ac805 en col52 fv inst ltr
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AC805Cash Management
mySAP ERP Financials
Date
Training Center
Instructors
Education Website
Instructor HandbookCourse Version: 2005 Q2
Course Duration: 3 Day(s)
Material Number: 50071722
Owner: Karin Deimel (D034898)
An SAP Compass course - use it to learn, reference it for work
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Copyright
Copyright © 2005 SAP AG. All rights reserved.
No part of th is publication may be r eproduced or transmitted in any form or for any purpose without the
express permission of SAP AG. The information contained herein may be changed without prior notice.
Some software products marketed by SAP AG and its distributors contain proprietary software
components of other software vendors.
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About This Handbook
This handbook is intended to complement the instructor-led presentation of this
course, and serve as a source of reference. It is not suitable for self-study.
Typographic Conventions
American English is the standard used in this handbook. The following typographic
conventions are also used.
Type Style Description
Example text Words or characters that appear on the screen. Theseinclude field names, screen titles, pushbuttons as well as
menu names, paths, and options.
Also used for cross-references to other documentation
both internal (in this documentation) and external (in
other locations, such as SAPNet).
Example text Emphasized words or phrases in body text, titles of
graphics, and tables
EXAMPLE TEXT Names of elements in the system. These include report
names, program names, transaction codes, table names,
and individual key words of a programming language,when surrounded by body text, for example SELECT
and INCLUDE.
Example text Screen output. This includes file and directory names
and their paths, messages, names of variables and
parameters, and passages of the source text of a program.
Example text Exact user entry. These are words and characters that
you enter in the system exactly as they appear in the
documentation.
<Example text> Variable user entry. Pointed brackets indicate that youreplace these words and characters with appropriate
entries.
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About This Handbook AC805
Icons in Body Text
The following icons are used in this handbook.
Icon Meaning
For more information, tips, or background
Note or further explanation of previous point
Exception or caution
Procedures
Indicates that the item is displayed in the instructor’s
presentation.
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Contents
Course Overview .... ...... ...... ...... ....... ...... ...... ...... ....... ...... ...... ....... .... vii
Course Goals................................................................................. vii
Course Objectives ...... ....... ...... ....... ...... ....... ...... ....... ...... ....... ....... .. viii
Unit 1: Cash Management/Cash Position................................................. 1
Overview of Cash Management .... .... ... ... .... ... ... ... .... ... ... .... ... ... ... ... .... .. 3
Application View: Cash Position . . .. . . . . . . . . . .. . . . . . . . . . .. . .. . . . . . . . . .. . .. . . . . . . .. . .. . . . . . 13
Customizing: Cash Position .............................................................. 34
Unit 2: Manual Memo Records ............................................................ 57
Application View: Manual Memo Records. . . . . . . . . . .. . .. . . . . . . . . . .. . . . . . . . . . . . .. . . . . . . . . 58
Customizing: Manual Memo Records ................................................... 74
Unit 3: Check Deposit .... ...... ...... ....... ...... ...... ...... ....... ...... ...... ....... .... 85
Application View: Check Deposit . .. . . . . . . . . . .. . . . . . . . . . .. . .. . . . . . . . . .. . . . . . . . . . .. . .. . . . . . 87
Customizing: Check Deposit. .... .... ... ... .... .... ... ... .... ... ... .... .... ... ... .... ... . 109
Unit 4: Manual Bank Statement .......................................................... 121
Application View: Manual Bank Statement. .. . . . . . . .. . .. . . . . . . . . . .. .. . . . . . . . . . .. . . . . . . . 123
Customizing: Manual Bank Statement.................................................. 143
Unit 5: Bank Statement – Electronic Entry ............................................ 163
Application View: Electronic Bank Statement Entry. . .. . . . . . . .. . .. . . . . . . . . . .. .. . . . . . . . 164
Customizing: Electronic Bank Statement Entry ....................................... 187
Unit 6: Cash Concentration ...............................................................195
Application View: Cash Concentration. . . .. . .. . . . . . . . . . .. . . . . . . . . . .. .. . . . . . . . . . .. . .. . . . . 196
Customizing: Cash Concentration....................................................... 207
Unit 7: Liquidity Forecast..................................................................223
Application View: Liquidity Forecast . . . . . .. . .. . . . . . . . . . .. . .. . . . . . . . . .. . . . . . . . . . .. . .. . . . . 224Customizing: Liquidity Forecast ......................................................... 242
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Contents AC805
Unit 8: Checking Reports, Data Transfer, Reorganization .. .. .. .. .. .. .. .. .. .. .. .. .257
Checking Programs ....... ...... ....... ...... ....... ...... ....... ...... ....... ....... ..... 258
Data Transfer and Reorganization ...................................................... 268
Appendix 1: Data Sheet ...... ....... ...... ...... ....... ...... ...... ....... ...... ...... ..277
Appendix 2: Chart of Accounts: ... ... ... ... ... ... .... ... ... ... ... ... .... ... ... ... ... ..279
Index...... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .281
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Course Overview
This training course looks at the Cash Management functions. In particular, it deals
with short to medium-term liquidity monitoring. This course does not cover long-term
financial planning.
Target Audience
This course is intended for the following audiences:
• Members of the project team
• System managers
• Personnel from the user department
Course Prerequisites
Required Knowledge
• Practical knowledge from SAP Financial Accounting
Recommended Knowledge
• AC010 - Financial Accounting and Reporting
Course Duration Details
Unit 1:
Cash Management/Cash Position
Overview of Cash Management 60 Minutes
Exercise 1: Overview of Cash Management Minutes
Application View: Cash Position 60 Minutes
Exercise 2: Application View: Cash Position Minutes
Customizing: Cash Position 60 Minutes
Exercise 3: Customizing: Cash Position Minutes
Unit 2: Manual Memo Records
Application View: Manual Memo Records 60 Minutes
Exercise 4: Manual Memo Records MinutesCustomizing: Manual Memo Records 60 Minutes
Exercise 5: Customizing: Manual Memo Records Minutes
Unit 3: Check Deposit
Application View: Check Deposit 90 Minutes
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Course Overview AC805
Exercise 6: Check Deposit Minutes
Customizing: Check Deposit 60 Minutes
Exercise 7: Customizing: Check Deposit MinutesUnit 4: Manual Bank Statement
Application View: Manual Bank Statement 70 Minutes
Exercise 8: Bank Statement: Manual Entry Minutes
Customizing: Manual Bank Statement 80 Minutes
Exercise 9: Customizing: Manual Bank Statement Minutes
Unit 5: Bank Statement – Electronic Entry
Application View: Electronic Bank Statement Entry 60 Minutes
Exercise 10: Electronic Bank Statement Minutes
Customizing: Electronic Bank Statement Entry 90 Minutes
Unit 6: Cash Concentration
Application View: Cash Concentration 30 Minutes
Customizing: Cash Concentration 45 Minutes
Exercise 11: Cash Concentration Minutes
Unit 7: Liquidity Forecast
Application View: Liquidity Forecast 40 Minutes
Exercise 12: Liquidity Forecast Minutes
Customizing: Liquidity Forecast 35 Minutes
Unit 8: Checking Reports, Data Transfer, Reorganization
Checking Programs 30 Minutes
Exercise 13: Extended Bank Processing: Checking
Programs MinutesData Transfer and Reorganization 30 Minutes
Course Goals
This course will prepare you to:
• Understand how and where you can use SAP Cash Management
• Gain a detailed knowledge of liquidity monitoring and the required prerequisites
for this.
Course Objectives
After completing this course, you will be able to:
• Describe how and where SAP Cash Management can be used.
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AC805 Course Overview
• Set up the structures required for short and medium-term liquidity monitoring
in your business
• Explain the various options available for integrating external bank data withSAP Cash Management
• Define the system settings needed to control internal processing
SAP Software Component Information
The information in this course pertains to the following SAP Software Components
and releases:
The instructor should clarify the expectations of the participants and clearly specify
the content and scope of the course.
When going through the demonstrations, you can use the exercises and solutions as
a guide.
The slide texts are highly detailed. For this reason, identical texts in the instructor’s
notes will be skipped.
Preliminary work before starting the course:
• Create the required number of users using transaction zusr .
• Ensure that the CATT for AC805 has been imported (this creates customer
T-F00B00, among other things).
• Deactivate the lock mechanism in tables using program ZSENQOFF .
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Course Overview AC805
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Unit 11 Cash Management/Cash Position
This unit introduces you to Cash Management and also explains some of the terms
used.
For detailed information on the cash position and liquidity forecast, see the subsequent
lessons.
Unit Overview
This unit provides an overview of Cash Management and the tools involved, namely
the cash position and liquidity forecast. The cash position will then be explained
in detail.
Unit Objectives
After completing this unit, you will be able to:
• Explain the purpose and function of the cash position and liquidity forecast
in SAP Cash Management.
• Distinguish between levels, groups, and accounts.
• Recognize the specific features of the cash position.
• Outsort bank accounts.
• Access the flexible display structures for the cash position.
• Integrate a new house bank into your Cash Management setup.
• Set up and configure the G/L accounts (bank and bank clearing accounts) you
need for short-term cash management.
• Set up the grouping structures used in the cash position and assign the new
G/L accounts to them.
Unit Contents
Lesson: Overview of Cash Management .. ... ... .. .. .. .. ... ... .. .. .. .. ... .. .. .. .. .. 3
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Unit 1: Cash Management/Cash Position AC805
Exercise 1: Overview of Cash Management................................... 9
Lesson: Application View: Cash Position.. ... .. .. .. .. .. ... .. .. .. .. ... .. .. .. .. .. .. 13
Demonstration: Business Application View: Cash Position................ 15
Demonstration: Bank Account Organization................................. 20Demonstration: Planning Levels............................................... 22
Demonstration: Currency Display .. .. .. .. ... .. .. .. .. ... .. .. .. .. .. .. ... .. .. .. .. 25
Exercise 2: Application View: Cash Position ................................ 27
Lesson: Customizing: Cash Position ............................................. 34
Demonstration: Account Groups .............................................. 35
Demonstration: Field Status and Value Date ... .. .. .. .. .. .. .. .. .. .. .. .. .. .. . 36
Demonstration: Configuring Bank Accounts (G/L Accounts) .............. 38
Demonstration: House Banks - Correspondence Banks................... 39
Demonstration: Creating a Bank Account in the SAP System ............ 40
Demonstration: Planning Levels............................................... 42
Demonstration: Cash Management Account Name ........................ 44
Demonstration: Grouping Structure... .. .. .. ... .. .. .. .. ... .. .. .. .. .. ... .. .. .. . 45
Demonstration: Grouping Structure Maintenance........................... 47
Exercise 3: Customizing: Cash Position ... .. .. .. .. ... .. .. .. .. ... .. .. .. .. .. .. 49
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AC805 Lesson: Overview of Cash Management
Lesson:
2
Overview of Cash Management
Lesson Duration: 60 Minutes
Lesson Overview
This lesson looks at the requirements of Cash Management and the two Cash
Management tools: the cash position and liquidity forecast.
Lesson Objectives
After completing this lesson, you will be able to:
• Explain the purpose and function of the cash position and liquidity forecast
in SAP Cash Management.
• Distinguish between levels, groups, and accounts.
Explain that this lesson only provides an overview and that more detailed information
is provided in subsequent chapters.
Business Example
The project team has been asked to define the requirements for a new cash
management system. The team wants to find out which tools are available for
safeguarding liquidity over the short to medium term.
You are a member of a project team whose task is to provide the decision makers in
your company with information on trends in company liquidity.
Problems and Objectives
Explain the problems treasurers have to deal with.
• Too many bank accounts.
• The bank sends daily bank statements, which results in errors in value date
accounting.
• Manual entry doubles the workload. How reliable is it?
• Insufficient information for making planning decisions.
• Payments are often made when money is available.
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Unit 1: Cash Management/Cash Position AC805
Most companies do not have a cash management system that meets their needs. The
key tasks of Cash Management include analyzing financial transactions within agreed
posting periods and identifying future cash flow trends as accurately as possible so
that they can be mapped in financial budgeting.
SAP Cash Management is designed for these very tasks!
Problems and Objectives
Most businesses have too many bank accounts, held at too many different banks. This
makes it difficult to keep an overview of the relevant account balances.
As banks send statements daily, precise, value-date accounting often does not take
place. Businesses miss out on the full benefits of investment instruments because
value date information is lacking.
Payments are often made from one account only, regardless of whether it containssufficient funds.
The tasks of a cash management system include:
• Analyzing financial transactions within agreed posting periods.
• Identifying and mapping future trends in financial budgeting as accurately as
possible.
Tools in SAP Cash Management
The cash position is largely based on bank accounting and the clearing accounts,
taking into account the payment advices.
With regard to risk management, the short-term view provided by the cash position
is a crucial factor in decision making.
The liquidity forecast also uses data from the accounts payable and receivable areas,
as well as MM and SD.
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AC805 Lesson: Overview of Cash Management
Figure 1: Tools in SAP Cash Management
SAP Cash Management offers the following tools, designed to make cash flows clear:
• The cash position, which illustrates short-term trends in the bank accounts
• The liquidity forecast, which illustrates medium-term trends in subledger
accounts too
The cash position illustrates trends in your bank accounts over the next few days. The
liquidity forecast, on the other hand, illustrates liquidity changes in the subledger
accounts. Functions that enable you to gain relevant information on expected forecast
payment flows are also supported. This information appears in the form of memo
records in the cash position, or as planned items in the liquidity forecast.
Financial budgeting, which is the long-term cash flow view (target/actual comparison)at G/L account level, is a component of the liquidity planner and not of SAP Cash
Management.
Overview of Functions
Explain the individual areas.
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Unit 1: Cash Management/Cash Position AC805
Figure 2: Overview of Functions
SAP Cash Management has the same goals as conventional cash management
systems, namely to:
• Safeguard company liquidity so that payment obligations can be met
• Monitor payment flows
SAP Cash Management uses the cash position to reflect movements in bank accounts,
while movements in the subledger accounts are represented using the liquidity forecast.
The liquidity forecast is based on payments from/to customers and vendors in
accordance with the open items. As planning for incoming and outgoing paymentscovers a larger time frame, the probability of the payments occurring on the day
given is less than in the cash position.
Concepts in SAP Cash Management
Provide a detailed explanation of what planning involves and the terms used:
The level shows the source or cause of account transactions (outgoing check, for
example). The level groups together all the accounts with the same properties, thereby
providing information on the reasons for account transactions. The levels explain
opening and closing account balances and can be grouped according to how securely
payments are received (for example: payment advice confirmed/unconfirmed).In the cash position, a group contains a number of G/L accounts. In the liquidity
forecast, however, master record entries are used to assign vendors and customers to a
group that reflects certain features, procedures, or risks.
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AC805 Lesson: Overview of Cash Management
Figure 3: Concepts in SAP Cash Management
The format of the cash position and the liquidity forecast is determined by two features:
Both reports contain levels. These supply high-quality information on the commercial
reasons for a movement in an account - that is, they explain how the account opening
and closing balances came about. For example, levels give information on whether
a balance in a bank account is the result of a bank posting or of a memo record
entered manually.
They can also be classified according to how secure the receipt is ( confirmed or unconfirmed memo record, for example).
In the cash position, accounts (bank and bank clearing accounts) supply information
on the current balance.
The liquidity forecast contains groups instead of accounts. Vendors and customers are
assigned to a planning group by means of an entry in the master records. Each group
reflects certain features, procedures, or risks.
Procedure for Day-to-Day Planning
Use practical examples to explain the individual areas.
The fund manager has to ensure that the company remains solvent, clear deficits,
and invest surpluses profitably.
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Unit 1: Cash Management/Cash Position AC805
Figure 4: Procedure for Day-to-Day Planning
The main tasks of the fund manager is to:
• Maintain company liquidity
• Clear deficits
• Invest surpluses profitably
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AC805 Lesson: Overview of Cash Management
7 Exercise 1: Overview of Cash Management
Exercise Duration: Minutes
Exercise Objectives
After completing this exercise, you will be able to:
• Talk about the two Cash Management tools: cash position and liquidity forecast.
Business Example
The user department is to explain how to use the cash position and liquidity forecast.
An explanation of the terms is required here.
System DataSystem: Specify the system to be used for this exercise (for
example T10).
Client: Specify the SAP Client to be used for this exercise.
User ID: Specify the user id to be used for this exercise. The
standard format for the user id is the course id, followed by the group number (for
example AC010-##).
Password: Specify the password to be used for this exercise. The
standard format for the initial password is INIT.
CATT: [If a CATT is required, enter the CATT name. Delete
this tag if not used.]
Set up instructions: Not applica ble
Task:
Which of the following statements apply to the liquidity forecast/cash position?
1. The liquidity forecast uses bank value dates.
Determine whether this statement is true or false.
! True
! False
2. The typical time frame for the cash position is 1 to 2 days. Determine whether this statement is true or false.
! True
! False
Continued on next page
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Unit 1: Cash Management/Cash Position AC805
3. The main objective of the cash position is to safeguard company liquidity.
Determine whether this statement is true or false.
! True
! False
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AC805 Lesson: Overview of Cash Management
Solution 1: Overview of Cash Management
Task:Which of the following statements apply to the liquidity forecast/cash position?
1. The liquidity forecast uses bank value dates.
Answer: False
The cash position uses bank value dates. The liquidity forecast, on the other
hand, uses customer and vendor groups.
2. The typical time frame for the cash position is 1 to 2 days.
Answer: True
3. The main objective of the cash position is to safeguard company liquidity.
Answer: False
The main objective of the cash position is to give you a current overview, correct
by value date, of short-term trends in your bank accounts. The main objective of
the liquidity forecast, on the other hand, is to safeguard company liquidity.
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Unit 1: Cash Management/Cash Position AC805
Lesson Summary
You should now be able to:
• Explain the purpose and function of the cash position and liquidity forecast
in SAP Cash Management.
• Distinguish between levels, groups, and accounts.
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AC805 Lesson: Application View: Cash Position
Lesson:
10
Application View: Cash Position
Lesson Duration: 60 Minutes
Lesson Overview
This lesson looks at the cash position application.
Lesson Objectives
After completing this lesson, you will be able to:
• Recognize the specific features of the cash position.
• Outsort bank accounts.
• Access the f lexible display structures for the cash position.
The following sections contain more detailed information on the cash position.
Business Example
First, you want to create an instrument which will give you useful information about
your bank accounts. You use the cash position for this, considering first its specific
attributes and aspects of integration. To be able to use the cash position effectively,
you must first set up your FI bank accounts in a particular structure, and configure
them accordingly. This unit surveys the flexible configuration options available in
the cash position.
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Unit 1: Cash Management/Cash Position AC805
Features of the Cash Position
The instructor will use the elements outlined in the previous section to describe thedisplay and control options available in the cash position as a result of the value
date-dependent entry of all payments within a short time horizon. Highlight the
main points:
• Tool providing information on the current financial situation of the bank
accounts.
• Bank balances, that is, account transactions displayed according to the value date.
• Liquidity status covering the next few days.
• Planned incoming and outgoing payments (payment advices, planned items) can
be displayed and used for cash management decisions.
• The display structure can be defined flexibly using "groupings".• Parallel management of foreign currencies.
The cash position is the result of the value date-based entry of all the payments within
a short time horizon and is based on data from three sources:
• FI postings to Cash Management-relevant G/L accounts
• Manual individual entry
• Cash flows from Treasury transactions
Figure 5: Features of the Cash Position
The cash position is the result of the entry, by value date, of all the payments in agiven, short time horizon.
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AC805 Lesson: Application View: Cash Position
There are three sources of data for the cash position:
• FI postings to cash-management-relevant G/L accounts
• Memo records entered manually• Cashflows from business transactions managed using the FSCM component
You use the grouping to set up the display.
Integrating the Cash Position
Explain the procedure for posting the bank statements. Explain how electronic or
manual bank statements can be used to display postings in cash management. When
doing so, explain the interaction between FI and CM.
Demonstration: Business Application View: CashPosition
Purpose
Enter two G/L account postings in Co Code AC00:
- Cash receipt from customer: Debit 113100 Credit 113109;
- An outgoing check by cashing vendor check Debit 113101 Credit 113100.
SAP Easy Access! Accounting ! Financial Accounting ! General Ledger !
Posting ! Enter G/L Account Document
This simulates the bank postings made with the bank statement.
Show the status bar with the individual functions (incomings, payment advices, check)
and the path for calling up the cash position tool.
The cash position will now be demonstrated in the system. Here, you will take a look
at the various selection options for running reports, the various access options via
levels or accounts, and the procedure for calling up individual documents.
System Data
System:
Client:User ID:
Password:
Set up instructions: Not applicable
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Unit 1: Cash Management/Cash Position AC805
1. Call up the cash position program: SAP Easy Access! Accounting !
Financial Supply Chain Management ! Cash and Liquidity Management !
Cash Management ! Information System! Reports for Cash Management !
Liquidity Analyses ! Cash Position.
2. Enter company code AC00, grouping ACBANK-IST or ACBANKEN, and
display in EUR or use the variant AC805-TFS-Bank. Explain the selection
options.
3. Execute the program.
4. Now explain what the grouping is, making it clear that it is responsible for
the structure.
5. Select an amount and click Accounts. You can now see the balances summarized
in the individual accounts according to the value date.
6. You can double-click these to call up the "Levels" display. This providesinformation on what caused the account transactions, that is, whether they result
from real bank postings or are just payment advices.
7. To call up the line item display in FI, double-click this again (or select and
click Line Items).
8. Enter another G/L account posting for cash receipt from customer transfer
113300 to 113309 and display the cash position again (grouping: ACBANKEN).
You can now see a further summarization term (new bank).
Figure 6: Integrating the Cash Position
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AC805 Lesson: Application View: Cash Position
Nach Buchung der Kontenauszüge im Finanzwesen sind die Kontenbewegungen
im Tagesfinanzstatus anzeigbar.
The balances in the bank accounts, which you can display using the cash position,form the basis for planning decisions.
Treasury transactions can also be displayed in the cash position, under certain
conditions.
Prerequisite: Bank Account Organization
Now outline the prerequisites for bank accounts and explain that it is best to split
these accounts:
• Only bank statement postings are posted to the bank account.
• Set up clearing accounts for the payment types (processing).• Set up clearing accounts for risks.
• Set up clearing accounts for investments.
Only transactions which are active according to the bank statement are posted in the
bank current accounts.
Figure 7: Bank Account Organization
Bank accounting provides an (actual) bank account for each currency and for each
account, clearing accounts (bank subaccount) per processing type on a lower level.
You can tailor the clearing accounts to the needs of your business.
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Unit 1: Cash Management/Cash Position AC805
Objectives:
• Accounts can be reconciled at any time
• Foreign currency and local currency are managed in parallel• Can be managed by value date
• Interest can be calculated
• Line item analysis possible
• Contingent liabilities can be monitored
• Items posted automatically using automatic payment transactions
• Automatic breakdown using electronic banking transactions
Only transactions which are active according to the bank statement are posted in the
(actual) bank accounts.
Prerequisite: Bank Accounting
This slide shows the processing sequence:
• Post the documents (from payment transactions).
• Post the bank statements to the bank account and bank clearing account.
• Call up Cash Management.
Demonstrate report RFSKPL00 too, which you can use to display selected accounts
from the chart of accounts.
Figure 8: Prerequisites for Bank Accounting
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AC805 Lesson: Application View: Cash Position
You want to implement SAP Cash Management and have to configure the chart of
accounts.
You need to create a general ledger account for each active account you have at the bank, by currency if applicable. In addition, you need to create bank clearing accounts
for each bank account, also by currency if applicable. SAP recommends the following
grouping here:
• 113100 Bank 1 (current account - domestic - currency EUR)
• 113101 Bank 1 (outgoing checks)
• 113102 Bank 1 (outgoing bank transfers, domestic)
• 113103 Bank 1 (outgoing bank transfers, foreign)
• 113104 Bank 1 (automatic deposit)
• 113105 Bank 1 (miscellaneous interim postings)
• :• 113108 Bank 1 (incoming checks)
• 113109 Bank 1 (customer cash receipts)
Processing sequence
1. Payment transactions are posted against the clearing accounts using the
payment program.
2. Bank statements balance the clearing entries against the bank account.
3. Cash Management displays or monitors postings, with the help of various
groupings.
Prerequisite: Bank Accounts
The master data for the bank accounts must be defined and configured correctly.
• To maintain a clear overview from the cash position, you are advised to manage
bank accounts according to their value date.
• Line items are to be displayed.
• A single planning level is assigned to all bank balance sheet accounts (F0, for
example).
• The bank clearing accounts, however, should be managed according to the local
currency so that the open items can be identified more easily during clearing.
• For this reason, the Open Item Management checkbox is also set.• The planning level is also selected according to the type of clearing account.
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Unit 1: Cash Management/Cash Position AC805
Demonstration: Bank Account Organization
Purpose
Demonstrate how bank accounts are organized in the system.
System Data
System:
Client:
User ID:
Password:
Set up instructions: Not applicable
1. Use accounts 113100 and 113109 to show how the master data is organized
in the general ledger.
(SAP Easy Access! Accounting ! Financial Accounting ! General Ledger
! Master Data ! G/L Accounts! Individual Processing ! Centrally!
Change Master Data)
2. Explain field status group G005.
3. Show where you can set the field status group in Customizing.
(SAP Reference IMG! Financial Supply Chain Management ! Cash and
Liquidity Management ! Cash Management ! Master Data! G/L Accounts
! Create Field Status Group)
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AC805 Lesson: Application View: Cash Position
Figure 9: Bank Accounts
Bank accounts must be configured so that the bank postings are included in planning.
If you want to derive the balance in the cash position, which is always managed by
value date, you should managed the bank (actual) accounts by value date also. Data
is recorded in G/L account currency. All bank (actual) accounts should be assigned
to a unique planning level, where bank statements and, with them, the actual bank
balance are represented.
On the other hand, you should manage bank clearing accounts on an open item basis.They can, for example, be sorted by local currency amount. Depending on the type of
bank clearing account, a specific planning level is then assigned - for example, for:
• 113102 - Bank 1 (outgoing bank transfers, domestic) B2 level
• 113109 - Bank 1 (customer cash receipts) B9 level
Planning Levels
The planning level, which is created in Customizing, must be defined in the account
master (see above) so that postings to the relevant account can then be identified in
the cash position.
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Unit 1: Cash Management/Cash Position AC805
Demonstration: Planning Levels
Purpose
Show where you can set the planning level.
System Data
System:
Client:
User ID:
Password:
Set up instructions: Not applicable
1. Show where you can set the planning level.
SAP Reference IMG! Financial Supply Chain Management ! Cash and
Liquidity Management ! Cash Management ! Master Data! G/L Accounts
! Define Planning Levels)
Figure 10: Planning Levels
Planning levels explain the beginning and ending balances in an account and supply
information on what brought them about. You can define them in a customizing table.
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AC805 Lesson: Application View: Cash Position
In the master record for the bank and clearing accounts, you should set the Planning
Level field as a required entry field.
The balances are displayed at the appropriate level in the cash position.
Figure 11: Cash Position Display
You use the grouping to define how the data is to be displayed. The grouping
determines which levels and accounts are to be displayed for the cash position.
On the initial screen specify the selection options for the following accounts analysis:
• Company Code: whose bank data you want to display.
