognize the specific features of the cash position.

• Outsort bank accounts.

• Access the flexible display structures for the cash position.

• Integrate a new house bank into your Cash Management setup.

• Set up and configure the G/L accounts (bank and bank clearing accounts) you

need for short-term cash management.

• Set up the grouping structures used in the cash position and assign the new

G/L accounts to them.

Unit Contents

Lesson: Overview of Cash Management .. ... ... .. .. .. .. ... ... .. .. .. .. ... .. .. .. .. .. 3

2005/Q2 © 2005 SAP AG. All rights reserved. 1



Unit 1: Cash Management/Cash Position AC805

Exercise 1: Overview of Cash Management................................... 9

Lesson: Application View: Cash Position.. ... .. .. .. .. .. ... .. .. .. .. ... .. .. .. .. .. .. 13

Demonstration: Business Application View: Cash Position................ 15

Demonstration: Bank Account Organization................................. 20Demonstration: Planning Levels............................................... 22

Demonstration: Currency Display .. .. .. .. ... .. .. .. .. ... .. .. .. .. .. .. ... .. .. .. .. 25

Exercise 2: Application View: Cash Position ................................ 27

Lesson: Customizing: Cash Position ............................................. 34

Demonstration: Account Groups .............................................. 35

Demonstration: Field Status and Value Date ... .. .. .. .. .. .. .. .. .. .. .. .. .. .. . 36

Demonstration: Configuring Bank Accounts (G/L Accounts) .............. 38

Demonstration: House Banks - Correspondence Banks................... 39

Demonstration: Creating a Bank Account in the SAP System ............ 40

Demonstration: Planning Levels............................................... 42

Demonstration: Cash Management Account Name ........................ 44

Demonstration: Grouping Structure... .. .. .. ... .. .. .. .. ... .. .. .. .. .. ... .. .. .. . 45

Demonstration: Grouping Structure Maintenance........................... 47

Exercise 3: Customizing: Cash Position ... .. .. .. .. ... .. .. .. .. ... .. .. .. .. .. .. 49

2 © 2005 SAP AG. All rights reserved. 2005/Q2



AC805 Lesson: Overview of Cash Management

Lesson:

2

Overview of Cash Management

Lesson Duration: 60 Minutes

Lesson Overview

This lesson looks at the requirements of Cash Management and the two Cash

Management tools: the cash position and liquidity forecast.

Lesson Objectives

After completing this lesson, you will be able to:




Explain that this lesson only provides an overview and that more detailed information

is provided in subsequent chapters.

Business Example

The project team has been asked to define the requirements for a new cash

management system. The team wants to find out which tools are available for

safeguarding liquidity over the short to medium term.

You are a member of a project team whose task is to provide the decision makers in

your company with information on trends in company liquidity.

Problems and Objectives

Explain the problems treasurers have to deal with.

• Too many bank accounts.

• The bank sends daily bank statements, which results in errors in value date

accounting.

• Manual entry doubles the workload. How reliable is it?

• Insufficient information for making planning decisions.

• Payments are often made when money is available.





Most companies do not have a cash management system that meets their needs. The

key tasks of Cash Management include analyzing financial transactions within agreed

posting periods and identifying future cash flow trends as accurately as possible so

that they can be mapped in financial budgeting.

SAP Cash Management is designed for these very tasks!

Problems and Objectives

Most businesses have too many bank accounts, held at too many different banks. This

makes it difficult to keep an overview of the relevant account balances.

As banks send statements daily, precise, value-date accounting often does not take

place. Businesses miss out on the full benefits of investment instruments because

value date information is lacking.

Payments are often made from one account only, regardless of whether it containssufficient funds.

The tasks of a cash management system include:

• Analyzing financial transactions within agreed posting periods.

• Identifying and mapping future trends in financial budgeting as accurately as

possible.

Tools in SAP Cash Management

The cash position is largely based on bank accounting and the clearing accounts,

taking into account the payment advices.

With regard to risk management, the short-term view provided by the cash position

is a crucial factor in decision making.

The liquidity forecast also uses data from the accounts payable and receivable areas,

as well as MM and SD.





Figure 1: Tools in SAP Cash Management

SAP Cash Management offers the following tools, designed to make cash flows clear:

• The cash position, which illustrates short-term trends in the bank accounts

• The liquidity forecast, which illustrates medium-term trends in subledger

accounts too

The cash position illustrates trends in your bank accounts over the next few days. The

liquidity forecast, on the other hand, illustrates liquidity changes in the subledger

accounts. Functions that enable you to gain relevant information on expected forecast

payment flows are also supported. This information appears in the form of memo

records in the cash position, or as planned items in the liquidity forecast.

Financial budgeting, which is the long-term cash flow view (target/actual comparison)at G/L account level, is a component of the liquidity planner and not of SAP Cash

Management.

Overview of Functions

Explain the individual areas.





Figure 2: Overview of Functions

SAP Cash Management has the same goals as conventional cash management

systems, namely to:

• Safeguard company liquidity so that payment obligations can be met

• Monitor payment flows

SAP Cash Management uses the cash position to reflect movements in bank accounts,

while movements in the subledger accounts are represented using the liquidity forecast.

The liquidity forecast is based on payments from/to customers and vendors in

accordance with the open items. As planning for incoming and outgoing paymentscovers a larger time frame, the probability of the payments occurring on the day

given is less than in the cash position.

Concepts in SAP Cash Management

Provide a detailed explanation of what planning involves and the terms used:

The level shows the source or cause of account transactions (outgoing check, for

example). The level groups together all the accounts with the same properties, thereby

providing information on the reasons for account transactions. The levels explain

opening and closing account balances and can be grouped according to how securely

payments are received (for example: payment advice confirmed/unconfirmed).In the cash position, a group contains a number of G/L accounts. In the liquidity

forecast, however, master record entries are used to assign vendors and customers to a

group that reflects certain features, procedures, or risks.





Figure 3: Concepts in SAP Cash Management

The format of the cash position and the liquidity forecast is determined by two features:

Both reports contain levels. These supply high-quality information on the commercial

reasons for a movement in an account - that is, they explain how the account opening

and closing balances came about. For example, levels give information on whether

a balance in a bank account is the result of a bank posting or of a memo record

entered manually.

They can also be classified according to how secure the receipt is ( confirmed or unconfirmed memo record, for example).

In the cash position, accounts (bank and bank clearing accounts) supply information

on the current balance.

The liquidity forecast contains groups instead of accounts. Vendors and customers are

assigned to a planning group by means of an entry in the master records. Each group

reflects certain features, procedures, or risks.

Procedure for Day-to-Day Planning

Use practical examples to explain the individual areas.

The fund manager has to ensure that the company remains solvent, clear deficits,

and invest surpluses profitably.





Figure 4: Procedure for Day-to-Day Planning

The main tasks of the fund manager is to:

• Maintain company liquidity

• Clear deficits

• Invest surpluses profitably





7 Exercise 1: Overview of Cash Management

Exercise Duration: Minutes

Exercise Objectives

After completing this exercise, you will be able to:

• Talk about the two Cash Management tools: cash position and liquidity forecast.

Business Example

The user department is to explain how to use the cash position and liquidity forecast.

An explanation of the terms is required here.

System DataSystem: Specify the system to be used for this exercise (for

example T10).

Client: Specify the SAP Client to be used for this exercise.

User ID: Specify the user id to be used for this exercise. The

standard format for the user id is the course id, followed by the group number (for

example AC010-##).

Password: Specify the password to be used for this exercise. The

standard format for the initial password is INIT.

CATT: [If a CATT is required, enter the CATT name. Delete

this tag if not used.]

Set up instructions: Not applica ble

Task:

Which of the following statements apply to the liquidity forecast/cash position?

1. The liquidity forecast uses bank value dates.

Determine whether this statement is true or false.

! True

! False

2. The typical time frame for the cash position is 1 to 2 days. Determine whether this statement is true or false.

! True

! False

Continued on next page





3. The main objective of the cash position is to safeguard company liquidity.

Determine whether this statement is true or false.

! True

! False





Solution 1: Overview of Cash Management

Task:Which of the following statements apply to the liquidity forecast/cash position?

1. The liquidity forecast uses bank value dates.

Answer: False

The cash position uses bank value dates. The liquidity forecast, on the other

hand, uses customer and vendor groups.

2. The typical time frame for the cash position is 1 to 2 days.

Answer: True

3. The main objective of the cash position is to safeguard company liquidity.

Answer: False

The main objective of the cash position is to give you a current overview, correct

by value date, of short-term trends in your bank accounts. The main objective of

the liquidity forecast, on the other hand, is to safeguard company liquidity.





Lesson Summary

You should now be able to:







AC805 Lesson: Application View: Cash Position

Lesson:

10

Application View: Cash Position


Lesson Overview

This lesson looks at the cash position application.

Lesson Objectives




• Access the f lexible display structures for the cash position.

The following sections contain more detailed information on the cash position.

Business Example

First, you want to create an instrument which will give you useful information about

your bank accounts. You use the cash position for this, considering first its specific

attributes and aspects of integration. To be able to use the cash position effectively,

you must first set up your FI bank accounts in a particular structure, and configure

them accordingly. This unit surveys the flexible configuration options available in

the cash position.





Features of the Cash Position

The instructor will use the elements outlined in the previous section to describe thedisplay and control options available in the cash position as a result of the value

date-dependent entry of all payments within a short time horizon. Highlight the

main points:

• Tool providing information on the current financial situation of the bank

accounts.

• Bank balances, that is, account transactions displayed according to the value date.

• Liquidity status covering the next few days.

• Planned incoming and outgoing payments (payment advices, planned items) can

be displayed and used for cash management decisions.

• The display structure can be defined flexibly using "groupings".• Parallel management of foreign currencies.

The cash position is the result of the value date-based entry of all the payments within

a short time horizon and is based on data from three sources:

• FI postings to Cash Management-relevant G/L accounts

• Manual individual entry

• Cash flows from Treasury transactions

Figure 5: Features of the Cash Position

The cash position is the result of the entry, by value date, of all the payments in agiven, short time horizon.





There are three sources of data for the cash position:

• FI postings to cash-management-relevant G/L accounts

• Memo records entered manually• Cashflows from business transactions managed using the FSCM component

You use the grouping to set up the display.

Integrating the Cash Position

Explain the procedure for posting the bank statements. Explain how electronic or

manual bank statements can be used to display postings in cash management. When

doing so, explain the interaction between FI and CM.

Demonstration: Business Application View: CashPosition

Purpose

Enter two G/L account postings in Co Code AC00:

- Cash receipt from customer: Debit 113100 Credit 113109;

- An outgoing check by cashing vendor check Debit 113101 Credit 113100.

SAP Easy Access! Accounting ! Financial Accounting ! General Ledger !

Posting ! Enter G/L Account Document

This simulates the bank postings made with the bank statement.

Show the status bar with the individual functions (incomings, payment advices, check)

and the path for calling up the cash position tool.

The cash position will now be demonstrated in the system. Here, you will take a look

at the various selection options for running reports, the various access options via

levels or accounts, and the procedure for calling up individual documents.

System Data

System:

Client:User ID:

Password:

Set up instructions: Not applicable





1. Call up the cash position program: SAP Easy Access! Accounting !

Financial Supply Chain Management ! Cash and Liquidity Management !

Cash Management ! Information System! Reports for Cash Management !

Liquidity Analyses ! Cash Position.

2. Enter company code AC00, grouping ACBANK-IST or ACBANKEN, and

display in EUR or use the variant AC805-TFS-Bank. Explain the selection

options.

3. Execute the program.

4. Now explain what the grouping is, making it clear that it is responsible for

the structure.

5. Select an amount and click Accounts. You can now see the balances summarized

in the individual accounts according to the value date.

6. You can double-click these to call up the "Levels" display. This providesinformation on what caused the account transactions, that is, whether they result

from real bank postings or are just payment advices.

7. To call up the line item display in FI, double-click this again (or select and

click Line Items).

8. Enter another G/L account posting for cash receipt from customer transfer

113300 to 113309 and display the cash position again (grouping: ACBANKEN).

You can now see a further summarization term (new bank).

Figure 6: Integrating the Cash Position





Nach Buchung der Kontenauszüge im Finanzwesen sind die Kontenbewegungen

im Tagesfinanzstatus anzeigbar.

The balances in the bank accounts, which you can display using the cash position,form the basis for planning decisions.

Treasury transactions can also be displayed in the cash position, under certain

conditions.

Prerequisite: Bank Account Organization

Now outline the prerequisites for bank accounts and explain that it is best to split

these accounts:

• Only bank statement postings are posted to the bank account.

• Set up clearing accounts for the payment types (processing).• Set up clearing accounts for risks.

• Set up clearing accounts for investments.

Only transactions which are active according to the bank statement are posted in the

bank current accounts.

Figure 7: Bank Account Organization

Bank accounting provides an (actual) bank account for each currency and for each

account, clearing accounts (bank subaccount) per processing type on a lower level.

You can tailor the clearing accounts to the needs of your business.





Objectives:

• Accounts can be reconciled at any time

• Foreign currency and local currency are managed in parallel• Can be managed by value date

• Interest can be calculated

• Line item analysis possible

• Contingent liabilities can be monitored

• Items posted automatically using automatic payment transactions

• Automatic breakdown using electronic banking transactions

Only transactions which are active according to the bank statement are posted in the

(actual) bank accounts.

Prerequisite: Bank Accounting

This slide shows the processing sequence:

• Post the documents (from payment transactions).

• Post the bank statements to the bank account and bank clearing account.

• Call up Cash Management.

Demonstrate report RFSKPL00 too, which you can use to display selected accounts

from the chart of accounts.

Figure 8: Prerequisites for Bank Accounting





You want to implement SAP Cash Management and have to configure the chart of

accounts.

You need to create a general ledger account for each active account you have at the bank, by currency if applicable. In addition, you need to create bank clearing accounts

for each bank account, also by currency if applicable. SAP recommends the following

grouping here:

• 113100 Bank 1 (current account - domestic - currency EUR)

• 113101 Bank 1 (outgoing checks)

• 113102 Bank 1 (outgoing bank transfers, domestic)

• 113103 Bank 1 (outgoing bank transfers, foreign)

• 113104 Bank 1 (automatic deposit)

• 113105 Bank 1 (miscellaneous interim postings)

• :• 113108 Bank 1 (incoming checks)

• 113109 Bank 1 (customer cash receipts)

Processing sequence

1. Payment transactions are posted against the clearing accounts using the

payment program.

2. Bank statements balance the clearing entries against the bank account.

3. Cash Management displays or monitors postings, with the help of various

groupings.

Prerequisite: Bank Accounts

The master data for the bank accounts must be defined and configured correctly.

• To maintain a clear overview from the cash position, you are advised to manage

bank accounts according to their value date.

• Line items are to be displayed.

• A single planning level is assigned to all bank balance sheet accounts (F0, for

example).

• The bank clearing accounts, however, should be managed according to the local

currency so that the open items can be identified more easily during clearing.

• For this reason, the Open Item Management checkbox is also set.• The planning level is also selected according to the type of clearing account.





Demonstration: Bank Account Organization

Purpose

Demonstrate how bank accounts are organized in the system.

System Data

System:

Client:

User ID:

Password:


1. Use accounts 113100 and 113109 to show how the master data is organized

in the general ledger.

(SAP Easy Access! Accounting ! Financial Accounting ! General Ledger

! Master Data ! G/L Accounts! Individual Processing ! Centrally!

Change Master Data)

2. Explain field status group G005.

3. Show where you can set the field status group in Customizing.

(SAP Reference IMG! Financial Supply Chain Management ! Cash and

Liquidity Management ! Cash Management ! Master Data! G/L Accounts

! Create Field Status Group)





Figure 9: Bank Accounts

Bank accounts must be configured so that the bank postings are included in planning.

If you want to derive the balance in the cash position, which is always managed by

value date, you should managed the bank (actual) accounts by value date also. Data

is recorded in G/L account currency. All bank (actual) accounts should be assigned

to a unique planning level, where bank statements and, with them, the actual bank

balance are represented.

On the other hand, you should manage bank clearing accounts on an open item basis.They can, for example, be sorted by local currency amount. Depending on the type of

bank clearing account, a specific planning level is then assigned - for example, for:

• 113102 - Bank 1 (outgoing bank transfers, domestic) B2 level

• 113109 - Bank 1 (customer cash receipts) B9 level

Planning Levels

The planning level, which is created in Customizing, must be defined in the account

master (see above) so that postings to the relevant account can then be identified in

the cash position.





Demonstration: Planning Levels

Purpose

Show where you can set the planning level.

System Data

System:

Client:

User ID:

Password:


1. Show where you can set the planning level.

SAP Reference IMG! Financial Supply Chain Management ! Cash and


! Define Planning Levels)

Figure 10: Planning Levels

Planning levels explain the beginning and ending balances in an account and supply

information on what brought them about. You can define them in a customizing table.





In the master record for the bank and clearing accounts, you should set the Planning

Level field as a required entry field.

The balances are displayed at the appropriate level in the cash position.

Figure 11: Cash Position Display

You use the grouping to define how the data is to be displayed. The grouping

determines which levels and accounts are to be displayed for the cash position.

On the initial screen specify the selection options for the following accounts analysis:

• Company Code: whose bank data you want to display.

• Cash Position: X displays the bank data (bank and bank clearing accounts).

• Grouping : Special view for selecting the accounts.

• Display by: (aggregated) starting date of the account forecast.

• Planned Currency: USD or EUR (as required)

• Display in: currency code, which defines how the amounts are converted

(currency risk).

• Increment : Increment time frame (1-99) in days (D), weeks (W), or months (M).

• Display T ype: In addition to the aggregated display, you can call up inflows and

outflows using a delta display. You can also specify the beginning and end

balances in the delta display.

• Scaling : Here, you can specify the number of decimal places in the display.

The first thing you see is a partial selection, which shows the most important entries.

Choose All Selections to view the other selections too. Use Variants!





Figure 12: Accounts and Levels in the Cash Position

The grouping term specifies how the system summarizes the data.

The next screen after the initial screen is a basic screen, whose format is determined

by the grouping and summarization terms entered in customizing. From here, you can

branch to the levels, and from there to the relevant accounts, or vice versa. Various

information appears, depending on the settings.

The total bank balance is broken down by:

• Groups (=accounts) to which postings have been made. These are always listed

with their cash management account name (Customizing). If you select the

Account Instead of Account Name parameter, the accounts (account numbers)

are displayed instead of the cash management account names.

• Levels (=sources) of a bank or account transaction.





You can branch to the FI line items (top down).

Hint: When you migrate to 4.5B from an earlier release, you must completelyreconstruct cash management because the update logic is different. In the case

of the G/L account, the G/L account currency is not always adopted; either

the document currency (for G/L accounts managed on an open item basis) or

the G/L account currency (for other G/L accounts) is used instead.

To delete and then reconstruct the cash management data, use the Data Setup

in the new transaction FDFD. See the last unit of this course documentation

for details.

Currency Display

Explain the different options for setting the currency display.

Demonstration: Currency Display

Purpose

To call up the currency display in the system.

System Data

System:

Client:

User ID:

Password:


1. Post a USD cash receipt for 113150 (CITI-current-USD) to 113159 (CITI cash

receipt USD).

Demonstrate the effects of the posting and the structure of a currency exposure in

CM by choosing the currency USD and the display in USD in the initial screen.

Your USD posting is now displayed. You can also demonstrate the different

currency displays within the cash position by selecting EUR for the display and

pressing the relevant currency button in the grouping display.





Figure 13: Currency Display

Amounts entered are shown in the currency you specified in the Display in field. You

can use the currency fields to display the foreign exchange risk.

On the one hand, you can show the cash position split by currency, depending on the

specifications entered in the initial screen. You can also display the extent of your

currency exposure from the cash position.

The average rate is usually used for converting the planning currency to the displaycurrency. If you want to use a different rate for the translation, make the appropriate

specification in the Rate Type field.





19 Exercise 2: Application View: Cash Position


Exercise Objectives


• Check G/L accounts and correct them as necessary.

• Enter G/L account postings so that you can see them in the cash position.

Business Example

To obtain an overview of the structure and display capabilities of the cash position,

you will now enter a number of G/L account postings. These show the postings to

the bank accounts, which are normally generated when the bank statement is read.Any earlier postings are ignored.

System Data

System: Specify the system to be used for this exercise (for

example T10).




example AC010-##).


standard format for the initial password is INIT.CATT: [If a CATT is required, enter the CATT name. Delete


Set up instructions:

1. [Enter all instructions necessary for the maintenance of this exercise.]

Task:

1. Check and correct the field content required for Cash Management (sort key,

open item management, planning level) in account masters 113100, 113101,

113108, 113109, and 113200 in your company code.

2. Today’s bank statement results in the following G/L account postings:

Outgoing check, vendor: 30,000, value date: today






Transfer from customer: 50,000, value date: today

Post against the clearing accounts 113101 and 113109 (posting records: Dr

113101/Cr 113100 and Dr 113100/Cr 113109).3. Check the effects of your entries in the cash position (grouping: ACBANK-IST).

This display contains only the bank accounts, without bank clearing accounts.





Solution 2: Application View: Cash Position

Task:1. Check and correct the field content required for Cash Management (sort key,

open item management, planning level) in account masters 113100, 113101,

113108, 113109, and 113200 in your company code.

a) Solution for checking and correcting account masters 113100, 113101,

113108, 113109, 113200 with regard to the field content required for

Cash Management.

Choose SAP Easy Access! Accounting ! Financial Accounting !

General Ledger ! Master Records! G/L Accounts! Individual

Processing ! Centrally.

Enter the account number and company code and then check or changeyour values.

Choose Change or Display.

113100, 113108, 113200

113101, 113109

AC##

On the Type/Description tab page, you can see the description of the

accounts. This account is described as a balance sheet account.

