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Electronic Bank Statement (EBS) and LockBox:

 

 

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  • Customers remit their invoice payments at lock boxes.
  • Lock boxes are special depository accounts set up at Bank for SAP customer company.
  • Customers deposit their payment against their invoices at bank via checks, cash or electronic money transfer.
  • When the bank receives a check from customer with remittance information it sends it in Lockbox file.
  • After the process at LockBox the posting will look like:
  • Capture4
  • After Check is cleared in the bank, it will upload the information as an electronic bank statement (EBS) into the SAP customer system (to upload the file into SAP T code: FF_5).
  • EBS is an electronic file (such as SWIFT, MT940, BAI or BAI2), which gives details of the transactions done by the account holder (customer) so that SAP system can clear the various Bank clearing accounts such as the Check out, Check in account to the main bank account and clear the corresponding customer account (to view the Bank statement T Code: FF67 and to view the G/L balance T Code: FBL3N).The account entry would look like below after the EBS process.

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EBS PROCESS FLOW (in Schematic View)

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Electronic Bank Statement Configuration Steps:

 

Step 1. Define House Bank, Bank Account Details(GL, Currency, Bank Key, Bank Name)- T code FI12
Step 2. EBS Framework T code: OT83

(a). Create Account Symbols
(b). Assign Accounts to Account Symbols
(c). Create Keys for Posting Rules
(d). Define Posting Rules
(e). Create Transaction Type
(f). Assign External Transaction types to Posting Rules
(g). Assign Bank Accounts to Transaction types.

Step 3. Import EBS T code: FF_5

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LOCK BOX Processing

IMG

LOCK BOX Process Configuration:

Step 1: Define House Banks (T Code: FI12)

DefineHB

 

DefineHB_01

 

Then Double click on Bank Accounts folder

DefineHB_02

 

Step 2: Define Lockbox Accounts for House Banks

DefineHB_03

 

Select Define Lockbox Accounts at House Banks

DefineHB_04

 

In New Entries enter the following information

DefineHB_05_01

 

Step 3: Define Control Parameters (T Code: OBAY)

DefineHB_06

 

Control parameters are maintained by default. If not, we have to maintain as follows

Click New entries then enter the following information (yellow boxes)

DefineHB_08_01

 

Step 4: Define Posting Data (T Code: OBAX)

DefineHB_09

 

Click New entries and enter following information (yellow boxes are required)

DefineHB_10_01

 

Here you store information that needed to process particular Lockbox data and generate Postings.

The Destination and Origin are routing information and defined by your bank. For every unique destination/origin, posting information is needed to create the following postings:

G/L posting – Debit bank account (incoming checks/cash) and credit payment clearing account

A/R posting – Debit payment clearing account and credit customer account.

(Create these two accounts in G/L Master)

These are the basic settings to process lockbox data.

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In addition, we have to make sure that Tolerance Groups for Employees (T Code: OBA4), Tolerance for Customers/Vendors (T Code: OBA3), and Accounts for Overpayments/Underpayments (T Code: OBXL) are defined.

User End Settings

Step 1: Maintain Customer Master (T Code: FD02)

In order to identify the customer, we need to maintain bank details in the customer master

DefineHB_11_01

 

Step 2: Customer Invoice posting (T Code: FB70)

DefineHB_16_02

 

Open the Invoice (T Code: FB03) (Document display)

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DefineHB_20

 

Customer open line item display (T Code: FBL5N)

DefineHB_19

 

We have created an A/R open item with document number 400009. Now we will clear this open item through Lockbox process.

Lockbox File Processing

Step 1: Import BAI2 file (T Code: FLB2)

(For BAI2 file format and how to read the file please check at the bottom of this page)

DefineHB_21

 

Then press Execute button

Once you process lockbox BAI2 file system generates either of following four statuses for each of 6 record types (6 record contains customer details such as Invoice amount, Bank key, Bank account etc.).

  1. Applied
  2. Partially Applied
  3. On Account
  4. Unprocessed.

DefineHB_22

The above Transaction shows that the system has created two accounting documents. Financial document 43 for G/L posting while financial document 700009 for sub-ledger posting.

The status indicates ‘Applied’ that means the system has identified the customer, and able to locate AR open items, and Incoming payment matches with Open AR after taking account employee and customer tolerances in consideration.

We can see additional information on lockbox processing by clicking on back button two times.

In below screen figure we can see system has selected the right customer by matching MICR (Magnetic Ink Character Recognition) number.

Based on document number information system has identified the relevant AR open item.

DefineHB_23

 

After successful lock box processing, we can see that customer open line item has been cleared as shown below by document number 700009

Display Document (T Code: FB03)

DefineHB_24_02

 

 

Customer Document clearing report (T Code: FBL5N)

DefineHB_24_01

 

Accounting document 700009 was posted to Account 200119 by crediting customer 600004.

To Check the G/L Account 200119 (T Code: FBL3N)

DefineHB_28

To see further details of Lockbox (T Code: FLB1)

We can see all the processed Lockbox files which are arranged in date and time.

DefineHB_25

DefineHB_26

Click on other display

DefineHB_27

Sample BAI2 file (good for exactly $1200)

1004444DESTIN4444ORIGIN1503171612
24444DESTIN999123450
500100112345671503174444DESTIN4444ORIGIN
6001002000012000002100008955566677 77990023
400100360170000400009
700100412345671503170010000120000
8001005123456715031700010000120000900001200000000120000
9000008

BAI2_02

 

BAI2_01

 

 

T Code: SE38

To Generate BAI2 format: Use Lockbox Generation Program RFEBLBT2
To generate IDOC format: Use Program RFEBLBT3.
To delete the loaded BAI2 file: Use program RFEBKA96 (then execute, Choose lockbox (003), define destination and origin, date and execute to delete the loaded file)

source: http://help.sap.com & http://sdn.sap.com