• Cash Position: X displays the bank data (bank and bank clearing accounts).
• Grouping : Special view for selecting the accounts.
• Display by: (aggregated) starting date of the account forecast.
• Planned Currency: USD or EUR (as required)
• Display in: currency code, which defines how the amounts are converted
(currency risk).
• Increment : Increment time frame (1-99) in days (D), weeks (W), or months (M).
• Display T ype: In addition to the aggregated display, you can call up inflows and
outflows using a delta display. You can also specify the beginning and end
balances in the delta display.
• Scaling : Here, you can specify the number of decimal places in the display.
The first thing you see is a partial selection, which shows the most important entries.
Choose All Selections to view the other selections too. Use Variants!
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Unit 1: Cash Management/Cash Position AC805
Figure 12: Accounts and Levels in the Cash Position
The grouping term specifies how the system summarizes the data.
The next screen after the initial screen is a basic screen, whose format is determined
by the grouping and summarization terms entered in customizing. From here, you can
branch to the levels, and from there to the relevant accounts, or vice versa. Various
information appears, depending on the settings.
The total bank balance is broken down by:
• Groups (=accounts) to which postings have been made. These are always listed
with their cash management account name (Customizing). If you select the
Account Instead of Account Name parameter, the accounts (account numbers)
are displayed instead of the cash management account names.
• Levels (=sources) of a bank or account transaction.
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AC805 Lesson: Application View: Cash Position
You can branch to the FI line items (top down).
Hint: When you migrate to 4.5B from an earlier release, you must completelyreconstruct cash management because the update logic is different. In the case
of the G/L account, the G/L account currency is not always adopted; either
the document currency (for G/L accounts managed on an open item basis) or
the G/L account currency (for other G/L accounts) is used instead.
To delete and then reconstruct the cash management data, use the Data Setup
in the new transaction FDFD. See the last unit of this course documentation
for details.
Currency Display
Explain the different options for setting the currency display.
Demonstration: Currency Display
Purpose
To call up the currency display in the system.
System Data
System:
Client:
User ID:
Password:
Set up instructions: Not applicable
1. Post a USD cash receipt for 113150 (CITI-current-USD) to 113159 (CITI cash
receipt USD).
Demonstrate the effects of the posting and the structure of a currency exposure in
CM by choosing the currency USD and the display in USD in the initial screen.
Your USD posting is now displayed. You can also demonstrate the different
currency displays within the cash position by selecting EUR for the display and
pressing the relevant currency button in the grouping display.
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Unit 1: Cash Management/Cash Position AC805
Figure 13: Currency Display
Amounts entered are shown in the currency you specified in the Display in field. You
can use the currency fields to display the foreign exchange risk.
On the one hand, you can show the cash position split by currency, depending on the
specifications entered in the initial screen. You can also display the extent of your
currency exposure from the cash position.
The average rate is usually used for converting the planning currency to the displaycurrency. If you want to use a different rate for the translation, make the appropriate
specification in the Rate Type field.
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AC805 Lesson: Application View: Cash Position
19 Exercise 2: Application View: Cash Position
Exercise Duration: Minutes
Exercise Objectives
After completing this exercise, you will be able to:
• Check G/L accounts and correct them as necessary.
• Enter G/L account postings so that you can see them in the cash position.
Business Example
To obtain an overview of the structure and display capabilities of the cash position,
you will now enter a number of G/L account postings. These show the postings to
the bank accounts, which are normally generated when the bank statement is read.Any earlier postings are ignored.
System Data
System: Specify the system to be used for this exercise (for
example T10).
Client: Specify the SAP Client to be used for this exercise.
User ID: Specify the user id to be used for this exercise. The
standard format for the user id is the course id, followed by the group number (for
example AC010-##).
Password: Specify the password to be used for this exercise. The
standard format for the initial password is INIT.CATT: [If a CATT is required, enter the CATT name. Delete
this tag if not used.]
Set up instructions:
1. [Enter all instructions necessary for the maintenance of this exercise.]
Task:
1. Check and correct the field content required for Cash Management (sort key,
open item management, planning level) in account masters 113100, 113101,
113108, 113109, and 113200 in your company code.
2. Today’s bank statement results in the following G/L account postings:
Outgoing check, vendor: 30,000, value date: today
Continued on next page
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Unit 1: Cash Management/Cash Position AC805
Transfer from customer: 50,000, value date: today
Post against the clearing accounts 113101 and 113109 (posting records: Dr
113101/Cr 113100 and Dr 113100/Cr 113109).3. Check the effects of your entries in the cash position (grouping: ACBANK-IST).
This display contains only the bank accounts, without bank clearing accounts.
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AC805 Lesson: Application View: Cash Position
Solution 2: Application View: Cash Position
Task:1. Check and correct the field content required for Cash Management (sort key,
open item management, planning level) in account masters 113100, 113101,
113108, 113109, and 113200 in your company code.
a) Solution for checking and correcting account masters 113100, 113101,
113108, 113109, 113200 with regard to the field content required for
Cash Management.
Choose SAP Easy Access! Accounting ! Financial Accounting !
General Ledger ! Master Records! G/L Accounts! Individual
Processing ! Centrally.
Enter the account number and company code and then check or changeyour values.
Choose Change or Display.
113100, 113108, 113200
113101, 113109
AC##
On the Type/Description tab page, you can see the description of the
accounts. This account is described as a balance sheet account.
On the Control Data tab page, you can see, amongst other things, the
account currency and the account management data required in thecompany code. Unlike bank clearing accounts, the bank accounts are
not managed on an open-item basis. Similarly, the value date should
be used as the sort key for the bank accounts and the local currency for
the bank clearing accounts.
On the Create/Bank/Interest tab page, you can see the planning level and
the assignment of the house bank and account ID.
Continued on next page
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Unit 1: Cash Management/Cash Position AC805
Account 113... .100 .101 .108 .109 .200
Control data
Line item display X X X X X
Open item
management
- X X X -
Sort key 027 005 005 005 027
Account
113...
.100 .101 .108 .109 .200
Create/bank/interest
Planning level F0 B1 B8 B9 F0
House bank 1000 - - - 1200 Acct ID 1000 - - - 1200
2. Today’s bank statement results in the following G/L account postings:
Outgoing check, vendor: 30,000, value date: today
Transfer from customer: 50,000, value date: today
Continued on next page
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AC805 Lesson: Application View: Cash Position
Post against the clearing accounts 113101 and 113109 (posting records: Dr
113101/Cr 113100 and Dr 113100/Cr 113109).
a) Solution for posting against clearing accounts 113101 and 113109 (Dr 113101/Cr 113100 and Dr 113100/Cr 113109).
Choose SAP Easy Access! Accounting ! Financial Accounting !
General Ledger ! Posting ! Enter G/L account document – (Company
Code AC##).
(If necessary, choose Change Company Code to change the company code.)
Enter your data.
Note the currency (EUR) and the value date specification for the debit
and credit postings.
Outgoing check – vendor:
113101 Debit 30.000 Value Date:Today
113100 Credit 30.000 Value Date:
Today
Transfer –
customer:
113100 Debit 50.000 Value Date:
Today
113109 Credit 50.000 Value Date:
Today
Continued on next page
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Unit 1: Cash Management/Cash Position AC805
3. Check the effects of your entries in the cash position (grouping: ACBANK-IST).
This display contains only the bank accounts, without bank clearing accounts.
a) Solution for checking entries in the cash position.Choose SAP Easy Access ! Accounting ! Financial Supply Chain
Management ! Cash and Liquidity Management ! Cash Management
! Information System! Reports for Cash Management ! Liquidity
Analyses! Cash Position.
Enter your data.
Field Name or Data Type Values
Company code AC##
Grouping ACBANK-IST
Display as of <today>
Display in EUR
Choose All Selections. You can make further selections here. Specify the
required increment ("daily" in the example) and choose Delta Display
With Balances as the display type so that you can identify your postings
more easily.
Execute the program.
You now see your postings under the appropriate bank account. Navigate
through the cash position by Double-Clicking.
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AC805 Lesson: Application View: Cash Position
Lesson Summary
You should now be able to:
• Recognize the specific features of the cash position.
• Outsort bank accounts.
• Access the flexible display structures for the cash position.
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Unit 1: Cash Management/Cash Position AC805
Lesson:
25
Customizing: Cash Position
Lesson Duration: 60 Minutes
Lesson Overview
Now that you have been introduced to the cash position application, this section looks
at Customizing for the cash position.
Lesson Objectives
After completing this lesson, you will be able to:
• Integrate a new house bank into your Cash Management setup.
• Set up and configure the G/L accounts (bank and bank clearing accounts) you
need for short-term cash management.
• Set up the grouping structures used in the cash position and assign the new
G/L accounts to them.
We will now take a look at the Customizing settings you have to make for the cash
position.
Business Example
In SAP Cash Management, you now want to map a house bank. That is, a bank
where you have an account and from which you want to call up bank statement
information. You may already have created the bank when you implemented SAP
Financial Accounting. You must also create the relevant G/L accounts in the system
and configure them according to defined criteria.
To reproduce these accounts in the cash position, give them a suitable description and
assign them to a grouping term which is responsible for setting up the cash position.
Account Groups
Every G/L account is assigned to an account group. The CASH group is normally
used for liquid funds.
In a chart of accounts, the account groups can have different field statuses.
The field status determines which master data fields can be processed. The following
statuses can be specified: OPTIONAL, REQUIRED, and SUPPRESS.
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AC805 Lesson: Customizing: Cash Position
A field cannot be used for account maintenance until it has been set to either
OPTIONAL or REQUIRED.
Demonstration: Account Groups
Purpose
To call up the account groups in the system.
System Data
System:
Client:
User ID:
Password:Set up instructions: Not applicable
1. Using an example, demonstrate the connection with account groups (account
113100).
SAP Reference IMG! Financial Supply Chain Management ! Cash and
Liquidity Management ! Cash Management ! Master Data! G/L Accounts
! Define Account Groups
Figure 14: Account Groups: G/L Accounts
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Unit 1: Cash Management/Cash Position AC805
Every G/L account is assigned to an account group. This determines the structure of
the master record screen and must be formatted using the field status. Each account
group within a chart of accounts can have a different field status.
Field Status and Value Date
To manage bank accounting by value date, you have to enter the value date in all
postings to the bank account.
For this reason, you have to define a suitable field status group (G005, for example)
for the bank account and configure it in such a way that the value date is indicated
as a required entry field.
Demonstration: Field Status and Value Date
Purpose
To display the field status and value date settings in the system.
System Data
System:
Client:
User ID:
Password:
Set up instructions: Not applicable
1. Show where the field status variants for the company code are defined:
SAP Reference IMG! Financial Accounting ! Financial Accounting Global
Settings! Company Code! Check and Supplement Global Parameters
2. Show the course participants where the field status group is maintained:
SAP Reference IMG! Financial Supply Chain Management ! Cash and
Liquidity Management ! Cash Management ! Master Data! G/L Accounts
! Create Field Status Group
Required entry fields can be selected in the Payment Transactions area.
Note: Example: Default value date (posting date = value date). To makeit easier for employees and to avoid the risk of the wrong value date
being specified, you are advised to set this so that it is NOT defaulted.
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AC805 Lesson: Customizing: Cash Position
SAP Reference IMG! Financial Supply Chain Management ! Cash and
Liquidity Management ! Cash Management ! Global Settings! Define
Default Value Date
Figure 15: Field Status and Value Date (Documents)
The field status group is responsible for the document format if you are posting to
a particular account. For this reason, you must define the appropriate field status
group in the appropriate G/L account.
To manage bank postings by value date, you must enter the value date in all postings
to the bank account. To this end, you can configure the relevant field status group in
such a way that the Value Date field is a required entry.
You can have the system automatically propose the current date as the value date.
This makes things easier in training courses and system demonstrations, but not in
commercial use because errors occur frequently.
Configuring Bank Accounts (G/L Accounts)
A bank account corresponds to a G/L account and must be created as such. You are
advised to create an account using a template. Mention the relationship between the
field status group and the structure of the company code-dependent screen.
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Unit 1: Cash Management/Cash Position AC805
Demonstration: Configuring Bank Accounts (G/L
Accounts)
Purpose
Demonstrate how the bank accounts are configured in the system.
System Data
System:
Client:
User ID:
Password:
Set up instructions: Not applicable
1. Create the following bank accounts:
• 113700 – with template 113100 (delete the alternative account number as
well as the house bank and account ID from the new master record).
• 113701 – with template 113101
Enter different names for each account that ideally refer to their company code.
SAP Easy Access! Accounting ! Financial Accounting ! General Ledger !
Master Data! G/L Accounts! Individual Processing ! Centrally
Figure 16: Configuring the Bank Balance Sheet Account
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AC805 Lesson: Customizing: Cash Position
The configuration of bank accounts determines how account transactions are allocated
in the cash position:
• Open item management in clearing/subaccounts• Line item display in bank balance sheet accounts and bank clearing accounts
• Sort key 005 (local currency amount) or 027 (value date)
• The planning level is copied to the document from the master record, is an
assignment characteristic, and qualifies the account movement
In Cash Management, correspondence with banks is triggered by means of the house
bank and account ID (cash concentration).
House Banks - Correspondence Banks
The house banks are the correspondence banks with whom you are in constant contact.
The house banks are defined under the general ledger in the bank accounts area and
have usually already been set for the payment transactions.
Demonstration: House Banks - Correspondence Banks
Purpose
Call up the house banks (correspondence banks) in the system.
System DataSystem:
Client:
User ID:
Password:
Set up instructions: Not applicable
1. Demonstrate the procedure for opening a house bank.
SAP Reference IMG:
Financial Accounting ! Bank Accounting ! Bank Accounts! Define House
Banks
Choose an 8-digit bank key (bank number) and a separate bank ID and name thatrelates to your company code.
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Unit 1: Cash Management/Cash Position AC805
Figure 17: House Banks – Correspondence Banks
House banks for each company code are stored under a freely definable ID (maximum
five characters).
All the specifications for the house banks (address, control data, and so on) are
maintained in the bank directory.
Bank Accounts
All the bank accounts used for processing payments must be defined for the house
banks.
Mention that accounts in foreign currencies must also be created in the general ledger
with the corresponding currency.
Demonstration: Creating a Bank Account in the SAPSystem
PurposeShow how to create a Bank Account in the SAP System
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AC805 Lesson: Customizing: Cash Position
System Data
System:
Client:User ID:
Password:
Set up instructions: Not applicable
1. Demonstrate how to create an external bank account along with a house bank in
the system. Choose a 10-digit bank account number and a separate account ID
and name that also relates to your company code.
Change the master record for your new general ledger account (113700) by
entering your new bank details in the “House Bank” and “Account ID” fields.
Point out that this entry is required to ensure access to the address data of the
house bank for correspondence after cash concentration. No entry is required for
113701 because no external reference exists for this clearing account.
SAP Reference IMG! Financial Accounting ! Bank Accounting ! Bank
Accounts! Define House Banks
Figure 18: Bank Accounts
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Unit 1: Cash Management/Cash Position AC805
For the house banks that you have defined, you define the associated bank accounts
in the company code under an account ID. You enter the external account number and
its currency with the bank, along with the relevant G/L account number, thereby
ensuring that postings go to the right accounts.
A G/L account master record is created for each bank account.
In the G/L account master record, you can enter the house bank key and the account
ID, so that you have access from the general ledger to the address data store for the
house bank. This is necessary for bank correspondence, for example during cash
concentration: the system uses the bank ID and account ID to obtain the address
information from the bank directory.
If you maintain foreign accounts, the currency key in the G/L account master record
must be the same as the currency in the foreign currency account.
Planning Levels
The planning levels, which provide information on the type or cause of an account
transaction, can be defined as required. They dictate the structure of the cash position
and liquidity forecast. Only defined planning levels can be entered in the G/L accounts.
The source symbol controls whether a level appears in the cash position or liquidity
forecast.
Demonstration: Planning Levels
Purpose
Display planning levels in the system.
System Data
System:
Client:
User ID:
Password:
Set up instructions: Not applicable
1. Show where the source symbols are defined:
SAP Reference IMG! Financial Supply Chain Management ! Cash and
Liquidity Management ! Cash Management ! Basic Settings! Define Source
Symbols
If Cash Position is selected, the symbols are included in the cash position.
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AC805 Lesson: Customizing: Cash Position
2. Show where the levels are defined:
SAP Reference IMG! Financial Supply Chain Management ! Cash and
Liquidity Management !
Cash Management !
Master Data!
G/L Accounts! Define Planning Levels
Figure 19: Planning Levels
You define a planning level in the G/L account master record so that postings to this
account can be seen in the cash position.
Planning levels provide information on the type of account transaction and the reasonfor the transaction. They are freely definable.
The source indicator checks that the data for the specified level is permitted in the
cash position. The BNK source symbol is defined in such a way that all planning
levels assigned to it are displayed in the cash position and not the liquidity forecast.
You can define new planning levels by selecting and copying the standard entries
or by entering a completely new level.
Cash Management Account Name
The cash management account name can be used to create account names. This toolshould be used particularly if more than one company code is managed.
It is also required for cash concentration and for creating payment advices.
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Unit 1: Cash Management/Cash Position AC805
Demonstration: Cash Management Account Name
Purpose
Display the settings for the cash management account name in the system.
System Data
System:
Client:
User ID:
Password:
Set up instructions: Not applicable
1. Demonstrate how the cash management account name is maintained for the
new accounts (113700 and 113701):
SAP Reference IMG! Financial Supply Chain Management ! Cash and
Liquidity Management ! Cash Management ! Structuring ! Define Cash
Management Account Name
Figure 20: Cash Management Account Name
In Cash Management, the cash management account name is a mnemonic name
that replaces the account number.
The account name is unique in each company code. Within Cash Management, it
enables you to differentiate the same account numbers in different company codes.
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AC805 Lesson: Customizing: Cash Position
The cash management account name is used in all transactions and reports (for
example, the cash position) instead of the account number. The cash position includes
a new parameter: Account Instead of Account Name. When you select it, the system
displays the accounts (account numbers) instead of the cash management accountnames.
Using cash management account names is advisable when you are planning across
several company codes. You must use them when working with manual memo records
or with cash concentration.
Grouping: Setup
The grouping function is used to group together different accounts. In this course, you
will be using the following groups in the cash position:
• ACBANKEN – All bank accounts (including clearing accounts)• ACBANK-IST – Only effective actual values in the bank accounts
The following groups are also used for the liquidity forecast:
• ACPERSONEN – Subledger accounts
• ACGESAMT – All transactions
The cash position is created on the basis of the grouping!
Demonstration: Grouping Structure
Purpose
Demonstrate how groupings are maintained in the system.
System Data
System:
Client:
User ID:
Password:
Set up instructions: Not applicable
1. Show the path for customizing the grouping, enter the new bank accounts in the
ACBANKEN grouping (113700 and 113701) or ACBANK-IST (113700 only):
SAP Reference IMG! Financial Supply Chain Management ! Cash and
Liquidity Management ! Cash Management ! Structuring ! Groupings!
Maintain Structure
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AC805 Lesson: Customizing: Cash Position
Grouping: Functions
The levels are predefined (2 digits) and correspond to the planning levels. Thedesignation "++" signifies a masking and denotes all levels (for the group).
The group is a grouping of accounts. The groups ACBANKEN and ACBANK-IST
are mainly used in cash management. Bank accounts can, where required, be masked
(+ = placeholder). In this way, the account numbers are structured in the same way.
Partially-masked entries only work, however, if they begin from the far right.
Demonstration: Grouping Structure Maintenance
Purpose
Demonstrate how the grouping structure is maintained in the system.
System Data
System:
Client:
User ID:
Password:
Set up instructions: Not applicable
1. Call up the table for changing the grouping:
SAP Reference IMG! Financial Supply Chain Management ! Cash and Liquidity Management ! Cash Management ! Structuring ! Groupings!
Maintain Structure
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Unit 1: Cash Management/Cash Position AC805
Figure 22: Grouping Function
You use grouping terms to combine accounts and display them cumulatively or as
individual values.
Partial maskings are possible at any point.
When defining groupings for cash concentration, you can enter both a summarization
account and a summarization company code.
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AC805 Lesson: Customizing: Cash Position
35 Exercise 3: Customizing: Cash Position
Exercise Duration: Minutes
Exercise Objectives
After completing this exercise, you will be able to:
• Set up a new house bank.
• Set up the accompanying G/L accounts and their cash management account
names.
• Add the new G/L accounts to your groupings.
Business Example
You now want to set a house bank in your system. A house bank is a bank where you
hold a customer/vendor account for which you receive external bank data (via an
electronic bank statement, for example). House banks are usually set up as part of the
FI project. You may, however, need to integrate new house banks after going live.
You have entered new bank details for your company code (house bank GR##, account
ID CURR). You use this bank to process ongoing transactions and check payments.
System Data
System: Specify the system to be used for this exercise (for
example T10).
Client: Specify the SAP Client to be used for this exercise.
User ID: Specify the user id to be used for this exercise. The
standard format for the user id is the course id, followed by the group number (for
example AC010-##).
Password: Specify the password to be used for this exercise. The
standard format for the initial password is INIT.
CATT: [If a CATT is required, enter the CATT name. Delete
this tag if not used.]
Set up instructions:
1. [Enter all instructions necessary for the maintenance of this exercise.]
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Unit 1: Cash Management/Cash Position AC805
Task:
Create the G/L accounts you will require later and integrate your house bank.
1. You decide to reserve accounts 11##00 and 11##01 for this bank. Create theappropriate G/L accounts, taking accounts 113100 and 113101 as your guide.
Check and change the cash management-relevant fields in the current account
(bank ID: GR##, account ID: CURR). Delete the alternative account numbers.
2. Add the new bank details to the house banks for your company code (bank ID:
GR##, account ID: CURR). using the existing entries as a basis. Note that you
also have to specify G/L account 11##00 when creating the associated account.
3. Add the new bank accounts (for your company code) to the cash management
account names.
4. Add your accounts to the groupings ACBANKEN and ACBANK-IST, using
the existing entries as a basis.
5. The first bank statement for the new account shows a debit for an outgoing check.
Post this transaction (11##01/11##00).
6. Call up the new accounts in the cash position. Choose grouping ACBANK-IST
and then ACBANKEN.
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AC805 Lesson: Customizing: Cash Position
Solution 3: Customizing: Cash Position
Task:Create the G/L accounts you will require later and integrate your house bank.
1. You decide to reserve accounts 11##00 and 11##01 for this bank. Create the
appropriate G/L accounts, taking accounts 113100 and 113101 as your guide.
Check and change the cash management-relevant fields in the current account
(bank ID: GR##, account ID: CURR). Delete the alternative account numbers.
a) Solution for creating new G/L accounts.
Choose SAP Easy Access! Accounting ! Financial Accounting !
General Ledger ! Master Data! G/L Accounts! Individual Processing
.
Create centrally:
Bank balance sheet account 11##00 in your company code (with reference
account 113100)
Bank clearing account 11##01 in your company code (with reference
account 113101)
Now enter the data (11##00, for example) and choose With Template. Use
accounts 113100 and 113101 as templates. Change the name to GR##
Bank, for example. Under Control Data, delete the Alternative Account
Number and check the account management entries. Under Bank , change
the house bank ID and account ID for the current account and check the
Planning Level entries. You can enter your house bank ID (GR##) andaccount ID (CURR) here even though you have not yet defined them. To
skip the warning message, press Enter.
Continued on next page
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Unit 1: Cash Management/Cash Position AC805
2. Add the new bank details to the house banks for your company code (bank ID:
GR##, account ID: CURR). using the existing entries as a basis. Note that you
also have to specify G/L account 11##00 when creating the associated account.
a) Solution for adding a new house bank (bank ID: GR##) and new bank
details (account ID: CURR).
Choose SAP Reference IMG! Financial Accounting ! Bank Accounting
! Bank Accounts! Define House Banks.
Enter AC## as your company code.
Enter your data.
Choose New Entries. Enter house bank GR##, bank country DE, and then
an 8-digit bank key. Create the address data. If the Financial Accounting
bank directory has already been imported and you enter an existing bank
number, the system enters the relevant address data automatically.
Choose Save.
Double-click Bank Accounts.
Choose New Entries to enter your bank account.
Choose account ID CURR as the associated bank account, enter a 6-digit
account number, currency EUR, and G/L account 11##00 that you have
just created.
Choose Save.
3. Add the new bank accounts (for your company code) to the cash management
account names.
a) Solution for adding the new bank accounts to the cash management
account names.
Choose SAP Reference IMG! Financial Supply Chain Management !
Cash and Liquidity Management ! Cash Management ! Structuring !
Define Cash Management Account Name.
Enter AC## as your company code.
Now add a new cash management account name (##CURR for 11##00
and ##check for 11##01, for example) to the new accounts for your
company code and a description.
Choose Save.
Continued on next page
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Unit 1: Cash Management/Cash Position AC805
Lesson Summary
You should now be able to:
• Integrate a new house bank into your Cash Management setup.
• Set up and configure the G/L accounts (bank and bank clearing accounts) you
need for short-term cash management.
• Set up the grouping structures used in the cash position and assign the new
G/L accounts to them.
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AC805 Unit Summary
Unit Summary
You should now be able to:
• Explain the purpose and function of the cash position and liquidity forecastin SAP Cash Management.
• Distinguish between levels, groups, and accounts.
• Recognize the specific features of the cash position.
• Outsort bank accounts.
• Access the flexible display structures for the cash position.
• Integrate a new house bank into your Cash Management setup.
• Set up and configure the G/L accounts (bank and bank clearing accounts) you
need for short-term cash management.
• Set up the grouping structures used in the cash position and assign the new
G/L accounts to them.
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Unit Summary AC805
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Unit 2 41 Manual Memo Records
Postings that have been made to the bank balance sheet accounts (and, in some cases,
the bank clearing accounts) can be displayed via the cash position. How do you deal
with phone calls from bankers who notify you of incoming or outgoing payments with
today’s value date? These transactions can be mapped using manual memo records.
Unit Overview
This chapter looks at manual memo records and the required Customizing settings.
Unit Objectives
After completing this unit, you will be able to:
• Reproduce planned payment flows in bank accounts.
• Process and display payment advices.
• Import external memo records from a file to the SAP system.
• Define planning types and assign the appropriate levels
• Assign archiving categories to the individual planning types
• Use the field for automatic expiration
Unit Contents
Lesson: Application View: Manual Memo Records . .. .. .. .. .. .. .. .. .. .. .. .. .. .. 58
Demonstration: Creating Manual Memo Records.. .. .. .. .. .. .. .. .. .. .. .. .. . 59
Demonstration: Changing Memo Records Using Lists .. .. .. . .. .. .. .. .. .. .. 61
Exercise 4: Manual Memo Records........................................... 67
Lesson: Customizing: Manual Memo Records .................................. 74
Demonstration: Defining Planning Types .................................... 75
Exercise 5: Customizing: Manual Memo Records .. .. .. .. .. .. .. .. .. .. .. .. .. 79
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Unit 2: Manual Memo Records AC805
Lesson:
42
Application View: Manual Memo Records
Lesson Duration: 60 Minutes
Lesson Overview
This lesson looks at the application of manual memo records.
Lesson Objectives
After completing this lesson, you will be able to:
• Reproduce planned payment flows in bank accounts.
