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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 specific
payment requirements, it helps both with incoming and outgoing payments for cash-balance management. You will need to define all the country specific parameters for
manual and electronic payment processing, payment forms, data media, settings for lockbox processing (used in US), we will be discussing the following
Bank master data
Bank chain
Business 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 the
business 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 is
used to uniquely identify a bank account
Each account ID will also have a bank account number (max 18 characters) (5)
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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 have
multiple 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 bank
details 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 enable
the 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 digit
Up to 30 characters country specific account number (also know as BBAN basic bank account number)
Great Britain example
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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, the
incoming 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 checks
instead 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, that
information 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 code
FLB2.
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 to
the 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 code
FLB1) 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 the
lockbox 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 will
select the appropriate bank chain based on certain predefined criteria or scenarios, this optimization can speed up bank payments and reduce costs but only when you
have 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 once
again 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 bank
chain 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 payment
program 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 which
order. You can make use of any of the four standard scenarios (no bank determination, sender bank oriented, receiver bank oriented, receiver oriented) by copying and
making 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 system
performance.
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
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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 explaining
no. - the order of priority
typ - the type of bank (correspondent, intermediary, etc0
corr, cty - corresponds country
corr.bank.key - corresponds bank key
bank 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 statement
Lockbox
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 statement
2. 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 transactions
3. 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
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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-
account
currency - 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 that
account 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 a
posting 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
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The business transaction then needs to be assigned to the appropriate posting rule so that postings can happen correctly, because more than one business transaction
can 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 rule
acct 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 the
bank 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 will
require 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 account
symbols 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 folders
relate to the above configuration (left screenshot), the right hand screenshot details the external transactions which are simply business transactions, for example 051 is a
bank 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 the
mapped external transaction. You can also use a transaction for planning type (00 - opening available, 01 - opening Ledger, 02 - Current available, etc) to generate
cash management payment advises for the relevant bank transactions.
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Then we can assign the bank accounts accounts to the transaction types
bank key - self explaining
bank account - self explaining
trans.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 reports
worklist - you can search for open items in several bank sub-accounts during post-processing and post then accordingly, when clearing open items on a bank
sub-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 statement
contains a matching amount
dun 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 to
clear 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 individual
postings to the account for every check
Incoming customer payments - account incoming payment postings to customer accounts
insert 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 lockbox
posting parameters - the list of document types that will be used during posting, also the postings keys that will be used
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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 will
automatically calculate the total for receipts and payments and will display the opening and closing balances. From the journal you can post to business partner accounts
and 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 this
before, 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 account
currency - self explaining
cash jnl closed - you can close an open journal which means no postings will be posted to the journal
cash 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 you
want 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 explaining
bus.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 K
G/L account - the appropriate G/L account for offsetting posting for expenses or revenue
cash journal business trans - self explaining
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The last piece regarding cash journal is to setup the print parameters using transaction code FBCJC3,
cash jour.print program - the print program
corr. - the correspondent type such as SAP18 for cash document
PDF form - prints the check lot in the cash journal in PDF format
AD - 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.