EBS: Automatic clearing of customer open items
Hi Experts,
I am setting up the electronic bank statement with format MT940 structured with field 86. As part of the scope, business is requesting to ensure that customer open items gets cleared automatically when the bank statement is uploaded through transaction FF.5. Because bank statement contains entries relating to payments by customers into the bank account.
But here the problem is that customers will provided ONLY the name. They do NOT provide either the invoice reference number (XBLNR) or our accounting document number (BELNR).
I have searched a lot and found out that I can use the BAdI FIEB_CHANGE_BS_DATA to get the SAP customer number from the customer name given in Notes to Payee fields of MT940. Kindly correct me if I am mistaken.
Now from the derived customer number, I need to find out the related open items which match with the amount given in MT940. So, how does the system know which open items can be cleared for the given amount. Because the paid amount (by the customer) can be for an individual invoice or for a couple of invoices together. Do I need to use the enhancement user exit FEB00001 to specify the system to use fields "Distribute by age" and "Automatic search" field in transaction F-32 ?
Or is there any other better way of achieving this objective of automatic clearing of open items. Asking our customers to provide the invoice reference number is not an alternative since it has already been tried a lot for long without any result. So, business has requested for the set up in our system to ease this process of automatic clearing of open items.
Thanks you so much for your time to help me on this. I will be waiting for your kind responses.
Regards,
Sridhar
Hi Experts,
I got this resolved by using the enhancement FEB00001. If the field "Distribute by age" is activated through this enhancement, then system will be able to match the paid amount and the combination of open items for automatic clearing. If there is no exact match, then automatic clearing through FF.5 is not possible as indicated in SAP Note 124655.
There is no more necessity to use BAdI FIEB_CHANGE_BS_DATA. Complete relevant logic can be maintained directly in the enhancement itself.
Have a nice day.
Regards,
Sridhar
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Dears,
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As suggested by Ajay, try with sort key if number of invoice G/L accounts are few. If it doesn't work, check SD copy control.
Go to t-code VTFL. Select target billing type and source delivery type and double click. Update
B Sales order number in the assignment field. This would automatically transfer, sales document number to accounting document of billing.
If you are creating billing for sales order, do the same in VTFA.
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Hi FI Experts,
I'm hoping that you can help with the following SAP electronic bank statement (EBS) setup:
In EBS configuration, we have setup posting rule to clear customer sub-ledger (posting type 8). This is achieved using algorithm 31 u2013 Doc number search (customer no from doc line). So when MT940 file - note to payee field has correct doc number (invoice no), system clears the customer open item automatically
Now the requirement is if the note to payee field doesnu2019t contain correct document number (or missing doc number) but has the correct customer number- Is it possible to post the amount to the customer account based on the customer number available in the file? Business team can clear it against the invoice later manually. In summary, if doc number is available system should clear customer open item; if doc number is missing but customer number is available system should post the incoming amount to the customer account.
Is it possible to setup the above logic using standard EBS rules; if yes how? or do you reckon a development is needed?
Appreciate your inputs
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I got this resolved by using the enhancement FEB00001. If the field "Distribute by age" is activated through this enhancement, then system will be able to match the paid amount and the combination of open items for automatic clearing. If there is no exact match, then automatic clearing through FF.5 is not possible as indicated in SAP Note 124655.
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Hi Experts,
1) I need to develop a report to clear the customer open items, the report has to display whether the Customer open items cleared or not?
As we do f-30 transaction to clear documents.
I have developed the report in this ways but its not clearing.
a) First I have posted the document through 'BAPI_ACC_DOCUMENT_POST
I have filled the document in the below way. The Bapi returning OBJ_KEY value also.
LOOP AT it_data INTO wa_data.
****Fill DOCUMENTHEADER
wa_docmentheader-doc_type = 'DA'. "doc type
wa_docmentheader-doc_date = wa_data-bldat. "doc. date
wa_docmentheader-pstng_date = wa_data-budat. "posting date
wa_docmentheader-comp_code = wa_data-bukrs. "company code
wa_docmentheader-ref_doc_no = wa_data-belnr. "Reference
wa_docmentheader-header_txt = wa_data-bktxt . "Header Text
wa_docmentheader-username = sy-uname. "user name
****Fill ACCOUNTGL Table
wa_gl-itemno_acc = l_no.
wa_gl-gl_account = 2909509----" which i marked in the screen second red color(ACCount).
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CLEAR wa_gl.
****Fill ACCOUNTRECEIVABLE
wa_receivable-itemno_acc = l_no + 1.
wa_receivable-customer = wa_data-kunnr.
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CLEAR wa_receivable.
****Fill CURRENCYAMOUNT
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wa_currencyamount-amt_doccur = wa_data-dmbtr.
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wa_currencyamount-itemno_acc = l_no + 1.
wa_currencyamount-currency = wa_data-waers.
wa_currencyamount-amt_doccur = wa_data-dmbtr.
wa_currencyamount-amt_doccur = wa_currencyamount-amt_doccur * -1.
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EXPORTING
documentheader
= wa_docmentheader
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OBJ_TYPE
=
obj_key
= lv_obj_key
OBJ_SYS
=
TABLES
accountgl
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accountreceivable = it_receivable
ACCOUNTPAYABLE
=
ACCOUNTTAX
=
currencyamount
= it_currencyamount
return
= it_return.
EXTENSION2
=
endloop.
2) After posting the document am using Clear_document to clear the document
am filling the Clear_Document in the below way.
1. a)get belnr, bukrs, gjahr & buzei from bsid table for invoice and append to T_AUSZ1
b)T_AUSZ1-BUKRS, 'A', OBJ_KEY+0(10)(which you get from BAPI_ACC_DOCUMENT_POST bapi), posting date, posting date year pass it to T_AUSZ2-BUKRS, T_AUSZ2-AKTIO, T_AUSZ2-AUGBL, T_AUSZ2-AUGDT & T_AUSZ2-AUGGJ and append it.
2. a)get BELNR, BUKRS, GJAHR, BLART & BUDAT from bkpf where awkey = OBJ_KEY(which you get from BAPI_ACC_DOCUMENT_POST bapi)
b) get belnr, bukrs, gjahr & buzei from bsid table where BELNR EQ bkpf-BELNR AND
ZUONR EQbkpf-BELNR AND
BLART EQ bkpf-BLART AND
GJAHR EQ bkpf-GJAHR AND
BUDAT EQ bkpf-BUDAT
and append to T_AUSZ1
c) T_AUSZ1-BUKRS, 'A', OBJ_KEY+0(10)(which you get from BAPI_ACC_DOCUMENT_POST bapi), posting date, posting date year pass it to T_AUSZ2-BUKRS, T_AUSZ2-AKTIO, T_AUSZ2-AUGBL, T_AUSZ2-AUGDT & T_AUSZ2-AUGGJ and append it.
delete duplicates from T_AUSZ2.
3) but am not able to clear the document using Clear_document Function Module
4)I am able to post the document through BAPI_ACC_DCUMENT_POST
5)Please tell me how to clear the document.Hi Sunny,
Please see the following :
1. Down Payment Received (2500 INR.) F-29
2. Customer Invoice Posted (2500 INR.) FB70
3. Clear Down Payment (2500 INR) F-39
4. Now Run Automatic Clearing (F.13)
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Hope this helps.
Kind Regards,
Prakash Kumar -
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We have an issue with the clearing of the open items in the Bank Clearing Account. While creating the payment run, the credit to the Bank Clearing Account happens with the Value Date getting updated in the Assignment Field. However, after we import the Electronic Bank Statement, we do not find the Value Date updated in the Assignment Field in the entry for debit to the Bank Clearing Account, and instead some other reference appears in the Assignment Field. The issue is in such a case how could we perform the automatic clearing of the open items. Is it that we need to do some maintenance in SAP or do we need to get some thing done on the Bank side.
Also if the criteria for clearing the open items is value date, how would the system behave in case the value date is same for two identical items and only one has been cleared from the Bank...how would the system know which one to be cleared.
