DART Project

Cash and Banking

FI Team, January, 2006
Version Boot Camp V1

Framework

G/L
DELIVERY
MASTER DATA

INVOICE
VENDOR
VERIFICATION
MASTER DATA

STOCK

PERIOD
CLOSE

ARTICLE
SALES
MASTER DATA

CUSTOMER
TENDERS
MASTER DATA

VENDOR
CC & PC
PAYMENT
MASTER DATA

SITE &
CASH
BANKING
MASTER
DATA

Agenda

Objectives and Desired Outcome

DART Global Template Scope
Key DART Concepts and Design Principles
Credit Card Processing
Credit Card Data Reconciliation
Bank Statement Processing
Bank Statement Credit Card data
Bank Statement Cash data
Bank Statement Payment data
Bank Statement Data Reconciliation
Key Reports and Interfaces
Lessons Learned

Wrap-up

Objectives and Desired

Outcome
Understand:
DART Template for Cash and Banking
AS-IS Cash and Banking
Any Legal Requirements

Agenda

Objectives and Desired Outcome

DART Global Template Scope
Key DART Concepts and Design Principles
Credit Card Processing
Credit Card Data Reconciliation
Bank Statement Processing
Bank Statement Credit Card data
Bank Statement Cash data
Bank Statement Payment data
Bank Statement Data Reconciliation
Key Reports and Interfaces
Lessons Learned

Wrap-up

DART Global Template Scope

In scope
Manual Processing
(paper based)
Bank statements
Credit card
statements
Electronic Processing
(file)
Bank statements
Credit card
statements

Out of scope
On line Liquidity
forecasting
Treasury functionality ie
financial derivatives, FX

Introduction & Session Objectives

(II)
Goods
Issue (A)
Stock

Sales/Revenue

A
Closing stock

Sales
Billing (B)

B
VAT Output

Tenders (C)

Credit
Cards (D)

Bank
Statement (E)

Customer (Site)

Credit Card

Bank

CC Commission

Credit Card
Cash in Transfer

Paid Ins/Outs

Suspense Account

Agenda

Objectives and Desired Outcome

DART Global Template Scope
Key DART Concepts and Design Principles
Credit Card Processing
Credit Card Data Reconciliation
Bank Statement Processing
Bank Statement Credit Card data
Bank Statement Cash data
Bank Statement Payment data
Bank Statement Data Reconciliation
Key Reports and Interfaces
Lessons Learned

Wrap-up

Key DART Concepts and Design

Principles
A part from debtors, a site (service station) is created as a
customer record (i.e. sub-ledger account) in DART to which all
relevant financial transactions are posted to.

Agenda

Objectives and Desired Outcome

DART Global Template Scope
Key DART Concepts and Design Principles
Credit Card Processing
Credit Card Data Reconciliation
Bank Statement Processing
Bank Statement Credit Card data
Bank Statement Cash data
Bank Statement Payment data
Bank Statement Data Reconciliation
Key Reports and Interfaces
Lessons Learned

Wrap-up

Credit Card Processing (I)

Card receivables posted with the Tenders Interface
need to be reconciled with the data from the Credit
Card Companies.
A Custom Program is developed in order to process
electronic/manual statements from Credit Card
Companies.
This program will:
Check the Opening Balance of each Credit Card Statement
with the Closing Balance of the previous statement
Load the data into the standard SAP tables for Banking
Create the Batch Input with the FI documents
Post the FI documents

Credit Card Processing (II)

In order to process the Credit Card file the defined
accounts need to be assigned to each Credit Card process.
Example of Account Assignment in UK:
Account
Symbol
determine the
Credit Card
process (like
AMEX, DINERS)
Account Assignment together with Posting Rules determine the
nature of the postings which will be automatically done at the time of
executing the Custom Program for Credit Card Statement processing.

Credit Card Processing (III)

Example of Posting Rules for UK for AMEX CARD:

Posting Key
which
determines the
credit or debit
posting

Account Symbol
determines to what
account automatic
postings will be
done

Document type of
the accounting
document

Credit Card Processing (IV)

Posting Rules are assigned to the external transaction
types included in the Credit Card Statement file and
indicate the nature of the transaction.
Examples of assignment of External Transaction Types to
Posting Rules for AMEX in UK:

Credit Card Processing (V)

Posting to the Credit Card account will be done at the site level and
the total amount will be posted to the Credit Card suspense
account.
We have following accounting entries:

Amex Credit Card

Credit Card
Suspense Account

C Tenders postings

Credit Card
Statement

Agenda

Objectives and Desired Outcome

DART Global Template Scope
Key DART Concepts and Design Principles
Credit Card Processing
Credit Card Data Reconciliation
Bank Statement Processing
Bank Statement Credit Card data
Bank Statement Cash data
Bank Statement Payment data
Bank Statement Data Reconciliation
Key Reports and Interfaces
Lessons Learned

Wrap-up

Credit Card Data Reconciliation

(I)
Postings from the Tenders Inbound Interface and the Credit
Card Statement need to be checked and reconciled.
Reconciliation will depend on local requirements, but it
should be based on:
Site
Batch ID (Transaction ID)

For automatic clearing, site and Batch ID need to be

populated consistently in the same fields in the FI document.
The automatic clearing program can be scheduled for
daily clearing of entries which either have no difference or
have a difference within the predefined tolerance (in
customizing).
Entries which cannot be automatically cleared need to be
checked and cleared manually using a standard SAP
transaction.

Credit Card Data Reconciliation

(II)
UK example of clearing the Credit Card account:

Assignment field
containing the Batch
ID

Entries for the same

site with the same
Batch ID

Agenda

Objectives and Desired Outcome

DART Global Template Scope
Key DART Concepts and Design Principles
Credit Card Processing
Credit Card Data Reconciliation
Bank Statement Processing
Bank Statement Credit Card data
Bank Statement Cash data
Bank Statement Payment data
Bank Statement Data Reconciliation
Key Reports and Interfaces
Lessons Learned

Wrap-up

Bank Statement Processing (I)

SAP provides a standard program for processing
Manual or Electronic Bank Statements.
Bank Statements require a standardized format so
that they can be transferred to SAP.
SAP supports following electronic bank statements:
SWIFT MT940 in EU,
MULTICASH in EU,
LOCKBOX in USA,
BACS in UK,
ETEBAC in France,
And some other country specific bank files.

Bank Statement Processing (II)

As with Credit Card processing the standard
program for Bank Statements will perform
following steps:
Check the Opening Balance of each Bank Statement with
the Closing Balance of the previous statement
Load the data into the standard SAP tables for Banking
Create the Batch Input with the FI documents
Post the FI documents

Within the FI documents created and posted,

certain fields need to be populated with the
Batch ID data to allow automatic clearing of the
entries.

Bank Statement Processing (III)

As with Credit Card processing, the defined accounts
need to be assigned to each Bank Statement
transaction (e.g. Cash from site, Vendor Payment, Credit
Card) in order to allow automatic posting.
UK example of account assignment:

Bank Statement Processing (IV)

Account Assignment, together with Posting Rules
and External Transaction Keys assigned to Posting
Rules, will determine the automatic postings performed
at the time of processing the Bank Statement.
There will be the following postings:
Credit Card
Bank Suspense

files

Suspense Account

Cash in Transfer

C Tenders postings with UD16

D Credit Card Statement

X

Payment Program

Bank Statement

Bank

Agenda

Objectives and Desired Outcome

DART Global Template Scope
Key DART Concepts and Design Principles
Credit Card Processing
Credit Card Data Reconciliation
Bank Statement Processing
Bank Statement Credit Card data
Bank Statement Cash data
Bank Statement Payment data
Bank Statement Data Reconciliation
Key Reports and Interfaces
Lessons Learned

Wrap-up

Bank Statement Credit Card

Data (I)
Data posted with the Credit Card Statement needs to
be reconciled against the data in the Bank Statement.
The appropriate settings (Account Assignment,
Posting Rules) will be defined for correct processing.
Example of settings for Bank Statement data for
Credit Cards in UK:

Bank Statement Credit Card

Data (II)
We have following accounting entries:
D Credit Card Statement
Credit Card
Suspense Account

Bank

Bank Statement

Agenda

Objectives and Desired Outcome

DART Global Template Scope
Key DART Concepts and Design Principles
Credit Card Processing
Credit Card Data Reconciliation
Bank Statement Processing
Bank Statement Credit Card data
Bank Statement Cash data
Bank Statement Payment data
Bank Statement Data Reconciliation
Key Reports and Interfaces
Lessons Learned

Wrap-up

Bank Statement Cash Data (I)

Data posted with the Tenders Inbound Interface (information from
UD 16 file) needs to be reconciled against the data in the Bank
Statement.
The appropriate settings (Account Assignment, Posting Rules)
will be defined for correct processing.
Example of settings for Bank Statement data for Cash and Cheques
in UK:
Posting
Keys
assigned to
External
Transaction
Keys in the
bank file

