EBS - Configuration of Search String, Part 1

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Bohdan Petrushchak
May 6, 2014 6 minute read
EBS: con guration of search string, part 1

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35 Likes 44,007 Views 49 Comments
Hello, SAPers!

Search string represents very useful functionality that is used to enhance the e ciency of standard EBS
interpretation mechanisms. There are di erent instances when this functionality might be applicable e.g. for
clearing purposes, for lling di erent elds with input values etc. I think that this functionality is especially
useful for bank statement in MT940 format with unstructured eld 86. However, content (both o cial
documentation and user documents on SCN and similar resources) related to the con guration of this
functionality is limited. Among those limited sources, I would like to recommed a great document on search
string for EBS by Nitesh Patel: Search String for EBS (Electronics bank statement). At the same time, I would
like to share my own experience of search string con guration, which might be useful for some of you.
https://blogs.sap.com/2014/05/06/ebs-configuration-of-search-string-part-1/ 1/24
1) Change of posting rule depending on the xed text in the line items
Standard functionality of EBS implies that you have performed mapping and assigned external Business
Transaction Codes (hereinafter referred to as BTC codes) to internally de ned posting rules. However, some
banks cannot provide you with the list of BTC codes or use just one BTC code for all transactions. For instance,
one of the Ukrainian banks uses BTC code 110 for all operations (however, they do not call it BTC code, they just
say that this is some kind of constant without any business logic behind it:). Nonetheless, this constant can be
used as BTC code. We can assign this BTC code to two internally de ned posting rules with di erent signs for
example:
As you can see, BTC code has been assigned to two posting rules associated with incoming payments
from customers and outgoing payments to vendors. Standard interpretation mechanisms can distinguish
between di erent transactions depending on the transaction sign from the bank statement and deploy either
one posting rule or another. However, you are limited only to two posting rules and consequently you’ll have to
perform a lot of post processing to post all transactions. Therefore, you’ll have to analyze separate lines of bank
statement and de ne some patterns that will enable you to apply search string functionality. You can nd an
example of line item with commission payments below.
As you can see, note to payee of this line item contains the word “COMMISSION053”. Consequently, we
can use this word for con guration of search string. In order to con gure search string use the transaction
OTPM or following menu path:
SPRO → Financial Accounting (new) → Bank Accounting → Business Transactions → Payment
Transactions → Electronic Bank Statement → De ne Search String for Electronic Bank Statement.
In this transaction, specify the name of search string e.g. BANK_COM, short description and the content of
search string. Afterwards, go to mapping part of the menu, clear all entries in the column “Target” and write
instead of these entries UA-B, which represents a posting rule for bank charges (please, refer to the gure
below):
In order to test your search string, enter your sampe text (note to payee from bank statement) in the Entry
text box and press the button Test. If you’ve con gured search string correctly, it will return the UA-B or another
con gured custom value. Afterwards, go to tab Search string use and add the following entry:
Please, specify on this tab for which combination of company code, house bank and account ID this
posting rule will be applicable. Afterwards, specify 110 (or another BTC code) as external transaction code, sign
of the transaction (positive or negative), as well as interpretation algorithm assigned to target posting rule (e.g.
to posting rule UA-B). In my case, we do not use any algorightms, therefore this eld was left blank. Then
specify search string name and “Posting rule” in Target eld column. Do not forget to activate check box active.
Leave the columns Mapping pre x and Partner ID blank.
Thus, the logic behind this search string functionality is as follows: when search string nds the word
“COMMISSION053” in the text of note to payee it identi es this transaction as payment of bank commission
and triggers posting rule UA-B that posts bank commission.
2) Identi cation of business parterns via tax number 2
Short intro: sometimes companies decide to use tax numbers as customers/vendors key. This approach
has its advantage, because normally there should not be another company with the same tax number 1 or 2.
Another advantage is as follows: sometime it is legally required to write your business partern tax number 1 or 2
as requisite of your payment order. For example, in Ukraine there is a legal requirement that payment order
should containt tax number 2 as mandatory requisite.
If house bank provides you with a well standardized bank statement (e.g. in MT940 format with all BTC
codes), standard interpretation algorithms work perfectly and SAP is able to post all mapped transactions
without problem. However, sometime banks apply their own rules (or dialects) that do not comply with SWIFT
MT940 format. For instance, if you analyze structured eld 86 in MT940 statement (note to payee) you should
be able to nd customer’s/vendor’s bank key and bank account in the sub elds 30 and 31 respectively (at least
in Ukraine and/or Russia):
However, sometimes banks apply their own rules and their statement look somewhat di erent e.g. below
you can nd sample of MT940 statement from Ukrainian banks. As you can see, customer’s bank account can
be found in the sub eld 33 whereas sub eld 23 contains bank key and other information (MFO – local
abbreviation for bank key, EDRPOU/OKPO – local reference to tax number 2 etc).
Therefore, if you try to upload bank statement without any changes you will face the similar error:
However, the company uses tax number 2 of customers and vendors as their key. Therefore, in order to
recognize this customer key the following search string has been con gured:
Afterwards, the following search string use has been con gured on the tab Use of search string:
The combination of company code, house bank and account ID for which this search string will be
applicable was speci ed. Afterwards 110 was speci ed as external transaction code and + as transaction sign.
There was no interpretation algorithm assigned to posting rule associated with incoming payments, therefore
the respective column was left blank. Afterwards search string name was speci ed in the respective column
and “Account number” was chosen in the Target eld column. Check box “Active” was activated. The columns
Mapping pre x and Partner ID were left blank.
Thus, the logic behind this search string functionality is as follows: when search string nds the
combination of words “ОКПО ########” in the text of note to payee it identi es ######## as customer
key and triggers posting rule associated with incoming payments that posts this payment directly to customer
account.
I hope this information will be useful for some of you. I also hope that I’ll be able to post another document of search string
de nition in the near future. All suggestions are welcome!
Best regards,
The Wirtschaftsmann
P.S. You can nd the second document on this topic under the following link: EBS: con guration of search string, part 2
Alert Moderator
Assigned tags
FIN (Finance) | btc | ebs; | mt940 | posting rule |
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49 Comments
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Former Member
May 7, 2014 at 2:34 am

