The Purpose of this blog is to provide some Tips for Post processing and Electronic Bank Statement (EBS) Configuration particularly with respect to handling of Search Strings for Posting rules and its application. I shall touch upon these components blended with some improvisation. This should be helpful for those who are not so familiar with EBS Process functionality. There are already quite a few excellent articles on these topics, and I am providing some links as well to get a good insight. Each of these links have additional links embedded!! As for the disclaimer part, the contents shared here are just for knowledge sharing. The details probably could help in some cases but not in all depending on varying requirements and this is based on my personal experience.
A. Post Processing: (FEB_BSPROC)
We don’t find many write-ups on this subject. Hence, I am making this part in little bit detail with a few screen prints.
As we know EBS has basic Configuration plus enhancements, if any, through User Exits and Search Strings wherever applicable. Despite all these, there could still be cases where ‘post processing’ of a bank statement is required. These could be attributed to incomplete or error in configuration, missing details in the bank statement like Customer Invoice references or combination of both. Some bank statement line items could go in Error (Red) when we review them in Transaction FEB_BSPROC. Below is a Sample Input and Output Screen. We can also create Variants for the input screen based on individual user needs.
FEB_BSPROC – Sample Input screen (It always opens as a window like FEBAN)
FEB_BSPROC – Sample Output screen
Once the statements are uploaded, the items in red can be updated in an Excel sheet and analysed. The data collected over few weeks or other time period would give a good idea about the issues and possible resolution. Likewise, the other issues can also be managed one by one. After this analysis, using the search strings and exits etc the hit rate (% age of auto postings) can be improved and so the number of the post process items reduce over a period. This could be a continuous improvement process.
As we know, once the reasons are found, the same can be reprocessed through FEB_BSPROC, after making the necessary manual adjustments either by choosing the appropriate document numbers, references etc and clearing the same or posting as an adhoc value to a given Vendor or Customer. Simulation is possible by clicking on the “Simulate” button at the top and the document can also be viewed. If Document is found to be in order, using ‘Post’ button the process can be completed.
We have several options available at the bottom. In the first tab the document details are available. This screen per se is little congested and so navigation at the bottom sometimes is difficult. To view details clearly at the bottom part, you can pull the screen upwards by using the highlighted line with some dots. Refer below screen.
The help document inside the Transaction FEB_BSPROC is quite good and easy to follow. This is same as the program doc for “FEB_BSPROC_FE”. The new ‘Post-Process’ is user friendly. For a line item that is fully cleared (appears in Green), the Documents tab shows the details as follows.
For a line item that is not fully cleared (appears in Red), the Documents tab shows the details as follows.
Below we see the ‘On Account’ tab and this can be used to just post on account without credit application. In all the tabs, the layout can be modified to add/delete required fields. So also, additional lines can be created.
Account Assignment Template is another important tab. We can create as many templates.
In the Log tab, the posting and other details are displayed. In the Last tab, attachments can be uploaded.
We can look at one simple example to get a better insight. Assume there is a case where the reference document has some blank spaces in between and due to which the same has not been auto processed. In this case, the user could assign the right reference document without space and reprocess the line item.
There is also another way to update through the ‘note to Payee’ field itself and reprocess an open item with cash application. This is very well illustrated in the below link. So, I am skipping the same.
However, I shall explain the effects of changes. In the example below, I have added a missing line “0099779977 Demo 1 to show Change” to enhance the note to payee section. Please see the screen print below which is self-explanatory. You would notice the ‘note to payee’ before and after changes by using the toggle button highlighted at the bottom. Similarly, the uploaded bank statement in FF_6 would also be automatically updated in the ‘note to payee’ section.
Link to some SAP OSS notes for FEB_BSPROC:
Post-process FAQ: https://launchpad.support.sap.com/#/notes/2383527
Selection of missing Tabs: https://launchpad.support.sap.com/#/notes/2928805
B. EBS – Search Strings for Posting Rules
Here let us focus on the ease of EBS configuration and some inventive techniques to keep a good tab on the process flow. For example, when a MT940 bank statement is in an unstructured format, there will be a need to have ‘search strings’ which could help substitute the posting rule. At times even in a structured MT940 statements, there could be a need to replace a posting rule.
A few links to Search String related Blogs:
Let us take a case, where in, the Tag :061: Business Transaction Code (BTC) is NTRF and in the following Tag :086: (note to payee) the ‘Pseudo BTC’ is XX10. Just to differentiate the BTC in Tag :086: we call it ‘Pseudo’. The requirement now is to get a Posting rule identified and replaced for XX10 although the main BTC would still be NTRF. As said earlier this ‘Search String’ process is well defined in many blogs and we are now looking at the application part and an easy way to collate/document the same. I shall also provide some easy way of compiling the EBS Configuration document as well (Transaction OT83) in a later section.
Technically it is possible to build the ‘search strings’ for as many items required based on the business requirement. Now let us look at the below sample table which details our requirement. Here, say business needs to replace NTRF with new BTC’s and Posting rules.
|Original BTC||Positive / Negative||Original Posting Rule||Pseudo BTC||Alternative Posting Rule required for Pseudo BTC|
The Search Strings can be maintained directly in OTPM. (SPRO: Financial Accounting > Bank Accounting > Payment Transactions > Electronic Bank Statement > Define Search Strings for EBS). We should note one important point here. The Search String only replaces the posting rule and not the BTC per se.
So, to make the process flow little easy, we can define the Pseudo BTC’s in OT83 as well (knowing fully well it will be picked only from OTPM). The idea is to get all the BTC’s / Posting rules listed in OT83 itself, instead of navigating to OTPM and search for the same every time. Although not a conventional way, this would also help make validation easy. This would come handy at least till the base config and testing is completed. If need be these BTC’s can be removed from OT83 after testing.
In the following screens, we can see how OT83 and OTPM are defined for this business case.
Just re-emphasising, in the above case, rules will only be considered from OTPM and not from OT83. Below, OT83 and OTPM have been combined for better understanding and ease of configuration. A single line in Excel would help complete the mapping required for configuration.
At this point, I would also like to share the below EBS config sample template for the benefit of beginners. This would make the config details gathering much simpler. In this Excel Sheet we are just connecting all the sub nodes of OT83 to view them as a single line. The Posting Rules / Account Symbols also have the Accounts displayed in the field next, making easy readability.
Note: Values shown in all the tables are random and just to get an idea.
Trust you find this useful and as always please share your comments and experience to further improve the quality.