Cep Tr Acc Tr 010 9999 Gl Bank Accounting

CEP Training Materials

Bank Accounting

Version: Dec 2008

207/04/23

Document History

Dec 2008: Format review + Publishing

307/04/23

Our learning path

House banks and Bank accounts

Electronic Bank Statement

Manual Bank Statement

407/04/23

House banks and Bank accountsDefinitions

sanofi-aventis own Banks and bank accounts are called

« House banks » & « House bank accounts » in CEPHouse banks are codified via a « House Bank ID » code on 5 digits and gather all bank information:

Address of the bank branch,

SWIFT code,

Bank & branch code (bank key).

House bank accounts are codified via an « Account ID » code on 4 digits and gather all account information:

Account number,IBAN

Account currency,

GL account in our books.

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House banks and Bank accountsCodification

House bank ID Codification = House bank abbreviation (1

to 4 characters) + enumeration (1 digit)Ex : HSBC1

A house bank ID identifies a unique bank branch within the country

Bank Account ID Codification = Currency (3 characters) +

enumeration (1 digit) Ex : EUR1

An account ID identifies a unique bank account within a house bank

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House banks and Bank accountsPCOA Accounts Codification

PCOA Codification : 10010.xx0: Bank main account

10010.xx1 to .xx9 : Shadow / Clearing Accounts

Generic description in PCOA but local description in

Matchcodes & Layouts

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Electronic Bank StatementProcess Overview

Bank Accounting - Electronic Bank Statements

Electronic Files Conversion (Optional)

Import & Post Electronic Bank Statement

Post Processing

Display ElectronicBank Statement Clearing

Mandatory StepOptional Step

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Electronic Bank StatementFiles Conversion- SAP Transaction

ACTION

FEBC

TRANSACTION CODE / PATH

Initiate Conversion Program

Note:Files Conversion : •In order to enable the upload of an Electronic Bank Statement from a country, its format needs to be SAP compatible•This step may also be used to perform slight amendments to the format of the file without modifying its content to ensure a perfect traceability for control/ audit purposes

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Electronic Bank StatementFEBC – Conversion Program

To select the conversion report that applies to your country, double-click on the respective line

1

Click here to select the bank statement that needs to be converted

2

Execute3

1

23

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Electronic Bank StatementImport & Post EBS – SAP Transaction

FF.5 Import Electronic Bank Statement

ACTION TRANSACTION CODE / PATH

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Electronic Bank StatementFF.5: Import & Post the Electronic Bank Statement (1/4)

Flag “Import Data“ and “Workstation upload“

Specify the correct bank statement format: ‘E‘ for MA

Select your Statement file

1

1

2

Select whether you want to post the bank statement:

― immediately, or― generate a batch input

Flag “Assign value date“

2

Flag desired Output controls:If flagged this provides: Prints the bank statements Prints a list of postings Prints statistics

3

3

Execute4

4

Note:The only way that SAP knows how to upload the file correctly is to specify the correct format:

ex : ‘E‘ for MA (ETEBAC)

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Note:The program checks whether the statement was already posted or not!

Note:In case the statement was already posted the program ignores this entry!

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After the upload SAP provides the list of the executed postings!

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The list of postings already indicates which bank statements could not be posted and why

To correct these posting you have to enter the so called "post processing“ sub-process

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Electronic Bank StatementPost-Processing – SAP Transactions

FEBA_BANK_STATEMENT Initiate Post processing


Note:This transaction may be used to:•List all the statements uploaded on a bank account•Control that all the bank statements have been correctly posted•Reprocess all or some pert of the statement not posted•Post manually the statement if the anomaly (automatic clearing for instance) may not be solved

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Electronic Bank StatementFEBA_BANK_STATEMENT: Selection

1

Enter Selection Data1

Execute2

2

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Electronic Bank StatementFEBA_BANK_STATEMENT: Edit Bank Statement

Note:

On the first level of this tree you find the “House bank key”

The second level is the abbreviation of the “House bank account”

Beyond this level you find all the movements. You can distinguish between movements with:

Green bullet: Correct postings

Red square: Posting is NOT performed

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Electronic Bank StatementFEBA_BANK_STATEMENT: Correct Posting (1/2)

The easiest way to correct errors is to mark the top level entry and to press the right mouse button to perform the functionality “Post item”

1

1

After opening the wrong posting, you can correct it. In this example one should enter the missing account

2

2

Note:You can also perform "Post Item“ using the Menu-Bar: Statements Items > Post

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Electronic Bank StatementFEBA_BANK_STATEMENT: Correct Posting (2/2)

Before After

Result: After the creation of the missing account, the posting is performed without errors!