• Process and display payment advices.
• Import external memo records from a file to the SAP system.
Your banker calls to tell you that he has just received a credit memo of over 1 million
EUR with today’s value date. You want to show this in the cash position.
Business Example
Now that you know how to reproduce actual bank postings in planning, you now want
to find out how planned incoming and outgoing payments that do not arise from
actual bank postings can be displayed in the bank accounts. You also want to find out
how memo records that have been entered are processed, and how you can call up a
list of some or all of the memo records.
Manual Planning
Explain the purpose of memo records:
Memo records are notified incoming and outgoing payments that do not trigger actual
postings in the CM system. In addition to displaying liquidity information available in
the system, memo records provide additional, manually-entered planning information
for a range of different purposes.
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AC805 Lesson: Application View: Manual Memo Records
Figure 23: Manual Planning
You can use manual memo records to include additional information (additional, that
is, to the liquidity information in the system) in short-term planning.
This additional information involves incoming and outgoing payments that do not
trigger actual postings in Cash Management.
Creating Memo Records
Ensure that the participants fully understand the importance of the planning typecharacteristic. It determines:
• The classification characteristic and, in turn, the level of detailing for the memo
records (advice confirmed/advice unconfirmed).
• The level at which the memo record appears in the cash position.
• What details (expiration date, for example) can be entered.
For outgoing payments, a minus sign must be entered after the amount!
Demonstration: Creating Manual Memo Records
Purpose
Demonstrate the procedure for creating manual memo records in the system.
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Unit 2: Manual Memo Records AC805
System Data
System:
Client:User ID:
Password:
Set up instructions: Not applicable
1. Create a payment advice that has been confirmed.
• Planning type: BV
• Value date: Today
• Cash management account name: DBGIRO
• Amount: 10,000 (followed by minus sign, if required)
• Characteristic: Rent for ...
SAP Easy Access! Accounting ! Financial Supply Chain Management !
Cash and Liquidity Management ! Cash Management ! Incomings! Memo
Record ! Create
Check your cash position.
Figure 24: Creating Memo Records
You can enter single cash management records as individual entries or using the
fast entry function.
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AC805 Lesson: Application View: Manual Memo Records
The entry procedure involves three steps:
1. Planning data (date, account – cash management account name, expiration date
if required)2. Amount data (currency, exchange rate, exchange rate type, and so on)
3. Additional information (allocation, characteristics, description, and so on)
The planning type determines, via Customizing, the entry level, screen, and expiration.
The expiration date shows how long the payment advice is included in planning.
Only in exceptional cases, such as the concentration payment advice, should it be
changeable. You can also define the characteristics yourself. They help you identify
records quickly. The transaction type accelerates the comparison of payment advices
and bank statements.
The planning type is a unique classification characteristic, entered in all manual memo
records. It controls the level to which a memo record is sent.
You can choose both an exchange rate and an exchange rate type. If you make no
specification, the system uses the average rate. You can use field selection control to
show or hide the Rate Type field.
Remember to enter a minus sign for outgoing payments advices.
Changing Memo Records Using Lists
Memo records that have been entered can be edited (changed).
The memo record can be converted once the final posting has been made, that is, it is
archived and no longer taken into account during planning.By selecting the archive class, you can display archived documents again. These items
can be reactivated and taken into account by reconverting them.
Demonstration: Changing Memo Records Using Lists
Purpose
Demonstrate how to change memo records using lists in the system.
System DataSystem:
Client:
User ID:
Password:
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Unit 2: Manual Memo Records AC805
Set up instructions: Not applicable
1. Create further memo records.
For example, change the value date, delete a memo record, convert a selection of memo records, reactivate them, and look at how this affects the cash position.
SAP Easy Access! Accounting ! Financial Supply Chain Management !
Cash and Liquidity Management ! Cash Management ! Incomings! Memo
Record ! Change Using List
Hint: Explain that archived memo records no longer appear in the
cash position.
Figure 25: Changing Memo Records Using Lists
The payment advices for editing can be changed, archived, or reactivated (=transfer).
The wide range of selection options simplifies the search for specific payment advices.
Archived payment advices are no longer included in planning.
The planning type (example: BV) determines the archive (example:A) in which a
payment advice is stored.
The archiving category is freely definable in Cash Management customizing. Thevarious categories are differentiated by retention period. One archive is usually
sufficient.
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AC805 Lesson: Application View: Manual Memo Records
The retention period shows how many months a record remains in the system before it
is deleted in a reorganization run.
Hint: If you change the planning type, the system creates a new memo record
and archives the original.
Loading External Memo Records
The TR-CM program Load Memo Records from File to R/3 imports memo records
that were created in an external system and then creates them in R/3. The data can
be stored on the application or the presentation server.
The memo records are supplied to the FDES_IMPORT structure. You can generate
this as a tem plate using the Create Structure for External Advices function. Archived
memo records are also displayed with the appropriate archive class.
To import payment advice data to R/3, you simply have to specify the file name and
format.
SAP Easy Access! Accounting ! Financial Supply Chain Management ! Cash
and Liquidity Management ! Cash Management ! Incomings! Memo Record
! Import from File
SAP Easy Access! Accounting ! Financial Supply Chain Management ! Cash
and Liquidity Management ! Cash Management ! Tools! Create Structure for
External Advices
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Unit 2: Manual Memo Records AC805
Figure 26: Loading External Memo Records
Loading TR-CM Memo Records from Files into R/3 program (in the application
under Cash Management ! Incomings! Memo Record ! Load from File) imports
payment advices created outside the SAP system and creates them in the SAP system.
The data can be stored on the application server or the presentation server.
The payment advices are supplied in the FDES_IMPORT structure. You can use
the Create Structure for External Advices function (in the application, choose Cash
Management ! Tools! Create Structure for External Advices) to generate this
structure as a template.
The following file formats are supported: XLS (Excel), CSV, TXT, ASCII.If you use the file format for Microsoft Excel, Microsoft Excel must be installed on
the presentation server.
To import payment advice data to the SAP system, you need specify only the file
name and format.
Hint: In the case of the bank account, you must enter the account number
and not the cash management account name.
Payment Advice Journal
Memo records that have been entered can be printed out as journals.
You can make various selections here. If a memo record has been changed, the name
of the last person who changed it is displayed. Demonstrate this in the system too.
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AC805 Lesson: Application View: Manual Memo Records
SAP Easy Access! Accounting ! Financial Supply Chain Management ! Cash
and Liquidity Management ! Cash Management ! Information System! Reports
for Cash Management ! Individual Planning Journal ! Payment Advice Journal
Archived memo records are also displayed with the appropriate archive class.
Figure 27: Payment Advice Journal
In the payment advice journal, the payment advices are listed according to the
selection criteria you specify. You can print the journal.
Unlike in the worklist, the active and archived records can be displayed in a single list.
The program has been converted to the ABAP List Viewer (ALV). You can configure
the output list to suit your specific requirements. When doing so, you can use the
ABAP List Viewer functions:
• Show or hide columns
• Modify columns
• Determine sort criteria
• Insert or remove interim totals
You can save the current list display variant. You can then use it again the next time
you use this program.
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Unit 2: Manual Memo Records AC805
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AC805 Lesson: Application View: Manual Memo Records
47 Exercise 4: Manual Memo Records
Exercise Duration: Minutes
Exercise Objectives
After completing this exercise, you will be able to:
• Enter incoming and outgoing payments noted manually so that they are displayed
in the cash position
• Edit, archive, and select payment advices.
Business Example
You do not want to see only the actual bank postings in the cash position, but the plan
data too. For this reason, when your bank calls you during the day to tell you that alarge cash amount has been received, you can enter this transaction using payment
advices, even though no general ledger posting has yet taken place.
System Data
System: Specify the system to be used for this exercise (for
example T10).
Client: Specify the SAP Client to be used for this exercise.
User ID: Specify the user id to be used for this exercise. The
standard format for the user id is the course id, followed by the group number (for
example AC010-##).
Password: Specify the password to be used for this exercise. Thestandard format for the initial password is INIT.
CATT: [If a CATT is required, enter the CATT name. Delete
this tag if not used.]
Set up instructions:
1. [Enter all instructions necessary for the maintenance of this exercise.]
Task:
This section provides a more detailed description of how to use memo records.
1. At 10:15, you receive a call from your bank (##CURR) informing you that they
have received the sum of 250,000 EUR with today as the value date. Use the
appropriate planning type (BV) to process this information.
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Unit 2: Manual Memo Records AC805
Shortly afterwards, your internal patent department calls to inform you that a
patent fee of 500,000 EUR is due tomorrow at the latest. Plan this amount in
your DBGIRO account.
2. Check your entries in the cash position (grouping: ACBANKEN).
3. You now want to archive a memo record. Call up a list of the entries ( Process
Memo Record Using List ).
Archive a manual memo record and look at how this affects the cash position.
You now want to call up just this archived record ( Process Memo Record Using
List , archiving category A).
4. Reactivate the record and check what effect this has on the cash position.
5. You now want to process/change a particular memo record. For example,
change the planning date to a date in the future and check your entries again in
the cash position.
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AC805 Lesson: Application View: Manual Memo Records
Solution 4: Manual Memo Records
Task:This section provides a more detailed description of how to use memo records.
1. At 10:15, you receive a call from your bank (##CURR) informing you that they
have received the sum of 250,000 EUR with today as the value date. Use the
appropriate planning type (BV) to process this information.
Shortly afterwards, your internal patent department calls to inform you that a
patent fee of 500,000 EUR is due tomorrow at the latest. Plan this amount in
your DBGIRO account.
a) Solution for creating manual memo records.
Choose SAP Easy Access ! Accounting ! Financial Supply Chain
Management ! Cash and Liquidity Management ! Cash Management !
Incomings! Memo Record ! Create.
Enter BV (confirmed advices) as the planning type and choose Enter or
Individual Entry. Choose either today or tomorrow as the value date. Enter
the cash management account name and an amount.
Caution: Remember to use minus signs where necessary.
You can also create a memo record from the cash position:
Choose Environment ! Create Memo Record or Memo Record .
Enter the following values:
Cash inflow BV Value date: today 250.000 ##CURR
Cash outflow BV Value date:
tomorrow
500.000 - DBGIRO
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Unit 2: Manual Memo Records AC805
2. Check your entries in the cash position (grouping: ACBANKEN).
a) Solution for checking entries in the cash position (grouping:
“ACBANKEN”).Choose SAP Easy Access ! Accounting ! Financial Supply Chain
Management ! Cash and Liquidity Management ! Cash Management
! Information System! Reports for Cash Management ! Liquidity
Analyses! Cash Position.
Grouping: “ACBANKEN”
3. You now want to archive a memo record. Call up a list of the entries ( Process
Memo Record Using List ).
Archive a manual memo record and look at how this affects the cash position.
You now want to call up just this archived record ( Process Memo Record Using
List , archiving category A).
a) Solution for archiving a memo record.
Listing the entries:
Choose SAP Easy Access ! Accounting ! Financial Supply Chain
Management ! Cash and Liquidity Management ! Cash Management !
Incomings! Memo Record ! Change Using List .
Enter your company code and execute the program.
Now choose the payment advice you want to archive and press Transfer .
Note the message telling you that a memo record has been archived.
Displaying the archived record:
Choose SAP Easy Access ! Accounting ! Financial Supply Chain
Management ! Cash and Liquidity Management ! Cash Management !
Incomings! Memo Record ! Change Using List .
Enter your company code and Archiving Category A, then execute the
program.
Continued on next page
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AC805 Lesson: Application View: Manual Memo Records
4. Reactivate the record and check what effect this has on the cash position.
a) Solution for reactivating manual memo records
Choose SAP Easy Access ! Accounting ! Financial Supply Chain Management ! Cash and Liquidity Management ! Cash Management !
Incomings! Memo Record ! Change Using List .
Enter your company code and Archiving Category A, then execute the
program.
Now choose the payment advice you want to reactivate and press Transfer .
Note the message telling you that a memo record has been reactivated.
Viewing the effects in the cash position:
Choose SAP Easy Access ! Accounting ! Financial Supply Chain
Management ! Cash and Liquidity Management ! Cash Management
! Information System! Reports for Cash Management ! Liquidity
Analyses! Cash Position.
Continued on next page
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Unit 2: Manual Memo Records AC805
5. You now want to process/change a particular memo record. For example,
change the planning date to a date in the future and check your entries again in
the cash position.
a) Solution for editing/changing memo records
Changing the Date:
Choose SAP Easy Access ! Accounting ! Financial Supply Chain
Management ! Cash and Liquidity Management ! Cash Management !
Incomings! Memo Record ! Change Using List .
Enter your company code and execute the program.
Choose and select the required payment advice. Choose Display Memo
Record (F2) and then Change Memo Record (F6).
Enter and save the new data (F11).
Displaying the changed record
Choose SAP Easy Access ! Accounting ! Financial Supply Chain
Management ! Cash and Liquidity Management ! Cash Management !
Incomings! Memo Record ! Change Using List .
Now enter the required data range (Value Date from ... to ...) and execute
the program again.
Viewing the effects in the cash position:
Choose SAP Easy Access ! Accounting ! Financial Supply Chain
Management ! Cash and Liquidity Management ! Cash Management
! Information System! Reports for Cash Management – Liquidity Analyses! Cash Position.
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AC805 Lesson: Application View: Manual Memo Records
Lesson Summary
You should now be able to:
• Reproduce planned payment flows in bank accounts.
• Process and display payment advices.
• Import external memo records from a file to the SAP system.
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Unit 2: Manual Memo Records AC805
Lesson:
53
Customizing: Manual Memo Records
Lesson Duration: 60 Minutes
Lesson Overview
Now that the function of manual memo records in the application has been explained,
this lesson looks at Customizing.
Lesson Objectives
After completing this lesson, you will be able to:
• Define planning types and assign the appropriate levels
• Assign archiving categories to the individual planning types
• Use the field for automatic expiration
Now we will take a look at the Customizing settings available for manual memo
records.
Business Example
Before you can work with manual payment advices, you must make certain settings
in Customizing. When you create planning types, which characterize the individual
payment advices, you are making several assignments simultaneously.
Planning Types
Planning types are similar to document types. They are assigned a freely-definable,
two-digit description and act as classification characteristic for the memo records.
Explain that a planning type is assigned to a level. If you choose a 1:1 relationship
between the planning type and planning level, the level can be used to identify the
payment advice type. Payment advice types that are rarely used can be subsumed
to a different level.
The archiving category can be used to define how long expired documents are to be
stored in the selected archive.
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AC805 Lesson: Customizing: Manual Memo Records
If the "Automatic expiration" checkbox is set, the documents are archived (stored)
automatically; if an archive has not been defined, the document is deleted in the next
reorganization. Archived documents are not deleted until the archive duration has
expired.
A number range must be defined for each planning type.
The field status bar enables you to activate fields to be maintained or define required
entries. Explain the field status bar in more detail.
Demonstration: Defining Planning Types
Purpose
Demonstrate the procedure for defining planning types in Customizing.
System Data
System:
Client:
User ID:
Password:
Set up instructions: Not required
1. Create a new planning level (CA = Confirmed Advice). To do so, you may have
to copy the BV level.
Then copy planning type BV to create a new planning type (CA = Confirmed
Advice). In this way, you do not have to configure the field status. For demonstration purposes, however, you could adjust/change this.
SAP Reference IMG! Financial Supply Chain Management ! Cash and
Liquidity M anagement ! Cash Management ! Structuring ! Manual
Planning ! Defining Planning Types
Create a new payment advice with your planning type and then check your
cash position.
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Unit 2: Manual Memo Records AC805
Figure 28: Planning Types
The planning type or payment advice type is freely definable. It determines
further characteristics of the memo records (level, archiving category, possibly alsoexpiration, number range, and field selection). It is the most important classification
characteristic. You can use different planning types to indicate how likely transactions
are to occur.
The level enables you to make a qualitative analysis about the value of a planned
item. There should be a 1:1 relationship with the planning type, so that the type of
memo record is clear.
The archiving category determines how long a manually planned item remains in the
archive before it is reorganized/eliminated.
The Automatic Expiration switch determines whether memo records of a planning
type become invalid automatically ("X") after they reach the expiration date.
You must also define the number range in advance. It controls number assignment
for memo records.
The field selection string is used to control which fields are ready for input.
Archive: Retention Period
Archive: Automatic Expiration - Examples
Explain that a retention period (in months) can be created for the various archiving
categories (if more than one is used). Different archiving categories are possible
though not recommended because this makes it more difficult to locate documents.
Once the retention period has elapsed, the archived record is deleted in the next
reorganization along with the expired payment advices (if the expiration date has
been reached).
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AC805 Lesson: Customizing: Manual Memo Records
Figure 29: Archive Retention Period
The archiving category is freely definable in Customizing.
The retention period is specified in months. Individual records that have been in
the archive for longer than the retention period are eliminated during the next
reorganization run.
One archive is usually sufficient.
Figure 30: Examples
1) The payment advice can be archived manually or can be reorganized when the
archive duration has elapsed (this is the most common scenario in practice).
2) If the CPU date is after the expiration date, the payment advice is no longer
included in the cash position. It can be archived manually or reorganized:
- After the expiration date has elapsed- After the archiving retention period has elapsed
3) Reorganization not possible - carried out after the expiration date has elapsed.
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Unit 2: Manual Memo Records AC805
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AC805 Lesson: Customizing: Manual Memo Records
57 Exercise 5: Customizing: Manual MemoRecords
Exercise Duration: Minutes
Exercise Objectives
After completing this exercise, you will be able to:
• Configure a new planning type
Business Example
The planning types provided by SAP do not cover all your requirements. For this
reason, you want to create a new planning type.
System Data
System: Specify the system to be used for this exercise (for
example T10).
Client: Specify the SAP Client to be used for this exercise.
User ID: Specify the user id to be used for this exercise. The
standard format for the user id is the course id, followed by the group number (for
example AC010-##).
Password: Specify the password to be used for this exercise. The
standard format for the initial password is INIT.
CATT: [If a CATT is required, enter the CATT name. Delete
this tag if not used.]
Set up instructions:
1. [Enter all instructions necessary for the maintenance of this exercise.]
Task:
1. Create planning level ## (memo record GR##) for the cash position and planning
type ## (memo GR##) (## = your group number).
Only one archiving run should be possible (no automatic expiration).
Use archiving category A.
You must be able to enter text in the text field (field status).
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Unit 2: Manual Memo Records AC805
2. At around 10.15, a customer calls to inform you that he has authorized payment
of 1,000,000 to your bank account (11##00) and is expecting a credit memo
tomorrow.
Enter this memo record with the new planning type.
3. Display this planning data in the cash position (grouping: ACBANKEN).
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AC805 Lesson: Customizing: Manual Memo Records
Solution 5: Customizing: Manual MemoRecords
Task:
1. Create planning level ## (memo record GR##) for the cash position and planning
type ## (memo GR##) (## = your group number).
Only one archiving run should be possible (no automatic expiration).
Use archiving category A.
You must be able to enter text in the text field (field status).
a) Solution for creating planning level ## and planning type ##.
Define the planning level:
Choose SAP Reference IMG! Financial Supply Chain Management !
Cash and Liquidity Management ! Cash Management ! Master Data!
G/L Accounts! Define Planning Levels.
Copy or enter your new data. Choose level ## and the name Line item
GR##.
Use source symbol BNK (bank accounting).
Define the planning type:
Choose SAP Reference IMG!
Financial Supply Chain Management !
Cash and Liquidity Management ! Cash Management ! Structuring !
Manual Planning ! Defining Planning Types.
Copy or enter your new data. For the planning type, choose the same
name as you did for the planning level (##). The memo record is only to
be archived (do not select automatic expiration). Enter archiving category
A and Number Range 01.
You can use Field Status Definition to set the display status of the individual
input fields (set text to “Required Entry”, for example). Note that when the
system copies existing planning types, it also copies their field status. If you
choose New Entries, you have to set up the entire field status from scratch.
2. At around 10.15, a customer calls to inform you that he has authorized payment
of 1,000,000 to your bank account (11##00) and is expecting a credit memo
tomorrow.
Continued on next page
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Unit 2: Manual Memo Records AC805
Enter this memo record with the new planning type.
a) Solution for entering a memo record.
Choose SAP Easy Access ! Accounting ! Financial Supply Chain Management ! Cash and Liquidity Management ! Cash Management !
Incomings! Memo Record ! Create.
Enter your data (cash management account name: ##CURR; planning
type ##, value date tomorrow ). You can also enter the memo record
from the cash position.
3. Display this planning data in the cash position (grouping: ACBANKEN).
a) Solution for displaying your data in the cash position.
Choose SAP Easy Access ! Accounting ! Financial Supply Chain
Management ! Cash and Liquidity Management ! Cash Management
! Information System! Reports for Cash Management ! Liquidity
Analyses! Cash Position.
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AC805 Lesson: Customizing: Manual Memo Records
Lesson Summary
You should now be able to:
• Define planning types and assign the appropriate levels
• Assign archiving categories to the individual planning types
• Use the field for automatic expiration
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Unit Summary AC805
Unit Summary
You should now be able to:
• Reproduce planned payment flows in bank accounts.• Process and display payment advices.
• Import external memo records from a file to the SAP system.
• Define planning types and assign the appropriate levels
• Assign archiving categories to the individual planning types
• Use the field for automatic expiration
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Unit 363 Check Deposit
The cash position cannot be properly interpreted until the check deposit and, in turn,
the planned incoming payments appear in the cash position. For this reason, the check
deposit procedure should be carried out quickly to ensure successful cash management.
Unit Overview
This chapter looks at the check deposit procedure and the required Customizing
activities.
Unit Objectives
After completing this unit, you will be able to:
• Explain the technical procedure for depositing checks.
• Enter checks and print the check deposit list.
• Create and run batch input sessions.
• Postprocess postings (sessions with errors).
• Make the Customizing settings required for entering and posting check deposit
transactions.
• Create screen variants.
Unit Contents
Lesson: Application View: Check Deposit... .. .. ... .. .. .. .. ... ... .. .. .. .. ... .. .. . 87
Demonstration: Demonstration: Check Deposit.. .. .. .. .. .. .. .. .. .. .. .. .. .. . 88
Demonstration: Entry Screen I ................................................ 91Demonstration: Entry Screen II................................................ 93
Demonstration: Demonstration: Check Deposit List ....................... 95
Demonstration: Entry Screen II................................................ 97
Demonstration: Generating Postings / Running Sessions .. .. .. .. .. .. .. . .. 99
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Unit 3: Check Deposit AC805
Exercise 6: Check Deposit .... ... ... .... .... ... ... .... .... ... ... .... ... ... .... 101
Lesson: Customizing: Check Deposit............................................ 109
Demonstration: Creating Screen Variants................................... 112
Exercise 7: Customizing: Check Deposit .. .. .. .. .. ... .. .. .. .. ... .. .. .. .. .. . 115
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AC805 Lesson: Application View: Check Deposit
Lesson:
64
Application View: Check Deposit
Lesson Duration: 90 Minutes
Lesson Overview
This lesson looks at the check deposit procedure.
Lesson Objectives
After completing this lesson, you will be able to:
• Explain the technical procedure for depositing checks.
• Enter checks and print the check deposit list.
• Create and r un batch input sessions.
• Postprocess postings (sessions with errors).
The check deposit procedure is often very time consuming for the customer. This
section describes the fast entry procedure.
Business Example
A number of checks are deposited in your company, which are to be cleared in
Accounts Receivable Accounting on receipt. You decide to work with the check
deposit facility in SAP Cash Management so that the open items in accounts receivableare cleared immediately.
Check Deposit: Procedure
Explain that the manual check deposit procedure is a fast entry tool that reduces the
time and effort involved in processing checks manually.
• You do not have to enter entire posting records.
• You only have to enter the checks received.
• Not only does the system then post to the bank and customer accounts
automatically, but it also carries out payment clearing.
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Unit 3: Check Deposit AC805
Highlight the significant potential for rationalization this provides and then
demonstrate the general procedure:
• Checks are imported to the SAP system and are initially stored in a bank data buffer. The incoming checks can be entered manually or automatically. If they
are entered manually, a special input screen is used.
• Automatic entry will not be discussed in detail here. Basically, the reading device
enters the data in a predefined screen. The screens are then processed further.
The remaining procedure is the same as that for depositing checks manually.
• The data in the bank data buffer can be prepared, changed, or deleted. Posting
runs are then executed (directly or via batch input sessions) to generate lists
(check deposit list, for example) and documents for general ledger and subledger
accounting.
Demonstration: Demonstration: Check Deposit
Purpose
Demonstrate the check deposit procedure in the system.
System Data
System:
Client:
User ID:
Password:
Set up instructions: Not applicable
1. Call up the master data for customer T-F00B00 and explain the individual
screens.
SAP Easy Access! Accounting ! Financial Accounting ! Customers!
Master Data! Display
Now call up the master data for G/L account 800200 (revenues).
SAP Easy Access! Accounting ! Financial Accounting ! General Ledger !
Master Data! G/L Accounts! Individual Processing ! Centrally
Enter three customer invoices (6,000, 9,000, 11,000) with the document date
-11 days and the posting date -10 days (T-F00B00 to 800200 (revenues)). Notethe document numbers. Open items have now been generated in the customer
account.
Call up the account balances/items and explain the individual documents.
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AC805 Lesson: Application View: Check Deposit
SAP Easy Access! Accounting ! Financial Accounting ! Customers!
Document Entry ! Invoice
Figure 31: Check Deposit Procedure
You can use the check deposit function in SAP Cash Management to enter checks
received at the company.
The manual check deposit is a “fast entry tool” that substantially reduces the manual
work involved in entering checks. You enter only the checks received, not the posting
records.
The system then automatically makes the postings to the bank clearing account and
customer account, along with the payment clearing. You have two options here:
• Immediate posting
• Create and then run a batch input session
Postprocessing also differs depending on which option you choose.
When you have finished entering checks, additional functions are available so that
you can process them further. For example, you can print a check deposit list and
give it to the bank, along with the checks.
The check deposit list is written, but not posted, after the checks are saved in thedatabase. You can make changes in the list while it has this status. Once the posting
process has been initiated, no further changes are possible.
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Unit 3: Check Deposit AC805
Account Assignment
Standard account assignment involves the incoming checks account and, in somecases, check clearing accounts too.
If general ledger accounting and accounts receivable accounting are carried out
by different people, the check clearing account can be postprocessed by accounts
receivable accounting, and the incoming checks account can be postprocessed by
general ledger accounting. Otherwise, an incoming check account is sufficient.
Explain which postings are generated. The second postings are generated on the
following day by the bank statement.
Explain that if the SAP check deposit function is not used, the bank statement includes
general ledger accounting and subledger accounting.
Figure 32: Account Assignment
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AC805 Lesson: Application View: Check Deposit
Procedure::
1. Enter checks. Remember to include clearing information. Create a batch input
session.2. Run the subledger session. Postings to bank clearing accounts (incoming checks)
and to subledger accounting (customer clearing).
3. Print the check deposit list and give it to the bank, along with the checks.
4. Import the bank statement: bank postings (clearing the clearing accounts as
necessary).
Check Deposit Transaction: Entry Screen I
Now explain the procedure for entering incoming checks in the SAP system. This
slide shows that users can generate their own entry screens using variants.