On the Control Data tab page, you can see, amongst other things, the

account currency and the account management data required in thecompany code. Unlike bank clearing accounts, the bank accounts are

not managed on an open-item basis. Similarly, the value date should

be used as the sort key for the bank accounts and the local currency for

the bank clearing accounts.

On the Create/Bank/Interest tab page, you can see the planning level and

the assignment of the house bank and account ID.






Account 113... .100 .101 .108 .109 .200

Control data

Line item display X X X X X

Open item

management

- X X X -

Sort key 027 005 005 005 027

Account

113...

.100 .101 .108 .109 .200

Create/bank/interest

Planning level F0 B1 B8 B9 F0

House bank 1000 - - - 1200 Acct ID 1000 - - - 1200

2. Today’s bank statement results in the following G/L account postings:

Outgoing check, vendor: 30,000, value date: today

Transfer from customer: 50,000, value date: today






Post against the clearing accounts 113101 and 113109 (posting records: Dr

113101/Cr 113100 and Dr 113100/Cr 113109).

a) Solution for posting against clearing accounts 113101 and 113109 (Dr 113101/Cr 113100 and Dr 113100/Cr 113109).


General Ledger ! Posting ! Enter G/L account document – (Company

Code AC##).

(If necessary, choose Change Company Code to change the company code.)

Enter your data.

Note the currency (EUR) and the value date specification for the debit

and credit postings.

Outgoing check – vendor:

113101 Debit 30.000 Value Date:Today

113100 Credit 30.000 Value Date:

Today

Transfer –

customer:

113100 Debit 50.000 Value Date:

Today

113109 Credit 50.000 Value Date:

Today






3. Check the effects of your entries in the cash position (grouping: ACBANK-IST).

This display contains only the bank accounts, without bank clearing accounts.

a) Solution for checking entries in the cash position.Choose SAP Easy Access ! Accounting ! Financial Supply Chain

Management ! Cash and Liquidity Management ! Cash Management

! Information System! Reports for Cash Management ! Liquidity

Analyses! Cash Position.

Enter your data.

Field Name or Data Type Values

Company code AC##

Grouping ACBANK-IST

Display as of <today>

Display in EUR

Choose All Selections. You can make further selections here. Specify the

required increment ("daily" in the example) and choose Delta Display

With Balances as the display type so that you can identify your postings

more easily.

Execute the program.

You now see your postings under the appropriate bank account. Navigate

through the cash position by Double-Clicking.





Lesson Summary









Lesson:

25

Customizing: Cash Position


Lesson Overview

Now that you have been introduced to the cash position application, this section looks

at Customizing for the cash position.

Lesson Objectives







We will now take a look at the Customizing settings you have to make for the cash

position.

Business Example

In SAP Cash Management, you now want to map a house bank. That is, a bank

where you have an account and from which you want to call up bank statement

information. You may already have created the bank when you implemented SAP

Financial Accounting. You must also create the relevant G/L accounts in the system

and configure them according to defined criteria.

To reproduce these accounts in the cash position, give them a suitable description and

assign them to a grouping term which is responsible for setting up the cash position.

Account Groups

Every G/L account is assigned to an account group. The CASH group is normally

used for liquid funds.

In a chart of accounts, the account groups can have different field statuses.

The field status determines which master data fields can be processed. The following

statuses can be specified: OPTIONAL, REQUIRED, and SUPPRESS.




AC805 Lesson: Customizing: Cash Position

A field cannot be used for account maintenance until it has been set to either

OPTIONAL or REQUIRED.

Demonstration: Account Groups

Purpose

To call up the account groups in the system.

System Data

System:

Client:

User ID:

Password:Set up instructions: Not applicable

1. Using an example, demonstrate the connection with account groups (account

113100).



! Define Account Groups

Figure 14: Account Groups: G/L Accounts





Every G/L account is assigned to an account group. This determines the structure of

the master record screen and must be formatted using the field status. Each account

group within a chart of accounts can have a different field status.

Field Status and Value Date

To manage bank accounting by value date, you have to enter the value date in all

postings to the bank account.

For this reason, you have to define a suitable field status group (G005, for example)

for the bank account and configure it in such a way that the value date is indicated

as a required entry field.

Demonstration: Field Status and Value Date

Purpose

To display the field status and value date settings in the system.

System Data

System:

Client:

User ID:

Password:


1. Show where the field status variants for the company code are defined:

SAP Reference IMG! Financial Accounting ! Financial Accounting Global

Settings! Company Code! Check and Supplement Global Parameters

2. Show the course participants where the field status group is maintained:



! Create Field Status Group

Required entry fields can be selected in the Payment Transactions area.

Note: Example: Default value date (posting date = value date). To makeit easier for employees and to avoid the risk of the wrong value date

being specified, you are advised to set this so that it is NOT defaulted.






Liquidity Management ! Cash Management ! Global Settings! Define

Default Value Date

Figure 15: Field Status and Value Date (Documents)

The field status group is responsible for the document format if you are posting to

a particular account. For this reason, you must define the appropriate field status

group in the appropriate G/L account.

To manage bank postings by value date, you must enter the value date in all postings

to the bank account. To this end, you can configure the relevant field status group in

such a way that the Value Date field is a required entry.

You can have the system automatically propose the current date as the value date.

This makes things easier in training courses and system demonstrations, but not in

commercial use because errors occur frequently.

Configuring Bank Accounts (G/L Accounts)

A bank account corresponds to a G/L account and must be created as such. You are

advised to create an account using a template. Mention the relationship between the

field status group and the structure of the company code-dependent screen.





Demonstration: Configuring Bank Accounts (G/L

Accounts)

Purpose

Demonstrate how the bank accounts are configured in the system.

System Data

System:

Client:

User ID:

Password:


1. Create the following bank accounts:

• 113700 – with template 113100 (delete the alternative account number as

well as the house bank and account ID from the new master record).

• 113701 – with template 113101

Enter different names for each account that ideally refer to their company code.


Master Data! G/L Accounts! Individual Processing ! Centrally

Figure 16: Configuring the Bank Balance Sheet Account





The configuration of bank accounts determines how account transactions are allocated

in the cash position:

• Open item management in clearing/subaccounts• Line item display in bank balance sheet accounts and bank clearing accounts

• Sort key 005 (local currency amount) or 027 (value date)

• The planning level is copied to the document from the master record, is an

assignment characteristic, and qualifies the account movement

In Cash Management, correspondence with banks is triggered by means of the house

bank and account ID (cash concentration).

House Banks - Correspondence Banks

The house banks are the correspondence banks with whom you are in constant contact.

The house banks are defined under the general ledger in the bank accounts area and

have usually already been set for the payment transactions.

Demonstration: House Banks - Correspondence Banks

Purpose

Call up the house banks (correspondence banks) in the system.

System DataSystem:

Client:

User ID:

Password:


1. Demonstrate the procedure for opening a house bank.

SAP Reference IMG:

Financial Accounting ! Bank Accounting ! Bank Accounts! Define House

Banks

Choose an 8-digit bank key (bank number) and a separate bank ID and name thatrelates to your company code.





Figure 17: House Banks – Correspondence Banks

House banks for each company code are stored under a freely definable ID (maximum

five characters).

All the specifications for the house banks (address, control data, and so on) are

maintained in the bank directory.

Bank Accounts

All the bank accounts used for processing payments must be defined for the house

banks.

Mention that accounts in foreign currencies must also be created in the general ledger

with the corresponding currency.

Demonstration: Creating a Bank Account in the SAPSystem

PurposeShow how to create a Bank Account in the SAP System





System Data

System:

Client:User ID:

Password:


1. Demonstrate how to create an external bank account along with a house bank in

the system. Choose a 10-digit bank account number and a separate account ID

and name that also relates to your company code.

Change the master record for your new general ledger account (113700) by

entering your new bank details in the “House Bank” and “Account ID” fields.

Point out that this entry is required to ensure access to the address data of the

house bank for correspondence after cash concentration. No entry is required for

113701 because no external reference exists for this clearing account.

SAP Reference IMG! Financial Accounting ! Bank Accounting ! Bank

Accounts! Define House Banks

Figure 18: Bank Accounts





For the house banks that you have defined, you define the associated bank accounts

in the company code under an account ID. You enter the external account number and

its currency with the bank, along with the relevant G/L account number, thereby

ensuring that postings go to the right accounts.

A G/L account master record is created for each bank account.

In the G/L account master record, you can enter the house bank key and the account

ID, so that you have access from the general ledger to the address data store for the

house bank. This is necessary for bank correspondence, for example during cash

concentration: the system uses the bank ID and account ID to obtain the address

information from the bank directory.

If you maintain foreign accounts, the currency key in the G/L account master record

must be the same as the currency in the foreign currency account.

Planning Levels

The planning levels, which provide information on the type or cause of an account

transaction, can be defined as required. They dictate the structure of the cash position

and liquidity forecast. Only defined planning levels can be entered in the G/L accounts.

The source symbol controls whether a level appears in the cash position or liquidity

forecast.

Demonstration: Planning Levels

Purpose

Display planning levels in the system.

System Data

System:

Client:

User ID:

Password:


1. Show where the source symbols are defined:


Liquidity Management ! Cash Management ! Basic Settings! Define Source

Symbols

If Cash Position is selected, the symbols are included in the cash position.





2. Show where the levels are defined:


Liquidity Management !

Cash Management !

Master Data!

G/L Accounts! Define Planning Levels

Figure 19: Planning Levels

You define a planning level in the G/L account master record so that postings to this

account can be seen in the cash position.

Planning levels provide information on the type of account transaction and the reasonfor the transaction. They are freely definable.

The source indicator checks that the data for the specified level is permitted in the

cash position. The BNK source symbol is defined in such a way that all planning

levels assigned to it are displayed in the cash position and not the liquidity forecast.

You can define new planning levels by selecting and copying the standard entries

or by entering a completely new level.

Cash Management Account Name

The cash management account name can be used to create account names. This toolshould be used particularly if more than one company code is managed.

It is also required for cash concentration and for creating payment advices.





Demonstration: Cash Management Account Name

Purpose

Display the settings for the cash management account name in the system.

System Data

System:

Client:

User ID:

Password:


1. Demonstrate how the cash management account name is maintained for the

new accounts (113700 and 113701):


Liquidity Management ! Cash Management ! Structuring ! Define Cash

Management Account Name

Figure 20: Cash Management Account Name

In Cash Management, the cash management account name is a mnemonic name

that replaces the account number.

The account name is unique in each company code. Within Cash Management, it

enables you to differentiate the same account numbers in different company codes.





The cash management account name is used in all transactions and reports (for

example, the cash position) instead of the account number. The cash position includes

a new parameter: Account Instead of Account Name. When you select it, the system

displays the accounts (account numbers) instead of the cash management accountnames.

Using cash management account names is advisable when you are planning across

several company codes. You must use them when working with manual memo records

or with cash concentration.

Grouping: Setup

The grouping function is used to group together different accounts. In this course, you

will be using the following groups in the cash position:

• ACBANKEN – All bank accounts (including clearing accounts)• ACBANK-IST – Only effective actual values in the bank accounts

The following groups are also used for the liquidity forecast:

• ACPERSONEN – Subledger accounts

• ACGESAMT – All transactions

The cash position is created on the basis of the grouping!

Demonstration: Grouping Structure

Purpose

Demonstrate how groupings are maintained in the system.

System Data

System:

Client:

User ID:

Password:


1. Show the path for customizing the grouping, enter the new bank accounts in the

ACBANKEN grouping (113700 and 113701) or ACBANK-IST (113700 only):


Liquidity Management ! Cash Management ! Structuring ! Groupings!

Maintain Structure





Grouping: Functions

The levels are predefined (2 digits) and correspond to the planning levels. Thedesignation "++" signifies a masking and denotes all levels (for the group).

The group is a grouping of accounts. The groups ACBANKEN and ACBANK-IST

are mainly used in cash management. Bank accounts can, where required, be masked

(+ = placeholder). In this way, the account numbers are structured in the same way.

Partially-masked entries only work, however, if they begin from the far right.

Demonstration: Grouping Structure Maintenance

Purpose

Demonstrate how the grouping structure is maintained in the system.

System Data

System:

Client:

User ID:

Password:


1. Call up the table for changing the grouping:

SAP Reference IMG! Financial Supply Chain Management ! Cash and Liquidity Management ! Cash Management ! Structuring ! Groupings!

Maintain Structure





Figure 22: Grouping Function

You use grouping terms to combine accounts and display them cumulatively or as

individual values.

Partial maskings are possible at any point.

When defining groupings for cash concentration, you can enter both a summarization

account and a summarization company code.





35 Exercise 3: Customizing: Cash Position


Exercise Objectives


• Set up a new house bank.

• Set up the accompanying G/L accounts and their cash management account

names.

• Add the new G/L accounts to your groupings.

Business Example

You now want to set a house bank in your system. A house bank is a bank where you

hold a customer/vendor account for which you receive external bank data (via an

electronic bank statement, for example). House banks are usually set up as part of the

FI project. You may, however, need to integrate new house banks after going live.

You have entered new bank details for your company code (house bank GR##, account

ID CURR). You use this bank to process ongoing transactions and check payments.

System Data


example T10).




example AC010-##).











Task:

Create the G/L accounts you will require later and integrate your house bank.

1. You decide to reserve accounts 11##00 and 11##01 for this bank. Create theappropriate G/L accounts, taking accounts 113100 and 113101 as your guide.

Check and change the cash management-relevant fields in the current account

(bank ID: GR##, account ID: CURR). Delete the alternative account numbers.

2. Add the new bank details to the house banks for your company code (bank ID:

GR##, account ID: CURR). using the existing entries as a basis. Note that you

also have to specify G/L account 11##00 when creating the associated account.

3. Add the new bank accounts (for your company code) to the cash management

account names.

4. Add your accounts to the groupings ACBANKEN and ACBANK-IST, using

the existing entries as a basis.

5. The first bank statement for the new account shows a debit for an outgoing check.

Post this transaction (11##01/11##00).

6. Call up the new accounts in the cash position. Choose grouping ACBANK-IST

and then ACBANKEN.





Solution 3: Customizing: Cash Position

Task:Create the G/L accounts you will require later and integrate your house bank.

1. You decide to reserve accounts 11##00 and 11##01 for this bank. Create the

appropriate G/L accounts, taking accounts 113100 and 113101 as your guide.

Check and change the cash management-relevant fields in the current account

(bank ID: GR##, account ID: CURR). Delete the alternative account numbers.

a) Solution for creating new G/L accounts.


General Ledger ! Master Data! G/L Accounts! Individual Processing

.

Create centrally:

Bank balance sheet account 11##00 in your company code (with reference

account 113100)

Bank clearing account 11##01 in your company code (with reference

account 113101)

Now enter the data (11##00, for example) and choose With Template. Use

accounts 113100 and 113101 as templates. Change the name to GR##

Bank, for example. Under Control Data, delete the Alternative Account

Number and check the account management entries. Under Bank , change

the house bank ID and account ID for the current account and check the

Planning Level entries. You can enter your house bank ID (GR##) andaccount ID (CURR) here even though you have not yet defined them. To

skip the warning message, press Enter.






2. Add the new bank details to the house banks for your company code (bank ID:

GR##, account ID: CURR). using the existing entries as a basis. Note that you

also have to specify G/L account 11##00 when creating the associated account.

a) Solution for adding a new house bank (bank ID: GR##) and new bank

details (account ID: CURR).

Choose SAP Reference IMG! Financial Accounting ! Bank Accounting

! Bank Accounts! Define House Banks.

Enter AC## as your company code.

Enter your data.

Choose New Entries. Enter house bank GR##, bank country DE, and then

an 8-digit bank key. Create the address data. If the Financial Accounting

bank directory has already been imported and you enter an existing bank

number, the system enters the relevant address data automatically.

Choose Save.

Double-click Bank Accounts.

Choose New Entries to enter your bank account.

Choose account ID CURR as the associated bank account, enter a 6-digit

account number, currency EUR, and G/L account 11##00 that you have

just created.

Choose Save.

3. Add the new bank accounts (for your company code) to the cash management

account names.

a) Solution for adding the new bank accounts to the cash management

account names.

Choose SAP Reference IMG! Financial Supply Chain Management !

Cash and Liquidity Management ! Cash Management ! Structuring !

Define Cash Management Account Name.


Now add a new cash management account name (##CURR for 11##00

and ##check for 11##01, for example) to the new accounts for your

company code and a description.

Choose Save.






Lesson Summary










AC805 Unit Summary

Unit Summary


• Explain the purpose and function of the cash position and liquidity forecastin SAP Cash Management.













Unit Summary AC805




Unit 2 41 Manual Memo Records

Postings that have been made to the bank balance sheet accounts (and, in some cases,

the bank clearing accounts) can be displayed via the cash position. How do you deal

with phone calls from bankers who notify you of incoming or outgoing payments with

today’s value date? These transactions can be mapped using manual memo records.

Unit Overview

This chapter looks at manual memo records and the required Customizing settings.

Unit Objectives


• Reproduce planned payment flows in bank accounts.

• Process and display payment advices.

• Import external memo records from a file to the SAP system.

• Define planning types and assign the appropriate levels

• Assign archiving categories to the individual planning types

• Use the field for automatic expiration

Unit Contents

Lesson: Application View: Manual Memo Records . .. .. .. .. .. .. .. .. .. .. .. .. .. .. 58

Demonstration: Creating Manual Memo Records.. .. .. .. .. .. .. .. .. .. .. .. .. . 59

Demonstration: Changing Memo Records Using Lists .. .. .. . .. .. .. .. .. .. .. 61

Exercise 4: Manual Memo Records........................................... 67

Lesson: Customizing: Manual Memo Records .................................. 74

Demonstration: Defining Planning Types .................................... 75

Exercise 5: Customizing: Manual Memo Records .. .. .. .. .. .. .. .. .. .. .. .. .. 79




Unit 2: Manual Memo Records AC805

Lesson:

42

Application View: Manual Memo Records


Lesson Overview

This lesson looks at the application of manual memo records.

Lesson Objectives





Your banker calls to tell you that he has just received a credit memo of over 1 million

EUR with today’s value date. You want to show this in the cash position.

Business Example

Now that you know how to reproduce actual bank postings in planning, you now want

to find out how planned incoming and outgoing payments that do not arise from

actual bank postings can be displayed in the bank accounts. You also want to find out

how memo records that have been entered are processed, and how you can call up a

list of some or all of the memo records.

Manual Planning

Explain the purpose of memo records:

Memo records are notified incoming and outgoing payments that do not trigger actual

postings in the CM system. In addition to displaying liquidity information available in

the system, memo records provide additional, manually-entered planning information

for a range of different purposes.




AC805 Lesson: Application View: Manual Memo Records

Figure 23: Manual Planning

You can use manual memo records to include additional information (additional, that

is, to the liquidity information in the system) in short-term planning.

This additional information involves incoming and outgoing payments that do not

trigger actual postings in Cash Management.

Creating Memo Records

Ensure that the participants fully understand the importance of the planning typecharacteristic. It determines:

• The classification characteristic and, in turn, the level of detailing for the memo

records (advice confirmed/advice unconfirmed).

• The level at which the memo record appears in the cash position.

• What details (expiration date, for example) can be entered.

For outgoing payments, a minus sign must be entered after the amount!

Demonstration: Creating Manual Memo Records

Purpose

Demonstrate the procedure for creating manual memo records in the system.





System Data

System:

Client:User ID:

Password:


1. Create a payment advice that has been confirmed.

• Planning type: BV

• Value date: Today

• Cash management account name: DBGIRO

• Amount: 10,000 (followed by minus sign, if required)

• Characteristic: Rent for ...

SAP Easy Access! Accounting ! Financial Supply Chain Management !

Cash and Liquidity Management ! Cash Management ! Incomings! Memo

Record ! Create

Check your cash position.

Figure 24: Creating Memo Records

You can enter single cash management records as individual entries or using the

fast entry function.





The entry procedure involves three steps:

1. Planning data (date, account – cash management account name, expiration date

if required)2. Amount data (currency, exchange rate, exchange rate type, and so on)

3. Additional information (allocation, characteristics, description, and so on)

The planning type determines, via Customizing, the entry level, screen, and expiration.

The expiration date shows how long the payment advice is included in planning.

Only in exceptional cases, such as the concentration payment advice, should it be

changeable. You can also define the characteristics yourself. They help you identify

records quickly. The transaction type accelerates the comparison of payment advices

and bank statements.

The planning type is a unique classification characteristic, entered in all manual memo

records. It controls the level to which a memo record is sent.

You can choose both an exchange rate and an exchange rate type. If you make no

specification, the system uses the average rate. You can use field selection control to

show or hide the Rate Type field.

Remember to enter a minus sign for outgoing payments advices.

Changing Memo Records Using Lists

Memo records that have been entered can be edited (changed).

The memo record can be converted once the final posting has been made, that is, it is

archived and no longer taken into account during planning.By selecting the archive class, you can display archived documents again. These items

can be reactivated and taken into account by reconverting them.

Demonstration: Changing Memo Records Using Lists

Purpose

Demonstrate how to change memo records using lists in the system.

System DataSystem:

Client:

User ID:

Password:






1. Create further memo records.

For example, change the value date, delete a memo record, convert a selection of memo records, reactivate them, and look at how this affects the cash position.


Cash and Liquidity Management ! Cash Management ! Incomings! Memo

Record ! Change Using List

Hint: Explain that archived memo records no longer appear in the

cash position.

Figure 25: Changing Memo Records Using Lists

The payment advices for editing can be changed, archived, or reactivated (=transfer).

The wide range of selection options simplifies the search for specific payment advices.

Archived payment advices are no longer included in planning.

The planning type (example: BV) determines the archive (example:A) in which a

payment advice is stored.

The archiving category is freely definable in Cash Management customizing. Thevarious categories are differentiated by retention period. One archive is usually

sufficient.





The retention period shows how many months a record remains in the system before it

is deleted in a reorganization run.

Hint: If you change the planning type, the system creates a new memo record

and archives the original.

