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Electronic bank statement

in SAP FI

06/11/2015

VENKAT

A. Electronic bank statement configuration

Navigate to the customizing path SPRO > Financial Accounting > Bank Accounting > Business Transactions > Payment Transactions > Electronic bank statement > Make global settings for electronic bank statement

The preliminary step is to select Application area 0001 and enter your chart of accounts VR14.

Then there are six main steps to be carried out as can be seen below

1. Create account symbol

Create account symbols for G/L accounts (such as bank, cash receipt, outgoing checks) to which postings are to be made from account statement. The account symbols are assigned to the G/L account numbers in step 2.

AUTPAYC Incomg Autopay VR14AUTPAYV Outgg Autopay VR14BANK Bank accountBNKCHG Bank Charges VR14CHKDEP Check Deposits VR14CHKISS Check Issues for VR14DIRPAYV Direct Pmt to Vendor

2. Assign accounts to account symbols

The G/L accounts can be masked with + sign to avoid creating several lines for different G/L accounts. The account modifier and currency fields can be used to post to different G/L accounts for the same account symbol.

3. Create keys for posting rules

Keys for posting rules help configure different accounting entries for each type of business transaction such as check deposits, check issues, bank transfer, bank charges etc that result from reconciliation of bank statements

4. Define posting rules

Posting rules are used to configure the accounts to be debited and credited for each type of business transaction.

Posting area

Posting area 1 is used to create the offsetting entry in the GL (e.g. check deposits or check issues) and posting area 2 is used create the offsetting entry the sub ledger (e.g. direct debit, direct credit or bank transfers).

Posting type

Posting type 1,2 & 3 are used for direct debits, direct credits, bank transfers and bank charges which originate from the bank statement. Posting type 4,5,7 & 8 are used for clearing the initial entry for check deposits and check receipts in the G/L and sub ledger. Posting type 09 is used for reversal of existing entry in the bank statement. Posting type 09 also requires a reversal reason to be specified.

Special GL Indicator

Special GL indicator is used for posting to alternative reconciliation accounts.

Compression

The compression option can be used to summarize entries for posting.

Document type

Document type is used to pick the number range and other attributes for the transaction.

In the posting specifications debit -> credit that you define here, use the account symbols from step 1, and not the G/L account numbers. This prevents similar posting rules being defined several times, the only difference between them being the accounts to which postings are made.

5. Create a transaction type and posting rules to external transaction codes

A list of assignments where one external transaction code is assigned to one posting rule is called a transaction type. Create VR14 with text Transaction Type for VR14

6. Assign bank accounts to transaction type and company code

Note on Algorithms used for electronic bank tatement

000 (No interpretation)You use this algorithm if you do not want to use the standard algorithms supplied by SAP. Instead, you use the algorithms you defined yourself, in conjunction with functional enhancements (user exits).001 (Standard algorithm)Algorithm 001 interprets the values in the note to payee fields of the electronic account statement as either document numbers or reference document numbers. In the process, it checks whether the values are in the document/reference document number ranges you entered when importing the account statement. If (and only if) they are, it then tries to find the items to be cleared in the system.Note that you must enter the possible intervals for documents/reference documents using the values “BELNR number range” and “XBLNR number range” on the selection screen for importing the electronic account statement.If the reference document was stored with leading zeros in the system, the system can find a line item only if the reference document number in the account statement is imported with these leading zeros. If, on the account statement import selection screen, you were to enter 00100 - 00200 as the interval, the system does not find the value if the reference document number is simply 100.011 (Outgoing check: Check number not identical to document number)This algorithm is used for payments by check if the bank uses pre-numbered checks. Your house bank supplies the check number in the account statement. The algorithm uses the check number to find the appropriate document number.020 (Document number search)Algorithm 020 functions in the same way as algorithm 001, except that it interprets the contents of the note to payee fields only as a document number.021 (Reference document number search)Algorithm 021 functions in the same way as algorithm 001, except that it interprets the contents of the note to payee fields as a reference document number only.031 (Document number search (customer number in line item)This algorithm functions in the same way as algorithm 020 (document number search). Here are some exceptions:If the system can identify the business partner from a document number entered in the Note to Payee field, then you have the system add the bank details to the master data.

B. Electronic bank statement process

This process explains bank reconciliation with multicash format with the foregoing configuration. The presumption is that the bank sends the account statement in the multicash format in 2 set of files. One contains the header (ie auszug.txt) and the other contains the line items (ie umsatz.txt). The file formats are specified in the excel file attached below,

1. Create house bank and bank account as follows using transaction FI12

2. Create GL Accounts with following attributes using transaction FS00

Account Nr

Account Text FSG House Bank

Account ID

Rel to Cash flow

Line Item display

OIM

100020 Cash at ICICI bank G005 ICICI ICI01 X100021 Check Deposits in

ICICI BankG005 X X X

100022 Checks issued from ICICI

G005 X X X

100023 Autopay into ICICI Bank

G005 X X X

100024 Autopay out of G005 X X X

ICICI100025 Direct Payment to

VendorG005 X X X

300010 Revenue G001 X400020 Stationery G004 X490010 Bank charges G001 X

3. Make sure to also define 400020 and 490010 as cost elements of category 1 and also enter cost center 10000 as the default value for cost element 490010

Post a check deposit from customer using transaction FB01 (Example for external transaction code 100, posting rule VR01 and interpretation algorithm 001 which requires either document number or reference document number to be entered in the note to payee text)

Make sure to update reference field with check number. This will be used in interpretation algorithm 001 for clearing the posting in GL account 100021 and moving the amount to GL account 100020 while doing bank reconciliation with transaction FF_5

4. Post two invoices to vendors 1000010000 (payment method C - check) and 10000100001 (payment method W- wire transfer) and 1 invoice to customer 7000010001 (payment method T-bank transfer)

Vendor 1000010000 Invoice with payment method C – check (Example for external transaction code 101, posting rule VR02 and interpretation algorithm 011 which requires check number to be entered in the note to payee text)

Vendor 1000010001 Invoice with payment method W - wire transfer (Example for external transaction code 104, posting rule VR05 and interpretation algorithm 020 which requires document number to be entered in the note to payee text)

Customer 7000010001 invoice with payment method T – bank transfer (Example for external transaction code 103, posting rule VR04 and interpretation algorithm 021 which requires reference document number to be entered in the note to payee text)

5. Post one invoice to customer 7000010001 with blank payment method and one to vendor 1000010001 with blank payment method

Customer 7000010001 invoice with payment method blank (Example for external transaction code 106, posting rule VR06 and interpretation algorithm 031 which requires partner code in the revenue line item besides document number. This document number will be entered in the note to payee text)

Vendor 1000010001 Invoice with payment method blank (Example for external transaction code 107, posting rule VR07 and interpretation algorithm 020 which requires document number to be entered in the note to payee text)

6. Run Automatic payment program using transaction F110 for payment method C, T & W for customers 7000010000 to 7000010001 and vendors 1000010000 to 1000010001. (Automatic payment program configuration using Payment Medium Workbench and creation of check lot are separately documented)

Parameters for payment program

Payment proposal

Job log for payment run

7. Direct payment to vendor using transaction F-53 outgoing payment with clearing. This is payment for vendor document covered in section 5 above

8. Receive files from bank in the format AUSZUG and UMSATZ containing records as shown in the attachments below

9. Import the above bank statements using transaction FF_5

The electronic bank statement is imported successfully