The start variant can be used to choose the layout of the following entry screen. Thisscreen only appears when the program is started for the first time and can, if required,
be switched to a different variant later on by means of settings/specifications.
Demonstration: Entry Screen I
Purpose
Show the entry screen.
System DataSystem:
Client:
User ID:
Password:
Set up instructions: Not applicable
Not applicable
1. Call up the initial screen and explain the individual input fields.
SAP Easy Access! Accounting ! Financial Supply Chain Management !
Cash and Liquidity Management ! Cash Management ! Incomings! Manual
Check Deposit !
Enter or
SAP Easy Access ! Accounting ! Financial Accounting ! Banks!
Incomings! Check Deposit ! Enter Manually
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Unit 3: Check Deposit AC805
Explain that the Internal Bank Determination setting means that the internal
abbreviation (house bank ID, account ID) has to be entered rather than the
external bank number with the bank account number. Depending on what you
are used to, you can make the preferred setting. Enter the data:
• Internal bank determination
• Start variant: SAP01
• Processing type: 1 (batch input)
Figure 33: Check Deposit Transaction: Entry Screen I
This screen appears the first time you enter a bank statement.
Here, you stipulate the account assignment variant. The start variant determines
which fields are displayed when you are actually entering checks. You can change the
account assignment variant at any time during processing.
The start variant specifies the account assignment variant for the individual postings.
You can use customizing to create entry screens (variants) of your own.
If you select internal bank determination, the system identifies the bank using the
internal name instead of the bank number and external account number. You can use
either, according to what is usual in your company.
The matchcode ID "D" and the contents of the Customer Matchcode field on the
next screen make up the matchcode of the customer account the system searches for
(account determination for payment settlement).
The further processing type determines whether the postings in the batch input session
are made online or in the background.
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AC805 Lesson: Application View: Check Deposit
Transfer value date: The value date from the check entry is copied into the postings.
Specify a form ID if you want to use a form that differs from the standard form for the
check deposit list.
Check Deposit Transaction: Entry Screen II
In this screen, you can define the general check deposit data (company code, date,
currency, posting data).
Explain the different fields.
Group is a freely-definable term (short symbols, for example) for identifying the list.
Transaction 0002 is defined in Customizing and controls posting. Point out that only
one transaction is sufficient because all the checks are posted in the same way.
Posting Date and Value Date are required entry fields. The value date correspondswith the expected credit memo.
Demonstration: Entry Screen II
Purpose
Demonstrate the check deposit procedure in the system.
System Data
System:Client:
User ID:
Password:
Set up instructions: Not applicable
1. Call up the initial screen and explain the different fields.
SAP Easy Access! Accounting ! Financial Supply Chain Management !
Cash and Liquidity Management ! Cash Management ! Incomings! Manual
Check Deposit ! Enter
or
SAP Easy Acce ss ! Accounting ! Financial Accounting ! Banks!
Incomings! Check Deposit ! Enter Manually
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Unit 3: Check Deposit AC805
Enter the following data:
• Company code: AC00
• House bank ID: 1000• Account ID: 1000
• Group: Freely definable
• Transaction: 0002
• Posting date / Value date: Today
• Currency: EUR
• Subledger Session: Nebu00
Figure 34: Check Deposit Transaction: Entry Screen II
Enter the following data in the initial screen:
Group: This indicator is used to differentiate between check deposit lists. For
example, you can combine incoming checks into groups by house bank. The group
is a freely-definable term to differentiate between the various check deposit lists
(basically a “name” for the check deposit list (by bank account, name of the person
who entered it, time).
Transaction: The transaction controls posting. The rules are entered when the system
is customized.
Posting Date: Enter the date of the documents to be posted.
Value Date: Enter the expected value date in the bank statement (can be transferred
to the documents to be posted).
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AC805 Lesson: Application View: Check Deposit
Note: A separate list should be created for each currency (or value date) due to the
various methods for fixing value dates.
Check Deposit List
Explain that the screen for entering check data in accordance with the selected variant
is now displayed. This data is used for posting as well as locating and clearing the
open items.
Explain that up to 99 documents can be entered by double-clicking a document
number field.
Demonstration: Demonstration: Check Deposit List
Purpose
Demonstrate how to create a check deposit list in the system.
System Data
System:
Client:
User ID:
Password:
Set up instructions: nicht anwendbar
1. Enter two checks to pay your three invoices. Two invoices are paid with the
first check.
SAP Easy Access! Accounting ! Financial Supply Chain Management !
Cash and Liquidity Management ! Cash Management ! Incomings! Manual
Check Deposit ! Enter
Enter the following data:
Check 1:
• Amount: 15,000 EUR
• Check no. 123
• Double-click the document number. Enter the numbers of the first two
invoices posted in the Doc. no. field.
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Unit 3: Check Deposit AC805
Check 2:
• Amount: 11,000 EUR
• Check no. 124• Issuer: AC805
This is all the information you need to clear the open customer invoices.
Figure 35: Check Deposit List
The account assignment variants (start variants) determine which fields are
displayed during entry. Different account assignment fields appear in the entry screen,
depending on the account assignment variant being used. Among other things, the
number of account assignment fields in a variant regulates whether 1, 2, or 3 lines are
available for each memo record.
You define the variants in customizing and can change them at any time during
processing. If you use more account assignment fields than are available in the current
variant, this is shown in an additional field.
For example, you can enter several document numbers and different invoice amounts
for a memo record. This is of use if a customer uses one check to clear a number of invoices. An account assignment field for which more than one value has been
entered is highlighted in the display.
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AC805 Lesson: Application View: Check Deposit
Check Deposit Transaction: Printing and Overview
You can use this slide to explain how the data is processed further.
Demonstration: Entry Screen II
Purpose
Show the entry screen in the system.
System Data
System:Client:
User ID:
Password:
Set up instructions: Not applicable
1. Once you have entered your data, save the list. You can still change or add
further information to the list if required. You can use the Individual List and
Totals List buttons to call up and print out the list.
When you save the list again, it is posted / batch input sessions are created.
SAP Easy Access! Accounting ! Financial Supply Chain Management !
Cash and Liquidity Management ! Cash Management ! Incomings! Manual
Check Deposit ! Enter
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Unit 3: Check Deposit AC805
Figure 36: Check Deposit: Printing and Overview
You can print the check deposit list directly from the entry screen. You can also print
a totals list coving a number of check deposits.
The Print option allows you to display the form for printing.
You can use the overview to gain a perspective over all your check deposits. It
contains the following data:
• Date entered
• Entered by
• Group name
• Company code and currency
• Total amount
• Processing status
You can see how far check deposit posting has progressed by means of the processing
status. If both postings and clearing postings have been made, the status will be Posted
in full . The incomplete posting status will appear if only the bank account postings
have been made. If no posting has taken place, the status will be Created .
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AC805 Lesson: Application View: Check Deposit
Generating Postings
Explain the various steps involved in posting.
Sessions that cannot be processed because clearing information is missing must be
postprocessed.
Demonstration: Generating Postings / Running Sessions
Purpose
Demonstrate how to generate postings and run the session.
System DataSystem:
Client:
User ID:
Password:
Set up instructions: Not applicable
1. Run the batch input session and explain the individual steps in the system.
Run session Nebu00 and follow the clearing process. If necessary, deactivate the
cash discount because the customer pays the invoices in full.
System! Services! Batch Input ! Sessions
Finally, call up the cleared customer items in FI.
You can see the transactions in the liquidity forecast or the cash position.
When the bank statement arrives, the incoming check account is cleared and
posted to the bank account.
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Unit 3: Check Deposit AC805
Figure 37: Generating Postings
You can generate the postings immediately or using batch input sessions.
The Post o ption generates postings immediately or the batch input sessions, including
postings for subledger accounts.
You can run the batch input sessions individually or together, online or in the
background (batch).
The log displays the processing statistics and any incorrect transactions.
Incorrect transactions, which were not processed due to inadequate clearing
information, must be postprocessed.
If you are using batch input sessions, you must run these again online.
If you are using immediate postings, you have to postprocess the payment advices.
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AC805 Lesson: Application View: Check Deposit
71 Exercise 6: Check Deposit
Exercise Duration: Minutes
Exercise Objectives
After completing this exercise, you will be able to:
• Enter a check deposit list in the system and post it.
Business Example
Your company has a high volume of incoming checks. For this reason, you have
decided to use the manual check deposit function.
System DataSystem: Specify the system to be used for this exercise (for
example T10).
Client: Specify the SAP Client to be used for this exercise.
User ID: Specify the user id to be used for this exercise. The
standard format for the user id is the course id, followed by the group number (for
example AC010-##).
Password: Specify the password to be used for this exercise. The
standard format for the initial password is INIT.
CATT: [If a CATT is required, enter the CATT name. Delete
this tag if not used.]
Set up instructions:
1. [Enter all instructions necessary for the maintenance of this exercise.]
Task:
Post the following transactions:
1. Post an outgoing invoice:
Document date: -11 days
Posting date: -10 days
Customer: T-F00B00Amount: 10,000.-
Output tax: 16% - domestic (AN)
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Unit 3: Check Deposit AC805
Payment terms: payable immediately without deduction (ZB00)
Use account 800200 (revenues, for example not passed on to CO-PA) for the
offset posting.
Hint: Make a note of the document number.
2. Your customer pays by check (10,000) and specifies the document number.
Choose screen variant SAP01 and carry out further processing in a batch input
session (generate online).
Enter this check in your current account, using the internal bank designation
(bank ID1000, account ID 1000).
Group: Own name
Posting date: Today
Value date: Tomorrow
Session name: NEBU##
Choose transaction 0002 Direct check deposit.
Specify the document number too.
3. Generate the session for subledger accounting.
4. Call up the print preview for the check deposit list (output device LP01).
5. Run the batch input session to update it.
6. Check the transactions in customer account T-F00B00 or the bank accounts.
Make a note of the document number in account 113108.
7. Take a look at how this affects the cash position (grouping: ACBANKEN).
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AC805 Lesson: Application View: Check Deposit
Solution 6: Check Deposit
Task:Post the following transactions:
1. Post an outgoing invoice:
Document date: -11 days
Posting date: -10 days
Customer: T-F00B00
Amount: 10,000.-
Output tax: 16% - domestic (AN)
Payment terms: payable immediately without deduction (ZB00)
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Unit 3: Check Deposit AC805
Use account 800200 (revenues, for example not passed on to CO-PA) for the
offset posting.
Hint: Make a note of the document number.
a) Solution for posting an outgoing invoice.
Choose SAP Eas y Access! Accounting ! Financial Accounting !
Customers! Document Entry! Invoice – Company Code AC## .
Field Name or Data Type Values
Customer T-F00B00
Invoice Date <-11 days>
Posting Date <-10 days>
Amount 10,000 EUR
Output Tax 16% - domestic (AN)
Calculate Tax Set indicator
Payment Terms payable immediately
without deduction
(ZB00)
G/L Account 800200
Amount 10,000 EUR
2. Your customer pays by check (10,000) and specifies the document number.
Choose screen variant SAP01 and carry out further processing in a batch input
session (generate online).
Enter this check in your current account, using the internal bank designation
(bank ID1000, account ID 1000).
Group: Own name
Posting date: Today
Value date: Tomorrow
Session name: NEBU##
Choose transaction 0002 Direct check deposit.
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AC805 Lesson: Application View: Check Deposit
Specify the document number too.
a) Solution for entering a check deposit list.
Choose SAP Easy Access ! Accounting ! Financial Supply Chain Management ! Cash and Liquidity Management ! Cash Management !
Incomings! Manual Check Deposit ! Enter .
Enter your data.
And the document number and/or customer name AC805 to clear the
open item.
Field Name or Data Type Values
Internal Bank Determination Set indicator
Start Variant SAP01
Processing Type 1- as batch input
Company Code AC##
House Bank 1000
Account ID 1000
Group <own name>
Transaction 0002 (Check deposit on account)
Posting Date <today>
Value Date <tomorrow>Currency EUR
Subledger Session NEBU##
Amount 10.000,-
Check Number 123
Document Number <invoice document
number>
Issuer AC805
Saving the list creates the check deposit list. You are free to change or
add to the list.
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Unit 3: Check Deposit AC805
3. Generate the session for subledger accounting.
a) Solution for generating the sessions.
See menu for solution 1-2 . . .
Saving the list a second time creates the subledger session NEBU##.
Or choose the following menu:
Choose! Check Deposit Transaction! Posting ! Individual List .
4. Call up the print preview for the check deposit list (output device LP01).
a) Solution for displaying the check deposit list.
See menu for solution 1-2 . . .
Choose! Check Deposit Transaction! Print Individual List (output
device LP01)! Print Preview.
5. Run the batch input session to update it.
a) Solution for updating the sessions.
Choose System! Services! Batch Input ! Sessions! NEBU## –
Select Session! Process – Process in the foreground .
The 10,000 EUR are now posted to bank clearing account 113108
(incoming check) against customer T-F00B00, who is cleared at the same
time.
6. Check the transactions in customer account T-F00B00 or the bank accounts.
Make a note of the document number in account 113108.a) Solution for checking the transactions in customer account T-F00B00
or the bank account.
Customer account:
Choose SAP Easy Access! Accounting ! Financial Accounting !
Customers! Account ! Display/Change Items.
Enter your account number. Select Cleared Items - Clearing Date: Today.
G/L Account
Choose SAP Easy Access! Accounting ! Financial Accounting !
General Ledger ! Account ! Display/Change Items.
Enter account number 113108. Select Open Items – Open at Key Date:
today.
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AC805 Lesson: Application View: Check Deposit
7. Take a look at how this affects the cash position (grouping: ACBANKEN).
a) Solution for checking the effects of this in the cash position (grouping:
ACBANKEN).
Hint: See the previous exercises.
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Unit 3: Check Deposit AC805
Lesson Summary
You should now be able to:
• Explain the technical procedure for depositing checks.
• Enter checks and print the check deposit list.
• Create and run batch input sessions.
• Postprocess postings (sessions with errors).
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AC805 Lesson: Customizing: Check Deposit
Lesson:
79
Customizing: Check Deposit
Lesson Duration: 60 Minutes
Lesson Overview
This lesson looks at customizing the check deposit procedure.
Lesson Objectives
After completing this lesson, you will be able to:
• Make the Customizing settings required for entering and posting check deposit
transactions.
• Create screen variants.
This section looks at the Customizing settings for the check deposit procedure.
Business Example
Having decided to use the check deposit function in your business, you have to make
the necessary system settings.
Customizing Process – Transactions / Posting Rules
In the first step, you have to define the posting rules (internal transaction). Rules 0003
and 0004 can be used for depositing checks.
SAP Reference IMG! Financial Accounting ! Bank Accounting ! Business
Transactions! Check Deposit ! Define Posting Keys and Posting Rules for Check
Deposit
In the second step, external business transactions (0002, for example) are assigned
to these “internal transactions”.
SAP Reference IMG! Financial Accounting ! Bank Accounting ! Business
Transactions! Check Deposit ! Create and Assign Business Transactions
In the third step, the posting rules and posting keys are assigned to these business
transactions.
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Unit 3: Check Deposit AC805
Figure 38: Customizing Process – Transactions / Posting Rules
In the first step, posting rules (internal transactions) are defined. The posting rules
represent posting transactions typical of the check deposit.
Assigning a posting rule to a transaction used in the application makes it possible to
update the transaction for the check deposit too. You can define the transaction name
as you want. You specify the transaction name in the Transaction field in the initial
check deposit screen.
Transaction value date: name of the rule for determining the value date from the
posting date (example: posting date + 2 days) You define the rule with the bank terms.
Account determination is effected using the posting rules. The system uses the
internal transaction to determine the information necessary for posting (posting keys,
accounts, document type, and so on).
Bank statement items that have been selected for clearing can now posted on-account.
This can be an advantage if the customer for the original clearing has been identified
and the payment can be posted to the customer ledger for later clearance. In addition,
bank clearing accounts can be accessed within the system for the purpose of making
the on-account posting.
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AC805 Lesson: Customizing: Check Deposit
Posting / Account Determination
Explain this slide directly on the screen. Explain the individual fields.
SAP Reference IMG! Financial Accounting ! Bank Accounting ! Business
Transactions! Check Deposit ! Define Posting Keys and Posting Rules for Check
Deposit
See the subheaders on the left-hand side of the screen.
The first screen shows the posting procedure for the different posting rules. Account
symbols are entered instead of the actual accounts. The advantage of account symbols
is that only one posting rule needs to be defined for each business transaction when
different charts of accounts are used.
To call up a list of symbols, click Symbols. Further symbols can be created if required.
To call up the account assignment, click Accounts and enter chart of accounts INT.
Remind the participants why the last two digits of the account number for each
account usage must be identical. The accounts can be called up in the same way via
the masking.
Figure 39: Postings and Account Determination
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Unit 3: Check Deposit AC805
This graphic shows an example where, for organizational reasons, bank and subledger
postings are to be generated when a check is deposited.
Depending on whether a posting transaction affects general ledger accounting only or both G/L and subledger account, you enter posting rules for one or two posting areas.
The posting area determines whether items are posted to the general ledger/bank
accounting (= 1) and/or the subledger (= 2).
The posting type controls the data update.
It determines the posting rule (examples: G/L posting, subledger posting, with or
without clearing).
The G/L accounts are found using the account symbols (example: INCOMING
CHECK). Partially masked entries refer to the clearing account that belongs to the
G/L account. The system uses the entry in the Currency field to send checks in foreign
currency to the required foreign currency account.
Select the compression indicator so that the checks are posted as a total rather than
individually.
A posting key or account is still free in posting area 2 (subledger accounting). The
data required here for the clearing postings is taken from the check information
(drawer, document number, and so on).
Creating Screen Variants
It is essential that you maintain the right fields when entering checks. The entry screen
may have to be adapted to the information normally supplied by the customer.
Further screens can be defined in addition to the standard screens.
Demonstration: Creating Screen Variants
Purpose
Demonstrate how to create screen variants in the system.
System Data
System:
Client:
User ID:
Password:
Set up instructions: Not required
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AC805 Lesson: Customizing: Check Deposit
1. SAP Reference IMG! Financial Supply Chain Management ! Cash and
Liquidity Management ! Cash Management ! Business Transactions!
Settings for Check Deposits! Define Variants for Check Deposits
Choose Create and assign a variant name.
Select the field sequence.
Hint: Whenever possible, only create one-line entry fields because
two-line entry fields can be confusing.
Figure 40: Creating Screen Variants
You can create your own account assignment variants for the check deposit, thereby
tailoring the arrangement and/or selection of account assignment fields to your specific
requirements. The standard we deliver contains one variant which you cannot change.
If you do not want to use the standard variant, you can switch it off. New variants
must be activated once they have been created.
The fields required for check entry are selected in the order you want them displayed
on the screen. To do this, place the cursor on a possible field, and double-click the
field or select it using the menu option.
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Unit 3: Check Deposit AC805
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AC805 Lesson: Customizing: Check Deposit
83 Exercise 7: Customizing: Check Deposit
Exercise Duration: Minutes
Exercise Objectives
After completing this exercise, you will be able to:
• Configure your own start variant.
• Create more bank clearing accounts.
Business Example
You want to create a variant of your own to complement the standard variant delivered
by SAP. This will enable you to specify additional information when you enter a
check deposit list.
System Data
System: Specify the system to be used for this exercise (for
example T10).
Client: Specify the SAP Client to be used for this exercise.
User ID: Specify the user id to be used for this exercise. The
standard format for the user id is the course id, followed by the group number (for
example AC010-##).
Password: Specify the password to be used for this exercise. The
standard format for the initial password is INIT.
CATT: [If a CATT is required, enter the CATT name. Deletethis tag if not used.]
Set up instructions:
1. [Enter all instructions necessary for the maintenance of this exercise.]
Task:
In your project, you want to generate a new variant for entering the check deposit list.
1. Add a new variant, GR##, to the start variants. This variant is to contain
the fields 3-Digit Check Number , 8-Digit Bank Key, Bank Account Number ,
Customer N umber , and Reference Document Number .
Create one line with data entry fields. Remember to activate the new variant.
2. Use the new variant to display an overview of checks already deposited.
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Unit 3: Check Deposit AC805
3. Add the following clearing accounts to the new bank details for 11##00: 11##05,
11##08, and 11##09. Use accounts 113105, 113108, and 113109 as templates.
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AC805 Lesson: Customizing: Check Deposit
Solution 7: Customizing: Check Deposit
Task:In your project, you want to generate a new variant for entering the check deposit list.
1. Add a new variant, GR##, to the start variants. This variant is to contain
the fields 3-Digit Check Number , 8-Digit Bank Key, Bank Account Number ,
Customer Number , and Reference Document Number .
Create one line with data entry fields. Remember to activate the new variant.
a) Solution for adding a new variant to the start variants.
Choose SAP Reference IMG! Financial Accounting ! Bank Accounting
! Business Transactions! Check Deposit ! Define Variants for Check
Deposits.
Choose Create and enter the name of your new variant.
Create one line with data entry fields. Double-click the following fields
from the list of tasks.
• 3-digit check number
• 8-digit bank key
• Bank account number
• Customer number
• Reference document number
Save and activate the new variant.If the system requires it, create a new Customizing request.
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Unit 3: Check Deposit AC805
2. Use the new variant to display an overview of checks already deposited.
a) Solution for using your new variant to display an overview of checks
already already deposited.Choose SAP Easy Access ! Accounting ! Financial Supply Chain
Management ! Cash and Liquidity Management ! Cash Management
! Incomings! Enter Manual Check Deposit .
Choose Overview and click the bank account account for which you have
entered the check deposit list. Select the list and choose Transfer .
To call up the screen for selecting variants, choose Settings – Specifications.
Choose your new variant as the start variant and confirm.
Press Return to proceed to the check deposit list and view the structure
controlled by your new variant.
3. Add the following clearing accounts to the new bank details for 11##00: 11##05,
11##08, and 11##09. Use accounts 113105, 113108, and 113109 as templates.
a) Solution for adding clearing accounts 11##05, 11##08, and 11##09.
Choose SAP Easy Access! Accounting ! Financial Accounting !
General Ledger ! Master Data! G/L Accounts! Individual Processing
! Centrally .
Use accounts 113105, 113108, and 113109 as templates.
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AC805 Lesson: Customizing: Check Deposit
Lesson Summary
You should now be able to:
• Make the Customizing settings required for entering and posting check deposit
transactions.
• Create screen variants.
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Unit Summary AC805
Unit Summary
You should now be able to:
• Explain the technical procedure for depositing checks.• Enter checks and print the check deposit list.
• Create and run batch input sessions.
• Postprocess postings (sessions with errors).
• Make the Customizing settings required for entering and posting check deposit
transactions.
• Create screen variants.
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Unit 489 Manual Bank Statement
To provide a clear overview of the cash position, it is important that bank statement
information is posted. The fast entry method is recommended if you have a high
number of bank statement items. This is described in this section.
Unit Overview
This chapter looks at the functions of the manual bank statement.
Unit Objectives
After completing this unit, you will be able to:
• Explain the technical procedure for entering bank statements manually.
• Enter bank statements manually.
• Carry out and postprocess postings (batch input sessions).
• Make the customizing settings necessary for manually entering bank statements
and the entry and update of the related transactions.
• Define bank statement transactions for standard postings, and define the relevant
posting and account determination rules
• Configure account symbols and allocate account numbers
Unit Contents
Lesson: Application View: Manual Bank Statement .. .. .. .. .. .. .. .. .. .. .. .. .. . 123
Demonstration: Entering the Data Required for Demonstrating the Bank
Statement........................................................................ 123Demonstration: Entering Bank Statements .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. 125
Exercise 8: Bank Statement: Manual Entry................................. 133
Lesson: Customizing: Manual Bank Statement ................................ 143
Demonstration: Manual Bank Statement: Customizing .. .. .. .. .. .. .. .. .. . 147
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Unit 4: Manual Bank Statement AC805
Exercise 9: Customizing: Manual Bank Statement .. .. .. .. .. .. .. .. .. .. .. .. 149
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AC805 Lesson: Application View: Manual Bank Statement
Lesson:
90
Application View: Manual Bank Statement
Lesson Duration: 70 Minutes
Lesson Overview
This lesson looks at the manual bank statement application.
Lesson Objectives
After completing this lesson, you will be able to:
• Explain the technical procedure for entering bank statements manually.
• Enter bank statements manually.
• Carry out and postprocess postings (batch input sessions).
Results that can be utilized for Cash Management in the cash position are not available
until the bank statement data has been posted in the system.
Business Example
Certain banks send bank statements to your company by post. You now want to
familiarize yourself with the options and procedure for entering these bank statements
manually. How, and under what conditions, can you postprocess bank statements
entered manually?
Manual Bank Statement: Procedure
The procedure for manual bank statements is similar to the check deposit procedure.
The manual bank statement is used when it is not worth using an electronic bank
statement because it does not contain many transactions, for example.
Demonstration: Entering the Data Required for
Demonstrating the Bank StatementPurpose
Create the data required for demonstrating the procedure for entering the manual
bank statement.
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Unit 4: Manual Bank Statement AC805
System Data
System:
Client:User ID:
Password:
Set up instructions: Not required
1. Call up the master record for vendor T-F00B00.
SAP Easy Access! Accounting ! Financial Accounting ! Vendors! Master
Data! Display
In addition, take a look at the master data for G/L account 400020 (material
consumption).
SAP Easy Access! Accounting ! Financial Accounting ! General Ledger !
Master Data!
G/L Accounts!
Individual Processing !
CentrallyCreate an incoming vendor invoice for 300,000 (T-F00B00 to 400020), value
date -7 days, tax VN. Change the payment details to ZB00. Simulate a check
payment (113101 to T-F00B00) for 300,000, value date -6 days, and display
the open item.
In this case, the bank statement only involves G/L accounting.
In addition, enter an outgoing customer invoice (T-F00B00 to 800200, 200,000,
tax AN, value date -7 days, ZB00). Make a note of the document number for the
outgoing invoice and display the open item.
In this case, the bank statement involves both G/L and subledger accounting.
Figure 41: Manual Bank Statement Procedure
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AC805 Lesson: Application View: Manual Bank Statement
The account assignment process for the bank statement is the same as that for the
check deposit.
The manual bank statement is a fast entry tool that substantially reduces the manualwork involved in processing bank statements. You only need to enter the bank
statement items and not the entire posting records.
The system then automatically makes the postings to the bank account, bank clearing
account, and customer account, along with the payment clearing. You have two
options here:
• Immediate posting
• Create and then run a batch input session.
Postprocessing also differs depending on which option you choose.
The manual bank statement is written, but not posted, after the checks are saved in the
database. You can make changes regarding the statement while it has this status. Oncethe posting process has been initiated, no further changes are possible.
Entering the Bank Statement
Explain the different fields.
Mention that the procedure is virtually identical to that for depositing checks.
In this case, however, payment advices can be read and compared.
Matchcodes can also be entered to find customers and vendors. Demonstrate how
these are used later.
You can reconfigure the variants at any time during processing here too.
Demonstration: Entering Bank Statements
Purpose
Demonstrate how bank statements are entered in the system.
System Data
System:Client:
User ID:
Password:
Set up instructions: Not required
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Unit 4: Manual Bank Statement AC805
1. SAP Easy Access! Accounting ! Financial Supply Chain Management !
Cash and Liquidity Management ! Cash Management ! Incomings! Manual
Bank Statement ! Enter
or
SAP Easy Access ! Accounting ! Financial Accounting ! Banks!