Hi Wirtschaftsmann,
Wonderful piece of document that I have read in recent times. The intricate settings relating to search string
functionality are well explained. I believe there is no other better way of explaining the stu than this. Hats o
to you.
I am eagerly waiting for your next document.
Thanks
Regards,
Sridhar
Like (0)
Bohdan Petrushchak | Post author
May 7, 2014 at 5:39 am

Thank you, Sridhar!
I appreciate your comments and support very much!
Best regards,
The Wirtschaftmann
Like (0)
Former Member
May 7, 2014 at 6:43 am

The Wirtschaftmann – Thanks for your well-explained document. If I understand this functionality, It is because of your
information you have given here.
Like (0)
May 7, 2014 at 6:55 am

Thank you!
Like (0)
Former Member
May 8, 2014 at 5:40 am

Hi Wirtschaftsmann,
Though this place is not for queries, this is related to this document only. So, I felt it could be useful for the
readers as well.
In case MT940 provides only invoice reference number as well as customer name without anything else, then
how the system will be able to identify the relevant open items for automatic clearing ? Because customer
name mentioned by the customer in Note to payee may not match with the customer name that we have in
SAP. I think if you could throw some light in this area as well, then it would be great. Thanks.
Regards,
Sridhar
Like (0)
Former Member
May 8, 2014 at 12:16 pm

Hi Sridhar
As you are talking about customer line items, the invoice reference will be unique in this case and thus you can
use interpretation algorithm 001 or 026 for identifying the correct open item.
I would suggest to raise a separate discussion or search the forum for more details.
Thanks & Regards
Nikhil kothari
Like (0)
Former Member
May 9, 2014 at 8:21 am

Good one
Like (0)
May 10, 2014 at 7:31 pm

Thank you!
Like (0)
Former Member
May 9, 2014 at 6:33 pm
Hi Wirtschaftsmann,
I need to maintain this info as Search String (BANK OF AMERICA DEPOSITS)|(BANK OF AMERICA
NAB DEP). In the mapping area, I should maintain ZO05.
Pls let me know how it should be maintained in target field in Definition of Search String.
Thanks
Like (0)
May 10, 2014 at 7:36 pm

Hello!
Yes… I think that you have to maintain ZO05 in the target column of search string de nition. Fixed text (BANK
OF AMERICA DEPOSITS or BANK OF AMERICA NAB DEP) should be maintained in the search string de nition
eld.
Like (0)
Former Member
May 13, 2014 at 6:12 am
Hello Wirtschaftsmann – I defined Search String as below.
Search String name BOA_169
Search String (BANK OF AMERICA DEPOSITS)|(BANK OF AMERICA NAB DEP)
Source (BANK OF AMERICA DEPOSITS)|(BANK OF AMERICA NAB DEP)
Mapping ZP05
When I am doing simulation putting in Entry text – BANK OF AMERICA DEPOSITS, I can see Posting rule
ZP05 in the Hit list.
and when I am putting BANK OF AMERICA NAB DEP, Posting rule is not shown in Hit list.
I am not able to understand why it is not working for BANK OF AMERICA NAB DEP.
Can you pls help me.
Thaks
Like (0)
May 13, 2014 at 6:52 am

