Define How to Retrieve Information from the Additional Information File - by Structuring the File

This document explains how you use the additional information file for a bank statement line to retrieve information, normally in order to allocate invoices to statement lines.

The information to retrieve is usually an invoice number, but can also be an additional information category number, such as a check number. For simplicity reasons, both categories are referred to as invoice numbers in this instruction.

Outcome

An additional information structure is made that controls how to find invoice numbers in the additional information file of a bank statement line. The structure also controls how to modify the number, if necessary, in order to find the corresponding invoice in one of the transaction files in M3.

When defining scenarios for allocating invoices to statement lines, you can specify that the scenario should use the additional information structure in order to find invoice(s). You do this in the 'Search path—invoice' field in 'Scenario Number. Open' (ABS911). If the information structure is used to find an information category number, specify the category in the 'Information category' field.

The FABTAB file is updated.

Before you start

Parameters to Set

Program ID/Panel Field The field indicates …
(ABS930/B)

Structure type

… which type of information to identify using the definitions that control how the additional information is structured.

Valid alternatives

1 = Invoices

2 = Information category.

If you select alternative 2, a search will be done after an information category number in additional information. If such a number is found, a search will be done in transaction files for an invoice with the same information category number.

Note that if alternative 1 is used, you can define several structures for the same selection criteria. The structure with the highest priority (1, for example) will be applied first and, if no invoice is found, the structure with the next priority (2) will be applied. However, if invoice(s) are found when a structure is used, the next structure(s) will not be used.

The search for an invoice to allocate to the statement line is automatically done as follows:

Step 1: The 010 and 100 parameters (all the parameters are described below) are used to delete characters in the additional information text. Thus, separate text fields are created. These text fields will be treated as separate entities in further analysis to find the invoice number.

Step 2: The 020 to 050 parameters are used to find the invoice number among the text fields. If no number is found, the search fails. If a number is found, the search continues.

Step 3: The invoice number that has been found is compared to the invoices stored in the FSLEDG or FPLEDG files in M3. If an invoice is found in one of these files, it is allocated to the statement line.

Step 4: If no invoice is found in the files, the 060 to 080 and the 090 parameters are used to change the invoice number. The changed invoice number is compared to the numbers in the FSLEDG or FPLEDG files. If an invoice is found in one of these files, it is allocated to the statement line that the additional information refers to.

(ABS930/E) 010 parameter— Alphanumerical/numerical

… whether the invoice that is to be retrieved from the additional information consists of alphanumerical or numerical characters.

Valid alternatives

1 = Alphanumerical

2 = Numerical.

All characters that do not belong to the selected alternative are deleted from the additional information text. By doing so, unnecessary information is erased and separate 'fields'/text entities are created, which enables the search for the invoice number.

(ABS930/E) 020 parameter— Number of positions—from–to

… the number of positions that the invoice number can consist of, specified as an interval.

This information is used when the text entities in the additional information are analyzed automatically. If the number of positions is specified as 10 to 15, that means that only text entities consisting of 10 to 15 positions will be further analyzed in order to find the invoice number.

(ABS930/E) 030/040— parameter—Start/end number

… an interval (start number/end number) of invoice numbers. The invoice number to be found must be within this interval.

If you need to use more than one interval, you can define several additional information structure records and give them different priorities. (Note that you cannot do this if you use an information category to find the invoice number.)

(ABS930/E) 050 parameter –Character for truncated text

…. a special character that is used by the bank to separate several invoice numbers with identical beginnings, and thereby able to truncate the numbers. Example: 200310001/02/03.

If such a special character is used, specifying it here enables all invoice numbers to be retrieved.

How to identify an invoice's full numbers are determined by the number of characters that follows the special character (possibly before the special character occurs again).

Example

The text field is '200310001/02/03. The invoice number 200310001 is retrieved. Two characters follow the special character '/,' which is why two characters will be deleted from the end of the first invoice number ('01'). Hence, the invoice numbers 200310002 and 200310003 will also be retrieved.

(ABS930/E)

060 parameter—Prefix

… a possible identity that is used internally by your company as a prefix to invoice numbers.

