This article deals with the significance of the field ‘On Account Posting Key’ in Electronic Bank Statement. Although this is a very small and simple configuration in Electronic Bank Statement, it has significant implications in terms of the handling the way in which postings are made during the Upload of an Electronic Bank Statement.
The configuration for the same is maintained in the below setting:
Financial Accounting-Bank Accounting-Business Transactions- Payment Transactions- Electronic Bank Statement- Make Global Settings for Electronic Bank Statement.
A screenshot of the configuration for the same is given below-
The ‘on account posting key’ is primarily used in those cases where an Interpretation Algorithm is assigned to an External Transaction code. The ‘on account posting key’ will be maintained against the posting rule defined for the Corresponding External Transaction Code that uses the Interpretation Algorithm.
Just to explain the above point with an example, the external transaction code NCOL uses Interpretation Algorithm 015:
So for the posting rule COL+ and RTI-(mapped to External Transaction code NCOL), we would maintain an ‘On Account Posting rule’ as shown below:
When an Interpretation Algorithm is mapped to an External Transaction Code, system expects an existing document in the system which would be cleared. However there might be cases when the document which has to be cleared does not exist in the system due to delay in posting or any other reason. In such cases the ‘On Account Posting key’ is used.
When such a document(document to be cleared) is not found the system would still do a posting (but without clearing) with the Posting keys maintained in this column. This feature is very useful as it enables posting even when there is no corresponding document which has to be cleared. If not for this feature, the system would not do any posting as the logic works only on Post with Clearing basis and the balance as per the Bank Statements would not have tallied with the main Bank Account (G/L), always leading to mismatch and bringing up the need for Reconciliation to tie the Main Bank account with the Bank Statement.
With this setup -when no document is found to be cleared, then system would post still post a document without clearing
using the ‘on account posting key’ maintained against the Posting Rule.
The concept of on account posting is explained with the help of an example below:
When a file is uploaded and system does not find any document to be cleared (even though the transaction code has an interpretation
algorithm and expects to find a document to be cleared) then the on account posting key will be used to make the FI posting.
In this case, the posting log after loading the bank statement will appear as below:
When FEBAN is accessed for that particular Bank Statement it looks as below:
Documents which are posted ‘on account’ will appear in yellow as shown above. This means document has been posted without clearing.
The document number posted will appear against the ‘PmtAcc’ Document as shown above.
Such documents which could not have been cleared will have to be cleared manually subsequently.
The document number for all normal postings which are cleared or which do not require clearing (when no Interpretation Algorithm is assigned to the Posting rule) will still appear under
An example of the FEBAN screen when a file which has been loaded successfully cleared is shown below:
Documents which are posted with clearing will appear in green as shown above. This means document has been posted with clearing.
The document number posted will appear against the Document as shown above.
Thus we see that with the help of ‘On Account Posting key’ we can ensure that all postings are made to SAP even if system is not able to find a corresponding document to clear. This will ensure that the main account balance ties to the balance in the Bank statement(unless there is some configuration missing).