FI - Bank Accounting

3/9/2014 FI - Bank Accounting

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Bank Accounting

Bank accounting (FI-BL) is a sub-application (not a sub-ledger) within financial accounting, it manages accounting with your banks, it also supports country specificpayment requirements, it helps both with incoming and outgoing payments for cash-balance management. You will need to define all the country specific parameters formanual and electronic payment processing, payment forms, data media, settings for lockbox processing (used in US), we will be discussing the following

Bank master dataBank chainBusiness transactions

Master Data

Master data is stored centrally in a bank directory, the data is made up of communication (address) data and control data (SWIFT code and IBAN) of all the banks

(yours and your business partners) that you need to transact with both domestic and foreign.

You can create the master data in a bank directory either automatically or manually, we will now create the bank master data using the automatic method using the IMG,you can see both the country-specific and the international options, when you select these options use the program RFBVALL_0 for the country-specific and

RFBVBIC_0 for the international

Use transaction code FI01 if you want to create manual bank accounts

House Banks

House banks are banks through which you carry out your payments, normally a house bank will be entered in the company code data in the master data record of thebusiness partner, which enables the payment program to use this bank. You can designate one or more house banks in the bank directory as your house bank(s),

however using the screenshot below

Each house bank will have an identifier (max of 5 characters) known as the house bank (1) and will be associated with a country through the bank country key(2)

Each house bank will also have a unique identifier (max 15 characters) known as the bank key (3), you derive the bank key from the IBAN.Each house bank will have one or more bank accounts represented by an account ID (max 5 characters) , this account ID (4) together with the house bank ID isused to uniquely identify a bank accountEach account ID will also have a bank account number (max 18 characters) (5)



A control key (6) will be used to identify the nature of the bank account (checking, savings, loan, etc)Each account ID will be mapped to a G/L account (7)

To create a house bank we will use transaction code FI12, the left screenshot details the house bank details, the right screenshot display a bank account (you can havemultiple bank accounts per house bank), I wont go into too much as most of it is self explaining, remember the bank key and the account number should match the bankdetails you have for your real bank and bank account number

Once you have created the house bank and any bank accounts you can then assign the bank details to the G/L account using FSS0,

IBAN comprises of 34 characters that is made up of the following, it contains all the routing information for error free payment transfers with the check digits that enablethe sending bank to verify the validity of a routing destination and account number from a single string of data at the time of data entry, it should not contain any spaces

Two characters represent the ISO country code (example GB)Two characters represent the check digitUp to 30 characters country specific account number (also know as BBAN basic bank account number)

Great Britain example



IBAN

Electronic form - GB29NWBK12345678901234

printed form - GB29 NWBK 1234 5678 9012 34

GB = ISO country code

29 = IBAN check digits

NWBK = Bank identifier

123456 = bank code

78 9012 34 = account number (transit number NWBK 123456)

Lockbox

A lockbox (used in countries like US) is when you will resort to lockbox processing, is used when dealing with large numbers of checks to speed up the process, theincoming checks are collected at the bank for a fee, on your behalf, in the lockbox (simply a P.O. Box setup at the bank where your customers send in the checksinstead of sending them to you), the bank records and sends (daily or at periodic intervals) the information relating to the checks received and payment collected, thatinformation comes to you either in a lockbox statement form (you will have to process manually) or in a electronic file which can be imported via transaction codeFLB2.

When using the lockbox you will post all the payment directly to the bank G/L account, the clearing account will have a non-zero value (until the amounts are applied tothe customers outstanding receivables) but the bank account will show the correct balance. You will post the collected amounts to the representative bank accounts(incoming checks) besides clearing the appropriate A/R open item(s), the lockbox processing will create payment advises that will be post-processed (Transaction codeFLB1) to create partial or residual items, you will then a batch input to update the customer master records, we will use transaction code OB10, when you create thelockbox you can add additional contact details regarding the lockbox

Bank Chains

Bank chains allow you to select the intermediary banks (up to 3) through which you will want the payment to be processed, once defined the payment program willselect the appropriate bank chain based on certain predefined criteria or scenarios, this optimization can speed up bank payments and reduce costs but only when youhave configured automatic payments in FI or TR applications. IF you change the house bank or partner bank after a payment proposal the payment program will onceagain determine the correct bank chain, discarding the one determined earlier. You will need to define a general bank chain if you want to make payments via a bankchain but independently of the business partners bank, then you need to define a partner-specific bank chain, in either case you need to define a scenario for the paymentprogram to select the bank chain and then activate the same.