Loading External Memo Records

The TR-CM program Load Memo Records from File to R/3 imports memo records

that were created in an external system and then creates them in R/3. The data can

be stored on the application or the presentation server.

The memo records are supplied to the FDES_IMPORT structure. You can generate

this as a tem plate using the Create Structure for External Advices function. Archived

memo records are also displayed with the appropriate archive class.

To import payment advice data to R/3, you simply have to specify the file name and

format.

SAP Easy Access! Accounting ! Financial Supply Chain Management ! Cash

and Liquidity Management ! Cash Management ! Incomings! Memo Record

! Import from File


and Liquidity Management ! Cash Management ! Tools! Create Structure for

External Advices





Figure 26: Loading External Memo Records

Loading TR-CM Memo Records from Files into R/3 program (in the application

under Cash Management ! Incomings! Memo Record ! Load from File) imports

payment advices created outside the SAP system and creates them in the SAP system.

The data can be stored on the application server or the presentation server.

The payment advices are supplied in the FDES_IMPORT structure. You can use

the Create Structure for External Advices function (in the application, choose Cash

Management ! Tools! Create Structure for External Advices) to generate this

structure as a template.

The following file formats are supported: XLS (Excel), CSV, TXT, ASCII.If you use the file format for Microsoft Excel, Microsoft Excel must be installed on

the presentation server.

To import payment advice data to the SAP system, you need specify only the file

name and format.

Hint: In the case of the bank account, you must enter the account number

and not the cash management account name.

Payment Advice Journal

Memo records that have been entered can be printed out as journals.

You can make various selections here. If a memo record has been changed, the name

of the last person who changed it is displayed. Demonstrate this in the system too.






and Liquidity Management ! Cash Management ! Information System! Reports

for Cash Management ! Individual Planning Journal ! Payment Advice Journal

Archived memo records are also displayed with the appropriate archive class.

Figure 27: Payment Advice Journal

In the payment advice journal, the payment advices are listed according to the

selection criteria you specify. You can print the journal.

Unlike in the worklist, the active and archived records can be displayed in a single list.

The program has been converted to the ABAP List Viewer (ALV). You can configure

the output list to suit your specific requirements. When doing so, you can use the

ABAP List Viewer functions:

• Show or hide columns

• Modify columns

• Determine sort criteria

• Insert or remove interim totals

You can save the current list display variant. You can then use it again the next time

you use this program.





47 Exercise 4: Manual Memo Records


Exercise Objectives


• Enter incoming and outgoing payments noted manually so that they are displayed

in the cash position

• Edit, archive, and select payment advices.

Business Example

You do not want to see only the actual bank postings in the cash position, but the plan

data too. For this reason, when your bank calls you during the day to tell you that alarge cash amount has been received, you can enter this transaction using payment

advices, even though no general ledger posting has yet taken place.

System Data


example T10).




example AC010-##).

Password: Specify the password to be used for this exercise. Thestandard format for the initial password is INIT.





Task:

This section provides a more detailed description of how to use memo records.

1. At 10:15, you receive a call from your bank (##CURR) informing you that they

have received the sum of 250,000 EUR with today as the value date. Use the

appropriate planning type (BV) to process this information.






Shortly afterwards, your internal patent department calls to inform you that a

patent fee of 500,000 EUR is due tomorrow at the latest. Plan this amount in

your DBGIRO account.

2. Check your entries in the cash position (grouping: ACBANKEN).

3. You now want to archive a memo record. Call up a list of the entries ( Process

Memo Record Using List ).

Archive a manual memo record and look at how this affects the cash position.

You now want to call up just this archived record ( Process Memo Record Using

List , archiving category A).

4. Reactivate the record and check what effect this has on the cash position.

5. You now want to process/change a particular memo record. For example,

change the planning date to a date in the future and check your entries again in

the cash position.





Solution 4: Manual Memo Records

Task:This section provides a more detailed description of how to use memo records.

1. At 10:15, you receive a call from your bank (##CURR) informing you that they

have received the sum of 250,000 EUR with today as the value date. Use the

appropriate planning type (BV) to process this information.

Shortly afterwards, your internal patent department calls to inform you that a

patent fee of 500,000 EUR is due tomorrow at the latest. Plan this amount in

your DBGIRO account.

a) Solution for creating manual memo records.

Choose SAP Easy Access ! Accounting ! Financial Supply Chain

Management ! Cash and Liquidity Management ! Cash Management !

Incomings! Memo Record ! Create.

Enter BV (confirmed advices) as the planning type and choose Enter or

Individual Entry. Choose either today or tomorrow as the value date. Enter

the cash management account name and an amount.

Caution: Remember to use minus signs where necessary.

You can also create a memo record from the cash position:

Choose Environment ! Create Memo Record or Memo Record .

Enter the following values:

Cash inflow BV Value date: today 250.000 ##CURR

Cash outflow BV Value date:

tomorrow

500.000 - DBGIRO






2. Check your entries in the cash position (grouping: ACBANKEN).

a) Solution for checking entries in the cash position (grouping:

“ACBANKEN”).Choose SAP Easy Access ! Accounting ! Financial Supply Chain




Grouping: “ACBANKEN”

3. You now want to archive a memo record. Call up a list of the entries ( Process

Memo Record Using List ).

Archive a manual memo record and look at how this affects the cash position.

You now want to call up just this archived record ( Process Memo Record Using

List , archiving category A).

a) Solution for archiving a memo record.

Listing the entries:



Incomings! Memo Record ! Change Using List .

Enter your company code and execute the program.

Now choose the payment advice you want to archive and press Transfer .

Note the message telling you that a memo record has been archived.

Displaying the archived record:




Enter your company code and Archiving Category A, then execute the

program.






4. Reactivate the record and check what effect this has on the cash position.

a) Solution for reactivating manual memo records

Choose SAP Easy Access ! Accounting ! Financial Supply Chain Management ! Cash and Liquidity Management ! Cash Management !


Enter your company code and Archiving Category A, then execute the

program.

Now choose the payment advice you want to reactivate and press Transfer .

Note the message telling you that a memo record has been reactivated.

Viewing the effects in the cash position:










5. You now want to process/change a particular memo record. For example,

change the planning date to a date in the future and check your entries again in

the cash position.

a) Solution for editing/changing memo records

Changing the Date:




Enter your company code and execute the program.

Choose and select the required payment advice. Choose Display Memo

Record (F2) and then Change Memo Record (F6).

Enter and save the new data (F11).

Displaying the changed record




Now enter the required data range (Value Date from ... to ...) and execute

the program again.

Viewing the effects in the cash position:



! Information System! Reports for Cash Management – Liquidity Analyses! Cash Position.





Lesson Summary









Lesson:

53

Customizing: Manual Memo Records


Lesson Overview

Now that the function of manual memo records in the application has been explained,

this lesson looks at Customizing.

Lesson Objectives





Now we will take a look at the Customizing settings available for manual memo

records.

Business Example

Before you can work with manual payment advices, you must make certain settings

in Customizing. When you create planning types, which characterize the individual

payment advices, you are making several assignments simultaneously.

Planning Types

Planning types are similar to document types. They are assigned a freely-definable,

two-digit description and act as classification characteristic for the memo records.

Explain that a planning type is assigned to a level. If you choose a 1:1 relationship

between the planning type and planning level, the level can be used to identify the

payment advice type. Payment advice types that are rarely used can be subsumed

to a different level.

The archiving category can be used to define how long expired documents are to be

stored in the selected archive.




AC805 Lesson: Customizing: Manual Memo Records

If the "Automatic expiration" checkbox is set, the documents are archived (stored)

automatically; if an archive has not been defined, the document is deleted in the next

reorganization. Archived documents are not deleted until the archive duration has

expired.

A number range must be defined for each planning type.

The field status bar enables you to activate fields to be maintained or define required

entries. Explain the field status bar in more detail.

Demonstration: Defining Planning Types

Purpose

Demonstrate the procedure for defining planning types in Customizing.

System Data

System:

Client:

User ID:

Password:

Set up instructions: Not required

1. Create a new planning level (CA = Confirmed Advice). To do so, you may have

to copy the BV level.

Then copy planning type BV to create a new planning type (CA = Confirmed

Advice). In this way, you do not have to configure the field status. For demonstration purposes, however, you could adjust/change this.


Liquidity M anagement ! Cash Management ! Structuring ! Manual

Planning ! Defining Planning Types

Create a new payment advice with your planning type and then check your

cash position.





Figure 28: Planning Types

The planning type or payment advice type is freely definable. It determines

further characteristics of the memo records (level, archiving category, possibly alsoexpiration, number range, and field selection). It is the most important classification

characteristic. You can use different planning types to indicate how likely transactions

are to occur.

The level enables you to make a qualitative analysis about the value of a planned

item. There should be a 1:1 relationship with the planning type, so that the type of

memo record is clear.

The archiving category determines how long a manually planned item remains in the

archive before it is reorganized/eliminated.

The Automatic Expiration switch determines whether memo records of a planning

type become invalid automatically ("X") after they reach the expiration date.

You must also define the number range in advance. It controls number assignment

for memo records.

The field selection string is used to control which fields are ready for input.

Archive: Retention Period

Archive: Automatic Expiration - Examples

Explain that a retention period (in months) can be created for the various archiving

categories (if more than one is used). Different archiving categories are possible

though not recommended because this makes it more difficult to locate documents.

Once the retention period has elapsed, the archived record is deleted in the next

reorganization along with the expired payment advices (if the expiration date has

been reached).





Figure 29: Archive Retention Period

The archiving category is freely definable in Customizing.

The retention period is specified in months. Individual records that have been in

the archive for longer than the retention period are eliminated during the next

reorganization run.

One archive is usually sufficient.

Figure 30: Examples

1) The payment advice can be archived manually or can be reorganized when the

archive duration has elapsed (this is the most common scenario in practice).

2) If the CPU date is after the expiration date, the payment advice is no longer

included in the cash position. It can be archived manually or reorganized:

- After the expiration date has elapsed- After the archiving retention period has elapsed

3) Reorganization not possible - carried out after the expiration date has elapsed.





57 Exercise 5: Customizing: Manual MemoRecords


Exercise Objectives


• Configure a new planning type

Business Example

The planning types provided by SAP do not cover all your requirements. For this

reason, you want to create a new planning type.

System Data


example T10).




example AC010-##).







Task:

1. Create planning level ## (memo record GR##) for the cash position and planning

type ## (memo GR##) (## = your group number).

Only one archiving run should be possible (no automatic expiration).

Use archiving category A.

You must be able to enter text in the text field (field status).






2. At around 10.15, a customer calls to inform you that he has authorized payment

of 1,000,000 to your bank account (11##00) and is expecting a credit memo

tomorrow.

Enter this memo record with the new planning type.

3. Display this planning data in the cash position (grouping: ACBANKEN).





Solution 5: Customizing: Manual MemoRecords

Task:

1. Create planning level ## (memo record GR##) for the cash position and planning

type ## (memo GR##) (## = your group number).

Only one archiving run should be possible (no automatic expiration).

Use archiving category A.

You must be able to enter text in the text field (field status).

a) Solution for creating planning level ## and planning type ##.

Define the planning level:

Choose SAP Reference IMG! Financial Supply Chain Management !

Cash and Liquidity Management ! Cash Management ! Master Data!

G/L Accounts! Define Planning Levels.

Copy or enter your new data. Choose level ## and the name Line item

GR##.

Use source symbol BNK (bank accounting).

Define the planning type:

Choose SAP Reference IMG!

Financial Supply Chain Management !

Cash and Liquidity Management ! Cash Management ! Structuring !

Manual Planning ! Defining Planning Types.

Copy or enter your new data. For the planning type, choose the same

name as you did for the planning level (##). The memo record is only to

be archived (do not select automatic expiration). Enter archiving category

A and Number Range 01.

You can use Field Status Definition to set the display status of the individual

input fields (set text to “Required Entry”, for example). Note that when the

system copies existing planning types, it also copies their field status. If you

choose New Entries, you have to set up the entire field status from scratch.

2. At around 10.15, a customer calls to inform you that he has authorized payment

of 1,000,000 to your bank account (11##00) and is expecting a credit memo

tomorrow.






Enter this memo record with the new planning type.

a) Solution for entering a memo record.


Incomings! Memo Record ! Create.

Enter your data (cash management account name: ##CURR; planning

type ##, value date tomorrow ). You can also enter the memo record

from the cash position.

3. Display this planning data in the cash position (grouping: ACBANKEN).

a) Solution for displaying your data in the cash position.









Lesson Summary








Unit Summary AC805

Unit Summary


• Reproduce planned payment flows in bank accounts.• Process and display payment advices.








Unit 363 Check Deposit

The cash position cannot be properly interpreted until the check deposit and, in turn,

the planned incoming payments appear in the cash position. For this reason, the check

deposit procedure should be carried out quickly to ensure successful cash management.

Unit Overview

This chapter looks at the check deposit procedure and the required Customizing

activities.

Unit Objectives


• Explain the technical procedure for depositing checks.

• Enter checks and print the check deposit list.

• Create and run batch input sessions.

• Postprocess postings (sessions with errors).

• Make the Customizing settings required for entering and posting check deposit

transactions.

• Create screen variants.

Unit Contents

Lesson: Application View: Check Deposit... .. .. ... .. .. .. .. ... ... .. .. .. .. ... .. .. . 87

Demonstration: Demonstration: Check Deposit.. .. .. .. .. .. .. .. .. .. .. .. .. .. . 88

Demonstration: Entry Screen I ................................................ 91Demonstration: Entry Screen II................................................ 93

Demonstration: Demonstration: Check Deposit List ....................... 95

Demonstration: Entry Screen II................................................ 97

Demonstration: Generating Postings / Running Sessions .. .. .. .. .. .. .. . .. 99




Unit 3: Check Deposit AC805

Exercise 6: Check Deposit .... ... ... .... .... ... ... .... .... ... ... .... ... ... .... 101

Lesson: Customizing: Check Deposit............................................ 109

Demonstration: Creating Screen Variants................................... 112

Exercise 7: Customizing: Check Deposit .. .. .. .. .. ... .. .. .. .. ... .. .. .. .. .. . 115




AC805 Lesson: Application View: Check Deposit

Lesson:

64

Application View: Check Deposit


Lesson Overview

This lesson looks at the check deposit procedure.

Lesson Objectives




• Create and r un batch input sessions.


The check deposit procedure is often very time consuming for the customer. This

section describes the fast entry procedure.

Business Example

A number of checks are deposited in your company, which are to be cleared in

Accounts Receivable Accounting on receipt. You decide to work with the check

deposit facility in SAP Cash Management so that the open items in accounts receivableare cleared immediately.

Check Deposit: Procedure

Explain that the manual check deposit procedure is a fast entry tool that reduces the

time and effort involved in processing checks manually.

• You do not have to enter entire posting records.

• You only have to enter the checks received.

• Not only does the system then post to the bank and customer accounts

automatically, but it also carries out payment clearing.





Highlight the significant potential for rationalization this provides and then

demonstrate the general procedure:

• Checks are imported to the SAP system and are initially stored in a bank data buffer. The incoming checks can be entered manually or automatically. If they

are entered manually, a special input screen is used.

• Automatic entry will not be discussed in detail here. Basically, the reading device

enters the data in a predefined screen. The screens are then processed further.

The remaining procedure is the same as that for depositing checks manually.

• The data in the bank data buffer can be prepared, changed, or deleted. Posting

runs are then executed (directly or via batch input sessions) to generate lists

(check deposit list, for example) and documents for general ledger and subledger

accounting.

Demonstration: Demonstration: Check Deposit

Purpose

Demonstrate the check deposit procedure in the system.

System Data

System:

Client:

User ID:

Password:


1. Call up the master data for customer T-F00B00 and explain the individual

screens.

SAP Easy Access! Accounting ! Financial Accounting ! Customers!

Master Data! Display

Now call up the master data for G/L account 800200 (revenues).


Master Data! G/L Accounts! Individual Processing ! Centrally

Enter three customer invoices (6,000, 9,000, 11,000) with the document date

-11 days and the posting date -10 days (T-F00B00 to 800200 (revenues)). Notethe document numbers. Open items have now been generated in the customer

account.

Call up the account balances/items and explain the individual documents.





SAP Easy Access! Accounting ! Financial Accounting ! Customers!

Document Entry ! Invoice

Figure 31: Check Deposit Procedure

You can use the check deposit function in SAP Cash Management to enter checks

received at the company.

The manual check deposit is a “fast entry tool” that substantially reduces the manual

work involved in entering checks. You enter only the checks received, not the posting

records.

The system then automatically makes the postings to the bank clearing account and

customer account, along with the payment clearing. You have two options here:

• Immediate posting

• Create and then run a batch input session

Postprocessing also differs depending on which option you choose.

When you have finished entering checks, additional functions are available so that

you can process them further. For example, you can print a check deposit list and

give it to the bank, along with the checks.

The check deposit list is written, but not posted, after the checks are saved in thedatabase. You can make changes in the list while it has this status. Once the posting

process has been initiated, no further changes are possible.





Account Assignment

Standard account assignment involves the incoming checks account and, in somecases, check clearing accounts too.

If general ledger accounting and accounts receivable accounting are carried out

by different people, the check clearing account can be postprocessed by accounts

receivable accounting, and the incoming checks account can be postprocessed by

general ledger accounting. Otherwise, an incoming check account is sufficient.

Explain which postings are generated. The second postings are generated on the

following day by the bank statement.

Explain that if the SAP check deposit function is not used, the bank statement includes

general ledger accounting and subledger accounting.

Figure 32: Account Assignment





Procedure::

1. Enter checks. Remember to include clearing information. Create a batch input

session.2. Run the subledger session. Postings to bank clearing accounts (incoming checks)

and to subledger accounting (customer clearing).

3. Print the check deposit list and give it to the bank, along with the checks.

4. Import the bank statement: bank postings (clearing the clearing accounts as

necessary).

Check Deposit Transaction: Entry Screen I

Now explain the procedure for entering incoming checks in the SAP system. This

slide shows that users can generate their own entry screens using variants.

The start variant can be used to choose the layout of the following entry screen. Thisscreen only appears when the program is started for the first time and can, if required,

be switched to a different variant later on by means of settings/specifications.

Demonstration: Entry Screen I

Purpose

Show the entry screen.

System DataSystem:

Client:

User ID:

Password:


Not applicable

1. Call up the initial screen and explain the individual input fields.


Cash and Liquidity Management ! Cash Management ! Incomings! Manual

Check Deposit !

Enter or

SAP Easy Access ! Accounting ! Financial Accounting ! Banks!

Incomings! Check Deposit ! Enter Manually





Explain that the Internal Bank Determination setting means that the internal

abbreviation (house bank ID, account ID) has to be entered rather than the

external bank number with the bank account number. Depending on what you

are used to, you can make the preferred setting. Enter the data:

• Internal bank determination

• Start variant: SAP01

• Processing type: 1 (batch input)

Figure 33: Check Deposit Transaction: Entry Screen I

This screen appears the first time you enter a bank statement.

Here, you stipulate the account assignment variant. The start variant determines

which fields are displayed when you are actually entering checks. You can change the

account assignment variant at any time during processing.

The start variant specifies the account assignment variant for the individual postings.

You can use customizing to create entry screens (variants) of your own.

If you select internal bank determination, the system identifies the bank using the

internal name instead of the bank number and external account number. You can use

either, according to what is usual in your company.

The matchcode ID "D" and the contents of the Customer Matchcode field on the

next screen make up the matchcode of the customer account the system searches for

(account determination for payment settlement).

The further processing type determines whether the postings in the batch input session

are made online or in the background.





Transfer value date: The value date from the check entry is copied into the postings.

Specify a form ID if you want to use a form that differs from the standard form for the

check deposit list.

Check Deposit Transaction: Entry Screen II

In this screen, you can define the general check deposit data (company code, date,

currency, posting data).

Explain the different fields.

Group is a freely-definable term (short symbols, for example) for identifying the list.

Transaction 0002 is defined in Customizing and controls posting. Point out that only

one transaction is sufficient because all the checks are posted in the same way.

Posting Date and Value Date are required entry fields. The value date correspondswith the expected credit memo.

Demonstration: Entry Screen II

Purpose

Demonstrate the check deposit procedure in the system.

System Data

System:Client:

User ID:

Password:


1. Call up the initial screen and explain the different fields.



Check Deposit ! Enter

or

SAP Easy Acce ss ! Accounting ! Financial Accounting ! Banks!

Incomings! Check Deposit ! Enter Manually





Enter the following data:

• Company code: AC00

• House bank ID: 1000• Account ID: 1000

• Group: Freely definable

• Transaction: 0002

• Posting date / Value date: Today

• Currency: EUR

• Subledger Session: Nebu00

Figure 34: Check Deposit Transaction: Entry Screen II

Enter the following data in the initial screen:

Group: This indicator is used to differentiate between check deposit lists. For

example, you can combine incoming checks into groups by house bank. The group

is a freely-definable term to differentiate between the various check deposit lists

(basically a “name” for the check deposit list (by bank account, name of the person

who entered it, time).

Transaction: The transaction controls posting. The rules are entered when the system

is customized.

Posting Date: Enter the date of the documents to be posted.

Value Date: Enter the expected value date in the bank statement (can be transferred

to the documents to be posted).





Note: A separate list should be created for each currency (or value date) due to the

various methods for fixing value dates.

Check Deposit List

Explain that the screen for entering check data in accordance with the selected variant

is now displayed. This data is used for posting as well as locating and clearing the

open items.

Explain that up to 99 documents can be entered by double-clicking a document

number field.

Demonstration: Demonstration: Check Deposit List

Purpose

Demonstrate how to create a check deposit list in the system.

System Data

System:

Client:

User ID:

Password:

Set up instructions: nicht anwendbar

1. Enter two checks to pay your three invoices. Two invoices are paid with the

first check.





Check 1:

• Amount: 15,000 EUR

• Check no. 123

• Double-click the document number. Enter the numbers of the first two

invoices posted in the Doc. no. field.