If an internal prefix is used, it is necessary to specify it in this field. This is because the invoice number will not be found in the transaction files otherwise. Example: An invoice number 234567 is found in the additional information for a statement line in a statement from the bank. Internally, all invoices from that payee receive prefix 00. By specifying 00 in this field, a search will be done in the transaction files for invoice 00234567.

(ABS930/E) 070—parameter Suffix

… a possible identity that is used internally by your company as a suffix to invoice numbers.

If an internal suffix is used, it is necessary to specify it in this field. This is because the invoice number will not be found in the transaction files otherwise. Example: Invoice number 234567 is found in the additional information for a statement line in a statement from the bank. Internally, all invoices from this payer receive suffix 00. By specifying 00 in this field, a search will be done in the transaction files for invoice 23456700.

(ABS930/E) 080 parameter—Number of positions, with introductory zeros

… the number of positions that the invoice number that has already been found in the additional information should consist of when compared to invoices in the FSLEDG or FPLEDG files.

If the invoice number found consists of fewer numbers of positions than specified here, zeros will be added in front of the number until its number of positions corresponds to the number specified here.

This field is used if leading zeros are used in order for all invoice numbers that belong to the selection criteria, have the same length. Example: Invoice number 56789 is found in the additional information from the bank. Internally, all invoice numbers have 10 positions. By specifying 10 in this field, a search will be done for invoice 0000056789.

(ABS930/E) 090 parameter—Delete introductory zeros

… whether zeros in the beginning of an invoice number found in additional information will be erased before the number is compared to invoices in the FSLEDG or FPLEDG files.

This field is used if the payer/payee's company internally uses zeros in front of invoice numbers (in order for all invoice numbers to have the same length, for example), while your company does not. Example: Invoice number 0000056789 is found in additional information from the bank. Since this field is selected, a search will be done in the FSLEDG or FPLEDG files after an invoice with number 56789.

(ABS930/E) 100 parameter—Special characters valid in text

… individual characters that you do not want to delete in the additional information when searching for invoice numbers, since the characters may occur in the invoice numbers.

You can specify any character here that is not included in the selection you made in the 010 parameter. That means that if you in the 010 parameter selected to delete all characters that are not numerical, you can specify individual alphabetical characters or additional characters such as the letter 'A' or a hyphen in this field. If you selected to delete all characters that are not alphanumerical, you can specify additional characters, such as hyphen or dash, in this field.

This field is very useful, since invoice numbers often consist of only numerical characters and hyphens, for example.

If you want to specify several characters here, you enter them without any blank spaces in between. Example: /B-.

Follow These Steps

  1. Start 'Additional Information. Structure' (ABS930/B).

    Define when the Structure Apply

  2. Specify whether the structure is used to find invoice numbers or information category numbers, in the 'Structure type' field.

  3. Specify that the structure applies for bank statements.

  4. Specify whether the structure applies for ingoing or outgoing payments.

  5. Select one of the following alternatives:

    • If the structure is for invoice numbers, define the payer/payee that the structure applies to and, if necessary, the priority of the structure.
    • If the structure is for information category numbers, define payer/payee and the information category.
  6. Select New.

  7. On the E panel, enter a name and/or description for the structure.

    Define Valid Characters in the Additional Information

  8. On the E panel, enter a name and/or description for the structure.

  9. Specify in the 100 parameter field any possible characters that the invoice number can consist of, in addition to the ones selected above.

    Define How the Invoice Number in the Additional Information is Set Up

  10. If the invoice numbers always consist of a certain number of positions, specify the number of positions as an interval, in the 020 parameter fields.

  11. If the invoice numbers must be within a certain number interval, specify the start number and the end number of the interval in the 030 and 040 parameter fields.

  12. If the bank uses a special character to be able to truncate text when several invoice numbers are listed, specify the character in the 050 parameter field.

    Define How the Invoice Number is Changed in Order to Find It in the Files in M3

  13. If your company uses an internal prefix for invoice numbers, specify the prefix in the 060 parameter field.

  14. If your company uses an internal suffix, specify the suffix in the 070 parameter field.

  15. If your company uses a fixed number of positions for invoice numbers, specify the number of positions in the 080 parameter field.

  16. If zeros in the beginning of an invoice number found in the additional information should be deleted, activate the 090 parameter check box. Press Enter.

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