Sap Fi Faq 2013

h t t p : / / w w w . s a p e x p e r t . c o .
u k 2013
2013

Dmitry Kaglik
[FREQUENTLY ASKED QUESTIONS
ON SAP FINANE!
Frequently asked questions about the Financial module of the !" system obtained #ia
constant monitorin$ of issues which Financial consultants can face
econd edition
%&mitry 'a$lik( 2013
)&ark&uck*
!ll ri$hts reser#ed.
+f you want to copy( use externally or re,publish any part of this publication( please
$et an appro#al first. -ou can contact the author at sapexpert.sapexpert.co.uk .
Front pa$e ima$e: /uben #an 0i1k( licensed under 2reati#e 2ommons .
!ll other ima$es: courtesy of author.
3ack to 4able of 2ontents
FREQUENTLY ASKED QUESTIONS ON SAP FINANE "a$e 2
http://www.sapexpert.co.uk
Table of Contents
+ntroduction ................................................................................................................ 5
2hapter 1. 2urrency ................................................................................................... 6
Forei$n currency re#aluation ................................................................................... 6
&isplayin$ the forei$n currency re#aluation results ................................................ 7
2hapter 2. 8!4 in down payments recei#ed and paid ................................................ 9
2hapter 3. "ayments ................................................................................................ 10
ettin$ up the !utomatic "ayment "ro$ram )!""* ................................................ 10
ettin$ up the 0lectronic 3ank tatement )03* ................................................... 22
+nte$ration of !"" and 03 .................................................................................... 27
2hapter 5. :ther ....................................................................................................... 30
From author .............................................................................................................. 31
I"tr#$%&ti#"
;y name is &mitry 'a$lik. + am a !" Finance consultant and olution !rchitect with
11 years of experience in this area.
-ou may know me as an acti#e member and moderator of Finance forums at
sapfans.com )in 0n$lish* and sapboard.ru )in /ussian*.
&urin$ the years spent in consultin$ and helpin$ people on forums( + constantly
recei#ed more or less similar questions.
4his book $athers my experience and answers the most frequently asked questions
in a clear and popular format.
4his book is not intended for no#ice users or consultants of !". +t uses terminolo$y
and lan$ua$e $enerally accepted amon$ this community( which sometimes may be
confusin$ for new starters. +f you do not understand somethin$( please do not
hesitate to ask your questions.
+f you are still ha#in$ difficulties in any area mentioned in this book( you are more
than welcome to 1oin the community on the abo#e mentioned forums and ask your
question there.
-ou may also consider buyin$ a book about !".
'a(t)r 1* %rr)"&y
F#r)ig" &%rr)"&y r)+al%ati#"
Q%),ti#" 1- 4ransaction F!<=>F2>8!= )forei$n currency re#aluation* has a tab
?:pen items? and a tab ?</= balances?. @hat is the differenceA
A",.)r- 4he ?:pen items? tab is for re#aluation of #endorsB and customersB line
items( as well as line items on <= accounts mana$ed with open items. /e#aluation
of these items always $o #ia a special technical <= account and always re#erses.
/e#ersal is usually done with a postin$ date which falls into the next postin$ period.
4he ?</= balances? tab is for re#aluation of <= accounts without open items
mana$ement( for example( bank accounts. !s a rule( re#aluation posts the same <=
account( althou$h nothin$ stops you from postin$ it to a separate <= account. 4hen(
usually <= balances re#aluation is not re#ersed. 4he checkbox ?/e#erse postin$s?
at the bottom of the ?"ostin$s? tab controls re#ersal of these re#aluation postin$s.
Q%),ti#" 2- + confi$ured re#aluation for the transaction '&F( assi$nin$ the <=
account to be used for the re#aluation purposes. 3ut + still ha#e problems with
account determination in F!<=>F2>8!= )forei$n currency re#aluation*. @hat ha#e +
done wron$A
A",.)r- @hen you specify the <= accounts for a '&F transaction( you do it for your
2hart of !ccounts. 8ersions with Cew<= also require a 8aluation !rea to be
specified there. +f you only specified the 2hart of !ccounts( the system will create
records in a confi$uration table with an empty 8aluation !rea field. 4hese records
will not be found by F!<=>F2>8!= when searchin$ for the <= accounts for automatic
re#aluation postin$s. +n order to set the 8aluation !rea( please click the small
button with a yellow arrow on the pop,up window with 2hart of !ccounts request.
&mitry: + chan$ed DputE to DsetE abo#e. +f DputE is a term with a special technical
meanin$ here( donBt use my wordF if it isnBt( DsetE is easier for an 0n$lish speaker to
understand. 4he same $oes for some put G set chan$es + did on pa$es 25 and 26.
Di,(layi"g t') /#r)ig" &%rr)"&y r)+al%ati#" r),%lt,
Q%),ti#" 1- +s it possible to display a re#aluation amount for each open item when
usin$ the Cew )Flexible* <eneral =ed$erA
A",.)r- -es( it is possible. "lease read !" Cotes 883851( 879690)especially p.2*(
373268.