Help in this regard would be highly appreciated.
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Basically assignment field is used to enter the cheque/ dd number or bank transfer doc number. Thi facilitate the refernce for the system. If you use this then the problem of checks with sam valudate & amount will automatically get resolved.
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Function module to clear customer open items
Hi ,
I have a requirement in FI module to clear the customer open items through Function Modules. The standard functionality is done through the tcode f-28 / f-32.
Please let me know if there is any program or Function Module to clear the customer open items.(without using BDC).
Thanks in advance.Function Module for GL open Items
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Error while clearing Customer open items
Hi,
When I am trying to clear the Customer open items via F-30 I am getting following error -
+Profit center 9000/SEA001 does not exist for 08.04.2011
Message no. KM026
Diagnosis
The desired profit center SEA001 is not in the master data table for the specified date.
Procedure
Check your entry.
Note: The profit center is usually derived from the original account assignment object (cost center, order, and so on) or other information (such as the material number).
If necessary, create the desired profit center for the appropriate time
frame.+
First of all SEA001 is not a Profit Center. It's a material. Correct PC is attached to this material SEA001 and I also checked the validity period of the PC and it's OK.
Can someone please advice how to nail down this issue?
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SanjayFound the reason.
Actually there was a substitution to fill the PC from XREF3 for document splitting and SD module was passing the material in XREF3 hence the system was thowing the error.
Gaurav - thanks for your input. Your reply pointed out towards substitution.
Infact thanks everyone for the inputs.
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EBS Customer open items automatic clearing within tolerances
Hi Experts,
We have already implemented Elecronic Bank Statements automatic uploading functionality. As part of this process, customer open items need to be cleared automatically.
As per the standard process, SAP will be able to clear off the open items ONLY if the collection amount (reflected in MT940) is exactly equal to the invoice amount (reflected in the open item). But general practical situation is that customers may under / over pay. For example, if the customer invoice is for USD 100,005 the actual payment from the customer could be for USD 100,000. In this case, it is normal business practice that open item will be cleared off rather than keeping balance USD 5 in ledger and chasing the customer.
So tolerances are already set up both at GL account level (Trans OBA4) and customer level (Trans OBA3) with blank tolerance group with permitted payment difference of USD 15. And no tolerance group is assigned to the customer master. Also account determination is maintained for the differences with nil reason code.
Inspite of all these settings, I am getting an error message indicating that the difference is too large for clearing while trying to upload this bank statement. Here the difference is only USD 5.
My doubts are:
1. Does the standard EBS program RFEBKA00 considers the permitted payment difference tolerances set in transaction OBA4 and OBA3 ? I don't need to post the differences with reason code. That's why account determination is maintained with blank reason code as well.
2. SAP Note 124655 (Point No 3) says that entering reasons for differences is not possible in the standard system through EBS. Does that mean clearing of open items WITHOUT reason code is possible ?
3. SAP Note 549277 (Point No 5) says that even though Note 124655 specifies certain functionalities as not supported in standard system, they can be achieved by customer through user exits. Does that mean it is possible to code in the user exit saying that system should consider the payment difference tolerances for clearing off of the open items ?
Could you kindly let me know your experience with these questions. I will be very glad to hear from you. Thanks for your time.
Warm regards,
SridharHi Experts,
I got this resolved by using the enhancement FEB00001. If the field "Distribute by age" is activated through this enhancement, then system will be able to match the paid amount and the combination of open items for automatic clearing. If there is no exact match, then automatic clearing through FF.5 is not possible as indicated in SAP Note 124655.
There is no more necessity to use BAdI FIEB_CHANGE_BS_DATA. Complete relevant logic can be maintained directly in the enhancement itself.
Have a nice day.
Regards,
Sridhar -
EBS posting to clear customer open items - Function not working?
Hello SAPers
I have an issue I just canu2019t seem to resolve! We are receiving MT940 statements and receive customer invoice reference details with field: 86 as follows:
:61:090910C1500,00FOSB1000270 //100909050 0 035315
:86:DEPOSIT
Remitter:1000270 MISSION AUSTRALIA Ref:1200000017
Immediately following the BTC FOSB the bank quotes the customer number however I am not using this as standard SAP should identify the customer by document number within the note to payee field?