Bank Statement Cash Data (II)

We have the following postings:
C
Cash in Transfer

Bank

Tenders postings with UD16

files
Bank Statement

Agenda

Objectives and Desired Outcome

DART Global Template Scope
Key DART Concepts and Design Principles
Credit Card Processing
Credit Card Data Reconciliation
Bank Statement Processing
Bank Statement Credit Card data
Bank Statement Cash data
Bank Statement Payment data
Bank Statement Data Reconciliation
Key Reports and Interfaces
Lessons Learned

Wrap-up

Bank Statement Payment Data

(I)
The bank statement file also contains information
concerning payments made to vendors or received
from customers.
This data needs to be reconciled with the vendor payment
postings.
Vendor payment is explained in a separate presentation.
As with credit card and cash transactions, certain
settings need to be configured in order to allow automatic
postings at the time of processing the bank file.
These settings are:
Account Assignments,
Posting Rules,
Assignment of Posting Rules to the External Transaction Types,

Bank Statement Payment Data

(II)
We have following postings:

Bank Suspense

Bank

Payment Program

Bank Statement

Agenda

Objectives and Desired Outcome

DART Global Template Scope
Key DART Concepts and Design Principles
Credit Card Processing
Credit Card Data Reconciliation
Bank Statement Processing
Bank Statement Credit Card data
Bank Statement Cash data
Bank Statement Payment data
Bank Statement Data Reconciliation
Key Reports and Interfaces
Lessons Learned

Wrap-up

Bank Statement
Data Reconciliation (I)
All the data posted with the bank statement needs
to be reconciled with the data previously posted
from:
Tenders inbound interface
Credit card statement
Vendor payment
Any other data for which an offsetting posting will be
made within the bank statement

DART allows two ways of reconciling and clearing:

Automatic clearing,
Manual clearing.

Bank Statement
Data Reconciliation (II)
A Standard SAP program is used for automatic
clearing of the accounts.
The program clears the accounts based on the
configured fields in the FI document.
Example of the clearing procedure:

1 Clearing
Criteria:
Assignment field

2 Clearing
Criteria: Posting
Date

It is essential that only the defined data is

populated in each of the field types.

Bank Statement
Data Reconciliation (III)
An automatic program checks the FI documents
based on the criteria and where there is no
difference or the difference is within tolerance, the
Program creates the clearing document and marks
the FI documents as cleared.

One to one, one to many, many to one or many to many

matching is possible and automatically done by the system.
An automatic clearing program can be scheduled as a daily job
if required.

Bank Statement
Data Reconciliation (IV)
If automatic clearing is not possible (difference too
large, not the same data populated in the clearing fields
in FI documents) then manual clearing can be applied.
Manual clearing is carried out at the G/L account level.
Certain selection criteria (e.g. site, posting date,
document date etc.) are allowed in order to limit the
number of FI documents.
Manual clearing allows the posting of differences to
selected G/L accounts at the time of clearing the
document.
For both automatic and manual clearing SAP creates the
clearing document and where no difference exists that
document will not have any line items or value linked to
it.

Bank Statement
Data Reconciliation (V)
Example of manual clearing screen layout:

Agenda

Objectives and Desired Outcome

DART Global Template Scope
Key DART Concepts and Design Principles
Credit Card Processing
Credit Card Data Reconciliation
Bank Statement Processing
Bank Statement Credit Card data
Bank Statement Cash data
Bank Statement Payment data
Bank Statement Data Reconciliation
Key Reports and Interfaces
Lessons Learned

Wrap-up

Key Reports and Interfaces

Key Reports
Bank Statement Report
(FF_6)
Account Balances Reports
(FS10N, FBL3N)
Customer Balance Reports
(FD10N, FBL5N)

Key
Interfaces/Developments
Credit Card Interfaces
Electronic Bank Statement
Manual Bank Statement

Agenda

Objectives and Desired Outcome

DART Global Template Scope
Key DART Concepts and Design Principles
Credit Card Processing
Credit Card Data Reconciliation
Bank Statement Processing
Bank Statement Credit Card data
Bank Statement Cash data
Bank Statement Payment data
Bank Statement Data Reconciliation
Key Reports and Interfaces
Lessons Learned

Wrap-up

Lessons Learned
Issue: Bank Statement files do not have consecutive file numbering
Impossible to check the opening balance by the standard program
DART recommendation:
Try to get the consecutive numbering, otherwise development is
needed

Appendix: Key Reports

Bank Statement :