Check 2:

• Amount: 11,000 EUR

• Check no. 124• Issuer: AC805

This is all the information you need to clear the open customer invoices.

Figure 35: Check Deposit List

The account assignment variants (start variants) determine which fields are

displayed during entry. Different account assignment fields appear in the entry screen,

depending on the account assignment variant being used. Among other things, the

number of account assignment fields in a variant regulates whether 1, 2, or 3 lines are

available for each memo record.

You define the variants in customizing and can change them at any time during

processing. If you use more account assignment fields than are available in the current

variant, this is shown in an additional field.

For example, you can enter several document numbers and different invoice amounts

for a memo record. This is of use if a customer uses one check to clear a number of invoices. An account assignment field for which more than one value has been

entered is highlighted in the display.





Check Deposit Transaction: Printing and Overview

You can use this slide to explain how the data is processed further.

Demonstration: Entry Screen II

Purpose

Show the entry screen in the system.

System Data

System:Client:

User ID:

Password:


1. Once you have entered your data, save the list. You can still change or add

further information to the list if required. You can use the Individual List and

Totals List buttons to call up and print out the list.

When you save the list again, it is posted / batch input sessions are created.








Figure 36: Check Deposit: Printing and Overview

You can print the check deposit list directly from the entry screen. You can also print

a totals list coving a number of check deposits.

The Print option allows you to display the form for printing.

You can use the overview to gain a perspective over all your check deposits. It

contains the following data:

• Date entered

• Entered by

• Group name

• Company code and currency

• Total amount

• Processing status

You can see how far check deposit posting has progressed by means of the processing

status. If both postings and clearing postings have been made, the status will be Posted

in full . The incomplete posting status will appear if only the bank account postings

have been made. If no posting has taken place, the status will be Created .





Generating Postings

Explain the various steps involved in posting.

Sessions that cannot be processed because clearing information is missing must be

postprocessed.

Demonstration: Generating Postings / Running Sessions

Purpose

Demonstrate how to generate postings and run the session.

System DataSystem:

Client:

User ID:

Password:


1. Run the batch input session and explain the individual steps in the system.

Run session Nebu00 and follow the clearing process. If necessary, deactivate the

cash discount because the customer pays the invoices in full.

System! Services! Batch Input ! Sessions

Finally, call up the cleared customer items in FI.

You can see the transactions in the liquidity forecast or the cash position.

When the bank statement arrives, the incoming check account is cleared and

posted to the bank account.





Figure 37: Generating Postings

You can generate the postings immediately or using batch input sessions.

The Post o ption generates postings immediately or the batch input sessions, including

postings for subledger accounts.

You can run the batch input sessions individually or together, online or in the

background (batch).

The log displays the processing statistics and any incorrect transactions.

Incorrect transactions, which were not processed due to inadequate clearing

information, must be postprocessed.

If you are using batch input sessions, you must run these again online.

If you are using immediate postings, you have to postprocess the payment advices.





71 Exercise 6: Check Deposit


Exercise Objectives


• Enter a check deposit list in the system and post it.

Business Example

Your company has a high volume of incoming checks. For this reason, you have

decided to use the manual check deposit function.

System DataSystem: Specify the system to be used for this exercise (for

example T10).




example AC010-##).







Task:

Post the following transactions:

1. Post an outgoing invoice:

Document date: -11 days

Posting date: -10 days

Customer: T-F00B00Amount: 10,000.-

Output tax: 16% - domestic (AN)






Payment terms: payable immediately without deduction (ZB00)

Use account 800200 (revenues, for example not passed on to CO-PA) for the

offset posting.

Hint: Make a note of the document number.

2. Your customer pays by check (10,000) and specifies the document number.

Choose screen variant SAP01 and carry out further processing in a batch input

session (generate online).

Enter this check in your current account, using the internal bank designation

(bank ID1000, account ID 1000).

Group: Own name

Posting date: Today

Value date: Tomorrow

Session name: NEBU##

Choose transaction 0002 Direct check deposit.

Specify the document number too.

3. Generate the session for subledger accounting.

4. Call up the print preview for the check deposit list (output device LP01).

5. Run the batch input session to update it.

6. Check the transactions in customer account T-F00B00 or the bank accounts.

Make a note of the document number in account 113108.

7. Take a look at how this affects the cash position (grouping: ACBANKEN).





Solution 6: Check Deposit

Task:Post the following transactions:

1. Post an outgoing invoice:

Document date: -11 days

Posting date: -10 days

Customer: T-F00B00

Amount: 10,000.-

Output tax: 16% - domestic (AN)

Payment terms: payable immediately without deduction (ZB00)






Use account 800200 (revenues, for example not passed on to CO-PA) for the

offset posting.

Hint: Make a note of the document number.

a) Solution for posting an outgoing invoice.

Choose SAP Eas y Access! Accounting ! Financial Accounting !

Customers! Document Entry! Invoice – Company Code AC## .


Customer T-F00B00

Invoice Date <-11 days>

Posting Date <-10 days>

Amount 10,000 EUR

Output Tax 16% - domestic (AN)

Calculate Tax Set indicator

Payment Terms payable immediately

without deduction

(ZB00)

G/L Account 800200

Amount 10,000 EUR

2. Your customer pays by check (10,000) and specifies the document number.

Choose screen variant SAP01 and carry out further processing in a batch input

session (generate online).

Enter this check in your current account, using the internal bank designation

(bank ID1000, account ID 1000).

Group: Own name

Posting date: Today

Value date: Tomorrow

Session name: NEBU##

Choose transaction 0002 Direct check deposit.






Specify the document number too.

a) Solution for entering a check deposit list.


Incomings! Manual Check Deposit ! Enter .

Enter your data.

And the document number and/or customer name AC805 to clear the

open item.


Internal Bank Determination Set indicator

Start Variant SAP01

Processing Type 1- as batch input

Company Code AC##

House Bank 1000

Account ID 1000

Group <own name>

Transaction 0002 (Check deposit on account)

Posting Date <today>

Value Date <tomorrow>Currency EUR

Subledger Session NEBU##

Amount 10.000,-

Check Number 123

Document Number <invoice document

number>

Issuer AC805

Saving the list creates the check deposit list. You are free to change or

add to the list.






3. Generate the session for subledger accounting.

a) Solution for generating the sessions.

See menu for solution 1-2 . . .

Saving the list a second time creates the subledger session NEBU##.

Or choose the following menu:

Choose! Check Deposit Transaction! Posting ! Individual List .

4. Call up the print preview for the check deposit list (output device LP01).

a) Solution for displaying the check deposit list.

See menu for solution 1-2 . . .

Choose! Check Deposit Transaction! Print Individual List (output

device LP01)! Print Preview.

5. Run the batch input session to update it.

a) Solution for updating the sessions.

Choose System! Services! Batch Input ! Sessions! NEBU## –

Select Session! Process – Process in the foreground .

The 10,000 EUR are now posted to bank clearing account 113108

(incoming check) against customer T-F00B00, who is cleared at the same

time.

6. Check the transactions in customer account T-F00B00 or the bank accounts.

Make a note of the document number in account 113108.a) Solution for checking the transactions in customer account T-F00B00

or the bank account.

Customer account:


Customers! Account ! Display/Change Items.

Enter your account number. Select Cleared Items - Clearing Date: Today.

G/L Account


General Ledger ! Account ! Display/Change Items.

Enter account number 113108. Select Open Items – Open at Key Date:

today.






7. Take a look at how this affects the cash position (grouping: ACBANKEN).

a) Solution for checking the effects of this in the cash position (grouping:

ACBANKEN).

Hint: See the previous exercises.





Lesson Summary









AC805 Lesson: Customizing: Check Deposit

Lesson:

79

Customizing: Check Deposit


Lesson Overview

This lesson looks at customizing the check deposit procedure.

Lesson Objectives



transactions.


This section looks at the Customizing settings for the check deposit procedure.

Business Example

Having decided to use the check deposit function in your business, you have to make

the necessary system settings.

Customizing Process – Transactions / Posting Rules

In the first step, you have to define the posting rules (internal transaction). Rules 0003

and 0004 can be used for depositing checks.

SAP Reference IMG! Financial Accounting ! Bank Accounting ! Business

Transactions! Check Deposit ! Define Posting Keys and Posting Rules for Check

Deposit

In the second step, external business transactions (0002, for example) are assigned

to these “internal transactions”.


Transactions! Check Deposit ! Create and Assign Business Transactions

In the third step, the posting rules and posting keys are assigned to these business

transactions.





Figure 38: Customizing Process – Transactions / Posting Rules

In the first step, posting rules (internal transactions) are defined. The posting rules

represent posting transactions typical of the check deposit.

Assigning a posting rule to a transaction used in the application makes it possible to

update the transaction for the check deposit too. You can define the transaction name

as you want. You specify the transaction name in the Transaction field in the initial

check deposit screen.

Transaction value date: name of the rule for determining the value date from the

posting date (example: posting date + 2 days) You define the rule with the bank terms.

Account determination is effected using the posting rules. The system uses the

internal transaction to determine the information necessary for posting (posting keys,

accounts, document type, and so on).

Bank statement items that have been selected for clearing can now posted on-account.

This can be an advantage if the customer for the original clearing has been identified

and the payment can be posted to the customer ledger for later clearance. In addition,

bank clearing accounts can be accessed within the system for the purpose of making

the on-account posting.





Posting / Account Determination

Explain this slide directly on the screen. Explain the individual fields.


Transactions! Check Deposit ! Define Posting Keys and Posting Rules for Check

Deposit

See the subheaders on the left-hand side of the screen.

The first screen shows the posting procedure for the different posting rules. Account

symbols are entered instead of the actual accounts. The advantage of account symbols

is that only one posting rule needs to be defined for each business transaction when

different charts of accounts are used.

To call up a list of symbols, click Symbols. Further symbols can be created if required.

To call up the account assignment, click Accounts and enter chart of accounts INT.

Remind the participants why the last two digits of the account number for each

account usage must be identical. The accounts can be called up in the same way via

the masking.

Figure 39: Postings and Account Determination





This graphic shows an example where, for organizational reasons, bank and subledger

postings are to be generated when a check is deposited.

Depending on whether a posting transaction affects general ledger accounting only or both G/L and subledger account, you enter posting rules for one or two posting areas.

The posting area determines whether items are posted to the general ledger/bank

accounting (= 1) and/or the subledger (= 2).

The posting type controls the data update.

It determines the posting rule (examples: G/L posting, subledger posting, with or

without clearing).

The G/L accounts are found using the account symbols (example: INCOMING

CHECK). Partially masked entries refer to the clearing account that belongs to the

G/L account. The system uses the entry in the Currency field to send checks in foreign

currency to the required foreign currency account.

Select the compression indicator so that the checks are posted as a total rather than

individually.

A posting key or account is still free in posting area 2 (subledger accounting). The

data required here for the clearing postings is taken from the check information

(drawer, document number, and so on).

Creating Screen Variants

It is essential that you maintain the right fields when entering checks. The entry screen

may have to be adapted to the information normally supplied by the customer.

Further screens can be defined in addition to the standard screens.

Demonstration: Creating Screen Variants

Purpose

Demonstrate how to create screen variants in the system.

System Data

System:

Client:

User ID:

Password:






1. SAP Reference IMG! Financial Supply Chain Management ! Cash and

Liquidity Management ! Cash Management ! Business Transactions!

Settings for Check Deposits! Define Variants for Check Deposits

Choose Create and assign a variant name.

Select the field sequence.

Hint: Whenever possible, only create one-line entry fields because

two-line entry fields can be confusing.

Figure 40: Creating Screen Variants

You can create your own account assignment variants for the check deposit, thereby

tailoring the arrangement and/or selection of account assignment fields to your specific

requirements. The standard we deliver contains one variant which you cannot change.

If you do not want to use the standard variant, you can switch it off. New variants

must be activated once they have been created.

The fields required for check entry are selected in the order you want them displayed

on the screen. To do this, place the cursor on a possible field, and double-click the

field or select it using the menu option.





83 Exercise 7: Customizing: Check Deposit


Exercise Objectives


• Configure your own start variant.

• Create more bank clearing accounts.

Business Example

You want to create a variant of your own to complement the standard variant delivered

by SAP. This will enable you to specify additional information when you enter a

check deposit list.

System Data


example T10).




example AC010-##).



CATT: [If a CATT is required, enter the CATT name. Deletethis tag if not used.]



Task:

In your project, you want to generate a new variant for entering the check deposit list.

1. Add a new variant, GR##, to the start variants. This variant is to contain

the fields 3-Digit Check Number , 8-Digit Bank Key, Bank Account Number ,

Customer N umber , and Reference Document Number .

Create one line with data entry fields. Remember to activate the new variant.

2. Use the new variant to display an overview of checks already deposited.






3. Add the following clearing accounts to the new bank details for 11##00: 11##05,

11##08, and 11##09. Use accounts 113105, 113108, and 113109 as templates.





Solution 7: Customizing: Check Deposit

Task:In your project, you want to generate a new variant for entering the check deposit list.

1. Add a new variant, GR##, to the start variants. This variant is to contain

the fields 3-Digit Check Number , 8-Digit Bank Key, Bank Account Number ,

Customer Number , and Reference Document Number .

Create one line with data entry fields. Remember to activate the new variant.

a) Solution for adding a new variant to the start variants.


! Business Transactions! Check Deposit ! Define Variants for Check

Deposits.

Choose Create and enter the name of your new variant.

Create one line with data entry fields. Double-click the following fields

from the list of tasks.

• 3-digit check number

• 8-digit bank key

• Bank account number

• Customer number

• Reference document number

Save and activate the new variant.If the system requires it, create a new Customizing request.






2. Use the new variant to display an overview of checks already deposited.

a) Solution for using your new variant to display an overview of checks

already already deposited.Choose SAP Easy Access ! Accounting ! Financial Supply Chain


! Incomings! Enter Manual Check Deposit .

Choose Overview and click the bank account account for which you have

entered the check deposit list. Select the list and choose Transfer .

To call up the screen for selecting variants, choose Settings – Specifications.

Choose your new variant as the start variant and confirm.

Press Return to proceed to the check deposit list and view the structure

controlled by your new variant.

3. Add the following clearing accounts to the new bank details for 11##00: 11##05,

11##08, and 11##09. Use accounts 113105, 113108, and 113109 as templates.

a) Solution for adding clearing accounts 11##05, 11##08, and 11##09.


General Ledger ! Master Data! G/L Accounts! Individual Processing

! Centrally .

Use accounts 113105, 113108, and 113109 as templates.





Lesson Summary



transactions.





Unit Summary AC805

Unit Summary


• Explain the technical procedure for depositing checks.• Enter checks and print the check deposit list.




transactions.





Unit 489 Manual Bank Statement

To provide a clear overview of the cash position, it is important that bank statement

information is posted. The fast entry method is recommended if you have a high

number of bank statement items. This is described in this section.

Unit Overview

This chapter looks at the functions of the manual bank statement.

Unit Objectives


• Explain the technical procedure for entering bank statements manually.

• Enter bank statements manually.

• Carry out and postprocess postings (batch input sessions).

• Make the customizing settings necessary for manually entering bank statements

and the entry and update of the related transactions.

• Define bank statement transactions for standard postings, and define the relevant

posting and account determination rules

• Configure account symbols and allocate account numbers

Unit Contents

Lesson: Application View: Manual Bank Statement .. .. .. .. .. .. .. .. .. .. .. .. .. . 123

Demonstration: Entering the Data Required for Demonstrating the Bank

Statement........................................................................ 123Demonstration: Entering Bank Statements .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. 125

Exercise 8: Bank Statement: Manual Entry................................. 133

Lesson: Customizing: Manual Bank Statement ................................ 143

Demonstration: Manual Bank Statement: Customizing .. .. .. .. .. .. .. .. .. . 147




Unit 4: Manual Bank Statement AC805

Exercise 9: Customizing: Manual Bank Statement .. .. .. .. .. .. .. .. .. .. .. .. 149




AC805 Lesson: Application View: Manual Bank Statement

Lesson:

90

Application View: Manual Bank Statement


Lesson Overview

This lesson looks at the manual bank statement application.

Lesson Objectives





Results that can be utilized for Cash Management in the cash position are not available

until the bank statement data has been posted in the system.

Business Example

Certain banks send bank statements to your company by post. You now want to

familiarize yourself with the options and procedure for entering these bank statements

manually. How, and under what conditions, can you postprocess bank statements

entered manually?

Manual Bank Statement: Procedure

The procedure for manual bank statements is similar to the check deposit procedure.

The manual bank statement is used when it is not worth using an electronic bank

statement because it does not contain many transactions, for example.

Demonstration: Entering the Data Required for

Demonstrating the Bank StatementPurpose

Create the data required for demonstrating the procedure for entering the manual

bank statement.





System Data

System:

Client:User ID:

Password:


1. Call up the master record for vendor T-F00B00.

SAP Easy Access! Accounting ! Financial Accounting ! Vendors! Master

Data! Display

In addition, take a look at the master data for G/L account 400020 (material

consumption).


Master Data!

G/L Accounts!

Individual Processing !

CentrallyCreate an incoming vendor invoice for 300,000 (T-F00B00 to 400020), value

date -7 days, tax VN. Change the payment details to ZB00. Simulate a check

payment (113101 to T-F00B00) for 300,000, value date -6 days, and display

the open item.

In this case, the bank statement only involves G/L accounting.

In addition, enter an outgoing customer invoice (T-F00B00 to 800200, 200,000,

tax AN, value date -7 days, ZB00). Make a note of the document number for the

outgoing invoice and display the open item.

In this case, the bank statement involves both G/L and subledger accounting.

Figure 41: Manual Bank Statement Procedure





The account assignment process for the bank statement is the same as that for the

check deposit.

The manual bank statement is a fast entry tool that substantially reduces the manualwork involved in processing bank statements. You only need to enter the bank

statement items and not the entire posting records.

The system then automatically makes the postings to the bank account, bank clearing

account, and customer account, along with the payment clearing. You have two

options here:


• Create and then run a batch input session.

Postprocessing also differs depending on which option you choose.

The manual bank statement is written, but not posted, after the checks are saved in the

database. You can make changes regarding the statement while it has this status. Oncethe posting process has been initiated, no further changes are possible.

Entering the Bank Statement

Explain the different fields.

Mention that the procedure is virtually identical to that for depositing checks.

In this case, however, payment advices can be read and compared.

Matchcodes can also be entered to find customers and vendors. Demonstrate how

these are used later.

You can reconfigure the variants at any time during processing here too.

Demonstration: Entering Bank Statements

Purpose

Demonstrate how bank statements are entered in the system.

System Data

System:Client:

User ID:

Password:






1. SAP Easy Access! Accounting ! Financial Supply Chain Management !


Bank Statement ! Enter

or

SAP Easy Access ! Accounting ! Financial Accounting ! Banks!

Incomings! Bank Statement ! Enter Manually


• External Bank Determination; Bank Routing Number 20050000; Account

ID 12345600; Statement Number: 1; Statement Date: today; Beginning

Balance: 0; Ending Balance: –100,000; Sessions BABU 00 and NEBU00

• Transaction: 001; Value Date: today; Amount: –300,000; document

number from the check payment;

• Transaction: 051; Value Date: yesterday; Amount: 200,000; CUST MCAC205.

Save your entries.

Figure 42: Entering the Bank Statement

This screen only appears the first time you enter a bank statement.

Here, you stipulate the account assignment variant. The start variant determines

which fields are displayed when you come to enter the bank statement. You canchange the account assignment variant at any time during processing.

The star t variant specifies the account assignment variant for the individual postings.

You can use customizing to create entry screens (variants) of your own.





Figure 43: Processing the Bank Statement (1) – Bank and Payment Advices

Enter the following data in the initial screen:

House Bank/Bank Account ID: Here, you enter the house bank ID and account ID (for

Internal Bank Determination), or the bank number and external account number (for

External Bank Determination).

Statement number and date

Selection of Payment Advices: As part of statement entry, payment advices that have

come into Cash Management by way of memo records can be copied to the bank

statement automatically. This clears them. Various selection criteria are available for

this purpose. For example, you can select all payment advices entered in a particular

planning period or as of a particular bank statement date.

In Further Processing , you can enter session names, if you are working with batch

input sessions. You can also restrict processing to bank postings only (this improves

system performance in online posting).

Processing the Bank Statement (2): Bank Document / Selection

This slide shows you how the data is entered. Demonstrate how, unlike the check

deposit procedure, the transactions are not entered until this step because the different

posting transactions for each item are used as a basis.





Figure 44: Processing the Bank Statement (2): Bank Document and Selection

You use the transaction to control which type of bank posting you are processing, for

example, credit memo, wire transfer or check payment.

Individual documents are selected in subledger accounting by using certain criteria

(such as the document number) or by using the matchcode (account determination)

and additional information (document determination) such as the amount, allocation,

posting date or document date. Which selection field are queried depends on the

account assignment variant and the interpretation variant.

You can select memo records relating to the bank statement in the initial screen by

means of various characteristics. These are then defaulted in the detail screens for

entering transactions. Selected memo records that do not agree with the bank account

statements can be deleted as part of entry screen processing.

If you have accidentally entered the wrong beginning and ending balances, you can

correct them in the entry screen. To do so, choose Goto! Change Control .

Processing the Bank Statement (3): Further Processing

You can still process the bank statement before you actually post it. You can also

set a deletion indicator.

The bank statement number is checked to prevent double postings.

When using planning types for processing, you can process planned payment advices.





You can use the settings to enter further specifications/variants.

Figure 45: Processing the Bank Statement (3) – Further Processing

You can display, change, and delete bank statements before posting them.

You can either post bank statements separately or post all the bank statements entered

in the current work session together.

The Post option generates the batch input sessions required for the bank account

postings and subledger account postings, or posts them immediately.

The check by bank statement number ensures that postings cannot be made twice. The

system generates a posting log, showing the batch session name if appropriate.

You can use the Overview to gain an overview of all your bank statements. The

processing status shows the stage bank statement posting has reached. For the next

day, choose New Statement .