+t is important to run reports /F":H0H40C& and 3!=83IF&0= after the
implementation of !" Cotes.
'a(t)r 2* 0AT i" $#." (aym)"t, r)&)i+)$ a"$ (ai$
4his section may mostly apply to users in /ussia. 3ut the /ussian market itself is
bi$ and $rowin$( so nobody knows when he mi$ht $et on a pro1ect there.
Q%),ti#" 1- + recei#ed a down payment )prepayment* from the customer( and !"
$enerated a postin$
Dr 1a"k 112
r %,t#m)r D#." Paym)"t 100
r O%t(%t 0AT 12
@hy does the system beha#e the wron$ wayA +t should be
Dr 1a"k 112
r %,t#m)r D#." Paym)"t 112
r O%t(%t 0AT 12
Dr 0AT /r#m $#." (aym)"t, r)&)i+)$ 12
A",.)r- 4he system will use a special <= account ?8!4 from down payments?
when se#eral prerequisites are met:
2ustomer line item has pecial <= indicator of ?down payment? type.
2heck this in transactions :3H/.
/econciliation account for the customer down payment should ha#e
tax cate$ory J3. !lternati#e <= account is defined in the same
transaction :3H/. 4ax cate$ory of <= account can be checked in the
transaction F00.
"ostin$s should contain tax code of an ?:utput tax? cate$ory. 4his can
be checked in transaction F4H".
?:utput 8!4? <= account number is set up in tax code )the same transaction F4H"*.
?8!4 from down payment recei#ed? <= account number is set up in transaction
code :3H3 for ;8! transaction. -ou can specify the same clearin$ account for all
down payments( or split them usin$ the clearin$ account identifications. +f you want
to use the split functionality( please tick the ?:utput tax clearin$? checkbox in the
rules for ;8! transaction. 4hen( you can specify different clearin$ accounts for
different identifications in transaction :3H3. 4hese identifications are assi$ned to
pecial <= indicators in transaction :3H/.
Q%),ti#" 2- + pay a down payment )prepayment* to the #endor and !" $enerates
postin$
r 1a"k 112
Dr 0)"$#r $#." (aym)"t 100
Dr I"(%t 0AT 12
@hy does system beha#es itself the wron$ wayA +t should be
r 1a"k 112
Dr 0)"$#r $#." (aym)"t 112
Dr I"(%t 0AT 12
r 0AT /r#m $#." (aym)"t, (ai$ 12
A",.)r- 4he system will use the special <= account ?8!4 from down payments?
when se#eral prerequisites are met:
8endor line item has a pecial <= indicator of ?down payment? type. 2heck this in
transactions :3-/.
/econciliation account for the #endor down payment should ha#e tax cate$ory ,3.
!lternati#e <= account is defined in the same transaction :3-/. 4ax cate$ory of <=
account can be checked in transaction F00.
"ostin$s should contain tax code of the ?+nput tax? cate$ory. 4his can be checked in
transaction F4H".
?+nput 8!4? <= account number is set up in tax code )the same transaction F4H"*.
?8!4 from down payment paid? <= account number is set up in transaction code
:3H3 for 88! transaction. -ou can specify the same clearin$ account for all down
payments( or split them usin$ the clearin$ account identifications. +f you want to
use the split functionality( please tick the ?+nput tax clearin$? checkbox in the rules
for 88! transaction. 4hen( you can specify different clearin$ accounts for different
identifications in transaction :3H3. 4hese identifications are assi$ned to the pecial
<= indicators in transaction :3-/.
FREQUENTLY ASKED QUESTIONS ON SAP FINANE "a$e K
'a(t)r 3* Paym)"t,
S)tti"g %( t') A%t#mati& Paym)"t Pr#gram 3APP4
Q%),ti#" 1- @hat is the process of payments usin$ the !utomatic "ayment
"ro$ramA
A",.)r- 4he process in $eneral is as follows.
-ou launch transaction F110 and specify parameters for the selection of items to be
paid. 4hen you run "roposal /un( which creates a "ayments "roposal. 4his proposal
is analysed by 4reasury / !ccountants / somebody else( and then it is appro#ed
immediately or with some corrections. !fter that you run the "roducti#e /un of
!"". !t this moment postin$s are done )or not done L see separately*. @hen
"roducti#e /un is finished( you can create a payment file or paper payment
documents for the bank and/or payment recipients.
Q%),ti#" 2- @hat is the first step of the !"" confi$urationA
A",.)r- 4he process be$ins from an understandin$ of payment types in use. Ma#e
a look at the bank statement( talk to the people responsible for payments and
statements. -ou will create a special payment method for each of the payment
types.
3asic confi$uration of !"" is carried out in transaction F3N". <o throu$h all the
sections in it and understand what you will confi$ure and what you will copy from
existin$ examples )maybe 1ust use deli#ered standard examples without copyin$*.
Q%),ti#" 3- @e ha#e a special payment type when paper fax is sent to the ?bank?.
4his fax contains all the parameters for the payment processin$. 4he ?bank? is not a
real bank but a company within our $roup )holdin$*. +t $i#es us periodic statements
like paper bank statements. "ayments of this type are absolutely manual. &o + need
to set up a special payment method for thisA
A",.)r- 4here are 2 points to consider:
1* +f the payment is done for the preliminary known open items( you can
simply use the D;anual paymentsE transaction F,63 without !"". Co
payment method is required in this case. ! payment document can be
FREQUENTLY ASKED QUESTIONS ON SAP FINANE "a$e O
printed out in an external system )@ord/0xcel* or #ia the
2orrespondence functionality.
2* +f you want !"" to choose the documents to be paid #ia ?fax?( then you
ha#e to use it. ! special payment method is required. :f course( you
can set up your own printin$ pro$ram for this payment method( as for
any usual payment method.
Q%),ti#" 5- @e periodically make payments to the $o#ernment authorities. For
example( taxes. Mow should we process these paymentsA
A",.)r- + saw 3 scenarios for tax payments:
1* /ussian. -ou create a special #endor with a reconciliation account in
the area of ?tax? <= accounts in your 2hart of !ccounts. -ou post an
?in#oice? from this #endor( e#en thou$h there is no actual in#oice. 4he
amount is manually taken from the tax return. 4hen you pay the
amount to the #endor as usual.
2* @estern with direct debit. 8ery simple. 4ax authorities take money
from the bank account by themsel#es.
3* @estern with an in#oice. +t is like scenario 1( but the actual in#oice
exists.
Q%),ti#" 6- 3ill of exchan$e. @hat is thisA +mplementation <uide )+;<* has lots of
settin$s about it( but + do not understand if + need them.
A",.)r- +t is a payment with notes )bill of exchan$e( bill*. + ha#e ne#er seen it in
use. imply for$et about it.
Q%),ti#" 7- !re there any recommendations for the best usa$e of +dentification
field in transaction F110A 4he one below the date on the first screen. hould we put
clerkPs initials in there( country code( company codeA
A",.)r- 4he approach depends on number of people processin$ the payments(
whether they ha#e on,line connection to each other etc. +f people are in se#eral
$eo$raphical locations( then it is lo$ical to put the code of the country or 2ompany
2ode. +f they sit next to each other( they can work out their own rules.
Q%),ti#"8- @hy do + ha#e 8endors and 2ustomers on the selection screens of !""A
@hat is the relationship between 2ustomers and "ayment pro$ram( which is used
for the out$oin$ paymentsA
A",.)r- First of all( we can pay 2ustomers too. For example( refunds or returns of
down payments.
econd( !"" can be also used for paymentsB collection. For example( direct debits.
4hatPs why customers are pretty much on their place in !"".
Q%),ti#" 2- !re there any recommendations for the use of the ?Cext run date?
field in !""A Mow often should the "ayment /un be executedA
A",.)r- +f you use early settlement discount functionality and automatic payment
optimiQation( then the field ?Cext run date? should contain the date of the next run.
4he frequency of them depends on company rules and #aries from 1 day to 1
month.
+f you select open items manually usin$ the external lists and factors( then the date
31.12.OOOO will do.
Q%),ti#" 9- @hat is the tri$$er for the !"" runA 8endor in#oiceA "urchase orderA
A",.)r- 4he !"" processes posted in#oices and down payment requests. "urchase
orders ha#e nothin$ to do with !"". Frankly speakin$( "urchase :rders are not
rele#ant to !" Finance whatsoe#er.
Q%),ti#" 10- @e can control out$oin$ payments: what and how to pay. 4here is a
different situation with incomin$ payments. Mow would we know that the customer
has paid us in order to process the incomin$ payment in !""A Mow would we know
to which bank account it sent us the money( if we ha#e se#eral bank accountsA +t is
also unclear how the customer calculates the early settlement discount.
A",.)r- !"" is used for the out$oin$ payments initiated by our company. +ncomin$
payments are only processed #ia !"" if we initiate them )i.e. direct debit*. -ou
cannot control your customersP beha#iour( hence you cannot automate it.
Q%),ti#" 11- 2an we specify payment method in open itemsA +s it done in in#oiceA
A",.)r- "ayment method is specified in se#eral places in !" system:
1* 8endor master record. -ou can specify se#eral payment methods in
there( and !"" will automatically select the best one.
2* &irectly in the in#oice.
3* +n the payment terms for the #endor. 4his #alue will be inherited into
the in#oice.
"ayment method in the in#oice has priority o#er the payment method in the #endor
master record.
Q%),ti#" 12- + ha#e specified payment method in the #endor master record. 3ut it
is not automatically copied into the posted in#oice. @hyA @hat should + doA
A",.)r- -ou can specify se#eral payment methods in the #endor master record.
Mow should the system decide which one you want to copy into the documentA
@hat do you thinkA 4hat is why there is no such functionality in !".
!s an alternati#e solution( you can specify payment method in the payment terms
and then put payment terms into the #endor master record. "ayment terms will be
inherited into the document and will brin$ the payment method too.
Q%),ti#" 13- +s it possible to chan$e the payment method in "ayment proposalA
:r do we need to block the payment and chan$e the payment method somewhere
elseA
A",.)r- @hen !"" has analysed the open items and created a "ayment "roposal(
you can edit the "roposal: chan$e payment methods( banks( re$roup payments etc.
4here is a button for this on the 0dit "roposal screen. -ou can do this for indi#idual
documents. 4his information will only be kept in "ayment "roposal. +f you wish to
keep the information in the documents( you need to cancel the "roposal and edit
the documents.
Q%),ti#" 15- &o + need to make any de#elopments for the !""A
A",.)r- -ou will need de#elopment only for the output forms( and only if:
1* there are extraordinary requirement from the bank in re$ards to an
output file. For example( de#elopment is required for the inte$ration
with /ussian bank,client systemsF
2* you need to amend forms for cheques / "ayment ad#ice for the
company/bank requirements )lo$o( fields location and other small
details*
Q%),ti#" 16- Mow will the bank know that it has to process the paymentA @hat is
the file format for the bankA &oes the !"" process ha#e a step for the output file
$enerationA
A",.)r- Formats for the bank: you should ask the bank yourself. !" has lots of
standard formats used worldwide and locally. -ou should understand which ones to
switch on.
3ased on my own experience( international banks work well with formats @+F4
;4101 or ;4103. 4hey are in the standard deli#ery of ";@ )"ayment ;edium
@orkbench*.
Infortunately( /ussian banks are #ery e$oistic and only accept their own formats.
:ne of the national standards )but not official* is the format of the ?12? system( but
standard !" does not support it )yet*. 4hat is why the file extract for the bank,
client system is a de#elopment in this case.
:f course( file or printout for the bank is one of the results of !"" work. -ou can
$enerate them usin$ the ?"rint? button on the instrument panel in !"".
Q%),ti#" 17- +n which format can we extract the data from the system to send it
to the bankA
A",.)r- +t depends on the formats which the bank accepts. @+F4 ;4101 is #ery
con#enient and widespread. ome countries ha#e their own requirements for the
format. !s a rule( they are already in !" standard deli#ery.
+f you are at the cross,road and do not know what to start with( try to $i#e a @+F4
;4101 file to the bank and look at their reaction. -ou can also ask the companyBs
4reasury department which format they use at present.
Q%),ti#" 18- @hat do + need to do in !"" settin$s to enable the $eneration of a
file with information about out$oin$ paymentsA
A",.)r- 4here are 7 buttons in transaction F3N" which you should start with. :ne
of them )"ayment method for the country* has a choice of DclassicalE payment
pro$ram or "ayment ;edium @orkbench.
Cext we set up a #ariant for the DclassicalE pro$ram or set up ";@ )also known as
&;00*.
-ou can find lots of customiQin$ options for the extraction file in the +;<:
4he exact list of nodes you need to $o into depends on the format you ha#e chosen.
+&:2 is another option for sendin$ payments to the bank. "ro$ram /FF:0&+1
$enerates +&:2s and is always a#ailable in F110 on the ?"rint? tab.
Q%),ti#" 12- + ha#e decided to use the @+F4 ;4101 format. @hich settin$s are
required in the system in this caseA &o + need to make settin$s for each indi#idual
bankA
A",.)r- Format ;4101 is defined by @+F4( which is an international or$anisation.
+t should not be chan$ed in most cases. +n the meantime( there are some
parameters )fields* in which #alues can be chan$ed because of requirements of the
client or the bank.
Q%),ti#" 19- 4he bank asks for different structure of field 6O in the format @+F4
;4101 for domestic and international payments. Mow should + set it upA
A",.)r- eparate payment method is usually used for international payment.
&ifferent payment methods can ha#e different #ariants in ";@.
Q%),ti#" 20- Mow can + set up an instruction key( which defines who pays
commission for the payment( payer or payeeA 4his instruction key is used in field
91! of format @+F4 ;4101. Mow can + assi$n the key to the bank or the #endorA
A",.)r- +;< Code
-ou define the instruction key for the payment method. 4hen( the payment method
is assi$ned to the #endor or in#oice )see abo#e*.
3y the way( my own experience shows that banks usually i$nore this instruction and
always char$e the payer with the commission.
Q%),ti#" 21- Mow can + acti#ate the functionality Dtate 2entral 3ank indicatorE
)23 indicator*( which is used in the field 993 of the format @+F4 ;4101A
A",.)r- =ook at +;< Code:
Mere we put the 2ompany 2ode( i.e. ?acti#ate? the 23 for it.
&onPt be confused with ?<ermany? in the path. +t will work for other countries too.
4he same confi$uration is located in a different place( if your system has Cew<=
acti#ated: Financial Accounting (New) > General Ledger Accounting (New) >
Periodic Processing > Report > Foreign Trade Regulations > Enter Company ata
!or Foreign Trade Regulations
Cext step is to define the 23 indicator:
!$ain( donPt be confused by ?France? in the path. +t will work for any other country
too.
