EBS - BAI2 file format

Hi Guys
We are using BAI file format as the format which has been send by our banker and the same is working fine. T- Code used to upload is FF_5 and the algarithm used is 011
Now our banker has changed the file format to BAI2
In the given file we have cheque number in 16, 475 line and we are using 011 as algarithm. When we upload via FF_5 the first entry is passed for debiting the Cash Disbursement account by crediting Cash Main Bank account, this is in the file with ZBA transfer credit
When it comes to the second entry of debit check clearing a/c to cash disbursement account credit, we are getting an error as the difference is two large. When we checked the same, the system is picking document number as * and hence the entire list is displayed without selecting the correct payment document number with cheque number which is in the reference of the payment document number
To take it further, we have changed the algarithm to 015, where the cheque number is given in the assignment field in the payment document number. In this case the system picks the leading five zero which is available in the uploaded file along with the /
We tried to remove all the leading zero in the upload file from the cheque number which is available in the line 16, 475 as well as the / in that line and the system gave the correct output
In the above, we are not sure why 011 algarithm is not working ( we tried by giving only the BELNR, only XBLNR, BELNR and XBLNR etc) the output was always " the differnce is too large for clearing ) since the algorithm has not searched for the proper document AND in case 015 algarithm, why the system is taking leading zero as well and why its picking the \ in the assigment while its clearing. Because of this / the system is not picking the cheque number
Can any one show some light on this
Thanks - Bala

Hi Guys
We are using algorathim 011 for our EBS. The file format from our banker is BAI2
When we are uploading the statement, the accounting entries got cleared. But the issue we face is encashment date is not updated in FCH1 (Check Information)
With this if we check, at any point of time in the check register the entire check are still open. We have verified the following why the check encashment date is not updated
- In line 88, checked MICR ACCT and MICR ABA is same as our bank key in our house bank configuration
- Checked the Global setting on EBS, for external transaction 475 the interpretation logic is 011 and processing type is "clearing with check"
- Verified the check lenght
After all this if we upload any EBS statement using FF_5, the accounting entries are posted and not the encashment date is updated in FCH1
Thanks in advance
Bala

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EBS BAI2 file - Transaction 475, check clearing - extra character appending

Hello experts,
We are using Algorithm 13 for processing checks which are processed using the transactin 475 on the incoming bank file.
In the BAI2 file format, the check numer is contained in record 16 in the following format-
16,475,58740,0,9180914733,67689/
88,CHECK NO=0000000067689
The problem that we are having is - if the EBS program is run as a automated batch job then SAP is appending the '/' (that appears at the end of the line in record 16) in the check number that it uses to match the documents for clearing. Therefore in the above example, our SAP system is trying to find the check number '67689/' in the check lots to match against the payment document. However our check numbers are just 67689 therefore SAP is not able to find a match and posts the document in 'On Account' state.
But if the same file is run manually in the Workstation upload mode, then there is no extra '/' appearing in the check number and SAP correctly clears the Cash Clearing account. I know there is nothing wrong in the file sent to us by the bank. Plus running it manually does not cause this issue.
Has anyone else faced this problem before and if you can suggest on what possibly could be going wrong then it would be a great help for me.
Thanks!

I understand wanting to find the issue - not just apply a band aid. And I understand the frustration of not being able to recreate an issue in a test system. But at least a search string is only configuration and not ABAP code in a user exit.... And if it works, it will relieve your users from clearing the checks manually.
If you do go with a search string, you should be able to isolate the last 5 digits by only mapping those. For example, you'd set the search string to:
CHECK NO=00000000#####
Then in the mapping, blank out all values except for the 5 # symbols - so the mapping would be 17 blank spaces followed by 5 #'s. I've been able to successfully extract reference numbers for ACH deposit clearings this way - I don't see why it wouldn't also work in your situation with check numbers.
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BAI2 file format- 4 record

Hello SAP Guru's-
In testing the lockbox functionality, I have a client who has a customer that remits with over several hundred line items in one check. In the 4 record, the bank sent me a file with the following format
Record Type 4
Batch Number 001
Item Number 001
Overflow Type 4
Overflow Seq Nbr 01 to 99 then start 01 again
Last Ovfl Flag 9 (on last record)
On the Overflow Sequence number, when they got to 99 they started over to 01 on the next line item. Is this correct? I understood that they should change the overflow type from a 4 to a 6 and restart with a new 4 record?
Please help!
I will AWARD POINTS.
Many thanks!