Incomings! Bank Statement ! Enter Manually
Enter the following data:
• External Bank Determination; Bank Routing Number 20050000; Account
ID 12345600; Statement Number: 1; Statement Date: today; Beginning
Balance: 0; Ending Balance: –100,000; Sessions BABU 00 and NEBU00
• Transaction: 001; Value Date: today; Amount: –300,000; document
number from the check payment;
• Transaction: 051; Value Date: yesterday; Amount: 200,000; CUST MCAC205.
Save your entries.
Figure 42: Entering the Bank Statement
This screen only appears the first time you enter a bank statement.
Here, you stipulate the account assignment variant. The start variant determines
which fields are displayed when you come to enter the bank statement. You canchange the account assignment variant at any time during processing.
The star t variant specifies the account assignment variant for the individual postings.
You can use customizing to create entry screens (variants) of your own.
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Unit 4: Manual Bank Statement AC805
Figure 43: Processing the Bank Statement (1) – Bank and Payment Advices
Enter the following data in the initial screen:
House Bank/Bank Account ID: Here, you enter the house bank ID and account ID (for
Internal Bank Determination), or the bank number and external account number (for
External Bank Determination).
Statement number and date
Selection of Payment Advices: As part of statement entry, payment advices that have
come into Cash Management by way of memo records can be copied to the bank
statement automatically. This clears them. Various selection criteria are available for
this purpose. For example, you can select all payment advices entered in a particular
planning period or as of a particular bank statement date.
In Further Processing , you can enter session names, if you are working with batch
input sessions. You can also restrict processing to bank postings only (this improves
system performance in online posting).
Processing the Bank Statement (2): Bank Document / Selection
This slide shows you how the data is entered. Demonstrate how, unlike the check
deposit procedure, the transactions are not entered until this step because the different
posting transactions for each item are used as a basis.
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AC805 Lesson: Application View: Manual Bank Statement
Figure 44: Processing the Bank Statement (2): Bank Document and Selection
You use the transaction to control which type of bank posting you are processing, for
example, credit memo, wire transfer or check payment.
Individual documents are selected in subledger accounting by using certain criteria
(such as the document number) or by using the matchcode (account determination)
and additional information (document determination) such as the amount, allocation,
posting date or document date. Which selection field are queried depends on the
account assignment variant and the interpretation variant.
You can select memo records relating to the bank statement in the initial screen by
means of various characteristics. These are then defaulted in the detail screens for
entering transactions. Selected memo records that do not agree with the bank account
statements can be deleted as part of entry screen processing.
If you have accidentally entered the wrong beginning and ending balances, you can
correct them in the entry screen. To do so, choose Goto! Change Control .
Processing the Bank Statement (3): Further Processing
You can still process the bank statement before you actually post it. You can also
set a deletion indicator.
The bank statement number is checked to prevent double postings.
When using planning types for processing, you can process planned payment advices.
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Unit 4: Manual Bank Statement AC805
You can use the settings to enter further specifications/variants.
Figure 45: Processing the Bank Statement (3) – Further Processing
You can display, change, and delete bank statements before posting them.
You can either post bank statements separately or post all the bank statements entered
in the current work session together.
The Post option generates the batch input sessions required for the bank account
postings and subledger account postings, or posts them immediately.
The check by bank statement number ensures that postings cannot be made twice. The
system generates a posting log, showing the batch session name if appropriate.
You can use the Overview to gain an overview of all your bank statements. The
processing status shows the stage bank statement posting has reached. For the next
day, choose New Statement .
Examples of posting manual bank statements
Provide a detailed explanation of the examples.
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AC805 Lesson: Application View: Manual Bank Statement
Figure 46: Example: Posting Manual Bank Statement 1
Figure 47: Example: Posting Manual Bank Statement 2
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Unit 4: Manual Bank Statement AC805
Figure 48: Example: Posting Manual Bank Statement 3
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AC805 Lesson: Application View: Manual Bank Statement
97 Exercise 8: Bank Statement: Manual Entry
Exercise Duration: Minutes
Exercise Objectives
After completing this exercise, you will be able to:
• Post incoming and outgoing invoices.
• Enter and post a manual bank statement.
Business Example
Certain companies send bank statements to your company by post. You now want to
familiarize yourself with the options and procedure for entering these bank statements
manually.
System Data
System: Specify the system to be used for this exercise (for
example T10).
Client: Specify the SAP Client to be used for this exercise.
User ID: Specify the user id to be used for this exercise. The
standard format for the user id is the course id, followed by the group number (for
example AC010-##).
Password: Specify the password to be used for this exercise. The
standard format for the initial password is INIT.
CATT: [If a CATT is required, enter the CATT name. Deletethis tag if not used.]
Set up instructions:
1. [Enter all instructions necessary for the maintenance of this exercise.]
Task:
Post the following transaction.
1. Post an incoming invoice of EUR 500,000.
Vendor: T-F00B00
G/L Account: 400020
Invoice Date/Posting Date: 7 days ago
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AC805 Lesson: Application View: Manual Bank Statement
No. Trans-
action
Value
Date
Note to Payee Amount D/C
1 001 Today Outgoing check for document
number……..
(document number
from 1-2)
- 500,000 (donot forget minus
sign)
D
2 070 Yester-
day
Check credit from
check deposit
9,700.- C
3 051 Yester-
day
Transfer to customer
T-F00B00
590,300.- C
Use the following session names: BABU## for bank postings and NEBU##
for subledger postings.
5. You want to make further changes to the bank statement.
Display an overview of the bank statements entered.
Select the statement and change the value date from <today> to
<yesterday>.
6. Post your bank statement by generating the sessions and running them in the
foreground. First post the bank accounting session and then the session for
the postings in the subledger.
7. Check the cash position. Is your manual memo record still displayed in the
ACBANK-IST grouping?
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Unit 4: Manual Bank Statement AC805
Solution 8: Bank Statement: Manual Entry
Task:Post the following transaction.
1. Post an incoming invoice of EUR 500,000.
Vendor: T-F00B00
G/L Account: 400020
Invoice Date/Posting Date: 7 days ago
Payment Terms: ZB00
Input Tax: 16%
a) Solution for posting the incoming invoice.
Choose SAP Easy Access: Accounting ! Financial Accounting ! Vendors
! Posting ! Invoice – Company Code AC## .
Enter your data.
If necessary, leave the payment terms under Payment at ZB00.
Field Name or Data Type Values
Vendor T-F00B00
Invoice Date <-7 days>
Posting Date <-7 days>
Amount 500,000 EUR
Input tax VN (16% - domestic)
Calculate Tax Set indicator
Payment Terms ZB00 (no cash
discount)
G/L Account 400020
Amount 500,000 EUR
2. Pay this invoice with an outgoing check .
Bank account: 113101
Invoice date/posting date: 6 days ago
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AC805 Lesson: Application View: Manual Bank Statement
Make a note of the document no. (______________).
This clears the vendor account.
a) Solution for paying the invoice with an outgoing check.
Choose SAP Easy Access! Accounting ! Financial Accounting !
Vendors! Document Entry! Outgoing Payment ! Post .
Enter your data.
Field Name or Data Type Values
Document Date <-6 days>
Posting Date <-6 days>
Bank Account 113101
Amount 500,000 EUR
Value Date <-6 days>
Vendor T-F00B00
When you save the data, the open item is created for this vendor.
3. Post the following transaction.
Outgoing invoice EUR 590,300
Customer: T-F00B00
G/L Account: 800200
Invoice Date/Posting Date: 7 days ago
Payment Terms: ZB00
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AC805 Lesson: Application View: Manual Bank Statement
No. Trans-
action
Value
Date
Note to Payee Amount D/C
1 001 Today Outgoing check for document
number……..
(document number
from 1-2)
- 500,000 (donot forget minus
sign)
D
2 070 Yester-
day
Check credit from
check deposit
9,700.- C
3 051 Yester-
day
Transfer to customer
T-F00B00
590,300.- C
Use the following session names: BABU## for bank postings and NEBU##
for subledger postings.
a) Enter a bank statement.
Choose SAP Easy Access ! Accounting ! Financial Supply Chain
Management ! Cash and Liquidity Management ! Cash Management !
Incomings! Manual Bank Statement ! Enter .
Enter your data.
Do not forget the minus sign for outgoing checks.
For the outgoing check, you must also enter the document number; for the
incoming transfer, enter the customer matchcode.
Field Name or Data Type Values
Internal Bank Determination Do not set flag
Read Cash Management Advices Set indicator
Start Variant 1000 (man. bank
statement (standard))
Processing Type 1- as batch input
Bank Key 200 500 00
Bank Account 111111##
Currency EUR
Statement Number 1
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Unit 4: Manual Bank Statement AC805
Field Name or Data Type Values
Statement Date <today>
Beginning Balance 0
Ending Balance 100.000
Posting Date <today>
Planning Type BV
Bank Posting Session BABU##
Subledger Session NEBU##
The following table shows three items from the bank statement.
No. Transac-tion
ValueDate
Amount Doc. no. Customer
1 001 today 500.000
-
Doc. no.
of outgoing
check
-
2 070 Yester-
day
9.700 -
3 051 Yester-
day
590.300 T-F00B00
Information for item 1: If you have selected a manual memo record, just
add the transaction number (001) and enter the document number from
Task 1 (the system proposes the remaining data). Save.
5. You want to make further changes to the bank statement.
Display an overview of the bank statements entered.
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AC805 Lesson: Application View: Manual Bank Statement
Select the statement and change the value date from <today> to
<yesterday>.
a) Change the bank statement.(as in the previous exercise)
In the bank statement overview, position your cursor on the statement,
double-click and choose Transfer .
Choose Return.
Enter your changes. Save.
6. Post your bank statement by generating the sessions and running them in the
foreground. First post the bank accounting session and then the session for
the postings in the subledger.
a) Post a bank statement.
(as in the previous exercise)
In the bank statement overview, position your cursor on the statement.
Double-click and choose Transfer. To post the statements or create the
sessions, choose Bank Statement ! Post Individual Statements.
To run the sessions, choose System! Services! Batch Input ! Sessions.
Select the required session (BABU## and NEBU##) and choose Process
! Process/Foreground .
7. Check the cash position. Is your manual memo record still displayed in the
ACBANK-IST grouping?a) Check the cash position.
(as in the previous exercise)
If you select the manual memo record in the screen for entering bank
statements and post it with the bank statement, the manual memo record
for the patent fee (BV) is not displayed in the ACBANK-IST grouping.
(The manual memo record has been archived automatically and is located
in archiving category A.)
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Unit 4: Manual Bank Statement AC805
Lesson Summary
You should now be able to:
• Explain the technical procedure for entering bank statements manually.
• Enter bank statements manually.
• Carry out and postprocess postings (batch input sessions).
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AC805 Lesson: Customizing: Manual Bank Statement
Lesson:
107
Customizing: Manual Bank Statement
Lesson Duration: 80 Minutes
Lesson Overview
This looks at Customizing for the manual bank statement.
Lesson Objectives
After completing this lesson, you will be able to:
• Make the customizing settings necessary for manually entering bank statements
and the entry and update of the related transactions.
• Define bank statement transactions for standard postings, and define the relevant
posting and account determination rules
• Configure account symbols and allocate account numbers
This lesson takes an in-depth look at Customizing for manual bank statements.
Business Example
Having decided to use manual bank statement entry, you will now learn how to use the
Customizing settings required to regulate postings accordingly.
Posting Rules and Transactions
As in the check deposit transaction, the posting rules (internal transactions) also have
to be defined here.
SAP Reference IMG! Financial Accounting ! Bank Accounting ! Business
Transactions! Payment Transactions! Manual Bank Statement ! Define Posting
Keys and Posting Rules for Manual Bank Statement
! Create Account Symbols! Assign Accounts to Account Symbols! Define posting
rules.
In a second step, assign business transactions to these posting rules in such a way that
different business transactions can relate to one posting rule.
Call up the posting rules (internal transactions).
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Unit 4: Manual Bank Statement AC805
Demonstrate how to assign the business transactions.
Figure 49: Posting Rules and Transactions
The first step is to define posting rules (internal transactions). The posting rules
represent posting transactions typical of the bank statement.
Assigning a posting rule to a transaction makes it possible to use the transaction in
the bank statement. You can define the transaction name as you wish. You must
specify the transaction reference in the Transaction field in the bank statement detail
screen. You can use the standard list of business transaction codes for German banks
as a guide.
Account determination is effected using the posting rules. The system uses the
internal transaction to determine the information necessary for posting (posting keys,
accounts, document type, and so on).
You can use account modifications to have postings sent to accounts other than the
standard account assignment.
The interpretation algorithm determines which fields are evaluated for the clearing
transaction or document determination.
Posting Details
Determining accounts from house bank data
Posting rule and account determination
Posting rules are then assigned to the transactions.
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AC805 Lesson: Customizing: Manual Bank Statement
The first screen shows the posting procedure for the different posting rules.
Account symbols are also used here so that identical postings at different banks do not
need to be entered separately in the table.To call up the symbol list, click Creat Account Symbols. Further symbols can be
created if required.
To call up the account assignment, click Assign Accounts to Account Symbols and
enter chart of accounts INT.
The G/L account is determined by assigning the house bank to the G/L account. If
the Bank Determination (internal) flag is selected, you only need to enter the bank
designation to match the right bank account with the right G/L account.
The masking is used to assign the corresponding clearing accounts.
Figure 50: Posting Details
The internal transactions are used to find the posting rules and necessary information
(posting keys, accounts, and so on).
The system uses the posting area to determine whether it should post the items to
the general ledger (1) or subledger (2).
The posting type controls the data update.
The accounts are set with their account symbols. The Account Symbols are used to
determine which account numbe should be used.
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Unit 4: Manual Bank Statement AC805
Advantage: No new table entries are required for postings of the same type made
to different banks.
A posting key or account is still free in posting area 2 (subledger accounting). Thedata required here for the clearing posting is taken from the check information
(drawer, document number, and so on).
Bank statement items that have been selected for clearing can now be posted
on-account. This can be an advantage if the customer for the original clearing can be
identified as the payment can be posted to the customer ledger for later clearance. In
addition, bank clearing accounts can be accessed within the system for the purpose
of making the account posting. The same applies to clearing postings in the general
ledger.
Figure 51: Determining Accounts from House Bank Data
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AC805 Lesson: Customizing: Manual Bank Statement
Account Determination Rules
1. The account symbol determines the G/L account to which postings are made.
2. The G/L account is determined using the G/L account number assigned to anaccount ID (full masking).
3. Partially masked entries reference the clearing account that belongs to the G/L
account.
4. The system uses the entry in the Currency field to send transactions in a foreign
currency to the required foreign currency account.
5. Entries in the Account Modification column are freely definable. They are
required by the customer exit for company-specific posting transactions
(for example: classification of account transactions by person responsible,
incoming/outgoing payments, selection by delivery note number).
Figure 52: Posting Rule and Account Determination
This graphic shows examples of some entries in the customizing table.
Demonstration: Manual Bank Statement: Customizing
PurposeDemonstrate how to customize the manual bank statement in the system.
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Unit 4: Manual Bank Statement AC805
System Data
System:
Client:User ID:
Password:
Set up instructions: Not required
1.
• Create a new key for a posting rule (2005 (0005 already exists)).
• Assign this to transaction 2005 Cash Check AC00.
NOTE: When carrying out this demonstration, use the detailed solutions in the
exercises as a guide.
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AC805 Lesson: Customizing: Manual Bank Statement
111 Exercise 9: Customizing: Manual BankStatement
Exercise Duration: Minutes
Exercise Objectives
After completing this exercise, you will be able to:
• Make all customizing settings up to account determination.
Business Example
You will enter all the customizing settings for a sample bank statement.
System Data
System: Specify the system to be used for this exercise (for
example T10).
Client: Specify the SAP Client to be used for this exercise.
User ID: Specify the user id to be used for this exercise. The
standard format for the user id is the course id, followed by the group number (for
example AC010-##).
Password: Specify the password to be used for this exercise. The
standard format for the initial password is INIT.
CATT: [If a CATT is required, enter the CATT name. Delete
this tag if not used.]
Set up instructions:
1. [Enter all instructions necessary for the maintenance of this exercise.]
Task:
Make the following Customizing settings.
1. Define a key for posting rule ##05 (## = your group number) for check debit
memo GR##.
2. Assign posting rule ##05 to external transaction ##05 – Vendor Check Deposit
GR##.
3. Define account determination for posting rule ##05.
First, create account symbols:
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Unit 4: Manual Bank Statement AC805
##-BANK Bank account GR##
##-OUTCHECK. Outgoing check GR##
Save your entries.
Then assign accounts in the INT chart of accounts to the account symbols. Use
the facilities for partial and full masking.
##-BANK + + ++++++++++
##-OUTCHECK. + + +++++++++1
Save your entries.
Now you can define posting specifications for posting rule ##05 (only necessary
for posting area 1 - bank accounting).
You do not need to specify a posting key in the debit posting (OUTCHECK).
In the credit posting (##-BANK), specify posting key 50. This is a G/L account
document which should clear the balance in the G/L account.
4. Now post an incoming invoice for 22,000 EUR.
Vendor: T-F00B00
G/L Account: 400020
Invoice Date/Document Date: 7 days ago
Payment Terms: ZB00
Input Tax: 16%
5. Pay this invoice by outgoing check:
Bank Account: 11##01
Posting/Document/Value Date: 6 days ago
Make a note of the document no. (______________).
6. Enter a manual statement for bank GR## CURR .
If you have already entered a statement for your bank, choose the Overview
button and allow the system to propose a New Statement . The bank details,new statement number, statement date, and beginning balance are proposed by
the system.
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Unit 4: Manual Bank Statement AC805
Solution 9: Customizing: Manual BankStatement
Task:
Make the following Customizing settings.
1. Define a key for posting rule ##05 (## = your group number) for check debit
memo GR##.
a) Solution for defining a key for posting rule ##05.
Choose SAP Reference IMG! Financial Accounting ! Bank Accounting
! Business Transactions! Payment Transactions! Manual Bank
Statement ! Define Posting Keys and Posting Rules for Manual Bank
Statement, chart of accounts (INT)! Create Keys for Posting Rules.
Double-click this option.
Choose New Entries.
Now enter your data (##05 – “check debit memo GR##”) and save it.
Posting Rule Text
##05 Check debit memo GR##
Choose Save.
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AC805 Lesson: Customizing: Manual Bank Statement
2. Assign posting rule ##05 to external transaction ##05 – Vendor Check Deposit
GR##.
a) Solution for assigning the posting rule to external transaction ##05.Choose SAP Reference IMG! Financial Accounting ! Bank Accounting
! Business Transactions! Payment Transactions! Manual Bank
Statement ! Create and Assign Business Transactions.
Now enter your data (Transaction: ##05; +-: -; Posting Rule: ##05; Text:
Vendor check deposit GR##).
Transac-
tion
+/- Posting Rule Text
##05 - ##55 Vendor check deposit
GR##
Choose Save.
3. Define account determination for posting rule ##05.
First, create account symbols:
##-BANK Bank account GR##
##-OUTCHECK. Outgoing check GR##
Save your entries.
Then assign accounts in the INT chart of accounts to the account symbols. Use
the facilities for partial and full masking.
##-BANK + + ++++++++++
##-OUTCHECK. + + +++++++++1
Save your entries.
Now you can define posting specifications for posting rule ##05 (only necessary
for posting area 1 - bank accounting).
You do not need to specify a posting key in the debit posting (OUTCHECK).
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Unit 4: Manual Bank Statement AC805
In the credit posting (##-BANK), specify posting key 50. This is a G/L account
document which should clear the balance in the G/L account.
a) Solution for defining a new posting rule.Choose SAP Reference IMG! Financial Accounting ! Bank Accounting
! Business Transactions! Payment Transactions! Manual Bank
Statement ! Define Posting Keys and Posting Rules for Manual Bank
Statement, chart of accounts (INT) .
Several steps have to be carried out in Customizing.
Enter your data.
Create account symbols.
Choose New Entries.
Account Text
##-BANK Bank account GR##
##-OUTCHECK. Outgoing check GR##
Save your entries.
Assign accounts to account symbols (chart of accounts: INT). Use the
partial and full masking options.
Choose New Entries.
Account Symbol Account Modif.
Currency G/L Account
##-BANK + + ++++++++++
##-OUTCHECK. + + +++++++++1
Save your entries.
Define posting rules.
Choose New Entries.
Field Name or Data Type Values
Posting Rule ##05
Posting Area 1 (bank accounting)
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AC805 Lesson: Customizing: Manual Bank Statement
Field Name or Data Type Values
DEBIT Posting Key Empty
Account Symbol ##-OUTCHECK.
CREDIT Posting Key 50
Account Symbol ##-BANK
Document type SA
Posting Type 4 (clear G/L account DEBIT)
Save your entries.
4. Now post an incoming invoice for 22,000 EUR.
Vendor: T-F00B00
G/L Account: 400020
Invoice Date/Document Date: 7 days ago
Payment Terms: ZB00
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Unit 4: Manual Bank Statement AC805
Input Tax: 16%
a) Solution for posting the incoming invoice.
Choose SAP Easy Access! Accounting ! Financial Accounting !
Vendors! Posting ! Invoice.
Enter your data.
Field Name or Data Type Values
Vendor T-F00B00
Invoice/Posting Date <7 days ago>
Amount 22,000
Currency EUR
Calculate Tax X
Tax Code VN
Payment Terms (Payment tab
page)
ZB00
G/L Account 400020
Amount *
Tax Code VN
Save your entries.
5. Pay this invoice by outgoing check:
Bank Account: 11##01
Posting/Document/Value Date: 6 days ago
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AC805 Lesson: Customizing: Manual Bank Statement
Make a note of the document no. (______________).
a) Solution for paying this invoice with an outgoing check.
Choose SAP Easy Access! Accounting ! Financial Accounting !
Vendors! Posting ! Outgoing Payment ! Post .
Enter your data.
Field Name or Data Type Values
Document Date/Posting Date <6 days ago>
Company Code AC##
Bank Data
Account 11##01
Amount 22,000
Value Date <6 days ago>
Open Item Selection
Account T-F00B00
Account Type K
Choose Process Open Items.
Activate the open item of 22,000 EUR (if it has not yet been activated) by
double-clicking the item.
Choose Post .
Make a note of the document number (_ _ _ _ _ _ _).
6. Enter a manual statement for bank GR## CURR .
If you have already entered a statement for your bank, choose the Overview
button and allow the system to propose a New Statement . The bank details,
new statement number, statement date, and beginning balance are proposed by
the system.
You should not have entered any bank statements yet, however. This is,
therefore, the first statement.
Change the start variant to Internal Bank Determination.
Enter the remaining data, such as the new finishing balance, the posting date
(today), and, if required, the session name.
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Unit 4: Manual Bank Statement AC805
Enter the transaction you just created.
The vendor cashes the check: minus sign
a) Solution for entering the manual bank statement.
Choose SAP Easy Access! Accounting ! Financial Accounting ! Banks
! Incomings! Bank Statement ! Enter Manually.
Enter your data. Make sure that you enter the bank statement for your bank.
Change the start variant to Internal Bank Determination.
Choose Settings! Specifications.
Field Name or Data Type Values
Internal Bank Determination X
Start Variant 1000 (manual bank
statement is standard)
Processing Type 1 (batch input)
Choose Enter .
Field Name or Data Type Values
Company Code AC##
House Bank GR##
Account ID CURR
Statement Number 1
Statement Date <today>
Beginning Balance 0
Ending Balance 22,000 -
Posting Date <today>
Bank Posting Session Bank-##
Subledger Session Empty
Choose Enter .
Continued on next page
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AC805 Lesson: Customizing: Manual Bank Statement
Field Name or Data Type Values
Transaction ##05
Value Date <yesterday>
Amount 22,000 -
Document Number <number of your
outgoing check>
Save your entries.
7. Post your bank statement and run the batch input session.
a) Solution for posting the manual bank statement.
Choose SAP Easy Access! Accounting ! Financial Accounting ! Banks
! Incomings! Bank Statement ! Enter Manually.
Choose Overview.
Select the right bank and bank statement.
Choose Transfer .
Post the statement (click the disk icon).
Run the session.
Choose System! Services! Batch Input ! Sessions .
Select the BANK-## session and run it (press “Process”).
Process in foreground.
8. Display vendor item T-F00B00 and general ledger item 11##01. Have the items
been cleared?
a) Solution for displaying vendor item T-F00B00 and general ledger item
11##01.
Choose SAP Easy Access! Accounting ! Financial Accounting !
Vendors! Account ! Display/Change Line Items.
Vendor : T-F00B00
Choose SAP Easy Access! Accounting ! Financial Accounting !
General Ledger ! Account ! Display/Change Line Items.
G/L Account : 11##01
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Unit 4: Manual Bank Statement AC805
Lesson Summary
You should now be able to:
• Make the customizing settings necessary for manually entering bank statements
and the entry and update of the related transactions.
• Define bank statement transactions for standard postings, and define the relevant
posting and account determination rules
• Configure account symbols and allocate account numbers
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AC805 Unit Summary
Unit Summary
You should now be able to:
• Explain the technical procedure for entering bank statements manually.• Enter bank statements manually.
• Carry out and postprocess postings (batch input sessions).
• Make the customizing settings necessary for manually entering bank statements
and the entry and update of the related transactions.
• Define bank statement transactions for standard postings, and define the relevant
posting and account determination rules
• Configure account symbols and allocate account numbers
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Unit Summary AC805
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Unit 5 123 Bank Statement – Electronic Entry
The quickest method of posting bank statement information is to enter it electronically.
Unit Overview
This chapter looks at the procedure for processing banks statements electronically.
Unit Objectives
After completing this unit, you will be able to:
• Import bank statement data electronically.
• Explain the various posting options and the related postprocessing.
• Handle the transactions for clearing open items (document determination).• See the connection between external transactions (business transaction codes -
BTC) and internal transactions (posting and account determination rules), and
explain the related posting processes
• Explain how the note to payee is interpreted, and what the options are for
clearing open items
Unit Contents
Lesson: Application View: Electronic Bank Statement Entry .. .. .. .. .. .. .. .. . 164
Demonstration: Generating Test Data - Electronic Bank Statement..... 172
Demonstration: Importing Test Data - Electronic Bank Statement. . . .. . . 173Exercise 10: Electronic Bank Statement .................................... 179
Lesson: Customizing: Electronic Bank Statement Entry ...................... 187
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Unit 5: Bank Statement – Electronic Entry AC805
Lesson:
124
Application View: Electronic Bank Statement Entry
Lesson Duration: 60 Minutes
Lesson Overview
This lesson looks at the functions for entering bank statements electronically.
Lesson Objectives
After completing this lesson, you will be able to:
• Import bank statement data electronically.
• Explain the various posting options and the related postprocessing.
• Handle the transactions for clearing open items (document determination).
A test progr am (RFEBKATX) is available for demonstrating the electronic bank
statement.
Business Example
You use banking software every morning to access bank statements electronically
from one or more of your house banks. Now you want to familiarize yourself with the
options and procedure for importing these statements into SAP Cash Management
electronically. How does the system identify the open items? How can you
postprocess the bank statements?
