Enter a Bank Statement Manually

This document explains how you manually enter a bank statement that was received on paper from the bank.

Outcome

A bank statement is entered. The statement includes information about opening and closing balance as well as detailed information about the different statement lines.

You can validate (and possibly allocate) the statement. Refer to Initiate Automatic Validation of a Bank Statement and Correct Any Errors.

The following files are updated:

Before you start

Follow these steps

  1. Start 'Bank Statement. Open' (ABS100/B).

  2. Set the panel sequence to EF1.

  3. Select one of the following alternatives (to display the A panel, where a new bank statement can be created):

    • Press F13 to Enter Basic Data for the Bank Statement (ABS100).
    • Select F17 to Enter the Bank Statement Lines (ABS101).

Enter Basic Data for the Bank Statement (ABS100)

  1. On (ABS100/A), enter a unique bank statement number.

  2. Specify whether the statement refers to a bank statement or a payment specification.

  3. Enter the statement's closing balance date.

  4. Enter the bank account identifier that the statement refers to. Select New and confirm your selection.

  5. Review and Enter Bank Account Information (ABS100/E)

    In (ABS100/E), review the bank account information displayed.

    The information has been retrieved automatically from the selected bank account identifier. The identifiers can be reviewed in 'Bank Account Identifier. Open' (ABS900).

  6. If necessary, change the bank accounting string and/or the currency.

  7. Enter the transaction reference number, if it is specified on the bank statement. Press Enter.

    This number can be used to identify the bank statement, if you need to contact the bank.

  8. Enter Balance and Amount Information (ABS100/F)

    On the F panel, enter the open balance amount (in a currency amount) and whether it is a debit or credit amount. Enter the open balance date.

  9. Enter the closing balance amount (in currency amount) and whether it is a debit or credit amount. If necessary, you can also change the closing balance date.

  10. Enter the bank statement's total debit and credit amount (in a currency amount). Press Enter.

    If this information is not specified in the bank statement, you need to calculate it, since the amounts are checked when the statement is validated.

    When you press Enter, 'Bank Statement. Open Lines' (ABS101) is started automatically. In this program you enter the bank statement lines.

Enter the Bank Statement Lines (ABS101)

  1. In (ABS101/B), you enter all the lines that are included in the bank statement. Select one of the following alternatives:

    • If you plan to perform the allocation of the statement lines automatically, you must enter what type of bank transaction each statement line refers to in 'Bank Statement. Open Line Details' (ABS102). Therefore, press F13, and set the panel sequence to EF1. Press Enter and continue with the next step.
    • If you plan to perform the allocation of the statement lines manually, there is no need to enter any information in (ABS102). Therefore, press F13, and set the panel sequence to EF. Press Enter and continue with the next step.
  2. On the B panel, create a bank statement line by entering a unique ID for the line in the 'Sequence number' field. Select New.

  3. On the E panel, enter the statement line's value date.

  4. Enter the payer payee (customer/supplier) that the statement line refers to.

  5. Enter the payer's/payee's (customer's/supplier's) bank account number.

  6. Enter the page number in the statement where the statement line is accounted for.

    This number can be used to easily find the statement line in the physical statement, when you work with the statement line in M3.

  7. If six user-defined fields are displayed, enter the valid values in these fields. Press Enter.

    If any fields are displayed, and if so, which fields are displayed, depends on the settings made for the bank account identifier in (ABS900). The fields are only used for informational purposes, but can enable the processing of bank statement lines. For example, you can enter information about the payer/payee.

  8. On the F panel, enter the currency of the statement line. If necessary, enter also the exchange rate to apply.

    Note: If the currency for the entire statement in (ABS100) is in a central currency, then you must select the same currency for the lines. If the currency on the entire statement is in a local currency, then you can freely select the currency for the lines.
  9. Enter the line amount in currency amount and whether it is a debit or a credit amount. Press Enter.

    The blank fields that display information about amounts, allocation and expected payments will be calculated and updated during the statement allocation

  10. Repeat these steps to enter more bank statement lines.

Enter Detailed Information for a Bank Statement Line (ABS102)

  1. In 'Bank Statement. Open Line Details' (ABS102/B), press F13 and set the panel sequence to EF. Press Enter.

  2. On the B panel, enter a unique ID for the detailed transaction (that will include information about what type of bank transaction the statement line refers to) in the 'Sequence sub number' field. Select New.

  3. On the E panel, enter the amount for the detailed transaction in the 'Net amount (in currency amount)' field. Specify whether it is a debit or a credit amount.

    If you only want to create one detailed transaction, enter the statement line amount in this field.

  4. Specify which type of bank transaction that the statement line refers to. Use the 'Transaction type,' 'Business transaction code,' 'Transaction text' and 'Debit/credit code' fields to do this.