A scenario is how the system will determine the bank chain, using general search or recipient-specific search, it can also stipulate which fields are to be search in whichorder. You can make use of any of the four standard scenarios (no bank determination, sender bank oriented, receiver bank oriented, receiver oriented) by copying andmaking changes or you can make your own, if you do create you own this will call for additional secondary indexes on the affected database, which may lower systemperformance.

We will use transaction code FIBC, you can see the four scenarios on the left hand screenshot, the right screenshot details the no bank chain determination scenario,if you select both gen.search and rec.search then the system will first make a recipient-search and then a general search.

gen.search - implies that the payment are to be processed independent of a partners bank details

rec.search - implies the opposite of above

Next we need to active the scenario using transaction FIBD



Next we need to create the bank chain either general or partner-specific or both depending on the scenario you have selected above, first lets us look at the general

bank chain using transaction code FIBB

bankchn id - self explainingno. - the order of priority

typ - the type of bank (correspondent, intermediary, etc0corr, cty - corresponds country

corr.bank.key - corresponds bank keybank acct - bank account

To create the partner-specific bank you need to define the activities in the below table

Customizing Activity Transaction

Define bank chains for house banks FIBHU

Define bank chains for customers/vendor FIBPU

Define bank chains for bank to bank transfers FIBTU

Business Transactions

Business transactions relate to check deposit, bill of exchange, payments and cash journal, we will be covering

Manual bank statement

Electronic bank statementLockbox

Cash Journal

First we start with manual bank statements, the process of entering a manual bank statement is

1. Enter the line items in a bank account statement2. Posting

You can vary the row formatting when entering the line items, vary the account assignment variant for correct automatic account determination, transfer payment advises

from cash & liquidity management application and change the opening and closing balance entry. When you post you can create a maximum of two postings per line item- a bank account posting and a sub-ledger posting.

There are three steps that need to be completed for manual bank statements

1. Define the posting keys and posting rules for manual bank statements

2. Create and assign business transactions3. Define variants for manual bank statement

We will start with defining the posting keys and posting posting rules using transaction code OT84, the initial screen details the account symbols these will point to the

appropriate G/L accounts



We define the G/L accounts in the assign accounts to account symbol

acct mod - the account modifier simply a mask if required, a + or blank will mean that no modification is required and the posting will be the standard bank sub-

accountcurrency - if you need to maintain the G/L account in different currencies, otherwise enter a + or leave blank

G/L acct - enter the appropriate masks instead of individual account

The mask directs the postings to all or selected accounts for example "++++++++++" mask means that the postings flowing to any of the G/L accounts belonging to thataccount symbol, you could have a mask like '+++++++++9' to direct postings to a specific bank sub-account.

The posting rules represent the business transactions like credit memo, incoming check, etc, that you may need for your bank statement, each posting rule will have aposting key

Now that the posting rules has been created we then to define it, on the initial screen you can see what has been created, you can create and change the posting rule

from this screen

You can double-click on each posting rule to view the details in a more prettier format



The business transaction then needs to be assigned to the appropriate posting rule so that postings can happen correctly, because more than one business transactioncan be assigned to a single posting rule you also need to setup some indicators in the system to differentiate one business transaction for another, we will use transaction

code OT52,

tran - a four character identifier+- - the line item amount positive or negative

post rule - the appropriate posting ruleacct mod - a account modifier to route posting to a specific bank sub-account instead of the standard one

int algthm - interpretation algorithm that will enable the system to find the separate outgoing payment for each of the line items, using the information from thebank supplying the statement, leaving blank means no interpretation

text - self explaining

Next we define the variant for the manual bank statement using transaction code OT43, to start processing a manual bank statement (transaction code FF67) you willrequire an account assignment variant, I copied SAP01 to DD01 and added the business area, to add fields you select the current field that you want to add the new