Electronic Bank Statement: Features
First provide some general information:
• A transfer program (MultiCash, for example) is required for transferring data
from the bank to the customer. This generates two files: AUSZUG.TXT
(statement file) and UMSATZ.TXT (line item file).
• These files can be imported to the SAP system for further processing.
• The note to payee fields have to be interpreted so that the open items can
be cleared. At this point, explain the standard algorithm 001 and howcompany-specific user exits can be added to the SAP algorithms.
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AC805 Lesson: Application View: Electronic Bank Statement Entry
Use the online documentation to provide a detailed explanation of the process.
• Import : Mention that several procedures can be used and that they can be set
when you call up the import report.• You can either run batch input sessions or post immediately.
• Bank accounting / subledger accounting can be carried out separately or at the
same time.
• Posting rules are freely definable and configured in Customizing.
To identify open items, clearing transactions have to be interpreted.
Electronic bank statement processing in SAP Cash Management is based on the
MultiCash format. Other formats, such as SWIFT MT940 or BAI, are supported,
but you are advised to use MultiCash.
Figure 53: Electronic Bank Statement – Features (1)
The system uses the bank data to create two files (STATE.TXT and ITEM.TXT) which
are then imported into the SAP system, where more data is added. The system looks
for the business transaction codes (BTC) and other information relevant to the posting.
As with other Cash Management objects, you can work with batch input sessions or
make postings immediately. The postprocessing activities differ accordingly.
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Unit 5: Bank Statement – Electronic Entry AC805
Figure 54: Electronic Bank Statement – Features (2)
If you want to use alternative currency keys (such as in CSB43 format in Spain and
ETABAC format in France), assign a currency class along with the transaction type
to the house bank account in Customizing for the electronic bank statement.
Currency classes are used to form pairs from the alternative currency keys supplied
in the bank statement and those used in the system (for example, in accordance with
the ISO standard).
The note-to-payee fields in the electronic bank statement contain various information
relevant to open item clearing. If the algorithms we deliver are not sufficient, it is
possible to program a customer exit tailored to your business.
Please note: All changes made in user exits are made at your own risk.
As an electronic bank statement is being imported, the system identifies the
transactions in it and determines how they are posted. The most important information
for this is usually found using the document number or invoice number, which appears
in the "note to payee" in the bank statement.
You can print lists from the SAP system.
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AC805 Lesson: Application View: Electronic Bank Statement Entry
Electronic Bank Statement: Various Formats Supported
Bank statements are supplied in different formats depending on the country. Youcan select the required format. In certain countries, the statements first have to be
converted to MultiCash format.
The imported bank statements are transferred from the data medium to the buffer and
processed by interpreting the user exit.
Different, area-specific batch input sessions can be generated from one bank statement.
Figure 55: Electronic Bank Statement – Various Formats Supported
The SAP system can read some formats directly. The SAP system also has some
conversion programs, which you can use to convert various formats into MultiCash.
You can also use MultiCash software from your bank to convert certain formats (such
as SWIFT MT940) into MultiCash.
Further processing is as for the check deposit and the manual bank statement.
We offer the following enhancement for the “electronic bank statement”:
FEB00001, used to analyze each transaction in your bank accounts per clearing
information (such as the document number); change the posting rule; influenceaccount determination by means of account modification; distribute postings to
different batch input sessions.
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Unit 5: Bank Statement – Electronic Entry AC805
Generating Test Data – RFEBKATX
Program RFEBKATX is designed to help you with the customizing settings neededwhen you implement the electronic bank statement. It will also give you a feel for
the options available in the electronic bank statement.
You can use this program to create open items in a company code and the relevant
bank statement files for a house bank account in this company code. You can do
this directly with the RFEBKA00 import program, thereby testing your settings in
customizing and the general function for RFEBKA00.
Figure 56: Generating Test Data – RFEBKATX
Program RFEBKATX is designed to help you with the customizing settings needed
when you implement the electronic bank statement. It will also give you a feel for
the options available in the electronic bank statement.
The electronic bank statement is used, among other things, to automatically assign
incoming and outgoing payments to house bank accounts when they relate to items
already posted in the system to customer/vendor/clearing accounts and, where
appropriate, the clearing of them.
Experience has shown that two main obstacles arise during implementation,
particularly in customizing:
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AC805 Lesson: Application View: Electronic Bank Statement Entry
It is very difficult to generate the bank statement fields STATE.TXT and ITEM.TXT.
Many implementation errors result from these files being generated incorrectly. It is
also difficult to use the actual files from the bank because they are very large.
The open items to be found and cleared using the bank statement must normally be
posted manually with the correct clearing information.
You can use this program to create both open items in a company code and the relevant
bank statement files for a house bank account in this company code. You can do
this directly with the RFEBKA00 import program, thereby testing your settings in
customizing and the general function for RFEBKA00.
Importing Bank Statement Data
The transfer program generates two files for further processing (STATE.TXT and
ITEM.TXT) from the bank data.For the import, enter the format, along with the two file names, and stipulate the type
of further processing. The system then automatically makes the postings to the bank
account, bank clearing account, customer account, and, if required, vendor account,
along with the payment clearing. You have two options here:
• Immediate posting
• Create a batch input session, then run it.
Choose whether you want to search by document or reference number. This, in turn,
activates the interpretation algorithm.
Hint: Use variants.
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Unit 5: Bank Statement – Electronic Entry AC805
Figure 57: Importing Bank Statement Data
In Germany, bank statement data is accessed by means of the Banking Communication
Standard (BCS) as defined by the banks.
The transfer program (for example: MultiCash) uses the bank data to generate two
files for further processing, STATE.TXT and ITEM.TXT.
For the import, enter the format, along with the two file names, and stipulate the type
of further processing. The system then automatically makes the postings to the bank
account, bank clearing account, customer account, and, if required, vendor account,
along with the payment clearing.
You have two options here:
1. Immediate posting
2. Create and then run a batch input session.
Make your selection for the search by document or reference number. Activate the
interpretation algorithm at the same time.
Work with variants.
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AC805 Lesson: Application View: Electronic Bank Statement Entry
MultiCash Files
Explain how the files are structured.
The format is the same for all financial institutions. Two files are created, STATE.TXT
and ITEM.TXT. STATE.TXT contains bank statement header information and
ITEM.TXT contains the transaction information. Using this format, several bank
statements can be imported simultaneously, even if they are from different financial
institutions.
Look at the individual file components, highlighting in particular the field with the
business transaction code.
Figure 58: MultiCash Files
The MultiCash format is generated using BCS (Banking Communication Standard)
software, taking the data from bank statements (usually SWIFT MT940).
This means that the format is the same for all financial institutions, making checks
(using a spreadsheet or word processing program) easy. Two files are created,
STATE.TXT and ITEM.TXT. STATE.TXT contains bank statement header
information and ITEM.TXT contains the transaction information. Using this format,
a number of bank statements can be imported simultaneously, even if they are fromdiffer ent financial institutions.
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Unit 5: Bank Statement – Electronic Entry AC805
The BCS software is usually MultiCash software. Many credit institutions, however,
call it by different names (Cotel - Commerzbank, Dretec - Dresdner Bank, ELKO -
Sparkassen). If the BCS program is obtained from the Deutsche Bank, the db-direct
program must be installed.
Demonstration: Generating Test Data - Electronic BankStatement
Purpose
Demonstrate the electronic bank statement in the system.
System Data
System:Client:
User ID:
Password:
Set up instructions: Not required
1. Run the RFEBKATX program. This program imports sample data to the system
and generates a STATE.TXT and ITEM.TXT file. This simulates the procedure
for calling up the bank statement from the bank using banking software. Use
variant AC805:
• Format M – MultiCash
• Statement file: state00.txt
• Line item file: item00.txt
• Company code: AC00
• House bank (short key): 1000
• Account (short key): 1000
• Statement date: Today
• Invoice date: Today 10 days
• Set the checkbox for displaying all the posting screens
• Postings go to Customer T-F00B00
• No. of customer invoices: 1
• First amount: 1000• Set the checkbox for generating open items for clearing accounts
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AC805 Lesson: Application View: Electronic Bank Statement Entry
Electronic Bank Statement: Printout
Use the screens to explain these slides.
Demonstration: Importing Test Data - Electronic BankStatement
Purpose
This section describes the procedure for importing test data.
System DataSystem:
Client:
User ID:
Password:
Set up instructions: Not required
1. Call up the electronic bank statement:
SAP Easy Access! Accounting ! Financial Supply Chain Management
! Cash and Liquidity Management ! Cash Management ! Incomings!
Electronic Bank Statement ! Import
If necessary, call up the procedure that is valid for your country (RFEBKA00,for example). If you want to import data, set the Import Data checkbox. If you
do not set this checkbox, no data can be imported.
Set the Workstation Upload checkbox if the file is located on the PC.
Use variant AC805 here too. Explain the input screen.
Now carry out the example that has been prepared and generate a batch input file.
Explain how to print out the bank statement.
You can print and file the bank statement retrospectively.
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Unit 5: Bank Statement – Electronic Entry AC805
Figure 59: Electronic Bank Statement – Printout
SAP R/3 Enterprise features a range of new postprocessing functions.
The postprocessing transaction is called FEBA up to and including Release 4.6. As of
SAP R/3 Enterprise, it is called FEBAN.
Electronic Bank Statement: Postprocessing
If a bank statement that has not been posted directly has not been processed
completely, it has to be postprocessed.
Choose the following path:
SAP Easy Access! Accounting ! Financial Supply Chain Management ! Cash
and Liquidity Management ! Cash Management ! Incomings! Electronic Bank
Statement ! Postprocessing
To postprocess the bank statement, you have to maintain the fields at the top of the
screen.
If a session has not been processed completely, however, it is filed under Sessions with
Errors and must be checked and processed further.
Use the detailed notes as a guide.
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AC805 Lesson: Application View: Electronic Bank Statement Entry
Explain that the postprocessing transaction in R/3 Enterprise is now very different and
takes into account customer requirements for processing bank statement data.
In SAP R/3 Enterprise, the postprocessing transaction FEBA has been revised and
replaced with transaction FEBAN. With FEBAN, statement items that have not posted
automatically by the electronic bank statement can be selected and corrected much
more quickly.
Figure 60: Electronic Bank Statement – Postprocessing with FEBAN (as of
SAP R/3 Enterprise)
The filter, search, and sort functions in the SAP List Viewer enable you to display
and process bank statement items in a way that best suits your requirements. For
example, you can post several items at once automatically at the touch of a button.
The note to payee, which contains important information for posting bank statement
items automatically, can, if required, be displayed in a separate window while the
posting screens are displayed.
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Unit 5: Bank Statement – Electronic Entry AC805
Figure 61: Screen: Bank Statement Postprocessing with FEBAN
If you have chosen immediate posting, you have to postprocess using the transaction
provided. You can see how far transaction posting has progressed by means of the
processing status. If both postings and clearing postings have been made, the status
will be Posted In Full . The “incomplete posting” status will appear if only the bank
account postings have been made. If no posting has taken place, the status will be
Created .
If open items cannot be cleared using the electronic bank statement, you need to create
payment advices. Where postprocessing has not been handled properly, on-account
postings are generated. In other words, the electronic bank statement generates its
own payment advices for failed clearing postings in the subledger area.If the interpretation algorithms identified open items to be cleared, the system
determines the business partner from the relevant document, if this has not already
been determined using the bank details. If no business partner can be identified, a star
(“*”) is entered. In this event, the first step in postprocessing is the assignment of the
payment advice to the appropriate business partner (use the Process Payment Advice
pushbutton). The payment advice cannot be processed further unless a partner is
assigned at header level. In the first postprocessing step, choose Post . The payment
advices must have been processed already, to prevent on-account postings.
On-account postings can only be suppressed if the payment advices is taken out of the
posting. To this end, you must set the Display All Screens mode (F6) and delete the
payment advice in the account selection.
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AC805 Lesson: Application View: Electronic Bank Statement Entry
Bank statement items that have been selected for clearing can now posted On-Account .
This can be an advantage if the customer for the original posting can be identified as
the payment can be posted to the customer ledger for later clearance. In addition,
bank clearing accounts can be accessed within the system for the purpose of makingthe account posting.
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AC805 Lesson: Application View: Electronic Bank Statement Entry
135 Exercise 10: Electronic Bank Statement
Exercise Duration: Minutes
Exercise Objectives
After completing this exercise, you will be able to:
• Import bank statement data electronically.
• Explain the various posting options and the related postprocessing.
• Explain and carry out the transactions for clearing open items (document
determination).
Business Example
You use bank ing software every morning to access bank statements electronically
from one or more of your house banks.
Now you want to familiarize yourself with the options and procedure for importing
these statements into SAP Cash Management electronically.
System Data
System: Specify the system to be used for this exercise (for
example T10).
Client: Specify the SAP Client to be used for this exercise.
User ID: Specify the user id to be used for this exercise. The
standard format for the user id is the course id, followed by the group number (for
example AC010-##).
Password: Specify the password to be used for this exercise. The
standard format for the initial password is INIT.
CATT: [If a CATT is required, enter the CATT name. Delete
this tag if not used.]
Set up instructions:
1. [Enter all instructions necessary for the maintenance of this exercise.]
Task:
Generate test data for the electronic bank statement and then import the bank statement.
1. Use the RFEBKATX program to generate the test data and files STATE##.TXT
and ITEM##.TXT. You can call up this program either with transaction SE38 or
by choosing System! Services! Reporting .
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Unit 5: Bank Statement – Electronic Entry AC805
Call the files to be generated STATE##.TXT and ITEM##.TXT (## = your
group number). Use the accounts with house bank ID 1000 and account ID
1000 as your bank clearing accounts. Choose today’s date as your bank
statement date and today minus 10 days as your invoice date. Call up theposting screens if required.
Note: You can use variant AC805. Adjust the values accordingly (the
company code, for example).
Generate one or more open items for customer T-F00B00 and generate open
items for your clearing accounts too.
Execute the program.
2. Check the log for program RFEBKATX.
Hint: Have the subledger posting(s) and G/L account posting(s) been
made? Have the bank statement fields been generated? Does statement
information exist?
3. Import the files.
Choose Immediate Posting and set the number range for the document
numbers from 1800000000 to 1809999999.
Hint: You can use variant AC805. Adjust the values accordingly (the
company code, for example).
Now print the bank statement, posting log, and statistics.
Execute the program.
4. Check the posting log, the processing statistics, and the bank statement.
5. Now you have to check whether all the postings have been made or whether
any postpr ocessing is required.
Choose your bank statement. If a red X appears, you have to carry out
postprocessing. Select the item that needs to be postprocessed. You now see all
the information you need for postprocessing.
Now post the document. You notice that the customer has paid without deductingdiscount, although he would have been entitled to it. Deduct the amount of the
discount and continue posting.
Continued on next page
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AC805 Lesson: Application View: Electronic Bank Statement Entry
The green checkmark and the document number indicate that the posting and
open item clearing were successful.
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Unit 5: Bank Statement – Electronic Entry AC805
Solution 10: Electronic Bank Statement
Task:Generate test data for the electronic bank statement and then import the bank statement.
1. Use the RFEBKATX program to generate the test data and files STATE##.TXT
and ITEM##.TXT. You can call up this program either with transaction SE38 or
by choosing System! Services! Reporting .
Call the files to be generated STATE##.TXT and ITEM##.TXT (## = your
group number). Use the accounts with house bank ID 1000 and account ID
1000 as your bank clearing accounts. Choose today’s date as your bank
statement date and today minus 10 days as your invoice date. Call up the
posting screens if required.
Note: You can use variant AC805. Adjust the values accordingly (the
company code, for example).
Generate one or more open items for customer T-F00B00 and generate open
items for your clearing accounts too.
Continued on next page
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AC805 Lesson: Application View: Electronic Bank Statement Entry
Execute the program.
a) Generate the test data and the files STATE##.TXT and ITEM##.TXT
Choose System! Services! Reporting ! Program RFEBKATX..
Enter the following values:
Field Name or Data Type Values
Format M (MultiCash)
Statement File state##.txt
Line Item File item##.txt
Company Code AC##
House Bank (short key) 1000
Account (short key) 1000
Statement Date <today>
Invoice Date <-10 days>
Posting Mode Set the indicator (as
required)
Postings Go to Customer… T-F00B00
First Amount 1000.-
Create Open Items in Clearing Accounts Set indicator
Execute the program.
The system generates postings and bank statement files.
2. Check the log for program RFEBKATX.
Hint: Have the subledger posting(s) and G/L account posting(s) been
made? Have the bank statement fields been generated? Does statement
information exist?
a) Check the log.
Once the program has run, the system displays an evaluation of what the program has generated.
3. Import the files.
Continued on next page
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Unit 5: Bank Statement – Electronic Entry AC805
Choose Immediate Posting and set the number range for the document
numbers from 1800000000 to 1809999999.
Hint: You can use variant AC805. Adjust the values accordingly (the
company code, for example).
Now print the bank statement, posting log, and statistics.
Execute the program.
a) Import the bank statement files.
Choose SAP Easy Access! Accounting ! Financial Accounting ! Banks
! Incomings! Bank Statement ! Import .
Enter the following values:
Field Name or Data Type Values
Import Data Set indicator
Format M (MultiCash)
Statement File STATE##.txt
Line Item File ITEM##.txt
Workstation upload Set indicator
Post Immediately Set indicator
BELNR Number Range 1800000000 -
1809999999
Print Bank Statement Set indicator
Print Posting Log Set indicator
Print Statistics Set indicator
Execute the program.
The files are imported and immediately updated.
4. Check the posting log, the processing statistics, and the bank statement.
a) Check the posting log, the processing statistics, and the bank statement.
Once the program has run, the system displays an evaluation of what the
program has generated.
Continued on next page
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AC805 Lesson: Application View: Electronic Bank Statement Entry
5. Now you have to check whether all the postings have been made or whether
any postprocessing is required.
Choose your bank statement. If a red X appears, you have to carry out postprocessing. Select the item that needs to be postprocessed. You now see all
the information you need for postprocessing.
Now post the document. You notice that the customer has paid without deducting
discount, although he would have been entitled to it. Deduct the amount of the
discount and continue posting.
The green checkmark and the document number indicate that the posting and
open item clearing were successful.
a) Carry out postprocessing for the G/L account.
Choose SAP Easy Access! Accounting ! Financial Accounting ! Banks
! Incomings! Bank Statement ! Postprocessing .
Field Name or Data Type Values
Company Code AC##
House Bank 1000
Account ID 1000
Statement Date <today’s date>
Choose Execute.
The Edit Bank Statement screen is then displayed.Double-click the item you want to postprocess. You can now see all the
information you need for postprocessing.
Now post the document. You notice that the customer has paid without
deducting discount, although he would have been entitled to it. Deduct the
amount of the discount and continue posting.
The green checkmark and the document number indicate that the posting
and open item clearing were successful.
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Unit 5: Bank Statement – Electronic Entry AC805
Lesson Summary
You should now be able to:
• Import bank statement data electronically.
• Explain the various posting options and the related postprocessing.
• Handle the transactions for clearing open items (document determination).
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AC805 Lesson: Customizing: Electronic Bank Statement Entry
Lesson:
142
Customizing: Electronic Bank Statement Entry
Lesson Duration: 90 Minutes
Lesson Overview
This lesson looks at Customizing for electronic bank statement entry and posting.
Lesson Objectives
After completing this lesson, you will be able to:
• See the connection between external transactions (business transaction codes -
BTC) and internal transactions (posting and account determination rules), and
explain the related posting processes
• Explain how the note to payee is interpreted, and what the options are for
clearing open items
This section will not look at the Customizing settings required here since these have
already been explained for the check deposit procedure and manual bank statement.
Instead, it looks at some of the special features of the electronic bank statement.
Business Example
You want to find out more about the system settings required for using the electronic
bank statement in SAP Cash Management. You have several house banks that use the
same business transaction code (BTC) and you want to configure the Customizingsettings for these banks just once. You want to assign different methods for
interpreting the note to payee to individual transactions at your house banks.
Transactions
Account Determination
One feature that is unique to the electronic bank statement as opposed to the check
deposit transaction or manual bank statement is the method for defining transaction
types and assigning banks to them. This enables you to define the posting rules just
once (depending on the transaction type) for several banks that all use the same
external transactions (BTC). BTC is the business transaction code (external business
transaction).
SAP Reference IMG! Financial Accounting ! Bank Accounting ! Business
Transactions! Payment Transactions! Electronic Bank Statement
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Unit 5: Bank Statement – Electronic Entry AC805
! Make Global Settings for the Electronic Bank Statement.
The bank key and bank account numbers must be assigned to one transaction. You
have to create the posting rules (internal transactions).In the next step, you assign the external transactions (transaction key in accordance
with the external statement) to the posting rules (internal transactions). You can also
specify an interpretation algorithm.
You have to define and adapt the posting rules accordingly for posting.
If you do not do this, the account is determined in the same way as for the manual
bank statement.
Figure 62: Transactions
You use customizing to ensure that all business transactions communicated to you by
your bank using the electronic bank statement are posted correctly.
You allocate transaction types to group together banks that have identical external
transaction codes.
You create keys for posting rules. The posting rules represent posting transactions
typical of the bank statement.
You then assign the business transactions (BTC) to these posting rules, dependingon the transaction types. It is this assignment that makes it possible to record
data. However, if the bank supplies an unknown external transaction code, the
import program stops and an error message is displayed. Now you can use the term
UNALLOCATED as an external transaction. There is then no need to run the import
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AC805 Lesson: Customizing: Electronic Bank Statement Entry
You can increase the success rate of the document number search by defining models
for document numbers. The system searches using these search strings before the
interpretation algorithm comes into play.
Other settings for the Electronic Bank Statement
You can also demonstrate how to use search strings in electronic bank statements.
! Define Search String for Electronic Bank Statement
You can also demonstrate how the enhancements for the electronic bank statement
are developed.
! Develop Enhancements for Electronic Bank Statement
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Unit 5: Bank Statement – Electronic Entry AC805
Facilitated Discussion
Follow-up activities.
Discussion Questions
Use the following questions to engage the participants in the discussion. Feel free to
use your own additional questions.
What information do the house banks require before creating an electronic bank
statement?
What Customizing activities do you have to carry out to create an electronic bank
statement?
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AC805 Lesson: Customizing: Electronic Bank Statement Entry
Lesson Summary
You should now be able to:
• See the connection between external transactions (business transaction codes -
BTC) and internal transactions (posting and account determination rules), and
explain the related posting processes
• Explain how the note to payee is interpreted, and what the options are for
clearing open items
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Unit Summary AC805
Unit Summary
You should now be able to:
• Import bank statement data electronically.• Explain the various posting options and the related postprocessing.
• Handle the transactions for clearing open items (document determination).
• See the connection between external transactions (business transaction codes -
BTC) and internal transactions (posting and account determination rules), and
explain the related posting processes
• Explain how the note to payee is interpreted, and what the options are for
clearing open items
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Unit 6 147 Cash Concentration
If accounts are cleared within a company, for example, this data is very important for
cash management and must be taken into account accordingly in the cash position.
Unit Overview
This chapter looks at the cash concentration in the application itself and in
Customizing.
Unit Objectives
After completing this unit, you will be able to:
• Create and process concentration proposals.
• Print and send concentration correspondence.• Handle the posting procedures used in cash concentration.
• Enter the concentration specifications in Customizing.
• Carry out cash concentration.
Unit Contents
Lesson: Application View: Cash Concentration ................................ 196
Demonstration: Cash Concentration.. .. ... .. .. .. .. .. ... .. .. .. .. ... ... .. .. .. . 199
Demonstr ation: Cash Concentration: Posting.............................. 200
Lesson: Customizing: Cash Concentration ..................................... 207
Demonstration: Customizing: Cash Concentration .. .. .. .. .. .. .. .. .. .. .. . . 209Demonstration: Optional: Correspondence/Forms ........................ 210
Exercise 11: Cash Concentration ............................................ 215
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Unit 6: Cash Concentration AC805
Lesson:
148
Application View: Cash Concentration
Lesson Duration: 30 Minutes
Lesson Overview
This lesson looks at the cash concentration applications.
Lesson Objectives
After completing this lesson, you will be able to:
• Create and process concentration proposals.
• Print and send concentration correspondence.
• Handle the posting procedures used in cash concentration.
Cash concentration is initiated by the company itself. (In contrast, pooling contracts
are agreed with the bank with the result that the cash transfers are initiated by the
bank.)
Business Example
At the end of each morning, you want to combine your various bank account
balances in one target account, thereby obtaining a clear overview of your company’s
liquidity. Having informed the banks by telephone, you use the system to print your
correspondence forms (revised as necessary) so that you can send them to the banks
too. You then need to make an advance concentration proposal posting, so that you
can use the bank statement the next day to make the postings to the current accounts.
Cash Concentration: Overview
Explain that this function concentrates individual account balances on one target
account. Negative balances are always filled by the target account (programming).
With cash concentration, transfers to fixed-term deposits can also be initiated.
The bank is normally informed of planned values by telephone and the paper
documents are either faxed or sent by post, or paid by means of a payment program.
Cash concentration involves moving the balances from various bank accounts to one
target account, keeping defined minimum balances in the source accounts. The system
creates a concentration proposal based on the grouping. The proposal contains the
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AC805 Lesson: Application View: Cash Concentration
balance for the end of the day, and the planning result -that as, the likely account
transfers. You can correct the concentration proposal at any stage in the process. The
result is printed and takes the form of payment orders to the banks. Payment advices
are also created. They are necessary for the new bank balance at value date.
Figure 65: Cash Concentration: Overview
The grouping contains only those costs that are to be included in cash concentration.
You can define different groupings in cases where the concentration procedure isdifferent.
You have the option of concentrating balances for a number of company codes at
the same time. You do this by means of a worklist, which combines a number of
company codes.
Cash concentration can be started as a report program, which means variants can
be used.
Cash Concentration: Report
Once the postings have been made and/or the bank sessions for the statements have
been run and postprocessed, the accounts are concentrated.
Emphasize that payment advices must also be taken into account.
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Unit 6: Cash Concentration AC805
This slide displays the entries required for creating a proposal. The calculated amounts
can be changed or rounded up/down. When you save the data, payment advices are
generated. These appear in the cash position.
These are normally assigned planning type CL.
Figure 66: Cash Concentration: Report
Procedure for running the report program:
• Enter the company code or, if you are concentrating cash for more than onecompany code, the worklist .
• In the Planned to field, enter the planning date up to which you want to
concentrate balances.
• Enter a grouping term in the Grouping field, thereby selecting particular accounts
for concentration (ACBANK-IST, for example).
• Enter the cash management name for the account where the amounts are to be
concentrated (DBGIRO, for example) along with the target company code.
• If required, use the Minimum Balance field to stipulate the minimum balance an
account must have before it is selected for cash concentration.
• In the Planning Type field, enter a planning type assigned to cash concentration.
The plannable amount is the total of the cash management end balances, less any
defined minimum balances applicable. This need not be the case for the target account
because the target account must not have a negative balance. You can process the
amounts.
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Unit 6: Cash Concentration AC805
3. Creating payment advices
• Generate the activated payment advices.
SAP Easy Access! Accounting ! Financial Supply Chain Management
! Cash and Liquidity Management ! Cash Management ! Planning
! Cash Concentration! Print Confirmations
• The payment advices can also be printed (simulation).
