Use this function create a list of search terms related to fixed identifiers, like a BP name or text in a bank transaction. This search is used in the advanced bank statement import process.

These search terms can be used to match a transaction to a certain general ledger account or BP account.

In Bank import settings, select the Search term list check box to apply these terms to the search and then select when to apply the terms: before or after the standard search. If you select after, it only applies to transactions with a C status.

Note: If the term matches a BP account, a payment not linked to a specific open item is generated.

Setting up a list

Click Create in the Action panel to set up a new list.

Enter the Company for this search list and select a File format and a Bank.

Click the Append icon to create the list.

Note: When adding terms, wildcards are not allowed. If several texts are entered within one criteria (example: “LEASE CONTRACT” as reference), the exact string must be found. If several criteria are entered (i.e., Reference text and amount), they are linked with “AND."

For payment related settings:

You can enter either a G/L or a BP account but not both. For a BP account, a control account must also be given.

The sign of the payment attribute entered must fit the payment sign of the transaction (or set to payment direction). Otherwise there is no match, even when other criteria apply.

The account structure of the payment attribute needs to be Bank <=> BP or  Bank <=> Account.

If a G/L account subjected to VAT is used, a VAT code is mandatory.

A (fixed) distribution can be used if either the G/L or the BP account are set up for analytical accounting.

Bank statement import setup overview

This provides an overview of the setup procedures necessary to perform advanced bank statement imports, which includes matching statements to open items and generating payments. You can also match to existing payments without generating a new payment. Note that you cannot match a single transaction to an open item and a payment combination. See Bank statement import overview.

This involves technical settings that should be done very carefully. If you are not certain, contact your Sage X3 administrator or business partner.

View the online help for each function for specifics on data entry and complete function help.

BSI - Bank statement import activity code
You need to activate this activity code to take advantage of the bank statement import process.

Understanding electronic bank formats
To set up the bank statement import successfully, at least a basic understanding about the structure and content of electronic bank statement files is required. This includes MT940, CAMT.053, BAI2, CFONB, and AR Lockbox CSV file types.

Note: Most banks provide CAMT messages in ZIP files. You need to unzip the files before importing into Sage X3.

Payment entry types for bank statement imports
It is strongly recommended to use dedicated payment entry types for the bank statement import (BSI) so that settings can be made independent from other entry types. A dedicated BSI entry type is available as part of the default setup that you can copy or adapt. Dedicated BAI2 and CFONB entry types are also available.

Bank import segment definition
The segment definition describes the detailed structure of the information contained in a segment. This includes segments from the logical parts, like the header, data line, footer, etc., of a bank import format. Based on this, the import extracts and interprets the information contained in the file. The sequence of the segments is controlled by the import format definition.

Note: If you are importing BAI2 files, you need to define Bank import type codes (BSIIMPTC). This is an additional step dedicated to this format.

Bank import format
The format definition describes the overall structure of the format and the sequence or occurrence of the segments. It also controls when new entries for statements and transactions are created during the import.

At least one Bank import format must be defined; it can be used for several bank accounts. You can also have several formats, (i.e., for bank accounts from different banks using different MT940 or CAMT.053 variants).

BP number and Invoice number definitions
The BP number and the invoice number are the main criteria for automatic matching, but are typically given in the bank statement file in a non-structured way as part of the payment reason or information text.

For an efficient search, you need to provide information about the structure of these numbers so the search process can recognize parts of the payment reason text as a BP or invoice number.

Bank import settings
These settings control various aspects of the import and the matching processes. Settings are done at the company level at a minimum, but you can have different settings per company for different bank accounts and/or file formats. For CFONB file formats, a specific bank is not entered.

These settings are applied in the context of an import, so if you import a bank statement file, you need to select a group of settings for this import. These settings are used for the import and the matching process later. For example, you can import and match transactions through the advanced bank statement import workflow or import files and then reconcile using the Bank statement reconciliation (RAPBAN) function.

