SAP Electronic Bank Statements (Belgium: CODA to Multicash Program and Config) Part B

This blog post will focus on “Part B – Is SAP interpreting the file correctly” (Program and Configurations)

RFEBBE00 or FEBC

The standard SAP program for interpretation and conversion to Multicash is RFEBBE00 (TCode FEBC). Some companies may create custom programs in to slightly modify or add on top of the functionalities provided by RFEBBE00. Usually if it is custom it will pattern the standard program and you will find additional code.

FEBAN

If FEBC is successful, I go to FEBAN and narrow down the results to whatever is in the CODA file I’m analyzing. I usually enter the statement date to limit the search results.

Once generated, I click on Other Display to get a more “user friendly” look to the results.

I personally find it easier to have a certain set of columns available in the view. To do this, you can right click on any column header (I right-clicked on MR no) then click show.

From the right side, select the columns you want to be displayed and just click on the arrow left to move the selected fields to the displayed columns side.

The screen should now show the selected columns.

My Top 11 Fields for analyzing FEBAN statement items are:

Bank Account, Statement Date, Amount, Business Partner, Beg. Balance, Posting Rule, Document No., Bank Key, AcctID, House Bank, and External Transaction.

It gives me a clearer overview of the banking configurations I need to check. You can set an objective for your search by organizing what you know about the accurate/incorrect posting (ensuring that they fall in the same scenario). From there you can compare and analyze how the system behaves accurate posting vs incorrect posting.

		Accurate	Status	Doc	Amount	Business Partner
1	Pass	Incoming	Incoming	123456780	1.000,00	BUSINESS PARTNER 1
2	Pass	Outgoing	Outgoing	123456781	12,30-	BUSINESS PARTNER 2
3	Fail	Incoming	Outgoing	123456782	150,00	TRADECOR CONSULTATION

In the table above we see 3 scenarios. 2 accurate posting behaviors (row 1,2) and 1 incorrect posting behavior (row 3). From observation, positive (+) amounts correspond to incoming transactions while negative (-) amounts correspond to outgoing transactions. The failed/incorrect transaction shows a positive amount of 150,00 euros but it registered in SAP as an outgoing transaction instead of incoming.

If you recall from our previous post on interpreting CODA files, we can confidently say that the amount and sign triggered by the file is correct. The .cod file gave us 150,00 or “0000000000150000”. That gives us a good notion that SAP interpreted the CODA file (amount) accurately.

Checking the SAP Program RFEBBE00 and/or Corresponding Custom Program

If the opposite thing happened (even if not amount related) and SAP interpreted the amount as 150,00- then that is the time that you need to debug or read the program. I would also expect that the standard SAP program would behave okay and that there is a custom program that needs to be checked.

Note that the amount is just a basic example. There are other mismatch possibilities that can require the checking of both the standard and custom program (if any). It is possible that maybe some formatting changed on the bank side and SAP needs to adjust etc.

You can simply go to Tcode SE38 to explore the code or proceed with debugging. Be reminded that this program is for Belgium. Ensure that you find the right SAP program for the country you are concerned with.

Checking SAP Configurations

Since we ruled out the need to check the program, we can proceed to check on the SAP Configuration. Our scenario now focuses on how the amount/transaction is posted rather than how it is being interpreted. As such we will now check on the Posting Rules setup in TCode OT83.

OT83

SAP looks for the posting rules configured in OT83 when interpreting the CODA file. Take note of the following details from the .cod file we tackled previously:

• Bank Account BE12312312312312
• Transaction Code / Types (not TCode) 005556210
• Amount Sign (+ or -) 0000000000150000 0 meaning positive

Viewing OT83, you can traverse the configuration (tables included) but here is a high-level summary of each purpose:

1. Create Account Symbols (T033I) – This is defined freely so you can organize it. It depends on the business agreement / purpose as well. An example would be creating Account Symbol for international bank accounts “INTL BNK”.
2. Assign Accounts to Account Symbols (T033G) – Link account symbol to GL Accounts. Here you can link “INTL BNK” to GL Account X…X1, the related currency (EUR, USD, +, or blank), and perhaps an account modification (this controls acct determination for bank sub-accounts).
3. Create Keys for Posting Rules (T028D) – Create posting rule keys just to categorize or link the rules later on. The posting key is created to establish some rules when posting in the general ledger and subledger. An example would be creating Posting Rule key “PKA0” to stand as Posting Key A0 for a specific bank (Bank ABC) customer payment with debit clearing.
4. Define Posting Rules (T033F) – Define / specify the actual posting rules and link it to a posting key. This will make up the financial accounting doc posting. The basic fields and settings include:
   • Posting Area (Bank accounting/ Sub-ledger accounting)
   • Posting Key Debit
   • Special GL Indicator (if applicable)
   • Debit Account Symbol  
   • Posting Key Credit
   • Special GL Indicator (if applicable)
   • Credit Account Symbol
   • Type (Payment clearing, Customer payment, etc.)
   • Posting Type (post to GL account, post to subledger debit account, etc.)
5. Create Transaction Type (T028V) – You need to group together bank accounts that contain the same Transaction Codes/ External Transactions in one Transaction Type. So, if we are dealing with CODA for Belgium Bank ABC, we can create Transaction Type BBABC as an example.
6. Assign External Transaction Types to Posting Rules (T028G) – Specify all Transaction Codes for Belgium Bank ABC and link it to your Posting Rule so SAP knows how to post the transaction. Further explanation for the fields will be done later.
   • External Transaction: 005556210
   • + or – : +
   • Posting Rule: PKA0
   • Interpretation Algorithm: No Interpretation
   • Planning Type / Transaction: None
   • Processing Type: Dummy Entry not assignable
7. Assign Bank Accounts to Transaction Types (T028B) – Here the bank accounts are assigned to the transaction types. You can refer to the bank maintenance in FBZP. The fields for basic configuration include:
   • Bank Key: 123
   • Bank Account: BE12312312312312
   • Trans. Type: BBABC

For this example, we will focus on “Assign External Transaction Types to Posting Rules” since our concern is on how SAP is posting the transaction.

It should have the following columns below for your checking and analysis. Recall that in our example, Trans. type will be “BBABC” and the Name as “CODA for Belgium Bank ABC”.

If this view is difficult you can go to Table T028G instead. From the FEBAN posting, you can try and match the details to see what kind of posting rule is being triggered.

• External Transaction – SAP needs this to determine or identify the business transaction. This is what we found in our CODA file as “005556210”.
• + or – this is the sign of the amount being passed. Since our example registered a positive amount, it will be +
• Posting Rule Key – Remember that this determines the kind of financial posting the transaction will trigger. For this basic example, this will be “PKA0” and the system will check on the linked posting rules.
• Interpretation Algorithm – This enables you to find separate outgoing payments using the reference information returned by the bank. For this basic example, this will just be set as “No Interpretation”.
• Planning Type – This will allow the generation of cash management payment advices for transactions reported by the bank. For this basic example, this will just be blank.
• Processing Type – As far as I am concerned, this one is usually utilized by England or Brazil so for this basic example, it will be left blank.

Summary / Bottom Line

If you have located the posting rule that is being triggered, you may have the ff. approaches to consider:

• Option A: Link the External Transaction/Transaction Code to the proper posting rule
• Option B: Update the Linked GL Account
• Option C or more: Create a new posting rule etc.

There is no 1 solution since it will depend on the scenario you are encountering. For the basic example shown, it can be done through Option A. If that is the case then we just need to find the proper posting rule that will denote the proper posting and just update the assignment of “PKA0” to “PKA1” to External Transaction “005556210”.

Note that this will depend on the business input and feedback on how the transaction needs to be posted. In any case, you can play around with the setup (at least in Dev or QA) to get a visualization of the posting outcome.

Consider that some other errors can involve the incorrect maintenance of the customer/vendor master record or even FBZP (screenshot below) etc.

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