I am using a 2 step process in posting to the clearing account and customer. Config as follows:
Pst Type 1
40 Bank
50 Clearing
Pst type 2
40 Clearing
15 BLANK DZ 3 15
I have also set up a string to look for the documents ^(12########)$. When we load the statement the first posting is successful however the second does not post to the customer or clear based on the invoice reference. I am using algorithm 020. The error that occurs is F5 102 Customer does not exist in company code xxxx. It actually does exist in the company code.
I have loaded the EBS to the buffer and simulated the search on BELNR and it picks up the document?
I am sure this is standard and a CMOD is not required on this type of functionality? What have I not done to allow posting to the customer based on document number or to post on account where it is not cleared?
Any assistance on this issue is appreciated? Thanks in advance.Function Module for GL open Items
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EBS for MT940 - Auto clearing of Clearing G/L Open Item.
Hi,
I am implementing EBS. I have done all the configuration settings but somewhere I think one or two settings I have missed. First, I want to explain my scenario:
When we receive payment from Customer to the Bank Clearing account based on the payment method which is assigned in APP system hitting the G/L Account and generating the entry like below
Bank Clearing G/L Account Dr
To Customer Account
When I upload EBS I am able to generate the document like
Bank Main Account Dr
To Bank Clearing G/L Account
Here, my question is I would like to clear off the Open item of Bank Clearing account.
I want to know what configuration I should make in the system to do Bank Clearing Account Open item clearing automatically by the system and where the information like Reference number or Document number i need to maintain in MT940 uploading file.
Your inputs are highly appreciated by rewarding points.
Thanks
ChandraHi
Can you please share what you did to make it work?
Thanks -
Hello!
Can anybody help to find a way how to clear customer open items when there is no reference number in use for customer. In electronic bank statemen there is only billing document number in TXT field. How to configure "Make Global Settings for Electronic Bank Statement" and "Define Search String for Electronic Bank Statement" for that purpose.
With all the best,
MerlinHello,
IMG => Financial Accounting => Bank Accounting => Business Transactions => Payment Transactions => Electronic Bank Statement => Make Global Settings for Electronic Bank Statement
Give your chart of Accounts
1. Create your account symbols
Create freely definable account symbols. Make sure that you are able to identify them when you are configuring in future steps.
2. Assigning Accounts to Account Symbols
Here you need to assign the account symbols to GL Accounts or you need to use masking logic. You must have designed your accounts in such a way that the end digits will work for posting the entries to FI. Account Modifier you use as + and use your local currency, if you do not have any foreign currency postings.
3. Create Posting Rules
Create freely definable posting rules.
4. Define Posting Rules (This is the most important configuration for your FI Postings / Clearings)
a) For all the payments you need to create the entries for posting area 1
b) For all the receipt you need to create the entries for posting area 1 and 2
c) Use the document type DZ in case if you want to clear the items. Use Posting type 8. If the invoice number is there in the reference field of bank statement, automatically the same will be selected by the system and cleared.
d) If you want just only entries to be posted use posting type 1.
e) If you want to clear the check, then use the posting type 4.
f) Configure according to the entries to be posted.
g) If you are going for clearing something the offsetting debit / offsetting credit (as the case may be) need not be given.
5. Create Transaction Type
Create freely definable Transaction Type
Select the transaction type and assign the external transactions to your posting rules.
For outgoing check use 13 as Interpretation Algorithm and 1 as the processing type.
Remaining all case use 1 (Standard algorithm) and 5 as the processing type.
Please also go through the below mentioned note in case if you are required to use further available interpretation algorithms or processing types.
6. Assign Bank Accounts to Transaction Types:
You need enter the Bank Key / Bank Account / Transaction type here.
You can get the the bank key and bank account details from table T012K (Go to SE16)
Further supplementary notes may be useful to you:
There are different programs to upload electronic bank statement.