Hi,
Please go through the following regarding Record 4 for BAI2 file format:
<i>Record 4: Table FLB24
4002003401716000002 00000100000000000000
4002004402918000018 00001000000000000000gh
The item in blue is the Record Type indicator. Record Type 4 can appear numerous times in the Lockbox file. Record 4 is the Item Record and it is used to hold one invoice each. (Field name OR001)
The item in green is the Batch Number for the Lockbox. This item will have 3 characters. (Field name OR002)
The item in red is the Batch Item Number for the Lockbox. This item will have 3 characters/spaces. (Field name OR003)
The item in purple Type of Overflow record (1 space). In this case, it is a 4 record because it contains only its own item, not an item overflowed from a preceding 6 Record. (Field name OR004)
Bright green is the Sequence Number for the record (2 spaces). (Field name OR005)
The item in yellow is the End Indicator for the Lockbox. A 9 indicates the last record of a Lockbox (1 space). (Field name OR006)
The next items in black are the Invoice Numbers (16 characters/spaces each). Only 1 invoice is placed into each 4 Record. (Field name IVCNR) The best field format convention would be to use left-justification, blank-padding right for the invoice number(as shown in the Record 4 above).
The items in dark yellow are the Payment Amounts per invoice (10 characters/spaces). (FiT)
The items in gray are the Deduction Amounts per invoice (10 characters/spaces). MT)
Dark Blue is the External Reason Code for the payment. (Field name RESTG)
Up to the next 30 character spaces are available for short text. They may be left blank if desired. (Field name OR011)</i>
In BAI2 overflow type is not changed, 4 is correct. Only in BAI format it is changed.
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BAI2 file format- 6 record / Check DDA Account

SAP Guru's
Can any one confirm for me what the position and characters should be for check DDA Account. In my last assignment, I used the following:
Position 27-39 Field Size 13 Right justify and zero filler
The BAI/ BAI2 file format white paper for SAP I believe is out of date because it says that the check DDA account should be 10 characters.
Can any one confirm for me which is right and if I am right which I assume I am since my last lockbox implementation was successful, why is the white paper say 10? Is there a latest version?
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no response

Lockbox File Format in Europe

Hi,
We are in planning to implement Lockbox functionality for auto cash application in our European company codes. I have few questions:
1)What file formats can SAP read other than BAI2 format.We are using standard SAP program RFEBLB00 (Transaction FLB2) to read a BAI2 file for our US company codes and they work fine.
2)Ours is Bank of America and they are unable to provide BAI2 format? Has anybody faced this kind of situation where Bank can't provide BAI2 format for Europe transactions? What are the alternatives?
Thanks in Advance.
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Currently, only BAI and BAI2 file formats are supported by SAP. It includes
the following:
BAI Record Format: Specify the length of the document numbers (10 in
the standard SAP System) and the number of document numbers in record types 6
and 4 of the BAI file. Your bank must agree on this format information.
BAI2 Record Format: It is not necessary to specify the length of the
document or the number of document numbers in record types 6 and 4. This is
because BAI2 file is designed that each document number is on a different record
type 4 with its corresponding payment and deduction amounts. Your bank must
agree on this format information.
NOTE: while the BAI and BAI2 formats are supposedly standard, experience
has shown that they can vary by bank and many SAP clients have contracted for a
customized format. The format received will need to be mapped to reconcile with
the SAP delivered data dictionary layout (Tables FLB01, FLB05, FLB06, etc.) to
ensure proper processing. If the format does not reconcile and the user does
not want to have the bank change the format, SAP recommends that a user-written
ABAP be used to reformat the file or alternatively the SAP data dictionary can
be modified (this is a repair that will need to be re-applied in future
releases).
Batch Input Sessions [Posting Functions]: Specify which postings the
system creates (general ledger cash postings and/or customer cash
application). It is recommended that both choices are selected if you are using
the general ledger and accounts receivable modules. For the general ledger you
can decide whether to post one aggregate amount to the incoming cash account or
one line per check. This depends on your reconciliation with the bank. In
addition, you can choose to create and name a batch input session to insert any
missing or new customer bank details into the customer master records (this can
only be done if the system identifies a valid document number).
Important Note: The lockbox program first attempts to identify the customer
with unique bank information in the customer master record matching to MICR
information on the check, so maintenance of unique customer MICR information is
important to ensure success. If there is more that one customer with the same
MICR bank and account, then the program cannot apply the check to an
account. This situation usually means that either the same customer has been
set up twice, or maybe what should have been only Ship-to or Sold-to customers
for the same Payer have actually been set up as separate Payers. Alternatively,
it may be necessary to set up a relationship where one customer is identified as
the main Payer and has MICR info, and the related customers do not have MICR
info but instead have the main Payers customer number in the Alternate Payer
field of the customer master record.
The payment information provided in the bank data file will create a payment
advice per check. This payment advice will be used by the lockbox procedure to
clear subledger open items. For more information on payment advices, please
read accounts receivable/accounts payable Payment Advice Notes in the IMG or
On-Line Help