Hello,
You have to specify the posting rule twice in the target column like this:
ZP05 ZP05
(BANK OF AMERICA DEPOSITS) | (BANK OF AMERICA NAB DEP)
Or you have to maintain two di erent search strings with the same use settings (one with BANK OF AMERICA
DEPOSITS, another one with BANK OF AMERICA NAB DEP). Anyway, it’s up to you.
Like (0)
Former Member
May 15, 2014 at 4:57 am

Hi Wirtschaftsmann,,
Very well explained document. Thanks alot for sharing your knowledge. Waiting for the next part
Please avoid typo errors
Regards,
Lakshmi S
Like (0)
May 15, 2014 at 6:19 am

Hi, Lakshmi!
Thanks for feedback! I’ll review the document and try to x the errors!
Like (0)
Former Member
May 15, 2014 at 6:47 am

Hi Wirtschaftsmann,
Thanks a lot for sharing your knowledge with us.
Cheers
Vivek
Like (0)
May 15, 2014 at 7:02 am

Thank you, Vivek!
Like (0)
Former Member
May 15, 2014 at 7:36 am

Hi Wirtschaftsmann,
In our case, our customers provide ONLY the customer name. They don’t provide invoice reference number
(XBLNR) or accounting document number (BELNR) while making the payment. Now the objective is that SAP
system should identify the related open items of the customer from the name given in Notes to Payee eld for
the purpose of automatic clearing.
I believe I can use the BAdi FIEB_CHANGE_BS_DATA to fetch the customer number based on customer name
given in Notes to Payee. And now to fetch the related open items for automatic clearing, do I need to use
enhancement FEB00001 ? Or do I need to create custom interpretation algorithm ? Or do you suggest
anything else. Could you kindly provide your expert help in this case.
Thanks
Regards,
Sridhar
Like (0)
May 16, 2014 at 7:01 pm

Hello, Sridhar!
Unfortunately, I have not tried to implement any BAdi related to EBS con guration, therefore I’m not able to
help you with your question. But I will be very grateful if you could share with us the results of implementation
of this BAdi.
Best regards,
The Wirtschaftsmann
Like (0)
Former Member
May 20, 2014 at 2:28 am

Hi Wirtschaftsmann,
Thanks for your reply.
Yep, sure I will share with you on this page on the solution. Currently we are still in the process of prototyping
the solution for testing.
Thanks
Regards,
Sridhar
Like (0)
Former Member
June 11, 2014 at 5:54 am

I got this resolved by using the enhancement FEB00001. If the eld “Distribute by age” is activated through
this enhancement, then system will be able to match the paid amount and the combination of open items for
automatic clearing. If there is no exact match, then automatic clearing through FF.5 is not possible as
indicated in SAP Note 124655.
There is no more necessity to use BAdI FIEB_CHANGE_BS_DATA. Complete relevant logic can be maintained
directly in the enhancement itself.
Regards,
Sridhar
Like (0)
Swastik Ranjan
May 16, 2014 at 12:13 pm

Hi Wirtschaftsmann,
This is a very very informative document and brings together the exact steps and concepts needed for the
search string con guration.I kept on searching in SDN , but was not able to get the same earlier.Thanks again
for sharing this very valuable information.
Regards
SR
Like (0)
May 16, 2014 at 6:58 pm

Hello, Swastik!
Thank you for valuable feedback!
I’m in process of preparing the second part for this document. Hope it would also be interesting.
Like (0)
Vinod Vemuru
May 23, 2014 at 10:10 am

Hi Wirtschaftsmann,
Nice explanation with examples. I never worked on this area and will try this in sandbox system.
Thanks,
VV
Like (0)
May 23, 2014 at 12:27 pm

Thank you for feedback, Vinod!
Like (0)
Ravi Sankar Venna
May 27, 2014 at 7:57 am

Thanks for the document on Search String. This is the area many of the consultants are not aware of.
Best Regards,
Ravi
Like (0)
May 27, 2014 at 8:58 am

Hello, Ravi!
Thank you for valuable feed-back!
Best Regards,
The Wirtschaftsmann
Like (0)
Dino Angelo Amparo
January 21, 2015 at 1:39 pm