FF.5 or FF_5.
I think your case Multicash format you are using.
You need have three files in FF.5 and two files in FF_5
You can prepare a Z program in order to truncate the electronic bank statement into two or three part files and save them on the application server.
1. Take all the external codes list from bank.
2. Take any available documentation from the Bank describing the relevance of the external codes.
3. Make sure that your Chart of Accounts (Bank Accounts) last digits logic is appropriate to meet the requirements.
4. Based on this decide the Account Symbols that are required to be created.
5. Make sure that the masking rules are configured properly.
6. Decide the posting rules that needs to be created.
7. Link up your external symbols provided by the bank with Posting rules and give proper algorithms for posting and clearing logic.
6. Concentrate on the posting areas to be posted while uploading the bank statement.
Further explanation would help you to understand the functionality when uploaded the electronic bank statement.
Main purpose of uploading the bank statement into SAP is to make your Bank Main Account and physical bank statement balance in sync.
You do not have any traditional Bank Reconciliation Statement (BRS) report in SAP.
SAP is normally you maintain bank main account and bank sub account. Whenever you make a payment through F-53 or F-58 or F110, the entry would be:
Vendor Account Dr
To Bank Sub Account
The ending digits of the sub-account would be important in configuring the masking rule. Based on this masking rule when you upload the bank statement the entry the system would pass is:
Bank Sub Account Dr
To Bank Main Account
It depends on the configuration, either the sub account will be cleared by the system automatically or you need to run F.13 to clear the sub accounts.
At the time of receipts, you have different accounting entries unlike payments. It needs to post to two posting areas. 1. GL Accounting 2. Sub-Ledger Accounting
The entries would system itself pass is:
Bank Main Account Dr
To Bank Sub Account
Bank Sub Account Dr
To Cutomer account.
Clearing logic mentioned for your posting rules and the alogrithm used for your external bank symbols will also play pivotal role in clearing the accounts.
Ideally you will use
FF67 / FF.5 / FF_5 for uploading manual or electronic bank statement
FEBA / FEBA_BANK_STATEMENT is used for furthe rprocessing.
GO THROUGH SAP NOTE 48854
Please go through SAP Note. 48854. You will get an idea regarding the functionality of the algorithms.
Though this note is in relevant to GB specific, you will find this very useful.
description follows below regarding the normal procedure for maintaining table T028G. Due to the different bank codes and posting rules, pre-Customizing is not possible at this point.
The following processing types are available - unless stated otherwise, you should use the interpretation algorithm: '000 - No interpretation' in each case.
1. '00': There is no processing. The entry line is ignored.
2. '01': A validation is made whether an entry exists for the transferred check number in the check table (PAYR). The check number and payment document number are transferred for further processing. Interpretation algorithm: outgoing check processing '011'-'013'; the update in the check file is via the interpretation algorithm.
3. '02': Transfer of the ending balance to the electronic bank statement
4. '03': Transfer of the opening balance to the electronic bank statement
5. '04': Clearing via the allocation number which is delivered with the bank statement. No interpretation algorithm.
6. '05': Clearing of BACS payments or BACS bank collection. The reference text field is first read to ascertain whether it involves payments initiated by users or bank collection via BACS. Providing it does involve a cash transaction initiated by the user, the payment document numbers concerned are determined via the reference number and transferred as a reference to further processing. Interpretation algorithm: '000 - No interpretation' or '019 - Reference number DME'.
Note
To differentiate between the two procedures in table T028G, you have to maintain two separate entries.
Example: the bank uses bank code '62' for cash receipts and for BACS bank collection.
Ext. Transaction +/- sign Posting rule Int. Algorithm Processing type 62 + GB62 001 5
62 SAPBACS + GB63 000 5
7. '06': Bank costs or interest revenues
Recommended interpretation algorithm: '000 - No interpretation'
8. '07': Total amount of cash disbursements
9. '08': Total amount of cash receipts
10. '09': Items not paid
Recommended interpretation algorithm: '000 - No interpretation'
Regards,
Ravi
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