2007/04/23

Electronic Bank StatementDisplay Electronic Bank Statement – SAP Transactions

FF.6 Display Electronic Bank

Statement


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Electronic Bank StatementFF.6 : Display Electronic Bank Statement (1/2)

In order to display and print the electronic bank statement, double-click on the "Print Bank Statement“ line

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Electronic Bank StatementFF.6 : Display Electronic Bank Statement (2/2)

1

Enter Bank Statement specifications1

Execute to display Statement22

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Electronic Bank StatementClearing – SAP Transactions

F-03 Clear GL Account


Note:

•Whenever you have imported an electronic bank statement, you should clear the bank reconciliation accounts •If a reconciliation account is not balanced, analyze the reason for the difference and post the difference accordingly•This task must be done on a daily basis

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Electronic Bank StatementF.03 : Clearing Open items – No difference (1/2)

1 Enter clearing account

2 Enter company code

3 Enter clearing date, period,currency

4 Process open items

1

2

4

3

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Electronic Bank StatementF.03 : Clearing Open items – No difference (2/2)

1

1 Select the items to be cleared together

When there is no difference between the items to clear the field « Not assigned is equal to « 0 »… You may post the clearing.

2

2

Note:To select items double click on the AMOUNT of the line.To display a document double-click on any other field of the line

3 Post: click on button in the standard toolbar

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Electronic Bank StatementF.03 : Clearing Open items with a difference

1


In case of a difference the field « Not assigned » is not equal to 0: analyse the reason for the difference (e.g. partial payment, bank fees deducted from payment, etc.)

2

2

Note:Here the payment posting and the bank statement item are not equal: you must analyse the difference to post/ clear it correctly

3Choose one of the option explained in the next slide depending on your case

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Electronic Bank StatementF.03 : Clearing with a difference : Res. Item

2

1 Select the Residual item folder

Input the residual amount value2

4

Notes:-Double click on the residual item field to get the residual amount directly.-The reason code you choose will automatically determine the P&L account to which the difference will be posted by the system.

4 The difference disappears.

1

3

5 Post: click on buttonin the standard toolbar

3Select a reason code: operational or exchange difference and Enter.

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Electronic Bank StatementF.03 : Clearing with a difference : Charge Off Diff. (1/2)

1


In case of a difference analyse its reason (e.g. partial payment, bank fees deducted from payment, etc.)

2

2

Note:Here the payment posting and the bank statement item are not equal: you must analyse the difference to post it correctly

3 Click on the button

3

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Electronic Bank StatementF.03 : Clearing with a difference : Charge Off Diff. (2/2)

1You can now post the difference on any GL account, according to the difference reason (Bank charges account, Tax account…)

1

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Manual Bank StatementProcess Overview

Mandatory StepOptional Step

Bank Accounting - Manual Bank Statement

Record the paper statement in CEP

Post the recorded Bank Statement

Post Processing

Display Bank Statement Clearing

The rest of the process is exactly the same as for electronic bank statements.

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Manual Bank StatementRecord manual statement – SAP transactions

FF67 Enter Manual bank

statement


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Manual Bank StatementFF67 : Manual bank statement - Parameters

2 Select Internal bank determination

3 Select Import advices

4 Select your country specific variant screen

5 Choose processing type « 4 »

6 Select Transfer value date

2

3

4

5

6

1 Select in the menu bar > Settings > Specifications

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Manual Bank StatementFF67 : Manual bank statement - Header

1 Enter Company and bank + account ID

2 Enter statement number and date

3 Enter statement’s opening and closing balance

4 Enter the posting date in our accounts

5Select option« Bank postings only » and enter a batch name

1

2

3

4

5

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Manual Bank StatementFF67 : Manual bank statement - Items

1 Choose the relevant posting rule

2 Enter value date from the statement

3 Enter operation amount

4 Enter the Foreign currency amount (when relevant)

5 Enter operation description from the statement

1 2 3 4 5

Note:See the following slide to help you choosing the relevant transaction posting rules

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Manual Bank StatementFF67 : Manual bank statement – Posting Rules

Note: Posting rules codification- M stands for Manual statement (doc type ZC)-Second digit is the last digit of the reconciliation account that will be posted:

1 for 10010xx1…9 for 10010XX9R for 13210200

- Third digit is always « 1 »: post without automatic clearing.- Fourth digit is the side of the operation:

• C, the bank is crediting our account : we debit bank account in our books.• D the bank is debiting our account : we credit bank account in our books.

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Manual Bank StatementFF67 : Manual bank statement – Post

1

Once the statement information has been recorded (see message at screen bottom) , click on the post button to generate & execute batch input file.

1

Note:Post button isin the standard toolbar

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Manual Bank StatementFF67 : Manual bank statement – Display Overview

At any time you may display the statements priorly recorded and posted by clicking on overview button

2See the list of bank accounts with statement. Double click to get details

1

2

1

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Manual Bank StatementPost recorded Statement – SAP transactions


Note:

•In the case you have selected processing type 1 instead of 4 in the specifications screen you must launch manually the batch input execution (posting of recorded statement).

SM35 Batch input session

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Manual Bank StatementSM35 : Batch Input – Session Overview

1 Select the file

2 Click on execute button

3 Select background mode

4 Click on process button

1

2

3

4

4007/04/23

End of the document

Cep Tr Acc Tr 010 9999 Gl Bank Accounting

Documents

bank fees

electronic

electronic

bank statement

manual bank

house bank

clearing open

bank statements