3oth confi$uration points are placed next to each other if you use the system with
Cew<= acti#ated.
@hen ?23 indicator? functionality is acti#ated for the 2ompany 2ode( the ?&etails?
tab of an +n#oice entry transaction )F370* will ha#e the rele#ant fields: 23 ind and
uppl.2ntry. 4he condition: #endor should belon$ to a country different from the
country of your 2ompany 2ode. "lay with these fields and see which information is
taken to field 993. 4he rest is 1ust a technical question.
FREQUENTLY ASKED QUESTIONS ON SAP FINANE "a$e 1K
Q%),ti#" 22- @here do + set up the output formsA
A",.)r- :utput forms are defined in the payment methods. -ou can assi$n a
pro$ram/form or a "ayment ;edium @orkbench )";@* structure. 4here are tons of
output forms ready to use. !ll the standard forms are supported( includin$
0uropean. "rint pro$rams can be found usin$ the /FF:R mask. ! list of ";@
#ariants can be seen by usin$ the F5 key. -ou can create your own ";@ forms in
transaction &;00. "lease read ";@ and &;00 documentation.
:ther than the payment order itself( the company may require you to produce
"ayment !d#ice( which informs the #endor about the payment details. -ou can
confi$ure the form for "ayment !d#ice in the "ayin$ 2ompany 2ode section of the
transaction F3N".
Q%),ti#" 23- &o + need to confi$ure anythin$ for the format @+F4 ;4101 in
transaction &;00A + do not see anythin$ like this in "!-; tree. +f + need to create
my own format( which option should + choose: flat file or H;= messa$eA Mow can +
assi$n / acti#ate my own new formatA
A",.)r- Format @+F4 ;4101 exists in standard ";@ deli#ery. &;00 co#ers only a
few ";@ formats. Fortunately( @+F4 ;4101 requires only minimal confi$uration(
and it is not done in &;00. Ma#e a look at:
FREQUENTLY ASKED QUESTIONS ON SAP FINANE "a$e 1O
!nd also 2reate/!ssi$n election 8ariants ):3";5* in the same +;< node.
+f you need to create somethin$ #ery new( you can use &;00 for confi$uration and
then assi$n the newly created format to payment method in the same +;< node
which + ha#e already mentioned.
4he type of the tree )xml / flat file* depends on the bankPs preferences and
requirement.
Q%),ti#" 25- + ha#e run the "ayment "ro$ram( posted the documents and planned
the print phase. @here should + see the file in the format @+F4 ;4101A
A",.)r- 4ransaction F110. ;enu 0n#ironment L "ayment ;edia.
Q%),ti#" 26- + need to print a document for the #endor which informs him about
the payment details. @here can + confi$ure itA
A",.)r- -ou can do this in transaction F3N"( section ?"ayin$ 2ompany 2ode?. 4his
is called ?"ayment !d#ice?. +t is a usual !"script form. !" has deli#ered a form
for the +&0 template company( which can be ad1usted with a little !3!".
Q%),ti#" 27- 2ompany uses bank chains. @hat is thisA &oes !"" support themA
A",.)r- 3ank chains are usually used for international payments( and #ery rare for
domestic payments. <enerally speakin$( banks can usually determine how to
transfer money from payer to payee themsel#es. 3ut if a company wants to help
the bank and speed up the process( bank chains can help.
+n short( here is the purpose of bank chains. +f you want to transfer money from one
bank to another( these banks should ha#e accounts for each other )correspondence
accounts* open. +t means that banks put money into these accounts. @hen a client
of bank ! pays a client of bank 3( then bank 3 increases the balance of the
correspondence account and bank ! reduces the balance. 4here is no physical
money transfer unless the balances are ne$ati#e. !s soon as there are too many
banks in the world( it is impossible to ha#e correspondence accounts for each pair
of the banks. Mistorically there are some banks which carry out the functions of an
intermediate bank. For example( 3ank of Cew -ork )3:C-*. +n this case( banks !
and 3 open correspondence accounts with 3:C-( but not with each other. @hen a
client of bank ! transfers money to a client of bank 3( there are only mo#ements on
the correspondence accounts which link banks )! and 3:C-* and )3:C- and 3*.
!$ain( there is no physical money mo#ement. 3:C- has no impact on its balance(
but it $ets a commission from the transaction. +f a payer wants to specify a bank
chain( it has to let its own bank know that 3:C- is an intermediate bank( and
sometimes the correspondence account number of bank ! in 3:C-.
4here can be 2 intermediate banks in the worst scenario.
!" has a #ery simple customisin$ of bank chains. +;< Code:
+f bank chains are acti#e( the system will automatically find the necessary chain and
put it into the internal table of !"". 4hese data will $et into the payment order.
Q%),ti#" 28- @hat are the possible options to display "ayment "roposal and the
list of items in "roposalA
A",.)r- "ayment "roposal and a list of items in it can be #iewed in 2 #ariants:
classical and !=8,$rid. -ou can customiQe classical display in +;<. +f you want to
switch the display to !=8,$rid( you ha#e to put a parameter in the user master
record )transaction I3*. 4he proper parameter code is F110:!=8.
