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Table of Content
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1. Electronic Bank Statement
1.1 Introduction
Electronic bank statement is used to transfer bank statement data to SAP electronically. EBS is
an electronic document provided by bank to customer. Different formats are used by different
banks to send the data. Some of the majorly used formats are BAI, Multi Cash or SWIFT. EBS
contains the details of the accounting transactions done by the account holder. This statement is
uploaded in SAP and it automatically post documents as per the configuration made in system. It
clears the different Bank clearing accounts with the main bank account.
Electronic bank statement is kind of reconciliation document which needs to get uploaded in SAP
to make SAP bank balance equal with the balance of accounts at the bank. Because some
transactions occur at SAP side which bank is not aware and vice-versa.
1.2 Example
Bank service charges are fees deducted from the bank statement for the bank's processing of
the checking account activity. This occurs at bank side with decrease in bank balance and the
same should happen in SAP also. This can be done by including Bank service transaction in EBS
file and process the same file in SAP. Which decrease the bank balance in SAP Books.
Outstanding cheque: Written and recorded in the company's Cash account, but not yet cleared
the bank account.
We maintain cash GL account for each bank in SAP to process future transactions. Whenever we
do payments to vendors or receive payments from customers in the form of cheques, ACH, Wires
etc. We normally don’t use cash GL account directly. We use clearing accounts to record all these
transactions. Cash GL account will normally get affected when we get the confirmation from bank
that cash flow actually happened at bank side. This information we get in EBS file.
For example: We have following GL accounts in SAP for one Bank account depends on the
functionality we are using.
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Accounting Entries
Vendor
a. Invoice
Vendor account CR
Expense account DR
Vendor account DR
Cheque Issued (100003) CR
c. Cheque is presented in bank and cleared and information came in EBS file
Customer
a. Invoice
Customer account DR
Revenue account CR
Customer account CR
Cheque Received (100004) DR
Thus after uploading the bank statement in the system, Balance in all the clearing accounts will
become zero and if any clearing account is having balances then it will be the reconciliation items.
The Main Bank account (GL account 100000) will reflect the actual balance with bank.
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1.4 House Bank Data
Before starting configuration of EBS, ensure that House Bank & Bank Account (Account ID) for which
you want to configure EBS are correctly configured.
Here, the important fields are ‘Bank Key’ in House Bank data and ‘Bank Account number’ and ‘GL account’
in Bank Account data. Electronic Bank Statement identifies the Bank account in SAP from all these fields.
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EBS Configuration in SAP
Transaction Code: OT83
In this step, we have to create Account Symbols which will be used in next step to assign GL accounts.
Continuing our initial example with cheques, created three Account symbols:
Constant/Fixed assignment:
Directly the G/L account number is specified here. Example: Bank Changes, Interest.
Variable assignment:
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The reference GL account used here is the Bank account GL which is picked up from FBZP-House bank
based on the Bank key and Bank account and its number are replaced based on the masking method
used.
For e.g. the bank account GL is 0000100000 in FBZP and the masking method used here is
+++++++++1, then during posting the document, it would get posted to GL 0000100001.
For Cheque we have given +++++++++3 and +++++++++4.
To avoid having to define a separate account symbol for every single house bank account (with a different
G/L account in each case), variable assignment is used.
In this step Posting Rule is created which will be defined in the next step.
In this step we use the definitions of posting rules to define which account to debit and credit with what
posting key and in which posting area.
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Posting Rules XX11
In addition to automatic document posting, if you want that system should also clear the line
item automatically then same can also be defined this step.
For example when payment is made to vendor, the Vendor line item gets cleared and the corresponding
line item of Bank clearing a/c is opened.
So during the incoming bank statement if you want to clear the Bank clearing a/c in addition to posting
document then it can be configured as below:
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In this case, we have to keep Debit side blank and use the posting type as 4 (which is Clear debit G/L
account) then based on the interpretation algorithm used in the external Transaction type assignment
(Step 6) system will clear the line item.
In some cases the interpretation algorithm might not work (say check number is not in Bank file, etc.)
so due to which the automatic clearing document won’t be posted through EBS. So in order to post at
least the incoming record, ‘on account posting key’ is used.
In above case, on account posting key 40 is used, so system will use posting key 40 if it’s unable to auto
clear.
Below are the available posting types which can be used based on nature of transaction.
The EBS file being sent by Bank comprises of various external transaction types. In the below step, one
Transaction type is created under which different external transaction types are maintained.
We need to assign External Transaction to posting rule. It is linking Bank defined codes with our internally
defined codes (posting rules), which in turn post the transaction in the system.
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Here, “+” sign means it is inflow or receipt and “-” sign it is outflow or disbursement. This sign should
be set based on the nature of transaction.
An interpretation algorithm enables you to find separate outgoing payments using the reference
information returned by the bank.
In this step, combination of Bank Key & Bank account is assigned to Transaction type and company code.
I have configured only for Outgoing cheque, same way we can create the Bank account in FBZP, add GL
account for Incoming cheque and assign Bank account to transaction types here.
Please Note that if the Bank Account Number appearing in the bank statement is different from the
account number assigned in the House Bank/Account ID configuration (T-code FBZP) then mapping need
to be maintained in transaction OT90 (table T028Q).
This will map the account number given in the bank statement with the House Bank/Account ID in SAP
even if they are different.
We will test this EBS configuration set up to check whether we are able to post the payment and upload
Incoming Bank statement. Test will show the Bank clearing postings and the Main Bank account will
reflect the actual amount after uploading Electronic Bank statement via transaction code FF.5.
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Testing EBS Configuration
F110 payment program executed and payment made to Vendor and line item got cleared and the
corresponding line item of Bank clearing a/c is opened. While doing payment to Vendor, clearing
account 1701013 is used.
Execute F8
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Open the document 73000000 posted above.
The Main Bank Account 1701010 credited and reflects the actual balance and corresponding
Bank clearing 1701013 line item got cleared.
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Thank You
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