Hi,Thank you for this documentation. Helped me a lot. I just have a question. Can search string work on Line 61
of MT940 or the 2nd Record updated in FEBRE Payment Note? Or is search string limited to line 86?
Like (0)
Former Member

Hi Dino,
FEBRE table contains all the information from tag 86 and thus search string works on all the records
If a OSS note (can’t remember the number) is implemented then part of tag 61 also gets added in the FEBRE
table.
Regards,
Nikhil
Like (0)
Dino Angelo Amparo

Hi Nikhil,
You are right. I just implemented Note 396776. However Now I noticed not all of the line 86 are copied in
FEBRE.
There were 3 lines created in FEBRE for the transaction but it seems to concatenate at the 60th character
from line 86. It this a limitation?
Like (0)
Former Member
July 9, 2015 at 2:08 pm

Thanks for sharing this valuable document !!
Kind Regards,
Prakash K.
Like (0)
July 9, 2015 at 7:18 pm

Hello Prakash!
Thank you for feed-back!
Best regards,
The Wirtschaftsmann
Like (0)
Former Member
November 12, 2015 at 2:59 pm

Hi Wirtschaftsmann,
How would it be when the Tax ID delivered in the note to payee is NOT used as customer key (KUNNR)?
Is it then necessary to do it via EXIT_RFEBBU10_001 adding a 9XX interpretation algorithm? which should
make a select to the table KNA1 to get the customer key KNA1-KUNNR, and after update this value in the
structure E-FEBEP (and E_FEBCL*)?
(*) in case there are clearing posting
looking to hearing from u
Best
Like (0)
November 17, 2015 at 6:54 pm

Hello Juan!
I this blog I presented several examples of how search string functionality can be used to enhance EBS
interpretation mechanisms. However, that doesn’t mean that tax id necessarily has to be con gured as
customer key, it’s just an example of how a particular feature of EBS search string can be used under given
circumstances.
In case you need more sophisticated solutions, I guess you’re right that we need to develop user exist and use
alternative interpretation mechnisms. However, I didn’t cover this topic in blog. Sometime I will try to prepare a
document like that, but I’m not sure when it will be. In the meantime, I would be interested how you solved
your problem. Perhaps you can prepare a document of your own and post it on SCN? SAP community will
appreciate your contribution.
Best regards,
The Wirtschaftsmann
Like (0)
Former Member
December 22, 2015 at 9:07 am

Hi Wirtschaftmann,
In fact it is enough to update the eld FEBCL-AGKON = KNA1-KUNNR using the EXIT_RFEBBU10_001. The second posting
area (subledger) will consider this value irrespectible it is carried out using FB05 (w/clearing) or using FB01(only credit on customer
account).
Best
JC
Like (0)
Mahmoud Elnady

Hi
Thanks a lot for adding such useful information in the community.
Regards
Mahmoud El nady
Like (0)

Hello Mahmoud,
Thank you for your feedback!
Regards,
The Wirtschaftsmann
Like (0)
Former Member

very nice document
Like (0)

Hello Preeti,
Thank you for feedback!
Regards,
The Wirtschaftsmann
Like (0)
Former Member
March 22, 2016 at 3:45 pm

Hi,
This is very insightful content. Very nicely explained
Thanks
Like (0)
March 23, 2016 at 7:04 pm

Hi, Prabhakar!
Thank you for feedback!
Regards,
Bohdan
Like (0)
Former Member
May 2, 2016 at 5:09 am

Very Nice Document
Thanks.
Like (0)
May 6, 2016 at 7:39 am

Hi Poonam,
Regards,
Bohdan
Like (0)
Former Member
May 3, 2016 at 1:39 am

Hi,
Beautiful document. A layman also could understand easily. Thank you very much for this document.
Regards
Karthi
Like (0)
May 6, 2016 at 7:40 am

Hi Karteek,
Regards,
Bohdan
Like (0)
Ram Kumar Swami
August 20, 2016 at 6:27 am

Hi Wirtschaftsmann,
Thank you very much for nice and useful document.
I have a very basic question for EBS con guration, please give your valuable input on this:
Q-1. How to handle transaction of cash deposit in bank account by company itself. Example, my company code has City Bank
housebank, and I have deposit the 1000 INR in bank account. Now when i get the bank statement, i see one line item of 1000INR
as cash deposit.
What would be accounting entry at the time of cash deposit i.e what all GLs would be posted and what would be the accounting
entry when EBS posted.
Thanks,
Ram
Like (0)
August 21, 2016 at 1:57 pm