Examples of posting manual bank statements

Provide a detailed explanation of the examples.





Figure 46: Example: Posting Manual Bank Statement 1






97 Exercise 8: Bank Statement: Manual Entry


Exercise Objectives


• Post incoming and outgoing invoices.

• Enter and post a manual bank statement.

Business Example

Certain companies send bank statements to your company by post. You now want to

familiarize yourself with the options and procedure for entering these bank statements

manually.

System Data


example T10).




example AC010-##).



CATT: [If a CATT is required, enter the CATT name. Deletethis tag if not used.]



Task:

Post the following transaction.

1. Post an incoming invoice of EUR 500,000.

Vendor: T-F00B00

G/L Account: 400020

Invoice Date/Posting Date: 7 days ago






No. Trans-

action

Value

Date

Note to Payee Amount D/C

1 001 Today Outgoing check for document

number……..

(document number

from 1-2)

- 500,000 (donot forget minus

sign)

D

2 070 Yester-

day

Check credit from

check deposit

9,700.- C

3 051 Yester-

day

Transfer to customer

T-F00B00

590,300.- C

Use the following session names: BABU## for bank postings and NEBU##

for subledger postings.

5. You want to make further changes to the bank statement.

Display an overview of the bank statements entered.

Select the statement and change the value date from <today> to

<yesterday>.

6. Post your bank statement by generating the sessions and running them in the

foreground. First post the bank accounting session and then the session for

the postings in the subledger.

7. Check the cash position. Is your manual memo record still displayed in the

ACBANK-IST grouping?





Solution 8: Bank Statement: Manual Entry

Task:Post the following transaction.

1. Post an incoming invoice of EUR 500,000.

Vendor: T-F00B00

G/L Account: 400020


Payment Terms: ZB00

Input Tax: 16%

a) Solution for posting the incoming invoice.

Choose SAP Easy Access: Accounting ! Financial Accounting ! Vendors

! Posting ! Invoice – Company Code AC## .

Enter your data.

If necessary, leave the payment terms under Payment at ZB00.


Vendor T-F00B00



Amount 500,000 EUR

Input tax VN (16% - domestic)

Calculate Tax Set indicator

Payment Terms ZB00 (no cash

discount)

G/L Account 400020

Amount 500,000 EUR

2. Pay this invoice with an outgoing check .

Bank account: 113101

Invoice date/posting date: 6 days ago






Make a note of the document no. (______________).

This clears the vendor account.

a) Solution for paying the invoice with an outgoing check.


Vendors! Document Entry! Outgoing Payment ! Post .

Enter your data.


Document Date <-6 days>


Bank Account 113101

Amount 500,000 EUR

Value Date <-6 days>

Vendor T-F00B00

When you save the data, the open item is created for this vendor.

3. Post the following transaction.

Outgoing invoice EUR 590,300

Customer: T-F00B00

G/L Account: 800200


Payment Terms: ZB00






No. Trans-

action

Value

Date

Note to Payee Amount D/C

1 001 Today Outgoing check for document

number……..

(document number

from 1-2)

- 500,000 (donot forget minus

sign)

D

2 070 Yester-

day

Check credit from

check deposit

9,700.- C

3 051 Yester-

day

Transfer to customer

T-F00B00

590,300.- C

Use the following session names: BABU## for bank postings and NEBU##

for subledger postings.

a) Enter a bank statement.



Incomings! Manual Bank Statement ! Enter .

Enter your data.

Do not forget the minus sign for outgoing checks.

For the outgoing check, you must also enter the document number; for the

incoming transfer, enter the customer matchcode.


Internal Bank Determination Do not set flag

Read Cash Management Advices Set indicator

Start Variant 1000 (man. bank

statement (standard))

Processing Type 1- as batch input

Bank Key 200 500 00

Bank Account 111111##

Currency EUR

Statement Number 1







Statement Date <today>

Beginning Balance 0

Ending Balance 100.000


Planning Type BV

Bank Posting Session BABU##

Subledger Session NEBU##

The following table shows three items from the bank statement.

No. Transac-tion

ValueDate

Amount Doc. no. Customer

1 001 today 500.000

-

Doc. no.

of outgoing

check

-

2 070 Yester-

day

9.700 -

3 051 Yester-

day

590.300 T-F00B00

Information for item 1: If you have selected a manual memo record, just

add the transaction number (001) and enter the document number from

Task 1 (the system proposes the remaining data). Save.

5. You want to make further changes to the bank statement.

Display an overview of the bank statements entered.






Select the statement and change the value date from <today> to

<yesterday>.

a) Change the bank statement.(as in the previous exercise)

In the bank statement overview, position your cursor on the statement,

double-click and choose Transfer .

Choose Return.

Enter your changes. Save.

6. Post your bank statement by generating the sessions and running them in the

foreground. First post the bank accounting session and then the session for

the postings in the subledger.

a) Post a bank statement.

(as in the previous exercise)

In the bank statement overview, position your cursor on the statement.

Double-click and choose Transfer. To post the statements or create the

sessions, choose Bank Statement ! Post Individual Statements.

To run the sessions, choose System! Services! Batch Input ! Sessions.

Select the required session (BABU## and NEBU##) and choose Process

! Process/Foreground .

7. Check the cash position. Is your manual memo record still displayed in the

ACBANK-IST grouping?a) Check the cash position.

(as in the previous exercise)

If you select the manual memo record in the screen for entering bank

statements and post it with the bank statement, the manual memo record

for the patent fee (BV) is not displayed in the ACBANK-IST grouping.

(The manual memo record has been archived automatically and is located

in archiving category A.)





Lesson Summary








AC805 Lesson: Customizing: Manual Bank Statement

Lesson:

107

Customizing: Manual Bank Statement


Lesson Overview

This looks at Customizing for the manual bank statement.

Lesson Objectives







This lesson takes an in-depth look at Customizing for manual bank statements.

Business Example

Having decided to use manual bank statement entry, you will now learn how to use the

Customizing settings required to regulate postings accordingly.

Posting Rules and Transactions

As in the check deposit transaction, the posting rules (internal transactions) also have

to be defined here.


Transactions! Payment Transactions! Manual Bank Statement ! Define Posting

Keys and Posting Rules for Manual Bank Statement

! Create Account Symbols! Assign Accounts to Account Symbols! Define posting

rules.

In a second step, assign business transactions to these posting rules in such a way that

different business transactions can relate to one posting rule.

Call up the posting rules (internal transactions).





Demonstrate how to assign the business transactions.

Figure 49: Posting Rules and Transactions

The first step is to define posting rules (internal transactions). The posting rules

represent posting transactions typical of the bank statement.

Assigning a posting rule to a transaction makes it possible to use the transaction in

the bank statement. You can define the transaction name as you wish. You must

specify the transaction reference in the Transaction field in the bank statement detail

screen. You can use the standard list of business transaction codes for German banks

as a guide.

Account determination is effected using the posting rules. The system uses the

internal transaction to determine the information necessary for posting (posting keys,

accounts, document type, and so on).

You can use account modifications to have postings sent to accounts other than the

standard account assignment.

The interpretation algorithm determines which fields are evaluated for the clearing

transaction or document determination.

Posting Details

Determining accounts from house bank data

Posting rule and account determination

Posting rules are then assigned to the transactions.





The first screen shows the posting procedure for the different posting rules.

Account symbols are also used here so that identical postings at different banks do not

need to be entered separately in the table.To call up the symbol list, click Creat Account Symbols. Further symbols can be

created if required.

To call up the account assignment, click Assign Accounts to Account Symbols and

enter chart of accounts INT.

The G/L account is determined by assigning the house bank to the G/L account. If

the Bank Determination (internal) flag is selected, you only need to enter the bank

designation to match the right bank account with the right G/L account.

The masking is used to assign the corresponding clearing accounts.

Figure 50: Posting Details

The internal transactions are used to find the posting rules and necessary information

(posting keys, accounts, and so on).

The system uses the posting area to determine whether it should post the items to

the general ledger (1) or subledger (2).

The posting type controls the data update.

The accounts are set with their account symbols. The Account Symbols are used to

determine which account numbe should be used.





Advantage: No new table entries are required for postings of the same type made

to different banks.

A posting key or account is still free in posting area 2 (subledger accounting). Thedata required here for the clearing posting is taken from the check information

(drawer, document number, and so on).

Bank statement items that have been selected for clearing can now be posted

on-account. This can be an advantage if the customer for the original clearing can be

identified as the payment can be posted to the customer ledger for later clearance. In

addition, bank clearing accounts can be accessed within the system for the purpose

of making the account posting. The same applies to clearing postings in the general

ledger.

Figure 51: Determining Accounts from House Bank Data





Account Determination Rules

1. The account symbol determines the G/L account to which postings are made.

2. The G/L account is determined using the G/L account number assigned to anaccount ID (full masking).

3. Partially masked entries reference the clearing account that belongs to the G/L

account.

4. The system uses the entry in the Currency field to send transactions in a foreign

currency to the required foreign currency account.

5. Entries in the Account Modification column are freely definable. They are

required by the customer exit for company-specific posting transactions

(for example: classification of account transactions by person responsible,

incoming/outgoing payments, selection by delivery note number).

Figure 52: Posting Rule and Account Determination

This graphic shows examples of some entries in the customizing table.

Demonstration: Manual Bank Statement: Customizing

PurposeDemonstrate how to customize the manual bank statement in the system.





System Data

System:

Client:User ID:

Password:


1.

• Create a new key for a posting rule (2005 (0005 already exists)).

• Assign this to transaction 2005 Cash Check AC00.

NOTE: When carrying out this demonstration, use the detailed solutions in the

exercises as a guide.





111 Exercise 9: Customizing: Manual BankStatement


Exercise Objectives


• Make all customizing settings up to account determination.

Business Example

You will enter all the customizing settings for a sample bank statement.

System Data


example T10).




example AC010-##).







Task:

Make the following Customizing settings.

1. Define a key for posting rule ##05 (## = your group number) for check debit

memo GR##.

2. Assign posting rule ##05 to external transaction ##05 – Vendor Check Deposit

GR##.

3. Define account determination for posting rule ##05.

First, create account symbols:






##-BANK Bank account GR##

##-OUTCHECK. Outgoing check GR##

Save your entries.

Then assign accounts in the INT chart of accounts to the account symbols. Use

the facilities for partial and full masking.

##-BANK + + ++++++++++

##-OUTCHECK. + + +++++++++1

Save your entries.

Now you can define posting specifications for posting rule ##05 (only necessary

for posting area 1 - bank accounting).

You do not need to specify a posting key in the debit posting (OUTCHECK).

In the credit posting (##-BANK), specify posting key 50. This is a G/L account

document which should clear the balance in the G/L account.

4. Now post an incoming invoice for 22,000 EUR.

Vendor: T-F00B00

G/L Account: 400020

Invoice Date/Document Date: 7 days ago

Payment Terms: ZB00

Input Tax: 16%

5. Pay this invoice by outgoing check:

Bank Account: 11##01

Posting/Document/Value Date: 6 days ago


6. Enter a manual statement for bank GR## CURR .

If you have already entered a statement for your bank, choose the Overview

button and allow the system to propose a New Statement . The bank details,new statement number, statement date, and beginning balance are proposed by

the system.






Solution 9: Customizing: Manual BankStatement

Task:

Make the following Customizing settings.

1. Define a key for posting rule ##05 (## = your group number) for check debit

memo GR##.

a) Solution for defining a key for posting rule ##05.


! Business Transactions! Payment Transactions! Manual Bank

Statement ! Define Posting Keys and Posting Rules for Manual Bank

Statement, chart of accounts (INT)! Create Keys for Posting Rules.

Double-click this option.

Choose New Entries.

Now enter your data (##05 – “check debit memo GR##”) and save it.

Posting Rule Text

##05 Check debit memo GR##

Choose Save.






2. Assign posting rule ##05 to external transaction ##05 – Vendor Check Deposit

GR##.

a) Solution for assigning the posting rule to external transaction ##05.Choose SAP Reference IMG! Financial Accounting ! Bank Accounting


Statement ! Create and Assign Business Transactions.

Now enter your data (Transaction: ##05; +-: -; Posting Rule: ##05; Text:

Vendor check deposit GR##).

Transac-

tion

+/- Posting Rule Text

##05 - ##55 Vendor check deposit

GR##

Choose Save.

3. Define account determination for posting rule ##05.

First, create account symbols:



Save your entries.

Then assign accounts in the INT chart of accounts to the account symbols. Use

the facilities for partial and full masking.

##-BANK + + ++++++++++

##-OUTCHECK. + + +++++++++1

Save your entries.

Now you can define posting specifications for posting rule ##05 (only necessary

for posting area 1 - bank accounting).

You do not need to specify a posting key in the debit posting (OUTCHECK).






In the credit posting (##-BANK), specify posting key 50. This is a G/L account

document which should clear the balance in the G/L account.

a) Solution for defining a new posting rule.Choose SAP Reference IMG! Financial Accounting ! Bank Accounting


Statement ! Define Posting Keys and Posting Rules for Manual Bank

Statement, chart of accounts (INT) .

Several steps have to be carried out in Customizing.

Enter your data.

Create account symbols.

Choose New Entries.

Account Text



Save your entries.

Assign accounts to account symbols (chart of accounts: INT). Use the

partial and full masking options.

Choose New Entries.

Account Symbol Account Modif.

Currency G/L Account

##-BANK + + ++++++++++

##-OUTCHECK. + + +++++++++1

Save your entries.

Define posting rules.

Choose New Entries.


Posting Rule ##05

Posting Area 1 (bank accounting)







DEBIT Posting Key Empty

Account Symbol ##-OUTCHECK.

CREDIT Posting Key 50

Account Symbol ##-BANK

Document type SA

Posting Type 4 (clear G/L account DEBIT)

Save your entries.

4. Now post an incoming invoice for 22,000 EUR.

Vendor: T-F00B00

G/L Account: 400020

Invoice Date/Document Date: 7 days ago

Payment Terms: ZB00






Input Tax: 16%

a) Solution for posting the incoming invoice.


Vendors! Posting ! Invoice.

Enter your data.


Vendor T-F00B00

Invoice/Posting Date <7 days ago>

Amount 22,000

Currency EUR

Calculate Tax X

Tax Code VN

Payment Terms (Payment tab

page)

ZB00

G/L Account 400020

Amount *

Tax Code VN

Save your entries.

5. Pay this invoice by outgoing check:

Bank Account: 11##01

Posting/Document/Value Date: 6 days ago







a) Solution for paying this invoice with an outgoing check.


Vendors! Posting ! Outgoing Payment ! Post .

Enter your data.


Document Date/Posting Date <6 days ago>

Company Code AC##

Bank Data

Account 11##01

Amount 22,000

Value Date <6 days ago>

Open Item Selection

Account T-F00B00

Account Type K

Choose Process Open Items.

Activate the open item of 22,000 EUR (if it has not yet been activated) by

double-clicking the item.

Choose Post .

Make a note of the document number (_ _ _ _ _ _ _).

6. Enter a manual statement for bank GR## CURR .

If you have already entered a statement for your bank, choose the Overview

button and allow the system to propose a New Statement . The bank details,

new statement number, statement date, and beginning balance are proposed by

the system.

You should not have entered any bank statements yet, however. This is,

therefore, the first statement.

Change the start variant to Internal Bank Determination.

Enter the remaining data, such as the new finishing balance, the posting date

(today), and, if required, the session name.






Enter the transaction you just created.

The vendor cashes the check: minus sign

a) Solution for entering the manual bank statement.

Choose SAP Easy Access! Accounting ! Financial Accounting ! Banks

! Incomings! Bank Statement ! Enter Manually.

Enter your data. Make sure that you enter the bank statement for your bank.

Change the start variant to Internal Bank Determination.

Choose Settings! Specifications.


Internal Bank Determination X

Start Variant 1000 (manual bank

statement is standard)

Processing Type 1 (batch input)

Choose Enter .


Company Code AC##

House Bank GR##

Account ID CURR

Statement Number 1


Beginning Balance 0

Ending Balance 22,000 -


Bank Posting Session Bank-##

Subledger Session Empty

Choose Enter .







Transaction ##05

Value Date <yesterday>

Amount 22,000 -

Document Number <number of your

outgoing check>

Save your entries.

7. Post your bank statement and run the batch input session.

a) Solution for posting the manual bank statement.


! Incomings! Bank Statement ! Enter Manually.

Choose Overview.

Select the right bank and bank statement.

Choose Transfer .

Post the statement (click the disk icon).

Run the session.

Choose System! Services! Batch Input ! Sessions .

Select the BANK-## session and run it (press “Process”).

Process in foreground.

8. Display vendor item T-F00B00 and general ledger item 11##01. Have the items

been cleared?

a) Solution for displaying vendor item T-F00B00 and general ledger item

11##01.


Vendors! Account ! Display/Change Line Items.

Vendor : T-F00B00


General Ledger ! Account ! Display/Change Line Items.

G/L Account : 11##01





Lesson Summary










AC805 Unit Summary

Unit Summary


• Explain the technical procedure for entering bank statements manually.• Enter bank statements manually.










Unit Summary AC805




Unit 5 123 Bank Statement – Electronic Entry

The quickest method of posting bank statement information is to enter it electronically.

Unit Overview

This chapter looks at the procedure for processing banks statements electronically.

Unit Objectives


• Import bank statement data electronically.

• Explain the various posting options and the related postprocessing.

• Handle the transactions for clearing open items (document determination).• See the connection between external transactions (business transaction codes -

BTC) and internal transactions (posting and account determination rules), and

explain the related posting processes

• Explain how the note to payee is interpreted, and what the options are for

clearing open items

Unit Contents

Lesson: Application View: Electronic Bank Statement Entry .. .. .. .. .. .. .. .. . 164

Demonstration: Generating Test Data - Electronic Bank Statement..... 172

Demonstration: Importing Test Data - Electronic Bank Statement. . . .. . . 173Exercise 10: Electronic Bank Statement .................................... 179

Lesson: Customizing: Electronic Bank Statement Entry ...................... 187




Unit 5: Bank Statement – Electronic Entry AC805

Lesson:

124

Application View: Electronic Bank Statement Entry


Lesson Overview

This lesson looks at the functions for entering bank statements electronically.

Lesson Objectives




• Handle the transactions for clearing open items (document determination).

A test progr am (RFEBKATX) is available for demonstrating the electronic bank

statement.

Business Example

You use banking software every morning to access bank statements electronically

from one or more of your house banks. Now you want to familiarize yourself with the

options and procedure for importing these statements into SAP Cash Management

electronically. How does the system identify the open items? How can you

postprocess the bank statements?

Electronic Bank Statement: Features

First provide some general information:

• A transfer program (MultiCash, for example) is required for transferring data

from the bank to the customer. This generates two files: AUSZUG.TXT

(statement file) and UMSATZ.TXT (line item file).

• These files can be imported to the SAP system for further processing.

• The note to payee fields have to be interpreted so that the open items can

be cleared. At this point, explain the standard algorithm 001 and howcompany-specific user exits can be added to the SAP algorithms.




AC805 Lesson: Application View: Electronic Bank Statement Entry

Use the online documentation to provide a detailed explanation of the process.

• Import : Mention that several procedures can be used and that they can be set

when you call up the import report.• You can either run batch input sessions or post immediately.

• Bank accounting / subledger accounting can be carried out separately or at the

same time.

• Posting rules are freely definable and configured in Customizing.

To identify open items, clearing transactions have to be interpreted.

Electronic bank statement processing in SAP Cash Management is based on the

MultiCash format. Other formats, such as SWIFT MT940 or BAI, are supported,

but you are advised to use MultiCash.

Figure 53: Electronic Bank Statement – Features (1)

The system uses the bank data to create two files (STATE.TXT and ITEM.TXT) which

are then imported into the SAP system, where more data is added. The system looks

for the business transaction codes (BTC) and other information relevant to the posting.

As with other Cash Management objects, you can work with batch input sessions or

make postings immediately. The postprocessing activities differ accordingly.





Figure 54: Electronic Bank Statement – Features (2)

If you want to use alternative currency keys (such as in CSB43 format in Spain and

ETABAC format in France), assign a currency class along with the transaction type

to the house bank account in Customizing for the electronic bank statement.

Currency classes are used to form pairs from the alternative currency keys supplied

in the bank statement and those used in the system (for example, in accordance with

the ISO standard).

The note-to-payee fields in the electronic bank statement contain various information

relevant to open item clearing. If the algorithms we deliver are not sufficient, it is

possible to program a customer exit tailored to your business.

Please note: All changes made in user exits are made at your own risk.

As an electronic bank statement is being imported, the system identifies the

transactions in it and determines how they are posted. The most important information

for this is usually found using the document number or invoice number, which appears

in the "note to payee" in the bank statement.

You can print lists from the SAP system.





Electronic Bank Statement: Various Formats Supported

Bank statements are supplied in different formats depending on the country. Youcan select the required format. In certain countries, the statements first have to be

converted to MultiCash format.

The imported bank statements are transferred from the data medium to the buffer and

processed by interpreting the user exit.

Different, area-specific batch input sessions can be generated from one bank statement.

Figure 55: Electronic Bank Statement – Various Formats Supported

The SAP system can read some formats directly. The SAP system also has some

conversion programs, which you can use to convert various formats into MultiCash.

You can also use MultiCash software from your bank to convert certain formats (such

as SWIFT MT940) into MultiCash.

Further processing is as for the check deposit and the manual bank statement.

We offer the following enhancement for the “electronic bank statement”:

FEB00001, used to analyze each transaction in your bank accounts per clearing

information (such as the document number); change the posting rule; influenceaccount determination by means of account modification; distribute postings to

different batch input sessions.





Generating Test Data – RFEBKATX

Program RFEBKATX is designed to help you with the customizing settings neededwhen you implement the electronic bank statement. It will also give you a feel for

the options available in the electronic bank statement.