+t may not work in new #ersions )7.0 and hi$her* where !=8,$rid is set up as
default.
S)tti"g %( t') El)&tr#"i& 1a"k Stat)m)"t 3E1S4
Q%),ti#" 1- &oes 0lectronic 3ank tatement show transactions from the customer
or bank point of #iewA SJT means debit from the bank point of #iew( but credit from
the client point of #iew. Mow can + distin$uish incomin$ and out$oin$ paymentsA
A",.)r- 3ank statements in format @+F4 ;4O50 show transactions from the bank
point of #iew. +t means & )&ebit* is the companyPs out$oin$ payment and 2 )2redit*
is an incomin$ payment to the bank.
!" automatically understands the direction of money mo#ement and transforms
them from &/2 into J/,.
!nyway( a test run of a real bank statement is the best indicator whether the
settin$s are correct or not.
Q%),ti#" 2- + recei#ed the full documentation for the statement in format @+F4
;4O50. +t has a hu$e list of possible transaction codes. &o + need to confi$ure all of
them in 0lectronic 3ank tatementA Mow can + do thisA
A",.)r- +t is worth askin$ your collea$ues )like treasury( cashiers and accountants*
which of those transactions do actually exist in statements. urely( not all of them
will be in use. 4he same people will also tell you how to post each transaction in the
<eneral =ed$er. 4hen you set up these transactions as external transactions and
$roup them into internal transaction codes where possible.
Q%),ti#" 3- 4ransaction codes in the @+F4 ;4O50 statement are #ery hi$h,le#el.
For example( 4/F )C4/F* can be an incomin$ or out$oin$ payment. &onPt e#en
mention smaller details. -ou canPt say more usin$ field 71. !nd it is field 71 which
maps to the postin$ rule. ome banks like 2redit uisse can $i#e more details in the
structured field K7. 3ut the system reco$niQes the transaction type usin$ field 71.
Mow can + ask it to look into field K7AA
A",.)r- 4ransaction FF.6 has a choice of #ariants for upload( with field K7
structured and unstructured. :f course( you ha#e to confi$ure transaction types as
they are in field K7 if you use the structured statements.
!s for C4/F transaction type for incomin$ and out$oin$ payments( they can be split
by the direction of money mo#ement.
+f a bank uses C4/F( say( for out$oin$ payments and bank commissions( you cannot
do much here( unfortunately. -ou ha#e to do it manually. :r try to use search
strin$s to automatically replace the transaction type.
Q%),ti#" 5- Mow can + split domestic and international payments if they $o under
the same transaction type in the bank statementA
A",.)r- !s a rule( all the payments use the same transaction type in the bank
statement. +t does not matter if the payment is domestic or international. 4hat is
why you cannot distin$uish them in the statement.
+t is different in /ussia( where all domestic payments are in roubles and
international payments are in forei$n currency( except for loans and deposits.
4hin$s are easier in this case.
Q%),ti#" 6- +s it a $ood idea to use a special document type for the bank
statement postin$sA :r is document type ! $ood enou$hA
A",.)r- +t is #ery $ood idea to use a special document type. :f course( document
type ! will suit the first postin$ area. 3ut + would recommend the use of document
types 'N/&N for the second postin$ area. :r e#en introduce a special document
type for the bank statement.
Q%),ti#" 7- :ur chart of accounts has an account number with less than 10
symbols. Mow should + specify a mask for the account symbol in the bank statement
confi$urationA hould it be left 1ustified or ri$ht 1ustifiedA
JJJJJJJJJJ
JJJJJJJJ
JJJJJJJJ
A",.)r- !" always adds Qeros on the left of numeric account number up to 10
characters. 4hat is why you ha#e to set the mask for all 10 characters.
http://help.sap.com/saphelp>erp70>sp/helpdata/en/53/0bd5O953de11d1KO7f0000eK
322d00/frameset.htm
4his help document has an example where an account has 7 characters( but the
mask has 10 pluses.
Q%),ti#" 8- @hen + confi$ure the bank statement( + can set ?J? for the currency.
&o + need to create separate <= accounts for each currencyA
A",.)r- +f you need to create different masks for different currencies( then set
each currency separately. Isually a bank account is sin$le,currency. 4hat is why
?J? should be enou$h.
http://help.sap.com/saphelp>erp70>sp/helpdata/en/53/0bd5a553de11d1KO7f0000eK
322d00/frameset.htm
Q%),ti#" 2- @hat is the +nterpretation !l$orithmA
A",.)r- +nterpretation !l$orithm is a link between data in the bank statement and
data in the !" system. For example( the interpretation al$orithm can find paid
items usin$ the payment order number or cheque number.
-ou can see the list and details of most of the a#ailable al$orithms in !" Cote
115913.
