Bank statement import

Use this function to import Belgian Coded Statement of Account (CODA) statements (flat-file format). It is possible to use this function in client/server mode. The function can also be called by batch.

In case of a blocking error, the CODA statement is rejected and the Belgian bank statement is not created.
In case of non blocking anomalies, or if no anomaly is returned, the operations are as follows:

The CODA statement is imported.
The CODA statement is archived in the ARCHIVE directory located in the directory set up in the parameter BELRBKDIR - Statement import directory (LOC chapter, BEL group); if the setup is a server-type setup.
The Belgian bank statement is created and loaded:

either by payment-type lines (that is, a payment will be generated and posted upon validating the statement line),
or by slip-type lines (that is, the slip in intermediate posting is validated in bank upon validating the statement line).

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

Entry screen

Field descriptions

Format (field RBKFMT)

Defines the format of the imported file. In the case of the import of Belgian bank statements, the format is CODA.

Detail line import (field DETFLG)

When importing Belgian bank statements, for each created 'Payment' statement line, the lines can be detailed (invoices or costs details), or created with only one line corresponding to the payment total amount.

If the flag Detail line import is checked, the automatic determination of sales invoices, using the VCS number, and of cost lines is performed.
If the flag Detail line import is not checked, the amount is not detailed. The determination of the sales invoices and cost lines are not performed.is not performed.

For further information about the management of 'Detail line import', please see the Bank statement function help - A/P-A/R Accounting>Reconciliation>Belgian legislation>Belgian bank statement (Lines tab, Line detail grid, Accounting destination and Amount fields).

File name (field VOLFIL)

Name of the file containing the CODA Belgian bank statement to import.
The CODA statement can group several bank accounts of different banks.
The name of this file is loaded by default, with the parameter value BELRBKDIR - Statement import directory (chapter LOC, group BEL).

Click on the Selection icon to open the list of volumes. In this list, you can select a file.

Batch task

This function can be run in batch mode, but no dedicated standard task is delivered to run it.

Limitations

Settlement (early) discount and late payment charges are not included in the calculations when a Belgian bank statement is created and the related open items identified (either automatically when the statement is imported using this function (RBKIMPBEL), or manually when picking open items directly using the Belgian bank statement (GESRBB) function). An open item is therefore considered to be partially paid if there is a difference between the open item and the imported payment.

You must make manual adjustments to allocate any related discount amounts or payment differences.

Error messages

Generic messages

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

When importing CODA statements, two types of controls are performed and can display in the log:

either blocking messages, implying the rejection of the CODA file,
or non blocking messages (the bank statement is imported, archived and created)

The blocking messages are the following:

Incorrect File Structure

This message is displayed when the CODA file format is incorrect (for example, if not all the lines in the SEPA files have a length of 128 characters, if the files do not start start with 5 zeros, if there aren't as many recordings 0, 1, and 9, etc.). In this case, the file is rejected.

The statement bank account number or IBAN does not exist in Bank accounts (GESBAN).

In the CODA file, the communicated number is either the bank ID number or the IBAN code of the bank.
This message is triggered if no bank (GESBAN) in Sage X3 is set up with a bank ID number or an IBAN code corresponding to the one transmitted through the CODA file in record 1. This therefore means no bank has been set up for the imported CODA file. In this case, the file is rejected.

Old balance does not correspond to previous balance

This message is displayed if the signed amount of the former balance transmitted in the CODA file does not correspond to the signed amount of the new balance of the previous statement created in Sage X3. In this case, the CODA file is rejected.

Former balance date does not correspond to the previous statement

This message is displayed if the date of the former balance transmitted in the CODA file does not correspond to the date of the new balance of the previous statement created in Sage X3. In this case, the CODA file is rejected.

The date of the new balance must be later than the date of the old balance

This message is displayed if the date of the new balance transmitted in the CODA file is earlier than the date of the former balance. In this case, the file is rejected.

Inconsistent debit turnover

This message is displayed if the sum of the debit records of the CODA file does not correspond to the total debit of the CODA file. In this case, the file is rejected.

Inconsistent credit turnover

This message is displayed if the sum of the credit records of the CODA file does not correspond to the total credit of the CODA file. In this case, the file is rejected.

New balance < > Old balance + Total transactions

This message is displayed if the amount of the old balance + the sum of the debit/credit transactions is different from the amount of the new balance of the CODA file. In this case, the file is rejected.

Incompatible versions

This message is displayed if the version defined in the CODA file differs from the one set up in the format of the CODA file. In this case, the file is rejected.

The warning messages are the following:

Company on open titem incompatible with company on statement - VCS open items

This message is displayed if the open item (sales invoice) recovered from the VCS number belongs to a different company than that of the statement. In this case, the warning message returns the VCS number concerned, as well as the open item number which has not been assigned.

BP on open item incompatible with BP on statement - VCS open items

This message is displayed if the open item (sales invoice) recovered from the VCS number is associated with a pay-by BP which differs from the one determined from the CODA file. In this case, the warning message returns the VCS number of the open item concerned, as well as the open item number which has not been assigned.

Selected Item not Validated - VCS open items

This message is displayed if the open item (sales invoice) recovered from the VCS number is not valid. In this case, the warning message returns the VCS number of the open item concerned, as well as the open item number which has not been assigned.

Item without 'Payment Approval' - VCS open items

This message is displayed if the open item (sales invoice) recovered from the VCS number is no longer approved for payment. In this case, the warning message returns the VCS number of the open item concerned, as well as the open item number which has not been assigned.

VCS number - Several open items found

This message is displayed if the open item (sales invoice) recovered from the VCS number is subdivided in multiple open items. (For example, an invoice of 1,000 Euros subdivided in 100, 200, 700 for different due dates).

Item already balanced - VCS open items

Overpayment not authorized - VCS open items

This message is displayed if the amount transmitted by the CODA file is larger than the balance of the open items (sales invoice) recovered from the VCS number. In this case, the warning message returns the VCS number of the open item concerned, as well as the open item number which has not been assigned.