You can use this program to create open items in a company code and the relevant

bank statement files for a house bank account in this company code. You can do

this directly with the RFEBKA00 import program, thereby testing your settings in

customizing and the general function for RFEBKA00.

Figure 56: Generating Test Data – RFEBKATX

Program RFEBKATX is designed to help you with the customizing settings needed

when you implement the electronic bank statement. It will also give you a feel for

the options available in the electronic bank statement.

The electronic bank statement is used, among other things, to automatically assign

incoming and outgoing payments to house bank accounts when they relate to items

already posted in the system to customer/vendor/clearing accounts and, where

appropriate, the clearing of them.

Experience has shown that two main obstacles arise during implementation,

particularly in customizing:





It is very difficult to generate the bank statement fields STATE.TXT and ITEM.TXT.

Many implementation errors result from these files being generated incorrectly. It is

also difficult to use the actual files from the bank because they are very large.

The open items to be found and cleared using the bank statement must normally be

posted manually with the correct clearing information.

You can use this program to create both open items in a company code and the relevant

bank statement files for a house bank account in this company code. You can do

this directly with the RFEBKA00 import program, thereby testing your settings in

customizing and the general function for RFEBKA00.

Importing Bank Statement Data

The transfer program generates two files for further processing (STATE.TXT and

ITEM.TXT) from the bank data.For the import, enter the format, along with the two file names, and stipulate the type

of further processing. The system then automatically makes the postings to the bank

account, bank clearing account, customer account, and, if required, vendor account,

along with the payment clearing. You have two options here:


• Create a batch input session, then run it.

Choose whether you want to search by document or reference number. This, in turn,

activates the interpretation algorithm.

Hint: Use variants.





Figure 57: Importing Bank Statement Data

In Germany, bank statement data is accessed by means of the Banking Communication

Standard (BCS) as defined by the banks.

The transfer program (for example: MultiCash) uses the bank data to generate two

files for further processing, STATE.TXT and ITEM.TXT.

For the import, enter the format, along with the two file names, and stipulate the type

of further processing. The system then automatically makes the postings to the bank

account, bank clearing account, customer account, and, if required, vendor account,

along with the payment clearing.

You have two options here:

1. Immediate posting

2. Create and then run a batch input session.

Make your selection for the search by document or reference number. Activate the

interpretation algorithm at the same time.

Work with variants.





MultiCash Files

Explain how the files are structured.

The format is the same for all financial institutions. Two files are created, STATE.TXT

and ITEM.TXT. STATE.TXT contains bank statement header information and

ITEM.TXT contains the transaction information. Using this format, several bank

statements can be imported simultaneously, even if they are from different financial

institutions.

Look at the individual file components, highlighting in particular the field with the

business transaction code.

Figure 58: MultiCash Files

The MultiCash format is generated using BCS (Banking Communication Standard)

software, taking the data from bank statements (usually SWIFT MT940).

This means that the format is the same for all financial institutions, making checks

(using a spreadsheet or word processing program) easy. Two files are created,

STATE.TXT and ITEM.TXT. STATE.TXT contains bank statement header

information and ITEM.TXT contains the transaction information. Using this format,

a number of bank statements can be imported simultaneously, even if they are fromdiffer ent financial institutions.





The BCS software is usually MultiCash software. Many credit institutions, however,

call it by different names (Cotel - Commerzbank, Dretec - Dresdner Bank, ELKO -

Sparkassen). If the BCS program is obtained from the Deutsche Bank, the db-direct

program must be installed.

Demonstration: Generating Test Data - Electronic BankStatement

Purpose

Demonstrate the electronic bank statement in the system.

System Data

System:Client:

User ID:

Password:


1. Run the RFEBKATX program. This program imports sample data to the system

and generates a STATE.TXT and ITEM.TXT file. This simulates the procedure

for calling up the bank statement from the bank using banking software. Use

variant AC805:

• Format M – MultiCash

• Statement file: state00.txt

• Line item file: item00.txt

• Company code: AC00

• House bank (short key): 1000

• Account (short key): 1000

• Statement date: Today

• Invoice date: Today 10 days

• Set the checkbox for displaying all the posting screens

• Postings go to Customer T-F00B00

• No. of customer invoices: 1

• First amount: 1000• Set the checkbox for generating open items for clearing accounts





Electronic Bank Statement: Printout

Use the screens to explain these slides.

Demonstration: Importing Test Data - Electronic BankStatement

Purpose

This section describes the procedure for importing test data.

System DataSystem:

Client:

User ID:

Password:


1. Call up the electronic bank statement:

SAP Easy Access! Accounting ! Financial Supply Chain Management

! Cash and Liquidity Management ! Cash Management ! Incomings!

Electronic Bank Statement ! Import

If necessary, call up the procedure that is valid for your country (RFEBKA00,for example). If you want to import data, set the Import Data checkbox. If you

do not set this checkbox, no data can be imported.

Set the Workstation Upload checkbox if the file is located on the PC.

Use variant AC805 here too. Explain the input screen.

Now carry out the example that has been prepared and generate a batch input file.

Explain how to print out the bank statement.

You can print and file the bank statement retrospectively.





Figure 59: Electronic Bank Statement – Printout

SAP R/3 Enterprise features a range of new postprocessing functions.

The postprocessing transaction is called FEBA up to and including Release 4.6. As of

SAP R/3 Enterprise, it is called FEBAN.

Electronic Bank Statement: Postprocessing

If a bank statement that has not been posted directly has not been processed

completely, it has to be postprocessed.

Choose the following path:


and Liquidity Management ! Cash Management ! Incomings! Electronic Bank

Statement ! Postprocessing

To postprocess the bank statement, you have to maintain the fields at the top of the

screen.

If a session has not been processed completely, however, it is filed under Sessions with

Errors and must be checked and processed further.

Use the detailed notes as a guide.





Explain that the postprocessing transaction in R/3 Enterprise is now very different and

takes into account customer requirements for processing bank statement data.

In SAP R/3 Enterprise, the postprocessing transaction FEBA has been revised and

replaced with transaction FEBAN. With FEBAN, statement items that have not posted

automatically by the electronic bank statement can be selected and corrected much

more quickly.

Figure 60: Electronic Bank Statement – Postprocessing with FEBAN (as of

SAP R/3 Enterprise)

The filter, search, and sort functions in the SAP List Viewer enable you to display

and process bank statement items in a way that best suits your requirements. For

example, you can post several items at once automatically at the touch of a button.

The note to payee, which contains important information for posting bank statement

items automatically, can, if required, be displayed in a separate window while the

posting screens are displayed.





Figure 61: Screen: Bank Statement Postprocessing with FEBAN

If you have chosen immediate posting, you have to postprocess using the transaction

provided. You can see how far transaction posting has progressed by means of the

processing status. If both postings and clearing postings have been made, the status

will be Posted In Full . The “incomplete posting” status will appear if only the bank

account postings have been made. If no posting has taken place, the status will be

Created .

If open items cannot be cleared using the electronic bank statement, you need to create

payment advices. Where postprocessing has not been handled properly, on-account

postings are generated. In other words, the electronic bank statement generates its

own payment advices for failed clearing postings in the subledger area.If the interpretation algorithms identified open items to be cleared, the system

determines the business partner from the relevant document, if this has not already

been determined using the bank details. If no business partner can be identified, a star

(“*”) is entered. In this event, the first step in postprocessing is the assignment of the

payment advice to the appropriate business partner (use the Process Payment Advice

pushbutton). The payment advice cannot be processed further unless a partner is

assigned at header level. In the first postprocessing step, choose Post . The payment

advices must have been processed already, to prevent on-account postings.

On-account postings can only be suppressed if the payment advices is taken out of the

posting. To this end, you must set the Display All Screens mode (F6) and delete the

payment advice in the account selection.





Bank statement items that have been selected for clearing can now posted On-Account .

This can be an advantage if the customer for the original posting can be identified as

the payment can be posted to the customer ledger for later clearance. In addition,

bank clearing accounts can be accessed within the system for the purpose of makingthe account posting.





135 Exercise 10: Electronic Bank Statement


Exercise Objectives




• Explain and carry out the transactions for clearing open items (document

determination).

Business Example

You use bank ing software every morning to access bank statements electronically

from one or more of your house banks.

Now you want to familiarize yourself with the options and procedure for importing

these statements into SAP Cash Management electronically.

System Data


example T10).




example AC010-##).







Task:

Generate test data for the electronic bank statement and then import the bank statement.

1. Use the RFEBKATX program to generate the test data and files STATE##.TXT

and ITEM##.TXT. You can call up this program either with transaction SE38 or

by choosing System! Services! Reporting .






Call the files to be generated STATE##.TXT and ITEM##.TXT (## = your

group number). Use the accounts with house bank ID 1000 and account ID

1000 as your bank clearing accounts. Choose today’s date as your bank

statement date and today minus 10 days as your invoice date. Call up theposting screens if required.

Note: You can use variant AC805. Adjust the values accordingly (the

company code, for example).

Generate one or more open items for customer T-F00B00 and generate open

items for your clearing accounts too.


2. Check the log for program RFEBKATX.

Hint: Have the subledger posting(s) and G/L account posting(s) been

made? Have the bank statement fields been generated? Does statement

information exist?

3. Import the files.

Choose Immediate Posting and set the number range for the document

numbers from 1800000000 to 1809999999.

Hint: You can use variant AC805. Adjust the values accordingly (the


Now print the bank statement, posting log, and statistics.


4. Check the posting log, the processing statistics, and the bank statement.

5. Now you have to check whether all the postings have been made or whether

any postpr ocessing is required.

Choose your bank statement. If a red X appears, you have to carry out

postprocessing. Select the item that needs to be postprocessed. You now see all

the information you need for postprocessing.

Now post the document. You notice that the customer has paid without deductingdiscount, although he would have been entitled to it. Deduct the amount of the

discount and continue posting.






The green checkmark and the document number indicate that the posting and

open item clearing were successful.





Solution 10: Electronic Bank Statement

Task:Generate test data for the electronic bank statement and then import the bank statement.

1. Use the RFEBKATX program to generate the test data and files STATE##.TXT

and ITEM##.TXT. You can call up this program either with transaction SE38 or

by choosing System! Services! Reporting .

Call the files to be generated STATE##.TXT and ITEM##.TXT (## = your

group number). Use the accounts with house bank ID 1000 and account ID

1000 as your bank clearing accounts. Choose today’s date as your bank

statement date and today minus 10 days as your invoice date. Call up the

posting screens if required.

Note: You can use variant AC805. Adjust the values accordingly (the


Generate one or more open items for customer T-F00B00 and generate open

items for your clearing accounts too.







a) Generate the test data and the files STATE##.TXT and ITEM##.TXT

Choose System! Services! Reporting ! Program RFEBKATX..



Format M (MultiCash)

Statement File state##.txt

Line Item File item##.txt

Company Code AC##

House Bank (short key) 1000

Account (short key) 1000



Posting Mode Set the indicator (as

required)

Postings Go to Customer… T-F00B00

First Amount 1000.-

Create Open Items in Clearing Accounts Set indicator


The system generates postings and bank statement files.

2. Check the log for program RFEBKATX.

Hint: Have the subledger posting(s) and G/L account posting(s) been

made? Have the bank statement fields been generated? Does statement

information exist?

a) Check the log.

Once the program has run, the system displays an evaluation of what the program has generated.

3. Import the files.






Choose Immediate Posting and set the number range for the document

numbers from 1800000000 to 1809999999.

Hint: You can use variant AC805. Adjust the values accordingly (the


Now print the bank statement, posting log, and statistics.


a) Import the bank statement files.


! Incomings! Bank Statement ! Import .



Import Data Set indicator

Format M (MultiCash)

Statement File STATE##.txt

Line Item File ITEM##.txt

Workstation upload Set indicator

Post Immediately Set indicator

BELNR Number Range 1800000000 -

1809999999

Print Bank Statement Set indicator

Print Posting Log Set indicator

Print Statistics Set indicator


The files are imported and immediately updated.

4. Check the posting log, the processing statistics, and the bank statement.

a) Check the posting log, the processing statistics, and the bank statement.

Once the program has run, the system displays an evaluation of what the

program has generated.






5. Now you have to check whether all the postings have been made or whether

any postprocessing is required.

Choose your bank statement. If a red X appears, you have to carry out postprocessing. Select the item that needs to be postprocessed. You now see all

the information you need for postprocessing.

Now post the document. You notice that the customer has paid without deducting

discount, although he would have been entitled to it. Deduct the amount of the

discount and continue posting.

The green checkmark and the document number indicate that the posting and

open item clearing were successful.

a) Carry out postprocessing for the G/L account.


! Incomings! Bank Statement ! Postprocessing .


Company Code AC##

House Bank 1000

Account ID 1000

Statement Date <today’s date>

Choose Execute.

The Edit Bank Statement screen is then displayed.Double-click the item you want to postprocess. You can now see all the

information you need for postprocessing.

Now post the document. You notice that the customer has paid without

deducting discount, although he would have been entitled to it. Deduct the

amount of the discount and continue posting.

The green checkmark and the document number indicate that the posting

and open item clearing were successful.





Lesson Summary








AC805 Lesson: Customizing: Electronic Bank Statement Entry

Lesson:

142

Customizing: Electronic Bank Statement Entry


Lesson Overview

This lesson looks at Customizing for electronic bank statement entry and posting.

Lesson Objectives


• See the connection between external transactions (business transaction codes -




clearing open items

This section will not look at the Customizing settings required here since these have

already been explained for the check deposit procedure and manual bank statement.

Instead, it looks at some of the special features of the electronic bank statement.

Business Example

You want to find out more about the system settings required for using the electronic

bank statement in SAP Cash Management. You have several house banks that use the

same business transaction code (BTC) and you want to configure the Customizingsettings for these banks just once. You want to assign different methods for

interpreting the note to payee to individual transactions at your house banks.

Transactions

Account Determination

One feature that is unique to the electronic bank statement as opposed to the check

deposit transaction or manual bank statement is the method for defining transaction

types and assigning banks to them. This enables you to define the posting rules just

once (depending on the transaction type) for several banks that all use the same

external transactions (BTC). BTC is the business transaction code (external business

transaction).


Transactions! Payment Transactions! Electronic Bank Statement





! Make Global Settings for the Electronic Bank Statement.

The bank key and bank account numbers must be assigned to one transaction. You

have to create the posting rules (internal transactions).In the next step, you assign the external transactions (transaction key in accordance

with the external statement) to the posting rules (internal transactions). You can also

specify an interpretation algorithm.

You have to define and adapt the posting rules accordingly for posting.

If you do not do this, the account is determined in the same way as for the manual

bank statement.

Figure 62: Transactions

You use customizing to ensure that all business transactions communicated to you by

your bank using the electronic bank statement are posted correctly.

You allocate transaction types to group together banks that have identical external

transaction codes.

You create keys for posting rules. The posting rules represent posting transactions

typical of the bank statement.

You then assign the business transactions (BTC) to these posting rules, dependingon the transaction types. It is this assignment that makes it possible to record

data. However, if the bank supplies an unknown external transaction code, the

import program stops and an error message is displayed. Now you can use the term

UNALLOCATED as an external transaction. There is then no need to run the import





You can increase the success rate of the document number search by defining models

for document numbers. The system searches using these search strings before the

interpretation algorithm comes into play.

Other settings for the Electronic Bank Statement

You can also demonstrate how to use search strings in electronic bank statements.

! Define Search String for Electronic Bank Statement

You can also demonstrate how the enhancements for the electronic bank statement

are developed.

! Develop Enhancements for Electronic Bank Statement





Facilitated Discussion

Follow-up activities.

Discussion Questions

Use the following questions to engage the participants in the discussion. Feel free to

use your own additional questions.

What information do the house banks require before creating an electronic bank

statement?

What Customizing activities do you have to carry out to create an electronic bank

statement?





Lesson Summary






clearing open items




Unit Summary AC805

Unit Summary


• Import bank statement data electronically.• Explain the various posting options and the related postprocessing.






clearing open items




Unit 6 147 Cash Concentration

If accounts are cleared within a company, for example, this data is very important for

cash management and must be taken into account accordingly in the cash position.

Unit Overview

This chapter looks at the cash concentration in the application itself and in

Customizing.

Unit Objectives


• Create and process concentration proposals.

• Print and send concentration correspondence.• Handle the posting procedures used in cash concentration.

• Enter the concentration specifications in Customizing.

• Carry out cash concentration.

Unit Contents

Lesson: Application View: Cash Concentration ................................ 196

Demonstration: Cash Concentration.. .. ... .. .. .. .. .. ... .. .. .. .. ... ... .. .. .. . 199

Demonstr ation: Cash Concentration: Posting.............................. 200

Lesson: Customizing: Cash Concentration ..................................... 207

Demonstration: Customizing: Cash Concentration .. .. .. .. .. .. .. .. .. .. .. . . 209Demonstration: Optional: Correspondence/Forms ........................ 210

Exercise 11: Cash Concentration ............................................ 215




Unit 6: Cash Concentration AC805

Lesson:

148

Application View: Cash Concentration


Lesson Overview

This lesson looks at the cash concentration applications.

Lesson Objectives



• Print and send concentration correspondence.

• Handle the posting procedures used in cash concentration.

Cash concentration is initiated by the company itself. (In contrast, pooling contracts

are agreed with the bank with the result that the cash transfers are initiated by the

bank.)

Business Example

At the end of each morning, you want to combine your various bank account

balances in one target account, thereby obtaining a clear overview of your company’s

liquidity. Having informed the banks by telephone, you use the system to print your

correspondence forms (revised as necessary) so that you can send them to the banks

too. You then need to make an advance concentration proposal posting, so that you

can use the bank statement the next day to make the postings to the current accounts.

Cash Concentration: Overview

Explain that this function concentrates individual account balances on one target

account. Negative balances are always filled by the target account (programming).

With cash concentration, transfers to fixed-term deposits can also be initiated.

The bank is normally informed of planned values by telephone and the paper

documents are either faxed or sent by post, or paid by means of a payment program.

Cash concentration involves moving the balances from various bank accounts to one

target account, keeping defined minimum balances in the source accounts. The system

creates a concentration proposal based on the grouping. The proposal contains the




AC805 Lesson: Application View: Cash Concentration

balance for the end of the day, and the planning result -that as, the likely account

transfers. You can correct the concentration proposal at any stage in the process. The

result is printed and takes the form of payment orders to the banks. Payment advices

are also created. They are necessary for the new bank balance at value date.

Figure 65: Cash Concentration: Overview

The grouping contains only those costs that are to be included in cash concentration.

You can define different groupings in cases where the concentration procedure isdifferent.

You have the option of concentrating balances for a number of company codes at

the same time. You do this by means of a worklist, which combines a number of

company codes.

Cash concentration can be started as a report program, which means variants can

be used.

Cash Concentration: Report

Once the postings have been made and/or the bank sessions for the statements have

been run and postprocessed, the accounts are concentrated.

Emphasize that payment advices must also be taken into account.





This slide displays the entries required for creating a proposal. The calculated amounts

can be changed or rounded up/down. When you save the data, payment advices are

generated. These appear in the cash position.

These are normally assigned planning type CL.

Figure 66: Cash Concentration: Report

Procedure for running the report program:

• Enter the company code or, if you are concentrating cash for more than onecompany code, the worklist .

• In the Planned to field, enter the planning date up to which you want to

concentrate balances.

• Enter a grouping term in the Grouping field, thereby selecting particular accounts

for concentration (ACBANK-IST, for example).

• Enter the cash management name for the account where the amounts are to be

concentrated (DBGIRO, for example) along with the target company code.

• If required, use the Minimum Balance field to stipulate the minimum balance an

account must have before it is selected for cash concentration.

• In the Planning Type field, enter a planning type assigned to cash concentration.

The plannable amount is the total of the cash management end balances, less any

defined minimum balances applicable. This need not be the case for the target account

because the target account must not have a negative balance. You can process the

amounts.





3. Creating payment advices

• Generate the activated payment advices.

SAP Easy Access! Accounting ! Financial Supply Chain Management

! Cash and Liquidity Management ! Cash Management ! Planning

! Cash Concentration! Print Confirmations

• The payment advices can also be printed (simulation).

In the following section, point out that cross-company-code cash concentration can

also be carried out. In particular, explain the Worklist field and, if necessary, create

one (company codes). Then simulate across-the-board concentration. Do not savethe data because this will clear the participants’ accounts. Point out that when you

carry out cross-company code concentration, cross-company code transactions have to

be prepared in FI.

Cash Concentration: Posting Processes

Process 1 is generated by the concentration; process 2 is generated when the bank

statement is posted.

The CL payment advices are archived automatically once the bank statement has

been posted.

Demonstration: Cash Concentration: Posting

Purpose

Demonstrate the cash concentration procedure in the system.

System Data

System:

Client:User ID:

Password:






1. Confirm the payment advices that you have created so that you can send them

to the bank.

Carry out the postings and explain the bank balances in FI.SAP Easy Access! Accounting ! Financial Supply Chain Management !

Cash and Liquidity Management ! Cash Management ! Planning ! Cash

Concentration! Posting

Once you have processed the concentration proposal, you can create two payment

advices for each payment order. One advice is for the sender account and one is

for the receiver.

Figure 67: Cash Concentration: Posting Processes

Confirm creation of the advices in the additional window. The system tells you that

advices have been created, and you return to the initial screen.

With the posting program, you can post payment advices created during cash

concentration to the relevant accounts. The program creates a batch input session for

the postings and archives the payment advices.

The prerequisite for the posting is that an account for posting must be entered in the

customizing table (payment methods and minimum balances).





You can simulate the postings first. The simulation does not create a batch input

session for the postings, nor does it archive the payment advices. It does, however,

output the list.

Statements for the account in question come the next day and clear the advance

postings in the relevant clearing accounts.

Cash Concentration and the Payment Program

Cash concentration can also be used in conjunction with the payment program for

payment requests. In this way, the payment media are sent directly to the bank.