Q%),ti#" 9- + set postin$ type U K )open item clearin$* in the postin$ rule of the
03. 4here are no open items in the system when + run a test. !nd + cannot post a
payment now. @hat should + do if + $et a down payment from the customerA @hich
other postin$ type should + use for the subled$erA
+t is unclear what to do with subled$er postin$s. 0#en if + put a customer number in
the manual bank statement( postin$ only $oes to the <eneral =ed$er.
A",.)r- ! postin$ rule can ha#e a postin$ type without clearin$. +.e. 1ust a
customer postin$. 4ry to use it. :r you can lea#e incomin$ payments unposted in
the bank statement. =ea#e this task to treasury/accountants. :f course( it depends
on the number of payments like this.
Q%),ti#" 10- @hen + try to post to subled$er( a "ayment ad#ice is created. @hat
should + do with itA @hat is a "ayment !d#iceA
A",.)r- +f + correctly understand( "ayment !d#ice is created for the 2ash
;ana$ement functionality. 4here is no use for it unless you implement 2ash
;ana$ement. -ou can switch off "ayment !d#ices in the parameters of a manual
bank statement entry. 4ransaction FF79( menu ettin$s L pecifications.
+f it does not help( ha#e a look at !" Cote 56269O )older !" #ersions , 172 6 91 *.
Q%),ti#" 11- Mow can + delete a bank statementA
A",.)r: Ise the pro$ram /F03'!O7. 4his pro$ram deletes the bank statement
itself( but not the posted documents. 4hatPs why + would recommend usin$ this
pro$ram in the test systems onlyF and bein$ #ery careful all the time.
Q%),ti#" 12- @hat else can + read about the bank statementA
A",.)r- Ma#e a look at !" Cote 65O299.
Q%),ti#" 13- @here do + define the interpretation al$orithmsA
A",.)r- +nterpretation al$orithms are defined in the pro$ram /F033I10.
I"t)grati#" #/ APP a"$ E1S
Q%),ti#" 1- @hat is the rule for <= accountsB creation for paymentsA )!"" and
bank statement*
A",.)r- 0ach physical bank account should be confi$ured as a bank account in the
transaction F+12.
!dditional technical accounts should be created in <eneral =ed$er )transaction
F00*. + would recommend namin$ them with a purpose description: cheques(
transfers etc. 4hey should ha#e the open items mana$ement. -ou do not need to
create separate ?bank? accounts for technical <= accounts in F+12.
3ank accounts and the <= account are linked to each other #ia the special fields.
-ou should only do this for the real bank <= accounts( but not for technical ones.
!s a rule( you do not need special technical accounts for bank char$es and
exchan$e rate differences. Isually bank char$es are posted directly to the special
<= account )2r 3ank &r 2osts or &r/2r 3ank 2r/&r 0xchan$e rate difference*. :f
course( you can only do this if the bank shows these char$es and FH differences as
a separate transaction type. +t is #ery ar$uable whether the bank should put
exchan$e rate differences into the bank statement or not. 4ry to come to an
a$reement with a bank that these transactions are not to be in the statement( if you
can.
Q%),ti#" 2- @hich <= accounts should be used in !utomatic "ayment "ro$ram
)!""* from an accountin$ point of #iewA hould they be the same as for the bank
statementA &o + need to clear these accountsA
A",.)r- -esV 4he process is precisely the same as described in the question itself.
+f you use !"" to make postin$s( then it should use the same <= accounts which will
be posted from the bank statement from another side. 4hese 2 open items )!"" and
03 ones* should be cleared then. &oin$ it this way( you can check which payments
were sent to the bank but not processed by it yet( or any other discrepancies etc.
"ostin$ schema is like this:
1. !"" L out$oin$ payment
&r 8endor
2r 3ank technical out$oin$ payment
2. 3ank statement
&r 3ank technical out$oin$ payment
2r 3ank
3. 4echnical account clearin$
2r 3ank technical out$oin$ payment
&r 3ank technical out$oin$ payment
)2learin$ document can ha#e no line items in #ersions without Cew<= acti#ated*
Q%),ti#" 3- @hat is the best way to split technical bank accounts in <=A +
understand they should be split by payment methods. 3ut how will + distin$uish
domestic and international payments in the bank statementA &o + need to create
separate technical <= accounts for incomin$ and out$oin$ paymentsA
A",.)r- -ou should know the limit when you split the technical accounts. +f you
cannot distin$uish different payment methods in the bank statement( then it is
useless to split <= accounts in !"". 3ut you can always distin$uish incomin$ and
out$oin$ payments( so they should be definitely split.
Q%),ti#" 5- &o + need to ha#e the same document types in 03 and !""A
A",.)r- Isually you can use different document types for !"" and 03. 4his will
help to distin$uish them in the line items list.
Q%),ti#" 6- @e post a payment in !"" and then in 03. +s there a duplicationA
A",.)r- Co( there is no duplication. 3ank tatement has the 1st and the 2nd
postin$ areas. -ou can choose whether you do the second area or not. !"" can only
do the second area( but only for payments $enerated by !"". 4here should not be a
duplication.
Q%),ti#" 7- !utomatic "ayment "ro$ram can be confi$ured with or without
postin$s. @hat is the differenceA + think that !"" with postin$s makes more sense.
