Electronic Account Statement: Posting and Clearing 

Process Flow

After importing the electronic account statement, the SAP system searches through it for the information that it requires for the automatic part of the processing.

Let us take the following example: Your customer pays an open invoice by bank transfer to your house bank account (item no.5 in the account statement example). Refer to Information in the Electronic Account Statement.

You have configured the electronic account statement in such a way that this transaction triggers the following two-level posting transaction in your system:

...

       1.      The cash receipt is posted to a clearing account such as a cash receipt account (bank posting).

       2.      The system locates the customer and clears the item from this account (subledger posting).

To do so, it requires the following information from the statement:

...

                            a.      The business transaction (for example, transfer by credit memo) must be identified. The system must then apply a rule to determine how that business transaction is posted in the system (account determination).

                            b.      Clearing information must be found (document numbers for example) so that the customer open items can be cleared.

How does the system identify the accounting transaction and find the relevant account using the posting rule?

It does so by running through the following search sequence:

...

       1.      It finds the transaction type in the Customizing table using the bank key (66010076 in our example) and the bank account (179097789 in our example)

       2.      It determines the posting rule key in the Customizing table from the transaction type and the external transaction code/bank’s business transaction code (BTC) (051 in our example).

       3.      From the posting rule key, it determines the posting specifications and the account determination rules that you defined in the configuration of the electronic account statement.

How is the customer open item now cleared? Which information is required for the clearing transaction?

The system finds the necessary information for this in the note to payee lines in the statement (in our example the reference number 131000067). Using the document number or the reference document number, the system finds and clears the document. The document number or the reference document number are found for the note to payee information using “interpretation algorithms”.

Even if the document number was not included in the statement, there are several ways to clear the document. For more information, see Interpreting the Note to Payee Fields

Result

If the system is able to find all the information it requires in the electronic account statement, the data is posted in the system. Normally these postings should be made error-free. However, there are many cases that require manual post-processing. For further information, refer to Postprocessing Account Statements.