field after it, then select the possible fields to insert your new field

Electronic Bank Statement

A number of steps need to be performed so that we can use electronic bank statements (EBS), we have already configured account symbols, assignment of accountsymbols to G/L accounts, defining the posting rules and defining the posting rules to posting keys, we will use transaction code OT83, you can see the first four foldersrelate to the above configuration (left screenshot), the right hand screenshot details the external transactions which are simply business transactions, for example 051 is abank transfer CR when a bank statement is made in SWIFT MT940 format. You can also use interpretation algorithms which SAP have a number defined, also you can

define the processing type again SAP has a number already defined these are used in countries like UK, Brazil and specifies the process type that is to be applied to themapped external transaction. You can also use a transaction for planning type (00 - opening available, 01 - opening Ledger, 02 - Current available, etc) to generatecash management payment advises for the relevant bank transactions.



Then we can assign the bank accounts accounts to the transaction types

bank key - self explainingbank account - self explainingtrans.type - transaction type which we discussed above

cash management account name - this is a unique name replacing the cash management account number in transactions and reportsworklist - you can search for open items in several bank sub-accounts during post-processing and post then accordingly, when clearing open items on a banksub-account during immediate bank statement posting was not successful.

no automatic clearing - if the amount is the only selection criteria for clearing an open item, the open item will remain uncleared even if the account statementcontains a matching amountdun block/days - together they are the days that a dunning block must be in the system before you can delete the bank statement report. (RFEBKA00)

Lockbox Processing

We created the lockbox earlier now we need to configure the control parameters that will allow us to use it, the configuration settings will allow the importing of files(formats BAI or BAI2) sent to us by the bank, when imported the bank data file will create a payment advise per check that will be used by the lockbox procedure toclear sub-ledger open items. We will use transaction code OBAY

G/L account postings - generate G/L account postings (debit bank, credit cash receipt account), enter a 1 in the G/L account posting type to enable individualpostings to the account for every checkIncoming customer payments - account incoming payment postings to customer accountsinsert bank details - create batch input session to add new bank details in a customer master record, note the name of the batch input session that you will be

using in the transaction code FD02

Next we define the posting data for any unique routing data (origin and destination), we will use transaction OBAX

destination/origin - this is used for the routing

lockbox bank data - here is the data regarding the lockboxposting parameters - the list of document types that will be used during posting, also the postings keys that will be used



Cash Journal

On a per currency the cash journal is a sub-ledger in bank account that you will use to manage your cash and transactions independent of other postings, the system willautomatically calculate the total for receipts and payments and will display the opening and closing balances. From the journal you can post to business partner accountsand G/L, once saved you can transfer the transactions to FI. First we will create cash journal using transaction code FS00

Now we define the number range intervals for the cash journal using transaction code FBCJC1, you should already know to add number ranges as we have done thisbefore, it is on a company code basis

Next we setup the cash journal using transaction FBCJC0, you will need to setup the cash payment/receipt groups first

cj number - cash journal number

G/L account - the appropriate G/L accountcurrency - self explainingcash jnl closed - you can close an open journal which means no postings will be posted to the journalcash journal document types - the document types for G/L account posting (DT G/L act), payment to vendors (D TPE: VEPT), etc.

check split - use AL if you want to split both the posting item with the cash journal account and the offsetting item of the totals or use OI (offsetting items) if youwant to split only the offsetting item of the totals postings

Next we now setup the transactions that would be required for cash journal transactions, we will use transaction code FBCJC2,

company code - self explainingbus.tran.typ - business transaction type (C - receipt from the bank, B - payment to the bank, R - revenue, E - expense, etc)trans.classfi - the transaction classification 2 - cash receipts, 1 for cash payments, keep in mind the dependencies as well select 1 for only business transaction

types E, B, D or K and 2 for C, R, D or KG/L account - the appropriate G/L account for offsetting posting for expenses or revenuecash journal business trans - self explaining



The last piece regarding cash journal is to setup the print parameters using transaction code FBCJC3,

cash jour.print program - the print programcorr. - the correspondent type such as SAP18 for cash documentPDF form - prints the check lot in the cash journal in PDF formatAD - print only documents that have been posted in FI (G/L) are printed, when not selected all of the documents saved in the cash journal are printed.

FI - Bank Accounting

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