Payment requests can be generated from concentration payment advices. These are

documents used to create payment media. They are normally generated automatically

when transactions due are posted and then paid separately or jointly using F111 (the

payment program for payment requests).

Figure 68: Cash Concentration and Payment Program

Payment requests are documents used to create payment media. They are usually

generated automatically when transactions due are posted. They are then regulated

(individually or together) using F111, the payment program for payment requests.

Payment Program Parameters

Field selection control enables you to regulate which input parameter fields are

shown or hidden.





In Customizing for bank accounting, you can use the global settings to stipulate

which of the following fields should appear and be ready for input when you enter

payment parameters:

• Vendor accounts

• Customer accounts

• G/L Accounts

• Created on

• Origin

You can use the origin indicator to determine for which application payments are to

be generated.

Figure 69: Payment Program Parameters

Field selection control enables you to regulate which input parameter fields are

shown or hidden.





In customizing for bank accounting, you can use the global settings to stipulate


payment parameters:

• Vendor accounts


• G/L Accounts

• Created on

• Origin

You can use the origin indicator to determine for which application payments are to

be generated.





Lesson Summary



• Print and send concentration correspondence.





AC805 Lesson: Customizing: Cash Concentration

Lesson:

155

Customizing: Cash Concentration


Lesson Overview

This looks at Customizing for cash concentration.

Lesson Objectives




To include a bank account in cash concentration, you have to make certain settings inCustomizing.

Business Example

When cash is concentrated, minimum balances should continue to be held in the

accounts. This has to be specified in Customizing. You also have to define the

clearing account for the concentration proposal posting.

Cash Concentration – Specifications

For concentration, you have to enter certain basic data. All bank accounts included in

the cash concentration have to be entered in the payment method table.

You can enter a minimum amount and planning minimum for each account.

You can use the interim account to specify a certain payment method for planning.

This takes precedence over the target account, in other words, the payment method is

routed via a specific account. This is used when payments are to be concealed (via an

account at the state central bank, for example).





Figure 70: Concentration Specifications

To be able to use cash concentration, you must first enter some customizing settings.

You must enter at least one clearing account to which postings are made during

cash concentration. You can have separate clearing accounts for the debit and credit

postings that arise when cash concentration payment advices are posted (not required

when payment requests are created).

You can concentrate amounts moving between banks by means of an intermediate

account. The amounts do not then flow directly to the target account, but to theinterim account. They are then transferred from there to the target account. This

means that nobody can use the payment advice and accompanying payment order to

trace the account to which the amounts are finally posted.

You define amounts for accounts when configuring the system. By changing

the minimum balances/planned balances and tolerances as you carry out cash

concentration, you can change the closing balances in your accounts. If the balance in

an account is within the tolerance limits, no transfer takes place.

In addition, you can define payment advice amounts for each account. In

the application itself, you can specify a minimum payment advice amount cash

concentration initial screen. This applies to all the accounts involved in the

concentration.






Liquidity Management ! Cash Management ! Business Transactions! Cash

Concentration! Define Intermediate Account, Clearing Account and Amounts

Cash Concentration - Correspondence

Standard forms are available for confirmations. These forms are defined in SAPscript

and can be adapted as required.

Show where the correspondence forms are stored.

SAP Reference IMG! Financial Supply Chain Management ! Cash and Liquidity

Management ! Cash Management ! Business Transactions! Cash Concentration

! Specify Forms

Concentration confirmation: Address/account number

When you print the form, the addresses, bank number, and account numbers are taken

from the master data.

Remember that the entries in the master record for the bank account play an important

role here because they establish the connection with the address data.

Demonstration: Optional: Correspondence/Forms

Purpose

System Data

System:

Client:

User ID:

Password:


1. If required, show the path for adapting the forms.

SAP Easy Access ! Tools ! Print Form ! SAPscript ! Form

F_FDIS_BC_AVIS





Figure 72: Cash Concentration – Correspondence

The system automatically generates confirmations for the payment orders issued. To

this end, you must create the appropriate form and assign it to the program.

The payment recipient can be printed on the form. This is particularly important in the

case of payment advices covering more than one company code.

Confirmations can be generated for the bank after you have confirmed that the

payment advices have been created.

Concentration confirmation: Address/account number

When you start printing the form, the addresses, bank number, and account numbers

are taken from the master data.

Remember that the entries in the master record for the bank account play an important

role here and establish the connection with the address data store.





Figure 73: Concentration Confirmation – Address and Account Number

The house bank and account key in the bank account master records are used to

determine the bank key, bank account number, and the accompanying address data.

Field Selection Control in the Payment Program



payment parameters:

• Vendor accounts


• G/L accounts

• Created on

• Origin

If you do not want to set any restrictions and always want to pay all items that are due,

do not select any of these fields.







payment parameters:

• Vendor accounts


• G/L accounts

• Created on

• Origin

If you do not want to set any restrictions and always want to pay all items that are due,

do not select any of these fields.

Use the Customizing settings for the origin indicator to control the following when

processing payment transactions:

• Whether the payment program should check the amounts planned. If you set this

indicator, the program does not check the amounts planned for payment requests.

• Whether the account determination in the application or that in the payment

program should be used to determine the bank clearing account for payments. If

you do not set this indicator, the account determination function in the program

is used to determine the bank clearing account. The result of the application

account determination is ignored.

• Whether the characteristics already defined for the origin should be used when

payment requests with different sources are being cleared. If you set this

indicator, the payment program uses the characteristics for this source when

clearing payment requests with different sources.

The origins whose payment requests are allocated against each other must be assigned

to each other. You do this in Customizing for bank accounting.





159 Exercise 11: Cash Concentration


Exercise Objectives


• Create a bank clearing account for cash concentration and complete the payment

method table in Customizing.

• Create a cash concentration proposal.

• Print the cash concentration proposal.

• Post the cash concentration proposal.

Business ExampleYou have decided to concentrate the daily account balances in your various bank

accounts in a target account (DRGIRO). You will now enter the necessary system

settings and carry out cash concentration. Then print out the cash concentration

proposal to send it to the banks whose accounts you want to concentrate. Then post

the proposal by way of the bank clearing accounts, and compare them with the next

day’s bank statement.

System Data


example T10).

Client: Specify the SAP Client to be used for this exercise.User ID: Specify the user id to be used for this exercise. The

standard f ormat for the user id is the course id, followed by the group number (for

example AC010-##).











Task:

You want to be able to include your new account in cash concentration and then carry

out cash concentration.1. In the SAP Reference IMG, add your new bank details (11##00) to the cash

concentration table. Do not concentrate cash via an interim account. Enter

the planned balance/planned minimum (1,000/100) and the clearing account

(11##05) to which postings will be made when the payment requests generated

during bank cash concentration are converted to FI documents.

If you have not yet created account 11##05, do so now.

2. Once all the cash management transactions have been processed, you must decide

what it is to be done with the bank balances. You decide to transfer the account

balances to account DRGIRO (113200). The transfer is to be in round thousands

only (grouping ACBANK-IST, advice type CL). Please note that you have to

enter the cash management account name and not the G/L account number.

3. Create corresponding confirmations to the banks (simulate these on your screen).

4. You now want to create FI postings from the concentration payment advices.

Then post the concentration memos for your company code, paying attention to

the accounts posted to (+++++5). Run the batch input session.

5. Assign accounts 11##00 and 11##05 to grouping ACCLEARING. Display the

cash position (grouping: ACCLEARING). The concentration postings are on

level B5.





Solution 11: Cash Concentration

Task:You want to be able to include your new account in cash concentration and then carry

out cash concentration.

1. In the SAP Reference IMG, add your new bank details (11##00) to the cash

concentration table. Do not concentrate cash via an interim account. Enter

the planned balance/planned minimum (1,000/100) and the clearing account

(11##05) to which postings will be made when the payment requests generated

during bank cash concentration are converted to FI documents.

If you have not yet created account 11##05, do so now.

a) Solution for completing the payment table.

Customizing: Treasury


Liquidity Management ! Cash Management ! Business Transactions!

Cash Concentration! Define Intermediate Account, Clearing Accounts

and Amounts

Copy an entry or enter your data. Choose New Entries.


Company Code AC##

Bank Account 11##00

Planned Balance/Planning

Minimum

1000/ 100

Clearing Account Debit/Credit 11##05

The bank clearing account is created in the FI application component.






Then post the concentration memos for your company code, paying attention to

the accounts posted to (+++++5). Run the batch input session.

a) Solution for posting the concentration payment advices in your companycode.



! Planning ! Cash Concentration! Post (pay attention to the test

run switch).


The batch input session is generated.

Choose System! Services! Batch Input ! Sessions! (Select the

session and run it in the foreground).

5. Assign accounts 11##00 and 11##05 to grouping ACCLEARING. Display the

cash position (grouping: ACCLEARING). The concentration postings are on

level B5.

a) Solution for displaying your data in the cash position.

See the previous solutions.





Lesson Summary







AC805 Unit Summary

Unit Summary


• Create and process concentration proposals.• Print and send concentration correspondence.







Unit Summary AC805




Unit 7 167 Liquidity Forecast

This section looks at the liquidity forecast, which is another important Cash

Management tool.

Unit Overview

This chapter takes a detailed look at the liquidity forecast.

Unit Objectives


• Explain the features and integration aspects of medium-term planning.

• Explain the significance of planning groups.

• Configure subledger accounts.• Configure field selection control for the subledger accounts.

• Configure and access the display options for noted items.

• Configure screen control for document entry.

• Ensure integration of special general ledger transactions.

• Ensure integration of data from MM/SD and Treasury.

Unit Contents

Lesson: Application View: Liquidity Forecast ................................... 224

Demonstration: Liquidity Forecast .. .. .. ... ... .. .. .. .. ... ... .. .. .. ... .. .. .. .. 226

Demonstration: Planning Groups ............................................ 227Demonstration: Payment History - Planning Date ......................... 229

Demonstration: Payment Block Function ................................... 231

Exercise 12: Liquidity Forecast............................................... 235

Lesson: Customizing: Liquidity Forecast .. ... .. .. .. .. ... ... .. .. .. .. ... .. .. .. .. .. 242




Unit 7: Liquidity Forecast AC805

Lesson:

168

Application View: Liquidity Forecast


Lesson Overview

This lesson looks at the liquidity forecast applications.

Lesson Objectives




• Configure subledger accounts.

The liquidity forecast is very similar to the cash position. For this reason, this section

will only look at the features that are unique to the liquidity forecast.

Business Example

Now that you have a comprehensive overview of how bank and bank clearing

accounts develop and how to make the necessary system settings, you now want to

know how to obtain a medium-term view of the subledger accounts.

Features of the Liquidity Forecast

Explain the individual points.

In particular, point out that MM purchase orders and SD sales orders are taken into

account in the payment history.

The cash position shows how your bank accounts will move in the next few days.

Meanwhile, the liquidity forecast illustrates liquidity changes in the subledger

accounts. Functions are also supported which you can use to obtain relevant

information on forecast payment flows. This information appears as planned items

in the liquidity forecast.




AC805 Lesson: Application View: Liquidity Forecast

Figure 74: Features of the Liquidity Forecast

The information is based on payments in and out from/to customers and vendors, per

the open items. As planning for incoming and outgoing payments covers a larger time

frame, the probability of the payments occurring on the day given is less than in

the cash position.

The following are examples of sources of planning information for the liquidity

forecast:

• Receivables and commitments as expected incoming and outgoing payments

• Planned wage and salary payments

As with the cash position, you use groupings to set up the liquidity forecast structure.

The grouping term is used to combine particular levels and planning groups for

display purposes.

Integration: Liquidity Forecast

Explain account determination keys for cash management:

• Incoming and outgoing payments in the subledger accounts.

• Planned incoming and outgoing payments (wage and salary payments, for

example).

Check whether a cash management group has been entered in the master data for the

customer to whom you want to make the postings.

When postings are made to accounts receivable and accounts payable accounting, the

planning data is automatically updated. Demonstrate this in the system.





Demonstration: Liquidity Forecast

Purpose

Show the liquidity forecast in the system.

System Data

System:

Client:

User ID:

Password:


1. Call up Cash Management.


Cash and Liquidity Management ! Cash Management ! Information System

! Reports for Cash Management ! Liquidity Analyses! Liquidity Forecast

Choose the grouping ACPERSONEN and explain why data may not be available.

Post an invoice to customer T-F00B00 for 150,000 EUR.

Call up Cash Management again and explain the result (14 days with a 3%

cash discount).





Figure 75: Integration - Liquidity Forecast

Prerequisite I – Planning Groups

Like vendors, customers are divided into planning groups. These groups are freely

definable and are also known as risk groups. Relevant criteria include geography,

creditworthiness, customer group (segment), and so on.

A planning group such as this always corresponds to a particular level and provides

information on the type of account transaction.

Demonstration: Planning Groups

Purpose

Demonstrate planning groups in the system.

System Data

System:

Client:User ID:

Password:






1. Call up the liquidity forecast again and explain the input options. Compare

these with those available for the cash position. Use groupings ACPERSONEN

and ACGESAMT .

Up to 4.6C, you could call up the information system by double-clicking the

relevant option in the liquidity forecast. Before you can view the current data

in the customer information system, you have to update it. The batch run may

take a while.

As of SAP R/3 Enterprise, you can call up the document item by double-clicking

it.

Like vendors, customers are divided into planning groups

Figure 76: Prerequisite I – Planning Groups

You can freely define the criteria used (net payer, risk payer, according to geographical

location).

Levels provide information about the type of account transaction.

Prerequisites II: Account Master Record

The planning group must be entered in the cash management field in the account

master record for the customer or vendor.





You can only enter one group in each master record. Point out that “E” for receipts

(customers) and “A” for expenditure (vendors) are set as standard.

You have to enter a defined planning group in the master record so that the system can

transfer data between the customer/vendor accounts and the liquidity forecast.

Figure 77: Prerequisites II – Account Master

Demonstration: Payment History - Planning Date

Purpose

System Data

System:

Client:

User ID:

Password:


1. Call up the master record for customer T-F00B00 and ensure that the system is

set to record the payment history and that cash management group E6 has been

set. If not, make the relevant settings.

When an incoming payment is received, the payment history is recorded and the

expected incoming payment determined.

If this indicator is not set or the payment history is not recorded, cash discount

deadline 1 (in 14 days) is used.





Call up the payment history in the account analysis. No payment history has

been recorded.

Post a customer invoice for EUR 100,000 with today’s value date (ZB01) withaccount 800200.

Post the incoming payment of EUR 98,000 with a value date in 20 days with

account 113109.

Call up the liquidity forecast again (grouping: ACGESAMT). Explain the result.

Call up the payment history again. The 6-day arrears has now been recorded.

Which expected incoming payment does the system use for the next invoice?

Post an outgoing invoice again and then call up the liquidity forecast. The

incoming payment is now not expected for another 20 days.

Figure 78: Payment History – Planning Date

The system takes into account the customer payment history (cash discount) when

determining the planning date if you select the Record Payment History field in the

customer master record.

The last three periods in which payments have been made are taken into account (shortterm payment history). The calculation is weighted by amount.

You can trace the payment history as part of account analysis.





The liquidity forecast includes a new parameter for taking account of payment dates,

and selections for customer and vendor payment dates. You can use these to change

the liquidity forecast display so that amounts are no longer displayed as of the relevant

planning date, but as of the payment date.

If you branch from the liquidity forecast to the line items, the system takes account of

the changed display. This means that the line items assigned to the relevant payment

date are displayed.

To take advantage of this new feature, you need to maintain the relevant table in

customizing. Look at the F1 help for the parameter, selections, and view fields for

more information.

Integration: Payment Block

Payment blocks automatically adjust the planning data. The value of a documentthat has been blocked is moved from the accounting level to a special blocked level

that depends on the blocking indicator.

A payment block in the master record does not apply to documents that have already

been posted, that is, although the documents are blocked for payment, they cannot be

recognized as such in the liquidity forecast.

Demonstration: Payment Block Function

Purpose

Demonstrate payment blocks in the system.

System Data

System:

Client:

User ID:

Password:


1. Post an invoice.

Call up the liquidity forecast.

Block the invoice (change the document).

Call up the liquidity forecast again.





Figure 79: Integration - Payment Block

In this menu option, you can define the assignment to the blocked levels for the levels

in the liquidity forecast. If you then make a posting with payment blocked, the system

uses the blocked level instead of the standard level for the planning group in question.

The payment block on the amounts displayed in the liquidity forecast is then clearly

identifiable.

Integration: Special Transactions

It is easier to monitor scheduled special G/L transactions in Cash Management than in

Accounting. Special G/L transactions are displayed in planning using a level defined

in Customizing. Explain that this deactivates the reconciliation accounts.

The standard system only contains down payment requests and a function for

monitoring bill of exchange liabilities.





Figure 80: Integrating special transactions

Line items resulting from special transactions are transferred to a special level.

It is easier to monitor scheduled special G/L transactions in Cash Management than

in Accounting.

This makes the reconciliation account irrelevant.

Use levels that begin with “F” as these are FI postings. It is a good idea to use the

special G/L indicator as the second letter (“FF” for down payment requests, for

example).





175 Exercise 12: Liquidity Forecast


Exercise Objectives


• Enter outgoing and incoming invoices so that you can display them in the

liquidity forecast

• Ensure that the customer payment history is accurately recorded

Business Example

You want to use the liquidity forecast to obtain an overview of medium-term liquidity.

Both the bank accounts and subledger accounts should be included. You want toreproduce outgoing and incoming invoices in the liquidity forecast.

In addition, you want to record the customer payment history to take account of the

effects in the liquidity forecast in the subsequent transactions.

System Data


example T10).




example AC010-##).Password: Specify the password to be used for this exercise. The






Task:

Carry out the following tasks.

1. Post the following outgoing invoice (document date: today):






Solution 12: Liquidity Forecast

Task:Carry out the following tasks.

1. Post the following outgoing invoice (document date: today):

Customer: T-F00B00, amount: 10,000, output tax: On, calculate tax, payment

conditions: ZB01

Offset posting: Account 800200

Post the following incoming invoice (document date: today):

Vendor: T-F00B00, amount: 10,000, input tax: VN, calculate tax.


a) Solution for posting the invoices.


Customer/Vendor ! Document Entry! Invoice.

Enter your data.

2. Check your entries by displaying medium-term cash management, liquidity

forecast (grouping: ACPERSONEN/ACGESAMT).

a) Solution for checking the entries in the liquidity forecast.


Management !

Cash and Liquidity Management !

Cash Management ! Information System! Reports for Cash Management ! Liquidity

Analysis! Liquidity Forecast .

Enter your selections.

Note that a payment history has already been recorded for customer

T-F00B00.

3. Create customer T-F00B## in your company code (AC##) (reference customer:

T-F00B00).






Assign cash management group E2 to this customer and set the Payment History

Record checkbox.

a) ChooseSAP Easy Access! Accounting ! Financial Accounting ! Customers

! Master Data ! Create.

Customer : T-F00B##

Company Code: Your company code (AC##)

Reference Customer : T-F00A00

Reference Company Code: AC##

Address: Enter the relevant address

Search Term: AC805

Company code data (Accounting Management):

Cash Management Group: E2

Company code data – Payment Transactions

Payment History Record : Set checkbox.

Choose Save.

4. Use the account analysis to view the customer accounts T-F00B00 and

T-F00B##, the line item display. Then choose Goto to access the payment

history analysis.

Post the following outgoing invoice (document date: today):

Customer: T-F00B##, amount: 50,000, output tax: AN, payment terms: ZB01.


Now use the account analysis again to view the line item display for customer

account T-F00B##.

The payment history analysis (via Goto) is still empty because no payments

have been received.

Call up the liquidity forecast (increment in days, grouping: ACGESAMT). The

invoice is planned for 14 days from now.

The customer has paid.

Post the incoming payment with posting, document, and value dates 20 days

from now (bank account 113102, amount 49,000 – customer T-F00B##).






The system now displays the payment history for customer T-F00B##.

If you now post another outgoing invoice (document date: “today”), what

planning date would then appear?a) Solution for analyzing the payment history.

Account analysis:


Customers! Account ! Analysis.

Enter your data and choose Enter . Then choose Goto to call up the

payment history.

The payment history has already been recorded for customer T-F00B00,

but not for T-F00B## yet.

Changing master data:


Customers! Change master data.

Enter your data (cash management group E2) and select Payment History

Record .

Outgoing invoice:


Customers! Posting ! Invoice.

Enter your data.

Account analysis:


Customers! Account ! Analysis.

Enter your data and choose Enter . Then choose Goto to call up the

payment history.

Liquidity forecast:




Analysis! Liquidity Forecast .

Enter your selection (increment in days).

Incoming payment:







Customers! Posting ! Incoming payment .

Note the later date determined using the payment history.





Lesson Summary









Lesson:

182

Customizing: Liquidity Forecast


Lesson Overview

This lesson looks at Customizing for the liquidity forecast.

Lesson Objectives


• Configure field selection control for the subledger accounts.



• Ensure integration of special general ledger transactions.• Ensure integration of data from MM/SD and Treasury.

This section shows you how to customize the liquidity forecast.

Business Example

Before activating the liquidity forecast, you must make a number of settings in

Customizing. You are considering how blocked items and special G/L transactions areto be displayed in the liquidity forecast and how Logistics and Risk Management data

is to be displayed in the liquidity forecast/cash position.

Master Data: Subledger Accounts

Explain how the master data in the subledger accounts controls whether or not the

required Cash Management Group and Payment History Record checkboxes, for

example, are set.

You can make the changes directly in Customizing for Cash Management without

choosing the corresponding Accounting/Purchasing/Sales paths.

Show the path and connections:


Management ! Cash Management ! Master Data! Subledger Accounts!…




AC805 Lesson: Customizing: Liquidity Forecast

Figure 81: Master Data: Subledger Accounts

You can control the field status on particular screens directly in the Cash Management

IMG. You can do this at different levels:

• For all customers/vendors in an account group or company code.

• For all customers/vendors who are created or changed in Accounting (Sales,

centrally).