Hi Ram,
Let’s start with a basic question: where did the money came from and how it is accounted for? If the money
came from some client and / or shareholder and it is not deposited to bank account then it is paid in cash. If
that’s the case, then obviously you need to con gure Cash Ledger (that’s part of another discussion, which I’ll
not cover here). These money receipts should be accounted for on account that is typically called “Petty cash”.
When you have a deposit of company’s own money to bank account, then you have the following typical
posting:
1st step (posting via cash ledger):
Dr. Money in transit
Cr. Petty cash
2nd step (posting in bank statement):
Dr. Bank account
Cr. Money in transit
Posting on bank statement side can be con gured via simple posting rule with postings to one area (two areas
are no necessary).
Hope this would help you! Please not, that such questions once not related to the subject of the article should
be raised on Forum.
Regards,
Bohdan aka The Wirtschaftsmann
Like (0)
Former Member
April 24, 2017 at 7:40 pm

Hi Wirtschaftmann,
I have a problem with the search string. I need take the pay reference from tag 86. I made the con guration
how you say, but in the “Target eld column” I chose “BDC Field Name 1”, because I need put the number in the
Field BSEG-ZUONR. I don’t know if I made a mistake or if I need con gure something else.
Could you help me with this problem?
Thank you very much
Like (0)
Former Member
July 17, 2017 at 12:33 am

Nice Article , Well explained .
Like (1)
Former Member
February 6, 2018 at 4:46 pm
Hi Bohdan Petrushchak
Very educative write-up.
Quick question to all: Does anyone know search string/algorithm that could be used to read “Billing
document” number from Note to Payee, without programming?
When customer provides Accounting doc No, or Reference No, or Payment Reference No, standard
confguration is working ne, and open items are cleared automatically. But when it is only the Billing Doc No
(VBELN) that is provided in the Note to payee, this is not being matched.
I know I can put some codes in, but want to pick on expert’s brain if there is any standard con guration that
can read VBELN (billing doc No) from Note to payee.
Thanks in advance.
Like (0)
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35 Likes 44,007 Views 49 Comments

2) Identi cation of business parterns via tax number 2

Best regards,

The Wirtschaftsmann

FIN (Finance) | btc | ebs; | mt940 | posting rule |

Related Blog Posts

EBS: con guration of search string, part 2

EBS Search Strings - How it works

You must be Logged on to comment or reply to a post.

May 7, 2014 at 2:34 am

I am eagerly waiting for your next document.

Bohdan Petrushchak | Post author

May 7, 2014 at 5:39 am

I appreciate your comments and support very much!

May 7, 2014 at 6:43 am

Bohdan Petrushchak | Post author

May 7, 2014 at 6:55 am

May 8, 2014 at 5:40 am

May 8, 2014 at 12:16 pm

Thanks & Regards

May 9, 2014 at 8:21 am

Bohdan Petrushchak | Post author

May 10, 2014 at 7:31 pm

May 9, 2014 at 6:33 pm

Bohdan Petrushchak | Post author

May 10, 2014 at 7:36 pm

May 13, 2014 at 6:12 am

Hello Wirtschaftsmann – I defined Search String as below.

Search String name BOA_169

Search String (BANK OF AMERICA DEPOSITS)|(BANK OF AMERICA NAB DEP)

Source (BANK OF AMERICA DEPOSITS)|(BANK OF AMERICA NAB DEP)

Can you pls help me.

Bohdan Petrushchak | Post author

May 13, 2014 at 6:52 am

(BANK OF AMERICA DEPOSITS) | (BANK OF AMERICA NAB DEP)

May 15, 2014 at 4:57 am

Please avoid typo errors

Bohdan Petrushchak | Post author

May 15, 2014 at 6:19 am

May 15, 2014 at 6:47 am

Thanks a lot for sharing your knowledge with us.

Bohdan Petrushchak | Post author

May 15, 2014 at 7:02 am

May 15, 2014 at 7:36 am

Bohdan Petrushchak | Post author

May 16, 2014 at 7:01 pm

May 20, 2014 at 2:28 am

Thanks for your reply.

June 11, 2014 at 5:54 am

May 16, 2014 at 12:13 pm

Bohdan Petrushchak | Post author

May 16, 2014 at 6:58 pm

Thank you for valuable feedback!

May 23, 2014 at 10:10 am

Bohdan Petrushchak | Post author

May 23, 2014 at 12:27 pm

Ravi Sankar Venna

May 27, 2014 at 7:57 am

Bohdan Petrushchak | Post author

May 27, 2014 at 8:58 am

Thank you for valuable feed-back!