In the following section, point out that cross-company-code cash concentration can
also be carried out. In particular, explain the Worklist field and, if necessary, create
one (company codes). Then simulate across-the-board concentration. Do not savethe data because this will clear the participants’ accounts. Point out that when you
carry out cross-company code concentration, cross-company code transactions have to
be prepared in FI.
Cash Concentration: Posting Processes
Process 1 is generated by the concentration; process 2 is generated when the bank
statement is posted.
The CL payment advices are archived automatically once the bank statement has
been posted.
Demonstration: Cash Concentration: Posting
Purpose
Demonstrate the cash concentration procedure in the system.
System Data
System:
Client:User ID:
Password:
Set up instructions: Not applicable
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AC805 Lesson: Application View: Cash Concentration
1. Confirm the payment advices that you have created so that you can send them
to the bank.
Carry out the postings and explain the bank balances in FI.SAP Easy Access! Accounting ! Financial Supply Chain Management !
Cash and Liquidity Management ! Cash Management ! Planning ! Cash
Concentration! Posting
Once you have processed the concentration proposal, you can create two payment
advices for each payment order. One advice is for the sender account and one is
for the receiver.
Figure 67: Cash Concentration: Posting Processes
Confirm creation of the advices in the additional window. The system tells you that
advices have been created, and you return to the initial screen.
With the posting program, you can post payment advices created during cash
concentration to the relevant accounts. The program creates a batch input session for
the postings and archives the payment advices.
The prerequisite for the posting is that an account for posting must be entered in the
customizing table (payment methods and minimum balances).
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Unit 6: Cash Concentration AC805
You can simulate the postings first. The simulation does not create a batch input
session for the postings, nor does it archive the payment advices. It does, however,
output the list.
Statements for the account in question come the next day and clear the advance
postings in the relevant clearing accounts.
Cash Concentration and the Payment Program
Cash concentration can also be used in conjunction with the payment program for
payment requests. In this way, the payment media are sent directly to the bank.
Payment requests can be generated from concentration payment advices. These are
documents used to create payment media. They are normally generated automatically
when transactions due are posted and then paid separately or jointly using F111 (the
payment program for payment requests).
Figure 68: Cash Concentration and Payment Program
Payment requests are documents used to create payment media. They are usually
generated automatically when transactions due are posted. They are then regulated
(individually or together) using F111, the payment program for payment requests.
Payment Program Parameters
Field selection control enables you to regulate which input parameter fields are
shown or hidden.
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AC805 Lesson: Application View: Cash Concentration
In Customizing for bank accounting, you can use the global settings to stipulate
which of the following fields should appear and be ready for input when you enter
payment parameters:
• Vendor accounts
• Customer accounts
• G/L Accounts
• Created on
• Origin
You can use the origin indicator to determine for which application payments are to
be generated.
Figure 69: Payment Program Parameters
Field selection control enables you to regulate which input parameter fields are
shown or hidden.
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Unit 6: Cash Concentration AC805
In customizing for bank accounting, you can use the global settings to stipulate
which of the following fields should appear and be ready for input when you enter
payment parameters:
• Vendor accounts
• Customer accounts
• G/L Accounts
• Created on
• Origin
You can use the origin indicator to determine for which application payments are to
be generated.
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Unit 6: Cash Concentration AC805
Lesson Summary
You should now be able to:
• Create and process concentration proposals.
• Print and send concentration correspondence.
• Handle the posting procedures used in cash concentration.
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AC805 Lesson: Customizing: Cash Concentration
Lesson:
155
Customizing: Cash Concentration
Lesson Duration: 45 Minutes
Lesson Overview
This looks at Customizing for cash concentration.
Lesson Objectives
After completing this lesson, you will be able to:
• Enter the concentration specifications in Customizing.
• Carry out cash concentration.
To include a bank account in cash concentration, you have to make certain settings inCustomizing.
Business Example
When cash is concentrated, minimum balances should continue to be held in the
accounts. This has to be specified in Customizing. You also have to define the
clearing account for the concentration proposal posting.
Cash Concentration – Specifications
For concentration, you have to enter certain basic data. All bank accounts included in
the cash concentration have to be entered in the payment method table.
You can enter a minimum amount and planning minimum for each account.
You can use the interim account to specify a certain payment method for planning.
This takes precedence over the target account, in other words, the payment method is
routed via a specific account. This is used when payments are to be concealed (via an
account at the state central bank, for example).
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Unit 6: Cash Concentration AC805
Figure 70: Concentration Specifications
To be able to use cash concentration, you must first enter some customizing settings.
You must enter at least one clearing account to which postings are made during
cash concentration. You can have separate clearing accounts for the debit and credit
postings that arise when cash concentration payment advices are posted (not required
when payment requests are created).
You can concentrate amounts moving between banks by means of an intermediate
account. The amounts do not then flow directly to the target account, but to theinterim account. They are then transferred from there to the target account. This
means that nobody can use the payment advice and accompanying payment order to
trace the account to which the amounts are finally posted.
You define amounts for accounts when configuring the system. By changing
the minimum balances/planned balances and tolerances as you carry out cash
concentration, you can change the closing balances in your accounts. If the balance in
an account is within the tolerance limits, no transfer takes place.
In addition, you can define payment advice amounts for each account. In
the application itself, you can specify a minimum payment advice amount cash
concentration initial screen. This applies to all the accounts involved in the
concentration.
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Unit 6: Cash Concentration AC805
SAP Reference IMG! Financial Supply Chain Management ! Cash and
Liquidity Management ! Cash Management ! Business Transactions! Cash
Concentration! Define Intermediate Account, Clearing Account and Amounts
Cash Concentration - Correspondence
Standard forms are available for confirmations. These forms are defined in SAPscript
and can be adapted as required.
Show where the correspondence forms are stored.
SAP Reference IMG! Financial Supply Chain Management ! Cash and Liquidity
Management ! Cash Management ! Business Transactions! Cash Concentration
! Specify Forms
Concentration confirmation: Address/account number
When you print the form, the addresses, bank number, and account numbers are taken
from the master data.
Remember that the entries in the master record for the bank account play an important
role here because they establish the connection with the address data.
Demonstration: Optional: Correspondence/Forms
Purpose
System Data
System:
Client:
User ID:
Password:
Set up instructions: Not required
1. If required, show the path for adapting the forms.
SAP Easy Access ! Tools ! Print Form ! SAPscript ! Form
F_FDIS_BC_AVIS
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AC805 Lesson: Customizing: Cash Concentration
Figure 72: Cash Concentration – Correspondence
The system automatically generates confirmations for the payment orders issued. To
this end, you must create the appropriate form and assign it to the program.
The payment recipient can be printed on the form. This is particularly important in the
case of payment advices covering more than one company code.
Confirmations can be generated for the bank after you have confirmed that the
payment advices have been created.
Concentration confirmation: Address/account number
When you start printing the form, the addresses, bank number, and account numbers
are taken from the master data.
Remember that the entries in the master record for the bank account play an important
role here and establish the connection with the address data store.
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Unit 6: Cash Concentration AC805
Figure 73: Concentration Confirmation – Address and Account Number
The house bank and account key in the bank account master records are used to
determine the bank key, bank account number, and the accompanying address data.
Field Selection Control in the Payment Program
In Customizing for bank accounting, you can use the global settings to stipulate
which of the following fields should appear and be ready for input when you enter
payment parameters:
• Vendor accounts
• Customer accounts
• G/L accounts
• Created on
• Origin
If you do not want to set any restrictions and always want to pay all items that are due,
do not select any of these fields.
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AC805 Lesson: Customizing: Cash Concentration
In Customizing for bank accounting, you can use the global settings to stipulate
which of the following fields should appear and be ready for input when you enter
payment parameters:
• Vendor accounts
• Customer accounts
• G/L accounts
• Created on
• Origin
If you do not want to set any restrictions and always want to pay all items that are due,
do not select any of these fields.
Use the Customizing settings for the origin indicator to control the following when
processing payment transactions:
• Whether the payment program should check the amounts planned. If you set this
indicator, the program does not check the amounts planned for payment requests.
• Whether the account determination in the application or that in the payment
program should be used to determine the bank clearing account for payments. If
you do not set this indicator, the account determination function in the program
is used to determine the bank clearing account. The result of the application
account determination is ignored.
• Whether the characteristics already defined for the origin should be used when
payment requests with different sources are being cleared. If you set this
indicator, the payment program uses the characteristics for this source when
clearing payment requests with different sources.
The origins whose payment requests are allocated against each other must be assigned
to each other. You do this in Customizing for bank accounting.
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Unit 6: Cash Concentration AC805
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AC805 Lesson: Customizing: Cash Concentration
159 Exercise 11: Cash Concentration
Exercise Duration: Minutes
Exercise Objectives
After completing this exercise, you will be able to:
• Create a bank clearing account for cash concentration and complete the payment
method table in Customizing.
• Create a cash concentration proposal.
• Print the cash concentration proposal.
• Post the cash concentration proposal.
Business ExampleYou have decided to concentrate the daily account balances in your various bank
accounts in a target account (DRGIRO). You will now enter the necessary system
settings and carry out cash concentration. Then print out the cash concentration
proposal to send it to the banks whose accounts you want to concentrate. Then post
the proposal by way of the bank clearing accounts, and compare them with the next
day’s bank statement.
System Data
System: Specify the system to be used for this exercise (for
example T10).
Client: Specify the SAP Client to be used for this exercise.User ID: Specify the user id to be used for this exercise. The
standard f ormat for the user id is the course id, followed by the group number (for
example AC010-##).
Password: Specify the password to be used for this exercise. The
standard format for the initial password is INIT.
CATT: [If a CATT is required, enter the CATT name. Delete
this tag if not used.]
Set up instructions:
1. [Enter all instructions necessary for the maintenance of this exercise.]
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Unit 6: Cash Concentration AC805
Task:
You want to be able to include your new account in cash concentration and then carry
out cash concentration.1. In the SAP Reference IMG, add your new bank details (11##00) to the cash
concentration table. Do not concentrate cash via an interim account. Enter
the planned balance/planned minimum (1,000/100) and the clearing account
(11##05) to which postings will be made when the payment requests generated
during bank cash concentration are converted to FI documents.
If you have not yet created account 11##05, do so now.
2. Once all the cash management transactions have been processed, you must decide
what it is to be done with the bank balances. You decide to transfer the account
balances to account DRGIRO (113200). The transfer is to be in round thousands
only (grouping ACBANK-IST, advice type CL). Please note that you have to
enter the cash management account name and not the G/L account number.
3. Create corresponding confirmations to the banks (simulate these on your screen).
4. You now want to create FI postings from the concentration payment advices.
Then post the concentration memos for your company code, paying attention to
the accounts posted to (+++++5). Run the batch input session.
5. Assign accounts 11##00 and 11##05 to grouping ACCLEARING. Display the
cash position (grouping: ACCLEARING). The concentration postings are on
level B5.
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AC805 Lesson: Customizing: Cash Concentration
Solution 11: Cash Concentration
Task:You want to be able to include your new account in cash concentration and then carry
out cash concentration.
1. In the SAP Reference IMG, add your new bank details (11##00) to the cash
concentration table. Do not concentrate cash via an interim account. Enter
the planned balance/planned minimum (1,000/100) and the clearing account
(11##05) to which postings will be made when the payment requests generated
during bank cash concentration are converted to FI documents.
If you have not yet created account 11##05, do so now.
a) Solution for completing the payment table.
Customizing: Treasury
SAP Reference IMG! Financial Supply Chain Management ! Cash and
Liquidity Management ! Cash Management ! Business Transactions!
Cash Concentration! Define Intermediate Account, Clearing Accounts
and Amounts
Copy an entry or enter your data. Choose New Entries.
Field Name or Data Type Values
Company Code AC##
Bank Account 11##00
Planned Balance/Planning
Minimum
1000/ 100
Clearing Account Debit/Credit 11##05
The bank clearing account is created in the FI application component.
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AC805 Lesson: Customizing: Cash Concentration
Then post the concentration memos for your company code, paying attention to
the accounts posted to (+++++5). Run the batch input session.
a) Solution for posting the concentration payment advices in your companycode.
Choose SAP Easy Access ! Accounting ! Financial Supply Chain
Management ! Cash and Liquidity Management ! Cash Management
! Planning ! Cash Concentration! Post (pay attention to the test
run switch).
Enter AC## as your company code.
The batch input session is generated.
Choose System! Services! Batch Input ! Sessions! (Select the
session and run it in the foreground).
5. Assign accounts 11##00 and 11##05 to grouping ACCLEARING. Display the
cash position (grouping: ACCLEARING). The concentration postings are on
level B5.
a) Solution for displaying your data in the cash position.
See the previous solutions.
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Unit 6: Cash Concentration AC805
Lesson Summary
You should now be able to:
• Enter the concentration specifications in Customizing.
• Carry out cash concentration.
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AC805 Unit Summary
Unit Summary
You should now be able to:
• Create and process concentration proposals.• Print and send concentration correspondence.
• Handle the posting procedures used in cash concentration.
• Enter the concentration specifications in Customizing.
• Carry out cash concentration.
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Unit Summary AC805
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Unit 7 167 Liquidity Forecast
This section looks at the liquidity forecast, which is another important Cash
Management tool.
Unit Overview
This chapter takes a detailed look at the liquidity forecast.
Unit Objectives
After completing this unit, you will be able to:
• Explain the features and integration aspects of medium-term planning.
• Explain the significance of planning groups.
• Configure subledger accounts.• Configure field selection control for the subledger accounts.
• Configure and access the display options for noted items.
• Configure screen control for document entry.
• Ensure integration of special general ledger transactions.
• Ensure integration of data from MM/SD and Treasury.
Unit Contents
Lesson: Application View: Liquidity Forecast ................................... 224
Demonstration: Liquidity Forecast .. .. .. ... ... .. .. .. .. ... ... .. .. .. ... .. .. .. .. 226
Demonstration: Planning Groups ............................................ 227Demonstration: Payment History - Planning Date ......................... 229
Demonstration: Payment Block Function ................................... 231
Exercise 12: Liquidity Forecast............................................... 235
Lesson: Customizing: Liquidity Forecast .. ... .. .. .. .. ... ... .. .. .. .. ... .. .. .. .. .. 242
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Unit 7: Liquidity Forecast AC805
Lesson:
168
Application View: Liquidity Forecast
Lesson Duration: 40 Minutes
Lesson Overview
This lesson looks at the liquidity forecast applications.
Lesson Objectives
After completing this lesson, you will be able to:
• Explain the features and integration aspects of medium-term planning.
• Explain the significance of planning groups.
• Configure subledger accounts.
The liquidity forecast is very similar to the cash position. For this reason, this section
will only look at the features that are unique to the liquidity forecast.
Business Example
Now that you have a comprehensive overview of how bank and bank clearing
accounts develop and how to make the necessary system settings, you now want to
know how to obtain a medium-term view of the subledger accounts.
Features of the Liquidity Forecast
Explain the individual points.
In particular, point out that MM purchase orders and SD sales orders are taken into
account in the payment history.
The cash position shows how your bank accounts will move in the next few days.
Meanwhile, the liquidity forecast illustrates liquidity changes in the subledger
accounts. Functions are also supported which you can use to obtain relevant
information on forecast payment flows. This information appears as planned items
in the liquidity forecast.
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AC805 Lesson: Application View: Liquidity Forecast
Figure 74: Features of the Liquidity Forecast
The information is based on payments in and out from/to customers and vendors, per
the open items. As planning for incoming and outgoing payments covers a larger time
frame, the probability of the payments occurring on the day given is less than in
the cash position.
The following are examples of sources of planning information for the liquidity
forecast:
• Receivables and commitments as expected incoming and outgoing payments
• Planned wage and salary payments
As with the cash position, you use groupings to set up the liquidity forecast structure.
The grouping term is used to combine particular levels and planning groups for
display purposes.
Integration: Liquidity Forecast
Explain account determination keys for cash management:
• Incoming and outgoing payments in the subledger accounts.
• Planned incoming and outgoing payments (wage and salary payments, for
example).
Check whether a cash management group has been entered in the master data for the
customer to whom you want to make the postings.
When postings are made to accounts receivable and accounts payable accounting, the
planning data is automatically updated. Demonstrate this in the system.
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Unit 7: Liquidity Forecast AC805
Demonstration: Liquidity Forecast
Purpose
Show the liquidity forecast in the system.
System Data
System:
Client:
User ID:
Password:
Set up instructions: Not applicable
1. Call up Cash Management.
SAP Easy Access! Accounting ! Financial Supply Chain Management !
Cash and Liquidity Management ! Cash Management ! Information System
! Reports for Cash Management ! Liquidity Analyses! Liquidity Forecast
Choose the grouping ACPERSONEN and explain why data may not be available.
Post an invoice to customer T-F00B00 for 150,000 EUR.
Call up Cash Management again and explain the result (14 days with a 3%
cash discount).
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AC805 Lesson: Application View: Liquidity Forecast
Figure 75: Integration - Liquidity Forecast
Prerequisite I – Planning Groups
Like vendors, customers are divided into planning groups. These groups are freely
definable and are also known as risk groups. Relevant criteria include geography,
creditworthiness, customer group (segment), and so on.
A planning group such as this always corresponds to a particular level and provides
information on the type of account transaction.
Demonstration: Planning Groups
Purpose
Demonstrate planning groups in the system.
System Data
System:
Client:User ID:
Password:
Set up instructions: Not applicable
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Unit 7: Liquidity Forecast AC805
1. Call up the liquidity forecast again and explain the input options. Compare
these with those available for the cash position. Use groupings ACPERSONEN
and ACGESAMT .
Up to 4.6C, you could call up the information system by double-clicking the
relevant option in the liquidity forecast. Before you can view the current data
in the customer information system, you have to update it. The batch run may
take a while.
As of SAP R/3 Enterprise, you can call up the document item by double-clicking
it.
Like vendors, customers are divided into planning groups
Figure 76: Prerequisite I – Planning Groups
You can freely define the criteria used (net payer, risk payer, according to geographical
location).
Levels provide information about the type of account transaction.
Prerequisites II: Account Master Record
The planning group must be entered in the cash management field in the account
master record for the customer or vendor.
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AC805 Lesson: Application View: Liquidity Forecast
You can only enter one group in each master record. Point out that “E” for receipts
(customers) and “A” for expenditure (vendors) are set as standard.
You have to enter a defined planning group in the master record so that the system can
transfer data between the customer/vendor accounts and the liquidity forecast.
Figure 77: Prerequisites II – Account Master
Demonstration: Payment History - Planning Date
Purpose
System Data
System:
Client:
User ID:
Password:
Set up instructions: Not applicable
1. Call up the master record for customer T-F00B00 and ensure that the system is
set to record the payment history and that cash management group E6 has been
set. If not, make the relevant settings.
When an incoming payment is received, the payment history is recorded and the
expected incoming payment determined.
If this indicator is not set or the payment history is not recorded, cash discount
deadline 1 (in 14 days) is used.
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Unit 7: Liquidity Forecast AC805
Call up the payment history in the account analysis. No payment history has
been recorded.
Post a customer invoice for EUR 100,000 with today’s value date (ZB01) withaccount 800200.
Post the incoming payment of EUR 98,000 with a value date in 20 days with
account 113109.
Call up the liquidity forecast again (grouping: ACGESAMT). Explain the result.
Call up the payment history again. The 6-day arrears has now been recorded.
Which expected incoming payment does the system use for the next invoice?
Post an outgoing invoice again and then call up the liquidity forecast. The
incoming payment is now not expected for another 20 days.
Figure 78: Payment History – Planning Date
The system takes into account the customer payment history (cash discount) when
determining the planning date if you select the Record Payment History field in the
customer master record.
The last three periods in which payments have been made are taken into account (shortterm payment history). The calculation is weighted by amount.
You can trace the payment history as part of account analysis.
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AC805 Lesson: Application View: Liquidity Forecast
The liquidity forecast includes a new parameter for taking account of payment dates,
and selections for customer and vendor payment dates. You can use these to change
the liquidity forecast display so that amounts are no longer displayed as of the relevant
planning date, but as of the payment date.
If you branch from the liquidity forecast to the line items, the system takes account of
the changed display. This means that the line items assigned to the relevant payment
date are displayed.
To take advantage of this new feature, you need to maintain the relevant table in
customizing. Look at the F1 help for the parameter, selections, and view fields for
more information.
Integration: Payment Block
Payment blocks automatically adjust the planning data. The value of a documentthat has been blocked is moved from the accounting level to a special blocked level
that depends on the blocking indicator.
A payment block in the master record does not apply to documents that have already
been posted, that is, although the documents are blocked for payment, they cannot be
recognized as such in the liquidity forecast.
Demonstration: Payment Block Function
Purpose
Demonstrate payment blocks in the system.
System Data
System:
Client:
User ID:
Password:
Set up instructions: Not applicable
1. Post an invoice.
Call up the liquidity forecast.
Block the invoice (change the document).
Call up the liquidity forecast again.
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Unit 7: Liquidity Forecast AC805
Figure 79: Integration - Payment Block
In this menu option, you can define the assignment to the blocked levels for the levels
in the liquidity forecast. If you then make a posting with payment blocked, the system
uses the blocked level instead of the standard level for the planning group in question.
The payment block on the amounts displayed in the liquidity forecast is then clearly
identifiable.
Integration: Special Transactions
It is easier to monitor scheduled special G/L transactions in Cash Management than in
Accounting. Special G/L transactions are displayed in planning using a level defined
in Customizing. Explain that this deactivates the reconciliation accounts.
The standard system only contains down payment requests and a function for
monitoring bill of exchange liabilities.
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AC805 Lesson: Application View: Liquidity Forecast
Figure 80: Integrating special transactions
Line items resulting from special transactions are transferred to a special level.
It is easier to monitor scheduled special G/L transactions in Cash Management than
in Accounting.
This makes the reconciliation account irrelevant.
Use levels that begin with “F” as these are FI postings. It is a good idea to use the
special G/L indicator as the second letter (“FF” for down payment requests, for
example).
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Unit 7: Liquidity Forecast AC805
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AC805 Lesson: Application View: Liquidity Forecast
175 Exercise 12: Liquidity Forecast
Exercise Duration: Minutes
Exercise Objectives
After completing this exercise, you will be able to:
• Enter outgoing and incoming invoices so that you can display them in the
liquidity forecast
• Ensure that the customer payment history is accurately recorded
Business Example
You want to use the liquidity forecast to obtain an overview of medium-term liquidity.
Both the bank accounts and subledger accounts should be included. You want toreproduce outgoing and incoming invoices in the liquidity forecast.
In addition, you want to record the customer payment history to take account of the
effects in the liquidity forecast in the subsequent transactions.
System Data
System: Specify the system to be used for this exercise (for
example T10).
Client: Specify the SAP Client to be used for this exercise.
User ID: Specify the user id to be used for this exercise. The
standard format for the user id is the course id, followed by the group number (for
example AC010-##).Password: Specify the password to be used for this exercise. The
standard format for the initial password is INIT.
CATT: [If a CATT is required, enter the CATT name. Delete
this tag if not used.]
Set up instructions:
1. [Enter all instructions necessary for the maintenance of this exercise.]
Task:
Carry out the following tasks.
1. Post the following outgoing invoice (document date: today):
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AC805 Lesson: Application View: Liquidity Forecast
Solution 12: Liquidity Forecast
Task:Carry out the following tasks.
1. Post the following outgoing invoice (document date: today):
Customer: T-F00B00, amount: 10,000, output tax: On, calculate tax, payment
conditions: ZB01
Offset posting: Account 800200
Post the following incoming invoice (document date: today):
Vendor: T-F00B00, amount: 10,000, input tax: VN, calculate tax.
Offset posting: Account 400020
a) Solution for posting the invoices.
Choose SAP Easy Access! Accounting ! Financial Accounting !
Customer/Vendor ! Document Entry! Invoice.
Enter your data.
2. Check your entries by displaying medium-term cash management, liquidity
forecast (grouping: ACPERSONEN/ACGESAMT).
a) Solution for checking the entries in the liquidity forecast.
Choose SAP Easy Access ! Accounting ! Financial Supply Chain
Management !
Cash and Liquidity Management !
Cash Management ! Information System! Reports for Cash Management ! Liquidity
Analysis! Liquidity Forecast .
Enter your selections.
Note that a payment history has already been recorded for customer
T-F00B00.
3. Create customer T-F00B## in your company code (AC##) (reference customer:
T-F00B00).
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Unit 7: Liquidity Forecast AC805
Assign cash management group E2 to this customer and set the Payment History
Record checkbox.
a) ChooseSAP Easy Access! Accounting ! Financial Accounting ! Customers
! Master Data ! Create.
Customer : T-F00B##
Company Code: Your company code (AC##)
Reference Customer : T-F00A00
Reference Company Code: AC##
Address: Enter the relevant address
Search Term: AC805
Company code data (Accounting Management):
Cash Management Group: E2
Company code data – Payment Transactions
Payment History Record : Set checkbox.
Choose Save.
4. Use the account analysis to view the customer accounts T-F00B00 and
T-F00B##, the line item display. Then choose Goto to access the payment
history analysis.
Post the following outgoing invoice (document date: today):
Customer: T-F00B##, amount: 50,000, output tax: AN, payment terms: ZB01.
Offset posting: Account 800200
Now use the account analysis again to view the line item display for customer
account T-F00B##.
The payment history analysis (via Goto) is still empty because no payments
have been received.
Call up the liquidity forecast (increment in days, grouping: ACGESAMT). The
invoice is planned for 14 days from now.
The customer has paid.
Post the incoming payment with posting, document, and value dates 20 days
from now (bank account 113102, amount 49,000 – customer T-F00B##).
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AC805 Lesson: Application View: Liquidity Forecast
The system now displays the payment history for customer T-F00B##.
If you now post another outgoing invoice (document date: “today”), what
planning date would then appear?a) Solution for analyzing the payment history.
Account analysis:
Choose SAP Easy Access! Accounting ! Financial Accounting !
Customers! Account ! Analysis.
Enter your data and choose Enter . Then choose Goto to call up the
payment history.
The payment history has already been recorded for customer T-F00B00,
but not for T-F00B## yet.
Changing master data:
Choose SAP Easy Access! Accounting ! Financial Accounting !
Customers! Change master data.
Enter your data (cash management group E2) and select Payment History
Record .
Outgoing invoice:
Choose SAP Easy Access! Accounting ! Financial Accounting !
Customers! Posting ! Invoice.
Enter your data.
Account analysis:
Choose SAP Easy Access! Accounting ! Financial Accounting !
Customers! Account ! Analysis.
Enter your data and choose Enter . Then choose Goto to call up the
payment history.
Liquidity forecast:
Choose SAP Easy Access ! Accounting ! Financial Supply Chain
Management ! Cash and Liquidity Management ! Cash Management
! Information System! Reports for Cash Management ! Liquidity
Analysis! Liquidity Forecast .
Enter your selection (increment in days).
Incoming payment:
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Unit 7: Liquidity Forecast AC805
Choose SAP Easy Access! Accounting ! Financial Accounting !
Customers! Posting ! Incoming payment .
Note the later date determined using the payment history.
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AC805 Lesson: Application View: Liquidity Forecast
Lesson Summary
You should now be able to:
• Explain the features and integration aspects of medium-term planning.
