Check encashment file: option 2 of 3 ways to update your SAP check register
In the previous posting, I covered the challenges with keeping the check register up to date along with SAP set-up to automate check encashment via search strings on bank statements.
What if you are not loading bank statement files for your controlled disbursement account? Or what if your volume of checks necessitates a separate file be processed? Check encashment files can be used in these cases. These types of files are often processed monthly from the bank.
SAP provides a standard transaction FCKR to upload these files. This transaction calls program RFEBCK00 to encash the checks.
Here is a screenshot of the program:
Please note- you will have to have preprocessing performed on your file from the bank before loading it in through FCKR. Otherwise, you may need to create a program copy that will process to your bank’s specific layout for an encashment file. Either way, SAP provides data structures CHECK_HEAD and CHECK_REC structures where your bank layout will need to be mapped for processing.
There are a couple potential challenges with using the FCKR transaction for marking checks as cashed:
- Timing can be a problem- these files are generally received once a month, with a significant delay between when the cash left the bank account and the encashment file was received.
2. Errors from the file upload are created in a batch in the SM35 transaction. Someone will have to monitor for batch files, and make corrections for any failures. This is generally not a problem with electronic bank statement processing as activity is coming through daily.
Next week, I will discuss a third option for keeping the check register up to date.