    The type of bank transaction that the statement line refers to controls which scenario that applies during automatic allocation.

    Usually the valid value(s) is displayed in the bank statement paper. Examples of transaction types are: payment orders, cheques, customer invoices, etc.

  5. If there is an invoice number connected to the statement line, enter the number in the 'Invoice number' field (if it refers to a customer invoice), or in the 'Supplier invoice number' field (if it refers to a supplier invoice). Also, enter the invoice year.

  6. If there is any information about a predefined information category (such as a grouped invoice number) on the statement line, then enter this information in the 'information category' fields.

  7. Press Enter.

  8. In (ABS102/B), if there is any additional information text displayed for the statement line, enter this text in the 'Additional information text' field.

    This is necessary only if an allocation scenario will apply for the statement line that uses the additional information in order to carry out the allocation. Which scenario applies depends on the line's transaction type, business transaction code, etc.

  9. Return to Enter the Bank Statement Lines (ABS101) to create more bank statement lines.

Parameters to Set

Note: The parameter table does not include all fields that are displayed in the programs you will work in. The table only describes the fields that are of interest when entering a new bank statement.
Program ID/Panel Field The field indicates …

(ABS100/B)

Bank statement number

... the number of a statement of account from the bank.

(ABS100/B)

Bank statement type

… the type of statement. For details, see Bank Statement Types and Multi-Division Customer Receipts.

(ABS100/B)

Bank account identifier

… the bank account identifier ID and related information that controls the recording of transactions when processing bank statements.

Bank account identifiers are defined in (ABS900), and the ID is usually the unabbreviated bank account ID.

(ABS100/E)

Bank A/C string

… the accounting string used for the bank transactions that are recorded when you allocate invoices to the statement lines.

Note: Depending on the settings made in (ABS900) for the bank account identifier, a voucher is created per bank statement or per bank statement line.

Accounting rule AB10-370 is used for bank statements and AB10-374 is used for payment specifications. The accounting rules must be generated in 'Accounting Rule. Set' (CRS395).

(ABS100/E)

Bank account identity 1–5

… the different parts of a bank account number. The account number can be made up with up to five different parts. The meaning of each of the parts is regulated by the bank indicator.

Example: Assume a bank or country uses the bank number first and then the account number. Field 1 is then defined as bank number and field 2 as the account number in the indicator. The length of each field is set in the next field.

Which bank indicator that applies for a bank account ID is defined in (CRS692).

(ABS100/E)

Bank account field 1–5

… the respective values in the different parts of the bank account number.

The bank indicator that regulates each part of the bank account number determines which values can be entered and the meaning of the values.

(ABS100/E)

(ABS101/F)

Currency

… the abbreviation for the currency. The abbreviation should follow ISO standards.

Note: If the currency for the entire statement in (ABS100) is in central currency, then the currency on the statement line must be in the same currency. However, if the currency on the entire statement is in local currency, then an optional currency can be used for the lines.

(ABS100/F)

Opening balance (in currency amount)

… the balance amount on the statement's opening balance date, expressed in a currency amount.

The amount on the opening balance date should equal the balance amount for the same date in general ledger. If not, the validation of the statement runs the risk of not being approved (depending on the 'Bank account balance' field in (ABS900/F)). If that happens, investigate the reason for the discrepancy. A possible reason is that the preceding bank statement has not been completely allocated and updated general ledger.

(ABS100/F)

Closing balance (in currency amount)

… the balance amount on the statement's closing balance date, expressed in a currency amount.

(ABS100/F)

Opening/closing balance date

… the bank statement's opening/closing balance date.

(ABS100/F)

Total amount— debit

… the bank statement's total debit amount, expressed in currency amount.

(ABS100/F)

Total amount—credit

… the bank statement's total credit amount, expressed in currency amount.

(ABS101/B)

Sequence number

... a unique number identifying the statement line.

(ABS101/E)

Value date

… the date when the bank statement transaction was created and registered by the bank.

(ABS101/E)

Payer/payee

… the payer/payee (that is, the customer/supplier) that the statement line refers to.

(ABS101/E)

Payer/payee's bank account number

… the bank account number of the payer/payee (that is, the customer/supplier).

(ABS101/E)

Page number

… the page number of the statement line in the bank statement.

The page number can for example be used to easily identify the statement line when discussing the line with someone who has a printed version of the bank statement.

(ABS101/E)

User-defined fields

… a value for a user-defined field for a bank statement line.

The field is used for informational purposes only. For example, it can display information about the payer/payee.

Which fields to use is defined in (ABS900) for the bank account identifer.

(ABS101/F)

Exchange rate

… the exchange rate for the selected currency.

The rate displayed is the one that is specified for the selected currency. (See 'Currency. Open' (CRS055).)

Related topics