Electronic Bank Statement in SAP

Author : MKS Consultancy

What is Electronic Bank Statement
• Electronic Bank Statement business process in SAP
• Discuss end to end EBS process in SAP
• Electronic Bank Statement Configuration in SAP
• EBS is provided in BAI2 format. Understand BAI2 layout and field functionality
• Generate a test BAI2 file in SAP using testing program
• Test out EBS configuration using the test file
• Learn Post processing of EBS file
Electronic Bank Statement Business Process
What is Electronic Bank Statement
• An Electronic Bank Statement (EBS) is a detailed electronic version of the manual bank statement
• Each day the bank send the statement electronically
• This statement is in BAI2 format and is uploaded in SAP through scheduled batch jobs
• Other Bank Formats accepted by SAP are : BAI, BAI2, SWIFT MT940
• EBS files contain customer Deposits, Vendor Disbursements, Service Fees and other transactions, as well
as balance information
• These deposits, disbursement could be through Check, ACH or Wire Payments
• SAP has the ability to import and process the Electronic Bank Statement
• The Check, ACH, Wire deposits and disbursements are automatically posted to the GL accounts
• Clearing Functionality :
• Checks Payment to Vendor through F110 in SAP. Accounting entry Vendor Accounts Debit to Check Out
(Clearing account) Credit. When EBS is loaded in SAP if money is received for this check in Bank It Debits
the Check Out (Clearing) account and Credits the Bank Main Account.
• Speeds up reconciliation of the bank statement
Accounting Entries
• Check Payment to Vendor
Vendor Account DR
To Check Out (113025) Account CR

On EBS Upload
Check Out (113025) DR
To Main Bank Account ( 113020) CR
EBS Implementation Steps
 Step 1 – Define Account Symbols

 Step 2 - Assign Account Symbols

 Step 3 – Create Keys for Posting Rules

 Step 4 – Define Posting Rules

 Step 5 - Configure Transaction Types

 Step 6 - Assign BAI Codes to Posting Rules

 Step 7 - Assign Bank Accounts to Transaction Types

GL Account Creation
• EBS is created by bank in format BAI, BAI2 or MT940. EBS file can be manually downloaded from Bank website and uploaded in
SAP.
• However preferred method is automation where a middle ware like EDI server, MQ webserver logs into the Bank website and
download the EBS file. This file is than placed on SAP application server directory. This directory is defined by basis team in
Tcode AL11. We set up a routine batch job in SAP which picks this file and post in SAP

Below GL Accounts have to created in GL master data : FS00

GL Account Description
113100 Main Bank Account
113108 Check In ( Received account)
113101 Check Out (Check Issued account)
113456 ACH Out Account
113107 Other Interim Postings
700000 Bank Charges Account
Step1 Define Account Symbols
• Tcode : IMG- FA- BK Acct – BT – Payment Transactions – EBS – Global Settings
• Specify G/L accounts (Main bank, outgoing checks) to which postings are to be made from the EBS.
You assign account symbols to the G/L account numbers. These are required for the posting rules in
step 2.

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 Step2 Assign Account Symbols
• Define postings to be triggered by transactions in the EBS
• Assign account symbols defined in step 1 to GL Accounts
Step3 Create Keys for Posting Rules
• Posting Rules carry out G/L and Sub-Ledger postings
F110 Payment to Vendor Acct Entry
Vendor DR
To Check Out (113101) Acct

• EBS Posting Entry - Rule Y50

Check Out (113101) DR
To Master Bank Acct (113100)
Step 4 Define Posting Rule
• Posting Area 1 : Bank Accounting
• Posting Area 2 : Sub Ledger Accounting
• A posting type “option” is assigned to each rule
• Post To G/L Only
• Post to Sub-Ledger Only
• Post to G/L and Sub-Ledger
• Can use clearing postings as well
Step5 Create Transaction Types
• Transaction types are assigned to bank account. This will determine what posting rules are
used for a particular BAI code in that bank account.

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Bank File Format – BAI2

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• 01 – File Header

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• 02 – Group Header
• 03 – Account Identifier and Summary Status
• 16 – Transaction Detail
• 49 – Account Trailer
• 98 – Group Trailer
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• 99 – File Trailer
Contd……..
External External TT Des. +/- Posting Posting Rule Des. Interpretation
TT Rule Algorithm
115 Lockbox deposit + Y06 DR MASTER, CR CHECK IN STD
455 ACH PAID - Y30 DR ACH OUT, CR MASTER DME
475 CHECK PAID - Y50 DR CHECK OUT, CR MASTER OUTGOING
CHECK

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699 MISC FEES - Y80 DR OTHER, CR MASTER STD
Unallocated Unallocated + Y08 STD

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Unallocated Unallocated _ Y80 DR OTHER TRANSFER, CR STD
MASTER
399 Misc. Refund + Y08 STD

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Step6 Assign External Transaction Types to Posting Rules
• Next, assign External Transaction types to Posting Rules so that R/3 knows what to do with incoming
EBS transactions
• Choose + or – depending on whether the transaction increases (+) (deposit) or decreases (-)
(withdrawal) the bank account balance
Step7 Assign Bank Account to Transaction Types
• Assign a bank account to the transaction type (BAI)

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Create Test EBS File
• EBS Configuration is complete
• Now we will test the configuration. EBS is received from Bank. But for testing purpose we will create EBS in
SAP
• Program to upload EBS in SAP : RFEBKA00
• Program to generate BAI2 file for testing : RFEBKAT5
• Program to delete EBS files from SAP Tables : RFEBKA96
• Important tables:
• FEBKO – EBS Header Data
• FEBEP – EBS Line Item Details
EBS Business Process
• Upload Bank Statement (EBS) : FF_5
• Display Bank Statement (EBS) : FF_6
• Manually process un clear line items in EBS : FEBA

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BAI2 Format Explanation
Codes Description

01 File Header

02 Group Header

03 Account Header

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16 Transaction details

88 Continuation of previous record

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49 Account Trailer

98 Group Trailer

99 File Trailer
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BAI2 Format Explanation… continued
Code Field Description Content
01 1 File Header  
  2 Sender ID ABA/ Routing
  3 Receiver ID
  4 File Creation date YYMMDD
  5 File creation time  

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Code Field Description Content
02 1 Group Header  
  2 Receiver ID HONDA952
  3 Originator ID ABA/ Routing
  4 Group Status Constant as 1
  5 As of Date YYMMDD
  6 As of Time   Slide 20

  7 Currency Code Blank

 BAI2 Format Explanation… continued 2
Code Field Description Content
03 1 Account Header  
  2 Bank Account Number 200
  3 Currency Code USD
  5 Type Code 015
  6 Amount  
Code Field Description Content
16 1 Transaction data  

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  2 Identifies type of Transaction data 169: Misc. ACH Credits
  3 Amount  
  4 Fund Type. 0 : Immediate Availability  

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Code Field Description Content
88 1 Continuation of preceding record  
  2 Continuation of preceding record  
Code Field Description Content
49 1 Account Trailer  
  2 Sum of all amount fields from code 03 and 16  
  3 Total Number of records   Slide 21
BAI2 Format Explanation… continued 3
Code Field Description Content
98 1 Group Trailer. Always 98
2 Sum of total fields for all 49 records for this Group
3 Total number of 03 records in the group
4 Total Number of all records in the group -16
99 1 File Trailer
2 Sum of all 98 records in this file- Group Control Total
3 Total number of 02 records in this file

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4 Total number of records (16) in the file

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 Execute Bank Statement (FF_5)

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Thank You

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