FREQUENTLY ASKED QUESTIONS ON SAP FINANE "a$e 2K
A",.)r- !"" with postin$s is the most widely used #ariant in the @estern
countries. +t reduces the confi$uration complexity because only one postin$ area
will be necessary for the bank statement.
+f you confi$ure !"" without postin$s( it only produces the payment order which you
send to the bank. -ou should ask your bank to return the payment order number in
the correspondin$ field of the bank statement. :therwise you will ha#e a #ery bad
situation. +tems paid with a payment order can be only cleared with this payment
order number. 4hose items are not #isible in clearin$ transactions with any other
selection option.
4herefore if you ha#e a choice( $o for the ?with postin$s? option. Infortunately(
/ussian accountants are not #ery flexible in these terms and prefer to make a
postin$ on the basis of a bank statement. 4hat is why in /ussia you ha#e to
confi$ure !"" without postin$s.
Q%),ti#" 8- Mouse banks are the banks in which our company has bank accounts
for incomin$ and out$oin$ payments. @hat should + do with other bank dataA +
heard that + need to specify bank data in the #endor or customer master record if +
want to process !"" correctly. &oes it mean + need to maintain all the banks of our
customers and #endorsA
A",.)r- Mouse banks are the banks in which our company holds the accounts. -ou
maintain these house bank accounts in transaction F+12.
4here are also banks of our partners. -ou can maintain them in transaction F+02. +n
$eneral( you $et a bank data maintenance screen )analo$ue of F+02* from the
customer or #endor master record when you specify a combination of bank country
and bank key( which does not exist yet. 4he system will ask you about the name(
@+F4 code etc.
-ou ha#e to maintain bank master data only for those payment methods which are
paid directly to the bank account of our partner. Cot all the payment methods
require this. For example( you can draw a cheque without bank details of the payee.
3ut most of the modern electronic payment methods require the bank data. +t
means we need to think about the bank master data maintenance.
:f course( you create any <= account )normal or technical* only for our own bank
accounts in house banks.
+t is sli$htly confusin$ that both bank account and <= account are called DaccountE(
but this is the terminolo$y we need to use.
FREQUENTLY ASKED QUESTIONS ON SAP FINANE "a$e 2O
Q%),ti#" 2- @e ha#e a non,standard situation with bank accounts. @e ha#e 2
house banks )! and 3* with 3 bank accounts: one account in bank ! and two
accounts in bank 3. 4he first account in bank 3 is used for normal payments. 4he
second account in bank 3 is only technical. 4here are no direct transactions on this
account. 4he balance of bank accounts in bank 3 is Qero at the end of each day. !ll
a#ailable balance of the first account automatically transfers to the second account(
and then from there to the account in bank !. 4he account in bank ! is also used for
normal payments. Mow can + confi$ure this in !"A
A",.)r- !" will not be able track the balance of the bank accounts. @e can only
see the mo#ements in the bank statement( which is issued post,facto. Isually you
reach an a$reement about all the automatic money mo#ements( includin$ Qero,
balancin$( with the bank. 4hese a$reements ha#e nothin$ to do with !".
!ll the transfers between bank accounts for !" are 1ust transfers between main
and technical bank accounts in <eneral =ed$er.
Q%),ti#" 9- @hat is &irect &ebitA Mow should + process itA
A",.)r- &irect &ebit is a transaction in which the #endor automatically withdraws
money from a customer bank account for the $oods or ser#ices sold. +t is widely
used in the @estern countries( especially for communal payments( instalments(
municipal and tax payments. 4he /ussian analo$ue is "ayment /equest which is
not in common use.
'a(t)r 5* Ot')r
4his will be the shortest chapter of the book. =ike dessert: small and sweet.
Q%),ti#" 1- + know the +;< node for the confi$uration. Mow can + find the
transaction code for quick access to itA
A",.)r- !cti#ate !cti#ity display in the +;< tree #iew by choosin$ menu 0dit L
&isplay +;< !cti#ity. ! new column will appear on the ri$ht of the +;< structure.
First of all( try to call up the transaction from the last 5 characters in this new
column. For example( +;<>2F;0CI:/F3:36K transforms into :36K.
+f that does not help( copy the full #alue from the column. 4hen call up table
2I>+;<!2M in the transaction 017. "aste your #alue into the field !cti#ity. 4he
transaction code will be in the field 42:&0.
Fr#m t') a%t'#r
!" F+ is an area full of both standard solutions and non,standard approaches. ;any
functional consultants in the !" F+ area try to sol#e similar issues from time to
time. :f course( the context of these solutions is as different as each customer is.
3ut the solution remains the same.
4his book is dedicated to the most common issues of Finance implementations on
different pro1ects. + hope it was useful for you.
+f you still ha#e questions( please come and ask your questions in the forums which
+ mentioned in the +ntroduction.
:r you may still prefer to buy yourself a paper or electronic copy of a book from this
site.
incerely yours(
&mitry 'a$lik
aka &ark&uck

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