If you want to included existing payments in the import and matching process, you need to select at least one option in the Payments block of the Search criteria section.

Note: For CFONB file formats, you cannot reconcile using the Bank statement reconciliation function for matching.

Excluded search terms
You can define common terms that are excluded from the business partner name search. Common search terms can include the abbreviations of legal forms that are used in BP names like Ltd, S.A., Inc., and GmbH AG. Salutations like Mister, Miss, Mrs., Herr, and Frau that are used in BP names can also be excluded.

Excluding these common terms that are found in many business partner records increases search performance because it reduces the number of possible BP accounts that need to be searched for open items.

Search term list
Search terms can be used if fixed identifications (like a BP name or a certain text given in the transaction) should be used to match the transaction to a certain G/L or BP account.

Prerequisites

SEEREFERTTO  Refer to documentation Implementation

Actions

 Click Create to define a new search term.

Presentation


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Fields presentation

  • File format (field FILFMT)

Enter a file format to restrict the search list to a certain file format.

  • Bank (field BAN)

Enter a bank to restrict the search list to a certain bank.

  • Reference (field SEAPAYREF)

Enter text to search for in the payment reference fields that have been stored by the import segment definition in [F:BSIIMPD]FREREF(0) to (9).

  • BP reference (field SEABPRREF)

Enter text to search for in the BP reference fields that have been stored by the import segment definition in [F:BSIIMPD]BPRREF(0) to (5).

  • Description (field SEAOTH)

Enter text to search for in the payment description that have been stored by the import segment definition in [F:BSIIMPD]DES).

  • BTC reference (field SEABTC)

This field is dedicated to search terms in the subdetail for CAMT.053/.054 transaction entries. It allows you to add bank transaction codes as a concatenated string. The value in the BTC reference field consists of concatenated values for Domain, Family, and Sub-family or the concatenated values for Code and Issuer when the Proprietary element is present in the bank transaction section of the statement.

Note: Bank transaction codes on C-level transactions in CAMT.053/.054 statements are currently not taken into account in the standard setup for element mapping and bank import segment definition.

  • Amount (field SEAAMT)

Amount to search for. You can only enter positive values in this field.

  • Attribute (field DENCOD)

Enter the payment attribute that is used when generating the payment.

The sign of the payment attribute entered must fit the payment sign of the transaction (or set to payment direction). Otherwise there is no match, even when other criteria apply.

The account structure of the payment attribute needs to be Bank <=> BP or Bank <=> Account.

  • Site (field FCY)

Enter the site that is used for payment generation. If the bank account is linked to a dedicated site, both sites must be the same.

  • Account (field ACC)

Enter the G/L account to use if the payment should be assigned to a G/L account. Typical examples for this would be expenditures for rent, leasing, bank fees, etc.

You can enter a G/L account or a BP account, but not both.

If a G/L account subject to VAT is used, a VAT code is mandatory.

A (fixed) distribution can be used if the G/L account is set up for analytical accounting.

Note: For one search term, you can enter a G/L account or a BP account, but not both.

  • BP (field BPR)

Enter the BP account to use if the payment should be assigned directly to a BP account. Note that in this case a payment without direct relation to an invoice is generated.

You can enter a G/L account or a BP account, but not both. For a BP account, a control account must also be given.

A (fixed) distribution can be used if the BP account is set up for analytical accounting.

Note: For one search term, you can a G/L account or a BP account, but not both.

  • Control (field BPRSAC)

Enter a control account if you entered a BP account to use if the payment should be assigned directly to a BP account.

  • Tax (field VAT)

Enter a VAT code if the G/L account you entered to use for payment is subject to a VAT tax.

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Error messages

In addition to the generic error messages, the following messages can appear during the entry :

The only error messages are the generic ones.

Tables used

The following tables are implemented by the function :

Table

Table description

BSISEALIS [BSILIS]

Search term list

SEEREFERTTO  Refer to documentation Implementation