This document explains how you define the basic settings that control how bank statements are processed.
Bank statements, entered manually or received as bank files, will be processed correctly according to your definitions. This includes, for example, how the statements are validated and how invoices are allocated to the statement lines.
You can process bank statements. See Automatic Processing of Bank Statements.
Define Bank Account Information
Define information for the bank accounts that the bank statements refer to.
This includes defining:
Define Payment Variances
If necessary, you can define which variances will automatically be accepted when there is a difference between the net amount on the invoice(s) allocated to a statement line and the net amount on the line itself.
You do this by specifying a maximum variance in an amount and/or percentage. You also specify when the variance will apply; it may be when the variance refers to cash discount or overpayment and when it refers to an accounts receivable or accounts payable transaction. You can also define different variances for different cash discount terms. The variances are defined in 'Payment Variance Control. Open' (ABS920).
Note that the cash discount terms defined in 'Cash Discount Term. Open' (CRS077) and the tolerance days defined there, also affect the expected payments for invoices with cash discounts.
Define how to Retrieve Information from the Additional Information File—by Structuring the File
When bank statements are received, an additional information file might be connected to a statement line. When later performing the automatic allocation, information can automatically be retrieved from the additional information, usually in order to allocate invoices to the statement line. The information can be an invoice number or an additional information category number such as a grouped invoice number.
For this to work, you need to define how the additional information should be structured and how the number search should be performed. You do this in 'Additional Information. Structure' (ABS930).
Define How to Retrieve Information from the Additional Information File—Using Text Identifiers
You can also use additional information to automatically:
For this to work, you need to define a text string and what to do if the string is found in the additional information file. You do this in 'Text Identifier. Open' (ABS940).
Defining How to Process Automatic Allocation of Invoices
Define scenarios that control how to process the automatic allocation of invoices to statement lines. A scenario can control how to:
You define scenario(s) for every type of bank transaction that a statement line refers to. If needed, you can also prioritize the scenarios defined for a transaction. For example, a scenario that searches for an invoice can apply first, and if it does not succeed, a scenario that creates an on-account payment is applied. Using this function, you maximize the part of the allocation that can be done automatically and minimize your own work effort.
You define scenarios in 'Scenario Number. Open' (ABS911) and prioritize them in 'Scenario Number. Prioritize' (ABS911).
Verify the Settings
Once the basic settings and the scenarios are defined, it is essential that you test your settings thoroughly. You do this either by receiving test bank files or by entering bank statements manually, and then following the automatic process flow, as described in Automatic Processing of Bank Statements.
When doing this, keep the following questions in mind: