Bank transactions import

Bank statement import overview

You must complete the setup process before importing bank statements, reviewing and processing matches, and generating payments through validation.

See Bank statement setup overview. The setup involves technical settings that should be done very carefully. If you are not certain, contact your administrator or business partner.

This is an overview of the bank statement import and matching process. See the relevant function help for specifics regarding each step.

The process varies based on the flow type selected in the Bank import settings function (BSIIMPPAR).

Standard: Importing, matching, and generating payments takes place within the full bank statement import workflow, including the Process bank transaction function (GESBSIMTC).

Reconciliation only: Importing takes place within the bank statement import workflow. Matching and generating payments takes place in the Bank statement reconciliation function (RAPBAN). This flow type is not available for CFONB file types.

1. Import transactions

This function imports bank transactions in various electronic formats from one or several bank statement files. These files have been obtained directly from your bank or exported from an online banking tool and saved to your workstation or server. The bank transaction import function (BSIIMPORT) imports these files from their saved location for matching and processing.

This step applies to Standard and Reconciliation only flow types.

See Bank transaction import

2. Managing imports and matching

Next, you need to manage how you import and match transactions.

An imported statement can have one of the following statuses:

• Not matched: Initial status after import, no matching has been performed.
• Matched: Matching or partial matching has been performed for the statement.
• Validated: Payments have been generated and the statement is read-only.
• Reconcile: The bank statement was imported with Reconciliation only as the flow type. The transaction data has been copied to the Bank statement reconciliation function (RAPBAN). The statement here is read-only.

Standard flow type:

Match transactions to open items, accounts, or existing payments using the Bank transaction management function (BSIIMP). You can perform an automatic match from this screen, but you cannot review or modify results and you cannot generate payments.

Reconciliation only flow type:

The transaction data for the statement has been copied to the Bank statement reconciliation function (RAPBAN) where you can perform a standard manual bank reconciliation. Import data is display-only. For each statement, you directly access the transaction data from the Action icon menu at the beginning of each line. You cannot process the statement through the Process bank transactions screen.

See Bank transaction management

3. Matching transactions to open items or accounts

This step only applies to the Standard flow type.

The imported transactions need to be reviewed and matched to open items or other accounts such as a G/L account, BP account, or a suspense account. Transactions can also be matched to existing payments.

Note: Existing payments refers to payments created through the standard payment processes like payment proposals and manual payment entry and have a status of Posted.

Matching is done in the Process bank transactions screen. You can match items automatically or manually.

• Automatic matching: From the Bank transaction management screen, click Start matching to run the process on all unmatched statements in the grid.
• Manual matching: From the Action icon menu at the beginning of a line, select Process bank transactions. This opens a new screen where you can review and edit results from automatic matching, perform manual matching and selection, and manual entry.

Processing transactions

This step only applies to the Standard flow type.

A: This represents an automatic exact match to one or several open items and/or existing payments. Matched open items display in the grid and are selected. The "A" status can also include:

Automatic matches:

A: to an open item or payment

AC: to open items in a different currency

AS: by search term list that automatically creates a manual entry

Manual matches:

AM: to an open item and/or an existing payment

AD: manual entry

B: Some information was found, but no exact matches. Possible matching open items or existing payments are displayed in the related grids and are not selected. If not processed manually before validating, payments are posted to the Suspense account unless you have selected to Suppress intermediation posing as defined in the Bank import settings function (BSIIMPPAR).

BC for possible matches involving open items in a different currency.

C: No information was found and no open items or existing payments display in the related grids. If not processed manually before validating, payments are posted to the Suspense account unless you have selected to Suppress intermediation posing as defined in the Bank import settings function (BSIIMPPAR).

Notes: If you review a statement before matching or if you unmatched a transaction, the status code is blank.

For a manual match, you must distribute the complete transaction amount as paid, plus overpayment if applicable. Otherwise you can't save your changes. You can distribute transactions in a statement to either multiple open items or accounts or existing payments.

For A level matches

To open items: This generates the payment and no more changes can be made.

              

To existing payments: This simply creates the match to the bank transaction with no new posting or payments.*

              

To an existing payment linked also to manual entry: This matches the existing payment and creates a new payment posting for the manual entry amount only.

*For A level matches to existing payments, validation creates the following data:

PAYMENTH: a reference to the linked transaction in BSIIMPD

GACCENTRY: set the matching flag entry  (BSI) for those journal entries related to the entry in PAYMENTH

For B and C level matches

Payments are created for the suspense account unless you have selected to Suppress intermediate posting. In that case, you need to manually generate payments and journal entries for those transactions. This option and suspense account settings are defined in the Bank import settings.

See Process bank transactions

4. Validating a statement

This step only applies to the Standard flow type.

Validating is the final step in the bank import process and generates a payment for transactions matched to open items or BP/GL accounts. After you have validated the statement, you can no longer modify the transactions. The validation is always performed for the entire current statement and depends on the matching status:

See Process bank transactions

5. Manually completing a transaction

This step only applies to the Standard flow type.

In certain cases, open items associated with a bank statement transaction might have been settled outside the bank statement import process. In other words, a payment transaction included in the bank statement already exists as a payment.

Complete transaction is active when the transaction status is Not validated but has already been matched or when the transaction status is Partially validated.

This option is inactive when the transaction status is Not validated but has not yet been matched, or when the transaction status is Validated or Manually completed.

Note: Use this action with care. Completing a transaction cannot be undone.