• Explain the significance of planning groups.
• Configure subledger accounts.
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Unit 7: Liquidity Forecast AC805
Lesson:
182
Customizing: Liquidity Forecast
Lesson Duration: 35 Minutes
Lesson Overview
This lesson looks at Customizing for the liquidity forecast.
Lesson Objectives
After completing this lesson, you will be able to:
• Configure field selection control for the subledger accounts.
• Configure and access the display options for noted items.
• Configure screen control for document entry.
• Ensure integration of special general ledger transactions.• Ensure integration of data from MM/SD and Treasury.
This section shows you how to customize the liquidity forecast.
Business Example
Before activating the liquidity forecast, you must make a number of settings in
Customizing. You are considering how blocked items and special G/L transactions areto be displayed in the liquidity forecast and how Logistics and Risk Management data
is to be displayed in the liquidity forecast/cash position.
Master Data: Subledger Accounts
Explain how the master data in the subledger accounts controls whether or not the
required Cash Management Group and Payment History Record checkboxes, for
example, are set.
You can make the changes directly in Customizing for Cash Management without
choosing the corresponding Accounting/Purchasing/Sales paths.
Show the path and connections:
SAP Reference IMG! Financial Supply Chain Management ! Cash and Liquidity
Management ! Cash Management ! Master Data! Subledger Accounts!…
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AC805 Lesson: Customizing: Liquidity Forecast
Figure 81: Master Data: Subledger Accounts
You can control the field status on particular screens directly in the Cash Management
IMG. You can do this at different levels:
• For all customers/vendors in an account group or company code.
• For all customers/vendors who are created or changed in Accounting (Sales,
centrally).
Planning Data: Screen Control
The cash management group can be assigned to the levels as required.
Show where the planning levels are defined:
SAP Reference IMG! Financial Supply Chain Management ! Cash and Liquidity
Management ! Cash Management ! Master Data! Subledger Accounts! Define
Planning Levels
They are defined in the same table as the standard planning levels.
To define the planning groups for the subledger accounts, choose the following menu
path:
SAP Reference IMG! Financial Supply Chain Management ! Cash and Liquidity
Management ! Cash Management ! Master Data! Subledger Accounts! Define Plannin g Level Groups
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Unit 7: Liquidity Forecast AC805
In this table, you can select the SCn (screen control) field. When posting or changing
documents, you can control the cash management group and, if necessary, enter a
group that differs from the standard setting.
Figure 82: Planning Data: Screen Control
Planning groups differentiate customers and vendors according to particular
characteristics (customer in France), behavior (takes cash discount), or risks (credit
rating). They are user-definable and are entered in the Cash Management Group field
in the customer or vendor master record.
If you select the Screen control option (SCn), the Planning Date and Planning Level
fields are ready for input when documents are entered or changed. You can overwrite
the values the system automatically defaults for these fields.
Blocked Documents
Documents that are blocked for payment can be displayed at a separate level. This
occurs as standard.
Once unblocked, the document is automatically moved back to the standard level.
Show the path for making the settings:
SAP Reference IMG! Financial Supply Chain Management ! Cash and Liquidity
Management ! Cash Management ! Structuring ! Maintain Blocked Levels
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AC805 Lesson: Customizing: Liquidity Forecast
Figure 83: Blocked Documents
You can allocate blocked levels or block indicators to the standard levels. The system
then assigns the amount to the blocked level when the posting is made with a payment
block. If the document is unblocked, the amount is transferred to the standard level.
Integration: Special General Ledger
Special G/L transactions can be displayed as separate levels.
One level is provided for down payment requests and another for bill of exchange
receivables.
Additional levels can be created.
Show the path for making the settings:
SAP Reference IMG! Financial Supply Chain Management ! Cash and Liquidity
Management ! Cash Management ! Structuring ! Special G/L Transaction Levels
To save time, do not go into any more detail.
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Unit 7: Liquidity Forecast AC805
Figure 84: Integration – Special General Ledger (SGL)
Special G/L postings can be displayed and monitored at a special level in the liquidity
forecast. Two levels are already defined in the standard system:
• Down payment request (FF)
• Bill of exchange receivable (FW)
Note the incoming payment in the bank clearing account in the cash position. The
discounted amount of the bill of exchange is displayed in this account until the
commitment is deleted.
Integration: Orders and purchase orders
SD orders and MM purchase orders can also be displayed in the liquidity forecast.
The following conditions must be fulfilled:
Both the cash management and MM and SD update function must be activated.
SAP Reference IMG! Financial Supply Chain Management ! Cash and Liquidity
Management ! Cash Management ! Tools! Define Production Startup
You have to maintain the planning levels for the subledger accounts
(customers/vendors, including source).
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AC805 Lesson: Customizing: Liquidity Forecast
SAP Reference IMG! Financial Supply Chain Management ! Cash and Liquidity
Management ! Cash Management ! Master Data! Subledger Accounts! Define
Planning Levels
You have to maintain the planning levels for Logistics (MM/SD).
SAP Reference IMG! Financial Supply Chain Management ! Cash and Liquidity
Management ! Cash Management ! Structuring ! Define Planning Levels for
Logistics
The subledger account levels are assigned to the Logistics level. A special source
indicator is used here. This indicator originates from Logistics.
You then have to assign this internal indicator to the level.
SAP Reference IMG! Treasury! Cash Management ! Structuring ! Define
Planning Levels for Logistics
Figure 85: Integrating Orders and Purchase Orders
Procedure
1. Maintain the source indicators (MMF, SDF)
2. Maintain planning levels (M1, M2, M3, S2)3. Maintain Logistics levels (M1, and so on)
4. Activate Cash Management
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Unit 7: Liquidity Forecast AC805
5. Activate MM & SD Update Functions
Figure 86: Integrating Orders and Purchase Orders
Purchase orders (MM) and sales orders (SD) are displayed in special levels within
planning.
You can freely define these levels. They require a special source symbol (optional).
The internal code you specify integrates sales orders and purchase orders, purchase
requisitions and scheduling agreements into Cash Management. Agency business
from Logistics (vendor invoices, invoice lists, settlement requests) can also be
recorded in the liquidity forecast.
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AC805 Lesson: Customizing: Liquidity Forecast
Figure 87: Integration with Other SAP Processes
Selection of Financial Instruments
This slide shows the main products that can be modeled using SAP Treasury
Management.
Tell the participants that unfortunately you will not be able to look at all of the
financial instruments during this course.
Figure 88: Selection of Financial Instruments
Short-term money market or foreign currency deals are one way of dealing with
liquidity shortfalls or surpluses. For the medium to long-term, investments and
borrowings are represented by security and loan transactions.
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Unit 7: Liquidity Forecast AC805
Derivatives, on the other hand, are a means of hedging interest and currency risks.
There will be no special system demonstration for funds transactions.
Figure 89: Trading: Create Fixed-Term Deposit
The update to Cash Management distinguishes between two cases:
• Option 1 (liquidity forecast):
If no payment details have been maintained in the transactions, that is, the bank
accounts are not known, the cash flow for a bank account or bank clearing
account cannot be displayed. To ensure that the cash flow appears in Cash
Management, the amount for subledger accounts is displayed. The system then
draws on the planning group specified in the master record for the business
partner.
• Option 2 (cash position):
If payment details are specified in the transaction, that is, the bank accounts
are known, the cash flow appears in CM on the level assigned to the relevant
bank bank (clearing) account.
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AC805 Lesson: Customizing: Liquidity Forecast
Figure 90: Posting Using Bank Clearing Accounts (Interaction of Risk
Management/Cash Management)
The graphic illustrates how processing should ideally work, showing how Treasury
Management and Cash Management usually work together and how the Financial
Accounting posting is made.
Payments are usually triggered by the business partner (bank) and further processed in
Cash Management by means of the electronic bank statement.
Posting using bank clearing accounts
Transfer to Financial Accounting – Logical Process
The instructor will now look at how transactions are mapped in Cash Management.
How they are mapped depends on how the products have been assigned to the
different cash management levels, which have to be defined beforehand. Explain that
the assignments are made in Customizing under "Product Types".
This section focuses on the interplay between the individual transactions (trading,
processing, accounting) in Treasury Management and how this affects Cash
Management.
Hint: Posting transactions results in changes in Cash Management (levelswitch to B5). The system takes this level from the master data in general
ledger account 113105.
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Unit 7: Liquidity Forecast AC805
Figure 91: Transfer to Financial Accounting – Logical Process
Every activity in a business transaction is displayed automatically in Cash
Management. If you so stipulate, each one can be displayed and analyzed in a specific
level.
Cash flows resulting from transactions become visible in Cash Management
immediately, whether or not they have already been posted. You can then use them in
planning.
Use customizing to maintain the planning levels for G/L and/or subledger accountswhere the relevant product types and transactions are to be displayed.
Example:
• Closed fixed-term deposit: TB level -time deposit
• Posted f oreign exchange transaction: level B5 - bank clearing account
• Once the bank statement has been received: Level F0 - Bank account
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AC805 Lesson: Customizing: Liquidity Forecast
Facilitated Discussion
Follow-up activities.
Discussion Questions
Use the following questions to engage the participants in the discussion. Feel free to
use your own additional questions.
What is the purpose of the liquidity forecast?
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Unit 7: Liquidity Forecast AC805
Lesson Summary
You should now be able to:
• Configure field selection control for the subledger accounts.
• Configure and access the display options for noted items.
• Configure screen control for document entry.
• Ensure integration of special general ledger transactions.
• Ensure integration of data from MM/SD and Treasury.
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AC805 Unit Summary
Unit Summary
You should now be able to:
• Explain the features and integration aspects of medium-term planning.• Explain the significance of planning groups.
• Configure subledger accounts.
• Configure field selection control for the subledger accounts.
• Configure and access the display options for noted items.
• Configure screen control for document entry.
• Ensure integration of special general ledger transactions.
• Ensure integration of data from MM/SD and Treasury.
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Unit Summary AC805
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Unit 8 193 Checking Reports, Data Transfer,Reorganization
This chapter looks at some important check reports, as well as data transfer and
reorganization.
Unit Overview
This chapter looks at some important check reports, as well as data transfer and
reorganization in Cash Management.
Unit Objectives
After completing this unit, you will be able to:
• Handle the various monitoring tools in SAP Cash Management so that the data ismanaged correctly in the system
• Explain how the cashing time of checks to vendors is determined, and how you
transfer them to the vendor master record
• Activate Cash Management
• Transfer data from old systems or feeder systems
• Distinguish between the various reorganization transactions
Unit Contents
Lesson: Checking Programs ..... ... .... ... ... .... ... ... ... ... .... ... ... ... .... ... 258
Demonstration: Comparing Payment Advices.. .. .. .. .. .. .. .. .. .. .. .. .. .. .. 259
Exercise 13: Extended Bank Processing: Checking Programs . . . . . . .. . . 265
Lesson: Data Transfer and Reorganization ..................................... 268
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Unit 8: Checking Reports, Data Transfer, Reorganization AC805
Lesson:
194
Checking Programs
Lesson Duration: 30 Minutes
Lesson Overview
This lesson looks at some important checking programs.
Lesson Objectives
After completing this lesson, you will be able to:
• Handle the various monitoring tools in SAP Cash Management so that the data is
managed correctly in the system
• Explain how the cashing time of checks to vendors is determined, and how you
transfer them to the vendor master record
Certain checking programs are required, while others are optional.
Business Example
To ensure that payment flows are not duplicated in the system, you want to compare
the statement postings daily with the payment advices. In addition, you want to
monitor the value dates set by the bank. By determining the maturity period of vendor
checks, you can maintain the payment program and the vendor master record, so thatyou can then use them for planning in respect of upcoming transactions.
Comparing Payment Advices with the Bank Statement/Account
If bank statement postings are entered after payment advices, planning data might be
duplicated in the cash position. To prevent this, payment advices cleared by actual
postings can be recognized and automatically archived using the RFFDIS45 program.
Remember that a payment advice can be compared even when you enter the manual
bank statement.
Explain the procedure.
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AC805 Lesson: Checking Programs
Demonstration: Comparing Payment Advices
Purpose
Demonstrate how to compare payment advices.
System Data
System:
Client:
User ID:
Password:
Set up instructions: Not applicable
1.
• Create three payment advices (UA): one for DRCURR and two DBGIRO.
• Enter a manual bank statement for 1000/1000 and search for the payment
advices (UA).
• Only the two advices for DBGIRO are located and archived; the DRCURR
payment advices remain in the cash position.
• Now execute a payment advice comparison program. Make the selection in
such a way that the DRCURR payment advice is displayed.
SAP Easy Access! Accounting ! Financial Supply Chain Management ! Cash
and Liquidity Management ! Cash Management ! Checking ! Comparing
Payment Advices
Figure 92: Comparing Payment Advices with the Bank Statement or Account
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Unit 8: Checking Reports, Data Transfer, Reorganization AC805
Individual records which are no longer valid can be archived with the help of the
comparison report. The payment advice comparison selects advices from the
selected planning period and compares them with the bank postings. If you work
with the electronic bank statement and manual individual records, you must run the payment advice comparison.
• With Account
The With Account option enables memo records to be manually or automatically
compared with account postings.
• With Bank Statement
The With Bank Statement option enables memo records to be manually or
automatically compared with bank data store information. You can also select
archived memo records.
Individual records cleared by bank postings can be archived, manually or automatically. Archived advices are no longer active - that is, they no longer appear in
the cash position. This prevents the same item appearing twice in your planning.
In the manual comparison, postings and advices are listed in ascending order, by
amount.
In both program, conversion of the payment advices into the relevant account currency
is possible using the appropriate parameter. This means that payment advices entered
in currencies other than the account currency can be automatically cleared against the
bank account or bank account statement, and, if required, archived.
Comparing Value Dates
In the check deposit transaction, you enter the expected value date of the credit memo
when entering the individual checks. This value date is a general specification for
the bank; it is rarely observed.
You can use the program to check whether the correct value date has been credited to
the check deposit transaction. Any deviations are listed.
Provide a theoretical explanation of the procedure.
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AC805 Lesson: Checking Programs
Figure 93: Comparing Value Dates
You use the value date comparison to compare the planned/agreed value date (for
example, from the check deposit or preliminary posting) with the value date posted by
the bank in the bank statement. The program searches for the balance sheet account
postings relating to all the cleared items in a bank clearing account. If there are
differences, the program lists both postings. If there is more than one clearing itemfor a posting, the program takes the first one it finds.
If you want to see all the variances relating to a bank account, you should create a
variant containing all the relevant bank clearing accounts in the G/L Account selection.
Cashed Checks Analysis: G/L Account / Vendor
Explain how the outgoing check payment works.
The payment program is used for this purpose. A check is issued here, provided
that this payment method is permitted.
With a check payment, an expected time until the check is paid (days until value date)is determined and defined in Customizing for the payment program. The posting is
made from the vendor to the outgoing check clearing account.
This account is cleared when the payment is received. Outgoing check clearing
account / bank.
The RFSRUE00 program can be used to determine the average period outstanding of
the checks for each bank account (outgoing check clearing account). Only the number
and the days are counted; no amount-based weighting is carried out. Determining this
period outstanding enables you to adapt the payment program manually.
With RFSRUE10, the average Rücklaufzeit is calculated for each vendor. At the
same time, a batch input session is generated that updates the date to the value date inthe vendor master record.
SAP Easy Access! Accounting ! Financial Accounting ! Vendors! Master Data
! Display Payment transactions tab page (company code) – cashed checks duration
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Unit 8: Checking Reports, Data Transfer, Reorganization AC805
Explain how the program works.
Figure 94: Cashed Checks Analysis – G/L Account and Vendor
You can determine the average cashing time for your checks for each outgoing check
account and, using this account, for each vendor. A program is available to this end:
The program determines the following data:
• Average cashing time for checks deposited• Average cashing time for checks still open
• Number and total amount for all checks currently outstanding
The average cashing time is always calculated weighted by amount. If you select
more than one outgoing check account, the average cashing time across all banks is
also determined. To compare the cashing time for different amounts, you can have the
system sort the checks by amount. If you want to derive the cash flow date relevant
for the cash position on the basis of the checking times calculated, you must set the
days until the value date in the payment program. This number is added to the posting
date. The outgoing funds appear in the cash position as of the value date resulting
from this calculation.
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AC805 Lesson: Checking Programs
The program also uses the outgoing check accounts to calculate the average different
between the check deposit date and posting date, for each vendor. You also have the
option of creating a batch input session with the values calculated for each vendor.
If these values differ from the entry in the master record, the master record fieldCheck Cashing Time is updated accordingly.
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Unit 8: Checking Reports, Data Transfer, Reorganization AC805
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Unit 8: Checking Reports, Data Transfer, Reorganization AC805
Solution 13: Extended Bank Processing:Checking Programs
Task:
To prevent transactions from being displayed twice, the available payment advices
need to be checked.
1. After the bank statement has been posted, the relevant payment advices must be
archived. Create more than one payment advice if required.
Start the payment advice comparison in your company code for your bank
accounts and pay attention to the constraints on planning or posting dates.
Manually archive payment advices that you no longer need.
a) Solution for comparing payment advices.
Choose SAP Easy Access ! Accounting ! Financial Supply Chain
Management ! Cash and Liquidity Management ! Cash Management !
Checking ! Comparing Payment Advices!With Account
Enter your data and execute the program.
Field Name or Data Type Values
Chart of Accounts: INT
G/L Accounts 113100 - 119999
Company Code AC##
Open Items at Key Date <today>
Posting Date <from two days ago to
today>
Planning Date <from two days ago to
today>
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AC805 Lesson: Checking Programs
Lesson Summary
You should now be able to:
• Handle the various monitoring tools in SAP Cash Management so that the data is
managed correctly in the system
• Explain how the cashing time of checks to vendors is determined, and how you
transfer them to the vendor master record
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Unit 8: Checking Reports, Data Transfer, Reorganization AC805
Lesson:
202
Data Transfer and Reorganization
Lesson Duration: 30 Minutes
Lesson Overview
This chapter looks at the data transfer and reorganization procedure.
Lesson Objectives
After completing this lesson, you will be able to:
• Activate Cash Management
• Transfer data from old systems or feeder systems
• Distinguish between the various reorganization transactions
The partici pants will understand the benefits of transaction FDFD.
Business Example
You have now made all the system settings and want to reproduce financial accounting
and logistics (MM/SD) transactions in Cash Management. What settings must you
make and how is the data transfer carried out? You want to reorganize the database
from time to time, which involves deleting old or expired data and creating summary
records.
Figure 95: Implementation Support
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AC805 Lesson: Data Transfer and Reorganization
Implementation Support
This new function, which can be accessed using FDFD, makes it easier for you toimplement Cash Management and use it productively. The following activities, which
are described on the slide, are now quicker and easier to implement:
Use the detailed notes for this.
This function makes it easier to implement Cash Management and use it productively.
The following activities are now quicker and easier to implement:
The most important steps in activating Cash Management in a company code now
appear in just one view. Activating Cash Management for each company code now
involves selecting a single switch.
The system stores the relevant data in the customer/vendor master records. This isdone automatically, according to selection criteria and priorities you define yourself.
You do not need to leave this screen to enter the necessary settings. To ensure that
cash management groups are entered in all the master records, you need to specify at
least one profile (with the lowest possible priority) that matches a vendor/customer
if no other profile does.
You use the FDFD initial screen to access individual programs that set up the cash
management figures and schedule them for background processing. This means you
do not need detailed knowledge of the setup programs in SAP components. Note that
each setup program begins by deleting all Cash Management data. If there is any any
manual planning data, the system will ask you about this separately, because such data
does not need to be changed or deleted.
The system also offers support for cleaning up data errors and reorganizing cash
management data in master records.
Data Setup: Accounts With/Without Open Items
Cash Management data should be set up in a batch run to improve system performance.
The data can be transferred online in test mode and should be heavily restricted. You
can transfer data from customer or vendor accounts without making any restrictions.
The system proposes the minimum selections (fiscal year, reporting period, value date)
for transferring accounts that are not managed on an open item basis. These minimum
selections are required for summarizing the account balances and can be overwritten.
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Unit 8: Checking Reports, Data Transfer, Reorganization AC805
Figure 96: Data Setup: Accounts With/Without Open Items
Data for Cash Management should be set up per batch input as this makes for better
system performance.
You can simulate the data transfer online. When doing this, make as many selections
as possible.
You can transfer data from customer or vendor accounts without making any
specifications (batch only).
The system proposes the minimum selections (fields: Value Date and Documents
Updated From) for transferring accounts without open items (resident). These
minimum selections are required for summarizing the account balances and can be
overwritten.
When you migrate to 4.5B from an earlier release, you must completely reconstruct
cash management because the update logic is different. In the case of the G/L
account, the G/L account currency is not always adopted; either the document
currency (for G/L accounts managed on an open item basis) or the G/L account
currency (for other G/L accounts) is used instead. To delete and then reconstruct the
cash management data, use the Data Setup in the new FDFD transaction.
You do not need to change or delete memo records entered manually. The Data
Setup function in transaction FDFD displays a confirmation prompt, asking whether the data records should be irretrievably deleted. Answer “No”. However, all other
cash management data must be reconstructed. Otherwise, the values in the system
will be incorrect.
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AC805 Lesson: Data Transfer and Reorganization
Data Reconciliation
The system includes a data reconciliation function that can be scheduled fromtransaction FDFD as a batch job. This program compares the totals records from
tables FDSR and FDSB with the corresponding memo records from the applications
or from the FI accounting documents.
Figure 97: Data Reconciliation
The system includes a data reconciliation function that can be scheduled from
transaction FDFD as a batch job. This program compares the totals records fromtables FDSR and FDSB with the corresponding memo records from the applications
or from the FI accounting documents. If the cash management and forecast has
been reorganized, you must specify the summarization date specified in the last
reorganization run (program RFFDIS00).
If the reconciliation does not find any errors, there is no system output. However,
where differences between the totals records and the memo records are found, the
totals records are highlighted in the display and followed by a list of the relevant memo
records. The output from this program can help minimize any data inconsistencies and
the need for data reconstruction.
If the data in cash management is not consistent with the actual data, you can use the
Correct Data function in transaction FDFD to correct the data, avoiding the need for a
complete data reconstruction. Depending on what caused the error, you may be able to
restrict the reconstruction to certain areas. If a complete reconstruction is necessary,
however, use the Data Setup function in transaction FDFD to effect it.
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Unit 8: Checking Reports, Data Transfer, Reorganization AC805
Reorganization
Tables in Cash Management must be reorganized on a regular basis to increasememory and improve access times. To find out more about what the program can
do, see the notes.
Figure 98: Reorganization
Tables in Cash Management must be reorganized on a regular basis to increase
memory and improve access times.
The reorganization program:
• Deletes expired summary records
• Ignores blocked records
• Summarizes summary records at the summarization date (if the value date is
earlier than (<) the summarization date)
• Deletes memo records (if the expiration date is before the expiration date
specified for the reorganization run)
• Deletes archived memo records after the retention period has run out
• Lists all summary records and memo records (if you select this option)
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AC805 Lesson: Data Transfer and Reorganization
Facilitated Discussion
An in-depth look at the material covered during this lesson.
Discussion Questions
Use the following questions to engage the participants in the discussion. Feel free to
use your own additional questions.
Which transaction is to be used to set up data?
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AC805 Unit Summary
Unit Summary
You should now be able to:
• Handle the various monitoring tools in SAP Cash Management so that the data ismanaged correctly in the system
• Explain how the cashing time of checks to vendors is determined, and how you
transfer them to the vendor master record
• Activate Cash Management
• Transfer data from old systems or feeder systems
• Distinguish between the various reorganization transactions
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Course Summary AC805
Course Summary
You should now be able to:
• Describe how and where SAP Cash Management can be used.
• Set up the structures required for short and medium-term liquidity monitoring
in your business
• Explain the various options available for integrating external bank data with
SAP Cash Management
• Define the system settings needed to control internal processing
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Appendix 1Data Sheet
Type of Data Data in the Training System
Company codes AC00 to AC20
G/L accounts 113100, 113101, 113102, 113105,
113108, 113109, 113200, 800200,
400020,
Customers T-F00B00
Vendors T-F00B00
Groupings ACBANKEN, ACBANK-IST,
ACPERSONEN, ACGESAMT,
ACCLEARING
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Appendix 1: Data Sheet AC805
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Appendix 2 Chart of Accounts:
Figure 99: Chart of Accounts (1)
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Appendix 2: Chart of Accounts: AC805
Figure 100: Chart of Accounts (2)
Figure 101: Chart of Accounts (3)
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Index AAccount Assignment Variant,
92, 96, 113, 126Account Determination, 111Account Deter mination - Bank
Statement, 147Account Deter mination for
Bank Statement, 147Account Group, 36Account Symbol, 145Accounts, 23Activating Cash Management,
269Archive Retention Period, 77Archiving Category, 76
BBank Account Organization, 17Bank Accounts, 13
Bank Determination, 127Bank Statement, 123Bank Subaccounts, 17Banking Software, 164BTC, 187Business Transaction Codes,
187
CCash Concentration, 196Cash flow, 5Cash Management Account
Name, 24Cash Management Group, 7Cash Position, 5, 13Chart of Accounts:, 19
Check Deposit, 87Check Deposit List, 89, 98Clearing Accounts, 17Clearing Accounts - Cash
Concentration, 208Comparing Payment Advices,
260
Comparing Value Dates, 261Concentration Payment Advice,
201Concentration Proposals, 196Configuring Bank Accounts, 21Currency, 26
DData Setup, 269Day-to-Day Planning, 8Display Currency, 26
EElectronic Bank Statement
Processing, 165Expected Payment Flows, 224External Memo Records, 64External Payment Advices, 64
FFast entry, 113Field Status, 37Field Status Group, 37Financial Budgeting, 5
GG/L Account, 19Grouping, 15, 23, 46, 225Groups, 7
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Index AC805
HHouse Bank, 34, 128
IInterpretation Algorithm, 190
LLevel, 23, 76Levels, 7Liquidity Forecast, 5, 224, 242
MManual Bank Statement Entry,
123Manual Memo Records, 59
Monitoring Cashed Checks, 262N Note to Payee, 175 Notified Incoming and
Outgoing Payments, 59
OOn-Account, 110, 146, 176Orders (SD), 248
PPayment Advice - Bank
Statement, 128Payment Advice Journal, 65Payment Advice Type, 76Payment Block, 232, 245Payment History, 230Planned Currency, 26Planning Group, 244Planning Groups, 228Planning Level, 22 – 23, 43Planning Type, 61, 74Posting Area, 112, 145
Posting Rule, 188Posting Rules, 110, 144
Posting Type, 145Postprocessing Transaction -Electronic Bank Statement,175
Processing Type, 127Purchase Orders (MM), 248
RRetention Period, 63
SSearch String, 191Short-Term Planning, 59
Single Cash ManagementRecords, 60
Source Indicator , 43Special G/L Transactions, 233Special General Ledger , 246Special Transactions, 233Standard Variant, 113Start Variant, 92, 96, 126Subledger Accounts, 224Summarization Term, 46
T
Target account, 196Tasks of a Cash Management
System, 4Tasks of a Fund Manager , 8Transaction, 129Transaction Name, 144Transaction Type, 129Transaction Types, 188
VValue Date, 37
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