Planning Data: Screen Control

The cash management group can be assigned to the levels as required.

Show where the planning levels are defined:


Management ! Cash Management ! Master Data! Subledger Accounts! Define

Planning Levels

They are defined in the same table as the standard planning levels.

To define the planning groups for the subledger accounts, choose the following menu

path:


Management ! Cash Management ! Master Data! Subledger Accounts! Define Plannin g Level Groups





In this table, you can select the SCn (screen control) field. When posting or changing

documents, you can control the cash management group and, if necessary, enter a

group that differs from the standard setting.

Figure 82: Planning Data: Screen Control

Planning groups differentiate customers and vendors according to particular

characteristics (customer in France), behavior (takes cash discount), or risks (credit

rating). They are user-definable and are entered in the Cash Management Group field

in the customer or vendor master record.

If you select the Screen control option (SCn), the Planning Date and Planning Level

fields are ready for input when documents are entered or changed. You can overwrite

the values the system automatically defaults for these fields.

Blocked Documents

Documents that are blocked for payment can be displayed at a separate level. This

occurs as standard.

Once unblocked, the document is automatically moved back to the standard level.

Show the path for making the settings:


Management ! Cash Management ! Structuring ! Maintain Blocked Levels





Figure 83: Blocked Documents

You can allocate blocked levels or block indicators to the standard levels. The system

then assigns the amount to the blocked level when the posting is made with a payment

block. If the document is unblocked, the amount is transferred to the standard level.

Integration: Special General Ledger

Special G/L transactions can be displayed as separate levels.

One level is provided for down payment requests and another for bill of exchange

receivables.

Additional levels can be created.

Show the path for making the settings:


Management ! Cash Management ! Structuring ! Special G/L Transaction Levels

To save time, do not go into any more detail.





Figure 84: Integration – Special General Ledger (SGL)

Special G/L postings can be displayed and monitored at a special level in the liquidity

forecast. Two levels are already defined in the standard system:

• Down payment request (FF)

• Bill of exchange receivable (FW)

Note the incoming payment in the bank clearing account in the cash position. The

discounted amount of the bill of exchange is displayed in this account until the

commitment is deleted.

Integration: Orders and purchase orders

SD orders and MM purchase orders can also be displayed in the liquidity forecast.

The following conditions must be fulfilled:

Both the cash management and MM and SD update function must be activated.


Management ! Cash Management ! Tools! Define Production Startup

You have to maintain the planning levels for the subledger accounts

(customers/vendors, including source).






Management ! Cash Management ! Master Data! Subledger Accounts! Define

Planning Levels

You have to maintain the planning levels for Logistics (MM/SD).


Management ! Cash Management ! Structuring ! Define Planning Levels for

Logistics

The subledger account levels are assigned to the Logistics level. A special source

indicator is used here. This indicator originates from Logistics.

You then have to assign this internal indicator to the level.

SAP Reference IMG! Treasury! Cash Management ! Structuring ! Define

Planning Levels for Logistics

Figure 85: Integrating Orders and Purchase Orders

Procedure

1. Maintain the source indicators (MMF, SDF)

2. Maintain planning levels (M1, M2, M3, S2)3. Maintain Logistics levels (M1, and so on)

4. Activate Cash Management





5. Activate MM & SD Update Functions

Figure 86: Integrating Orders and Purchase Orders

Purchase orders (MM) and sales orders (SD) are displayed in special levels within

planning.

You can freely define these levels. They require a special source symbol (optional).

The internal code you specify integrates sales orders and purchase orders, purchase

requisitions and scheduling agreements into Cash Management. Agency business

from Logistics (vendor invoices, invoice lists, settlement requests) can also be

recorded in the liquidity forecast.





Figure 87: Integration with Other SAP Processes

Selection of Financial Instruments

This slide shows the main products that can be modeled using SAP Treasury

Management.

Tell the participants that unfortunately you will not be able to look at all of the

financial instruments during this course.

Figure 88: Selection of Financial Instruments

Short-term money market or foreign currency deals are one way of dealing with

liquidity shortfalls or surpluses. For the medium to long-term, investments and

borrowings are represented by security and loan transactions.





Derivatives, on the other hand, are a means of hedging interest and currency risks.

There will be no special system demonstration for funds transactions.

Figure 89: Trading: Create Fixed-Term Deposit

The update to Cash Management distinguishes between two cases:

• Option 1 (liquidity forecast):

If no payment details have been maintained in the transactions, that is, the bank

accounts are not known, the cash flow for a bank account or bank clearing

account cannot be displayed. To ensure that the cash flow appears in Cash

Management, the amount for subledger accounts is displayed. The system then

draws on the planning group specified in the master record for the business

partner.

• Option 2 (cash position):

If payment details are specified in the transaction, that is, the bank accounts

are known, the cash flow appears in CM on the level assigned to the relevant

bank bank (clearing) account.





Figure 90: Posting Using Bank Clearing Accounts (Interaction of Risk

Management/Cash Management)

The graphic illustrates how processing should ideally work, showing how Treasury

Management and Cash Management usually work together and how the Financial

Accounting posting is made.

Payments are usually triggered by the business partner (bank) and further processed in

Cash Management by means of the electronic bank statement.

Posting using bank clearing accounts

Transfer to Financial Accounting – Logical Process

The instructor will now look at how transactions are mapped in Cash Management.

How they are mapped depends on how the products have been assigned to the

different cash management levels, which have to be defined beforehand. Explain that

the assignments are made in Customizing under "Product Types".

This section focuses on the interplay between the individual transactions (trading,

processing, accounting) in Treasury Management and how this affects Cash

Management.

Hint: Posting transactions results in changes in Cash Management (levelswitch to B5). The system takes this level from the master data in general

ledger account 113105.





Figure 91: Transfer to Financial Accounting – Logical Process

Every activity in a business transaction is displayed automatically in Cash

Management. If you so stipulate, each one can be displayed and analyzed in a specific

level.

Cash flows resulting from transactions become visible in Cash Management

immediately, whether or not they have already been posted. You can then use them in

planning.

Use customizing to maintain the planning levels for G/L and/or subledger accountswhere the relevant product types and transactions are to be displayed.

Example:

• Closed fixed-term deposit: TB level -time deposit

• Posted f oreign exchange transaction: level B5 - bank clearing account

• Once the bank statement has been received: Level F0 - Bank account






Follow-up activities.




What is the purpose of the liquidity forecast?





Lesson Summary










AC805 Unit Summary

Unit Summary


• Explain the features and integration aspects of medium-term planning.• Explain the significance of planning groups.










Unit Summary AC805




Unit 8 193 Checking Reports, Data Transfer,Reorganization

This chapter looks at some important check reports, as well as data transfer and

reorganization.

Unit Overview

This chapter looks at some important check reports, as well as data transfer and

reorganization in Cash Management.

Unit Objectives


• Handle the various monitoring tools in SAP Cash Management so that the data ismanaged correctly in the system

• Explain how the cashing time of checks to vendors is determined, and how you

transfer them to the vendor master record

• Activate Cash Management

• Transfer data from old systems or feeder systems

• Distinguish between the various reorganization transactions

Unit Contents

Lesson: Checking Programs ..... ... .... ... ... .... ... ... ... ... .... ... ... ... .... ... 258

Demonstration: Comparing Payment Advices.. .. .. .. .. .. .. .. .. .. .. .. .. .. .. 259

Exercise 13: Extended Bank Processing: Checking Programs . . . . . . .. . . 265

Lesson: Data Transfer and Reorganization ..................................... 268




Unit 8: Checking Reports, Data Transfer, Reorganization AC805

Lesson:

194

Checking Programs


Lesson Overview

This lesson looks at some important checking programs.

Lesson Objectives


• Handle the various monitoring tools in SAP Cash Management so that the data is

managed correctly in the system



Certain checking programs are required, while others are optional.

Business Example

To ensure that payment flows are not duplicated in the system, you want to compare

the statement postings daily with the payment advices. In addition, you want to

monitor the value dates set by the bank. By determining the maturity period of vendor

checks, you can maintain the payment program and the vendor master record, so thatyou can then use them for planning in respect of upcoming transactions.

Comparing Payment Advices with the Bank Statement/Account

If bank statement postings are entered after payment advices, planning data might be

duplicated in the cash position. To prevent this, payment advices cleared by actual

postings can be recognized and automatically archived using the RFFDIS45 program.

Remember that a payment advice can be compared even when you enter the manual

bank statement.

Explain the procedure.




AC805 Lesson: Checking Programs

Demonstration: Comparing Payment Advices

Purpose

Demonstrate how to compare payment advices.

System Data

System:

Client:

User ID:

Password:


1.

• Create three payment advices (UA): one for DRCURR and two DBGIRO.

• Enter a manual bank statement for 1000/1000 and search for the payment

advices (UA).

• Only the two advices for DBGIRO are located and archived; the DRCURR

payment advices remain in the cash position.

• Now execute a payment advice comparison program. Make the selection in

such a way that the DRCURR payment advice is displayed.


and Liquidity Management ! Cash Management ! Checking ! Comparing

Payment Advices

Figure 92: Comparing Payment Advices with the Bank Statement or Account





Individual records which are no longer valid can be archived with the help of the

comparison report. The payment advice comparison selects advices from the

selected planning period and compares them with the bank postings. If you work

with the electronic bank statement and manual individual records, you must run the payment advice comparison.

• With Account

The With Account option enables memo records to be manually or automatically

compared with account postings.

• With Bank Statement

The With Bank Statement option enables memo records to be manually or

automatically compared with bank data store information. You can also select

archived memo records.

Individual records cleared by bank postings can be archived, manually or automatically. Archived advices are no longer active - that is, they no longer appear in

the cash position. This prevents the same item appearing twice in your planning.

In the manual comparison, postings and advices are listed in ascending order, by

amount.

In both program, conversion of the payment advices into the relevant account currency

is possible using the appropriate parameter. This means that payment advices entered

in currencies other than the account currency can be automatically cleared against the

bank account or bank account statement, and, if required, archived.

Comparing Value Dates

In the check deposit transaction, you enter the expected value date of the credit memo

when entering the individual checks. This value date is a general specification for

the bank; it is rarely observed.

You can use the program to check whether the correct value date has been credited to

the check deposit transaction. Any deviations are listed.

Provide a theoretical explanation of the procedure.





Figure 93: Comparing Value Dates

You use the value date comparison to compare the planned/agreed value date (for

example, from the check deposit or preliminary posting) with the value date posted by

the bank in the bank statement. The program searches for the balance sheet account

postings relating to all the cleared items in a bank clearing account. If there are

differences, the program lists both postings. If there is more than one clearing itemfor a posting, the program takes the first one it finds.

If you want to see all the variances relating to a bank account, you should create a

variant containing all the relevant bank clearing accounts in the G/L Account selection.

Cashed Checks Analysis: G/L Account / Vendor

Explain how the outgoing check payment works.

The payment program is used for this purpose. A check is issued here, provided

that this payment method is permitted.

With a check payment, an expected time until the check is paid (days until value date)is determined and defined in Customizing for the payment program. The posting is

made from the vendor to the outgoing check clearing account.

This account is cleared when the payment is received. Outgoing check clearing

account / bank.

The RFSRUE00 program can be used to determine the average period outstanding of

the checks for each bank account (outgoing check clearing account). Only the number

and the days are counted; no amount-based weighting is carried out. Determining this

period outstanding enables you to adapt the payment program manually.

With RFSRUE10, the average Rücklaufzeit is calculated for each vendor. At the

same time, a batch input session is generated that updates the date to the value date inthe vendor master record.

SAP Easy Access! Accounting ! Financial Accounting ! Vendors! Master Data

! Display Payment transactions tab page (company code) – cashed checks duration





Explain how the program works.

Figure 94: Cashed Checks Analysis – G/L Account and Vendor

You can determine the average cashing time for your checks for each outgoing check

account and, using this account, for each vendor. A program is available to this end:

The program determines the following data:

• Average cashing time for checks deposited• Average cashing time for checks still open

• Number and total amount for all checks currently outstanding

The average cashing time is always calculated weighted by amount. If you select

more than one outgoing check account, the average cashing time across all banks is

also determined. To compare the cashing time for different amounts, you can have the

system sort the checks by amount. If you want to derive the cash flow date relevant

for the cash position on the basis of the checking times calculated, you must set the

days until the value date in the payment program. This number is added to the posting

date. The outgoing funds appear in the cash position as of the value date resulting

from this calculation.





The program also uses the outgoing check accounts to calculate the average different

between the check deposit date and posting date, for each vendor. You also have the

option of creating a batch input session with the values calculated for each vendor.

If these values differ from the entry in the master record, the master record fieldCheck Cashing Time is updated accordingly.





Solution 13: Extended Bank Processing:Checking Programs

Task:

To prevent transactions from being displayed twice, the available payment advices

need to be checked.

1. After the bank statement has been posted, the relevant payment advices must be

archived. Create more than one payment advice if required.

Start the payment advice comparison in your company code for your bank

accounts and pay attention to the constraints on planning or posting dates.

Manually archive payment advices that you no longer need.

a) Solution for comparing payment advices.



Checking ! Comparing Payment Advices!With Account

Enter your data and execute the program.


Chart of Accounts: INT

G/L Accounts 113100 - 119999

Company Code AC##

Open Items at Key Date <today>

Posting Date <from two days ago to

today>

Planning Date <from two days ago to

today>





Lesson Summary


• Handle the various monitoring tools in SAP Cash Management so that the data is

managed correctly in the system







Lesson:

202

Data Transfer and Reorganization


Lesson Overview

This chapter looks at the data transfer and reorganization procedure.

Lesson Objectives





The partici pants will understand the benefits of transaction FDFD.

Business Example

You have now made all the system settings and want to reproduce financial accounting

and logistics (MM/SD) transactions in Cash Management. What settings must you

make and how is the data transfer carried out? You want to reorganize the database

from time to time, which involves deleting old or expired data and creating summary

records.

Figure 95: Implementation Support




AC805 Lesson: Data Transfer and Reorganization

Implementation Support

This new function, which can be accessed using FDFD, makes it easier for you toimplement Cash Management and use it productively. The following activities, which

are described on the slide, are now quicker and easier to implement:

Use the detailed notes for this.

This function makes it easier to implement Cash Management and use it productively.

The following activities are now quicker and easier to implement:

The most important steps in activating Cash Management in a company code now

appear in just one view. Activating Cash Management for each company code now

involves selecting a single switch.

The system stores the relevant data in the customer/vendor master records. This isdone automatically, according to selection criteria and priorities you define yourself.

You do not need to leave this screen to enter the necessary settings. To ensure that

cash management groups are entered in all the master records, you need to specify at

least one profile (with the lowest possible priority) that matches a vendor/customer

if no other profile does.

You use the FDFD initial screen to access individual programs that set up the cash

management figures and schedule them for background processing. This means you

do not need detailed knowledge of the setup programs in SAP components. Note that

each setup program begins by deleting all Cash Management data. If there is any any

manual planning data, the system will ask you about this separately, because such data

does not need to be changed or deleted.

The system also offers support for cleaning up data errors and reorganizing cash

management data in master records.

Data Setup: Accounts With/Without Open Items

Cash Management data should be set up in a batch run to improve system performance.

The data can be transferred online in test mode and should be heavily restricted. You

can transfer data from customer or vendor accounts without making any restrictions.

The system proposes the minimum selections (fiscal year, reporting period, value date)

for transferring accounts that are not managed on an open item basis. These minimum

selections are required for summarizing the account balances and can be overwritten.





Figure 96: Data Setup: Accounts With/Without Open Items

Data for Cash Management should be set up per batch input as this makes for better

system performance.

You can simulate the data transfer online. When doing this, make as many selections

as possible.

You can transfer data from customer or vendor accounts without making any

specifications (batch only).

The system proposes the minimum selections (fields: Value Date and Documents

Updated From) for transferring accounts without open items (resident). These

minimum selections are required for summarizing the account balances and can be

overwritten.

When you migrate to 4.5B from an earlier release, you must completely reconstruct

cash management because the update logic is different. In the case of the G/L

account, the G/L account currency is not always adopted; either the document

currency (for G/L accounts managed on an open item basis) or the G/L account

currency (for other G/L accounts) is used instead. To delete and then reconstruct the

cash management data, use the Data Setup in the new FDFD transaction.

You do not need to change or delete memo records entered manually. The Data

Setup function in transaction FDFD displays a confirmation prompt, asking whether the data records should be irretrievably deleted. Answer “No”. However, all other

cash management data must be reconstructed. Otherwise, the values in the system

will be incorrect.





Data Reconciliation

The system includes a data reconciliation function that can be scheduled fromtransaction FDFD as a batch job. This program compares the totals records from

tables FDSR and FDSB with the corresponding memo records from the applications

or from the FI accounting documents.

Figure 97: Data Reconciliation

The system includes a data reconciliation function that can be scheduled from

transaction FDFD as a batch job. This program compares the totals records fromtables FDSR and FDSB with the corresponding memo records from the applications

or from the FI accounting documents. If the cash management and forecast has

been reorganized, you must specify the summarization date specified in the last

reorganization run (program RFFDIS00).

If the reconciliation does not find any errors, there is no system output. However,

where differences between the totals records and the memo records are found, the

totals records are highlighted in the display and followed by a list of the relevant memo

records. The output from this program can help minimize any data inconsistencies and

the need for data reconstruction.

If the data in cash management is not consistent with the actual data, you can use the

Correct Data function in transaction FDFD to correct the data, avoiding the need for a

complete data reconstruction. Depending on what caused the error, you may be able to

restrict the reconstruction to certain areas. If a complete reconstruction is necessary,

however, use the Data Setup function in transaction FDFD to effect it.





Reorganization

Tables in Cash Management must be reorganized on a regular basis to increasememory and improve access times. To find out more about what the program can

do, see the notes.

Figure 98: Reorganization

Tables in Cash Management must be reorganized on a regular basis to increase

memory and improve access times.

The reorganization program:

• Deletes expired summary records

• Ignores blocked records

• Summarizes summary records at the summarization date (if the value date is

earlier than (<) the summarization date)

• Deletes memo records (if the expiration date is before the expiration date

specified for the reorganization run)

• Deletes archived memo records after the retention period has run out

• Lists all summary records and memo records (if you select this option)






An in-depth look at the material covered during this lesson.




Which transaction is to be used to set up data?




AC805 Unit Summary

Unit Summary


• Handle the various monitoring tools in SAP Cash Management so that the data ismanaged correctly in the system









Course Summary AC805

Course Summary


• Describe how and where SAP Cash Management can be used.

• Set up the structures required for short and medium-term liquidity monitoring

in your business

• Explain the various options available for integrating external bank data with

SAP Cash Management

• Define the system settings needed to control internal processing




Appendix 1Data Sheet

Type of Data Data in the Training System

Company codes AC00 to AC20

G/L accounts 113100, 113101, 113102, 113105,

113108, 113109, 113200, 800200,

400020,

Customers T-F00B00

Vendors T-F00B00

Groupings ACBANKEN, ACBANK-IST,

ACPERSONEN, ACGESAMT,

ACCLEARING




Appendix 1: Data Sheet AC805




Appendix 2 Chart of Accounts:

Figure 99: Chart of Accounts (1)




Appendix 2: Chart of Accounts: AC805






Index AAccount Assignment Variant,

92, 96, 113, 126Account Determination, 111Account Deter mination - Bank

Statement, 147Account Deter mination for

Bank Statement, 147Account Group, 36Account Symbol, 145Accounts, 23Activating Cash Management,

269Archive Retention Period, 77Archiving Category, 76

BBank Account Organization, 17Bank Accounts, 13

Bank Determination, 127Bank Statement, 123Bank Subaccounts, 17Banking Software, 164BTC, 187Business Transaction Codes,

187

CCash Concentration, 196Cash flow, 5Cash Management Account

Name, 24Cash Management Group, 7Cash Position, 5, 13Chart of Accounts:, 19

Check Deposit, 87Check Deposit List, 89, 98Clearing Accounts, 17Clearing Accounts - Cash

Concentration, 208Comparing Payment Advices,

260

Comparing Value Dates, 261Concentration Payment Advice,

201Concentration Proposals, 196Configuring Bank Accounts, 21Currency, 26

DData Setup, 269Day-to-Day Planning, 8Display Currency, 26

EElectronic Bank Statement

Processing, 165Expected Payment Flows, 224External Memo Records, 64External Payment Advices, 64

FFast entry, 113Field Status, 37Field Status Group, 37Financial Budgeting, 5

GG/L Account, 19Grouping, 15, 23, 46, 225Groups, 7




Index AC805

HHouse Bank, 34, 128

IInterpretation Algorithm, 190

LLevel, 23, 76Levels, 7Liquidity Forecast, 5, 224, 242

MManual Bank Statement Entry,

123Manual Memo Records, 59

Monitoring Cashed Checks, 262N Note to Payee, 175 Notified Incoming and

Outgoing Payments, 59

OOn-Account, 110, 146, 176Orders (SD), 248

PPayment Advice - Bank

Statement, 128Payment Advice Journal, 65Payment Advice Type, 76Payment Block, 232, 245Payment History, 230Planned Currency, 26Planning Group, 244Planning Groups, 228Planning Level, 22 – 23, 43Planning Type, 61, 74Posting Area, 112, 145

Posting Rule, 188Posting Rules, 110, 144

Posting Type, 145Postprocessing Transaction -Electronic Bank Statement,175

Processing Type, 127Purchase Orders (MM), 248

RRetention Period, 63

SSearch String, 191Short-Term Planning, 59

Single Cash ManagementRecords, 60

Source Indicator , 43Special G/L Transactions, 233Special General Ledger , 246Special Transactions, 233Standard Variant, 113Start Variant, 92, 96, 126Subledger Accounts, 224Summarization Term, 46

T

Target account, 196Tasks of a Cash Management

System, 4Tasks of a Fund Manager , 8Transaction, 129Transaction Name, 144Transaction Type, 129Transaction Types, 188

VValue Date, 37