EBS BAI file check clearing

I am trying to clear check through EBS (BAI format) file upload but the check numbers are coming through in the 16 records in the reference field and not in the 88 records (note to payee). I know we can clear check through check number in 88 records using string config but I don't know what to configure for clearing check if the check number is in 16 records. For e.g.
16,475,656933,,,0013000168/
Where 0013000168 is check number. plus the 2 leading zeros are not there in the check number in SAP. .
Thanks
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Edited by: Ron on Feb 1, 2009 1:04 AM

Q1: Did you use F.13 or the fuction in EBS it's self?
We are using EBS download(FF_5) itself to do the auto-clearing
If you have configured the EBS, make sure you took care of the following points as well:
a) In the 'define posting rule', you have entered 4 as 'posting type' (Credit posting key 50 and debit posting key 'blank')
b)In the 'Assign External transaction types to posting rules' you have mapped the external transaction codes (given by your bank) to the correct interpretation alogrithm for checks (we are using 011)
Q2: How did you match with the payment open item ? (for our case, the payment items only have F110 run date and Id plus amt to match with)
If you are creating the check in SAP, then every check payment document has the unique check number assignment as you know. When you download the EBS, it has check number information in the file. SAP then matches this number with the same existing number in the check register. And from the check number it finds and clears the corresponding payment document.
We are downloading here BAI2 format through EBS. In the BAI2 file if you are getting the check number in the record starting with 16, then SAP will be able to find the check number and do the clearing based on the interpretation alogrithm config. But if you getting the check number in the record starting with 88, then you can use 'Define search string for EBS' config to interpret hte check number from note to payee field.
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Hi everybody,
I need a help on lockbox documents. Pls send.
Regards,
JC

hi
Lockbox is a process provided by a bank where the customer remits his payment to a PO Box at your bank, the bank deposits the check in your account and enters the remittance data from the customer. Then the bank sends the data to you electronically for you to import and apply in SAP-AR.
The structure that the bank uses is usually one of two formats. BAI will provide you the customer information and the check amount but no invoice remittance data. Usually cheaper and works well for a business where customers are paying only one invoice at a time.
BAI-2 offers remittance data but the bank charges more for the service because they have to enter more info.
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When the bank sends the customer payment data you use Treasury function FLB2 to import and then process the payments. This process attempts to determine where to apply the payment and will post directly against an invoice, an account to a customer or if it can't even determine the customer it posts into a clearing account (configured) to be resolved.
Purpose
Lockbox is a service offered by American banks in which banks collect and process customer payments to reduce processing time. The system can handle both lockbox file formats offered by banks, namely, BAI and BAI2.
Process Flow
A company can create accounts called lockbox accounts at its bank (or banks) that act as payment collection accounts for customer payments. The company then informs their customers that all open item payments for their accounts must be submitted to one of the established bank lockbox accounts. The bank collects these payments along with the customers remittance information that indicates what open items the customer payments intend to clear. Data entry clerks at the bank manually enter the information into an electronic file for transmission to the company to which the lockbox account belongs. These files are typically transferred nightly to the various lockbox owners (companies). The files adhere to one of two standard banking industry transmission formats (BAI and BAI2), both of which are supported in the system.
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for furthur notes
http://help.sap.com/erp2005_ehp_03/helpdata/EN/4e/888d24ccb811d3bffd0000e8a4a484/frameset.htm
http://help.sap.com/erp2005_ehp_03/helpdata/EN/57/f1fc3768b56d00e10000009b38f842/frameset.htm
http://help.sap.com/erp2005_ehp_03/helpdata/EN/7a/af0eba9ffa11d295d900a0c9426c73/frameset.htm
http://help.sap.com/search/search_overview.jsp
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Hi Chinna,
This file is used for SAP financial purposes and this does interact mainly with the Banks. Banks have different format like bai, bai2 etc. BAI and BAI2 formats differ in their level of information detail. BAI does not separate out the incoming check line items by invoice subtotal reference. Conversely, BAI2 splits the check total into separate invoice references and associated payment amounts. As a result, your hit rate percentage of payment-invoice matching from each transmission is likely to be higher when using BAI2 rather than BAI formats.
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http://help.sap.com/saphelp_45b/helpdata/en/0d/1a4b6e5733d1118b3f0060b03ca329/frameset.htm
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