Enter a Bank Statement Manually

This document explains how to 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. See Initiate Automatic Validation of a Bank Statement and Correct Any Errors.

These files are updated:

Statement header (FABHED)
Statement line (FABLIN)
Statement line details (FABDET) (optional)
Additional information (FABLIX) (optional).

Before you start

Before you can manually add a bank statement, these prerequisites must be met:

All settings are done, according to Enabling Automatic Processing of Bank Statements.
A bank statement is received in paper.

Follow these steps

Start 'Bank Statement. Open' (ABS100/B).
Set the panel sequence to EF1.
Select one of the alternatives to display the A panel, where you can create a new bank statement:
- 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)

On (ABS100/A), specify a unique bank statement number.
Specify whether the statement refers to a bank statement or a payment specification.
Specify the statement's closing balance date.
Specify the bank account identifier that the statement refers to. Select New and confirm your selection.
Review and specify bank account information (ABS100/E).

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

The information is retrieved automatically from the selected bank account identifier. You can review the identifiers in 'Bank Account Identifier. Open' (ABS900).
If necessary, change the bank accounting string and the currency.
Specify the transaction reference number, if it is specified on the bank statement.

You can use this number to identify the bank statement, if you need to contact the bank.
If applicable, specify a reconciliation reference for the transactions created during validation. Press Enter.

You can use this reference for reconciliation of the transactions in the general ledger against other transactions that have the same reconciliation reference in the general ledger. Details are provided in the description of the field under Parameters to Set.
Specify the balance and amount information (ABS100/F)

On the F panel, enter the open balance amount (in a currency amount) and select whether it is a debit or credit amount. Enter the open balance date.
Specify the closing balance amount in currency amount and select whether it is a debit or credit amount. If necessary, you can also change the closing balance date.
Specify 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 must calculate it because the amounts are verified when the statement is validated.

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

Enter the bank statement lines (ABS101)

In (ABS101/B), specify all the lines that are included in the bank statement. Select one of these alternatives:
- If you plan to perform the allocation of the statement lines automatically, you must specify 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, 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.
On the B panel, create a bank statement line by specifying a unique ID for the line in the 'Sequence number' field. Select New.
On the E panel, specify the statement line's value date.
If applicable, specify a reconciliation reference for the transactions created during validation.

You can use this reference for reconciliation of the transactions in the general ledger against other transactions that have the same reconciliation reference in the general ledger. Details are in the description of the field under Parameters to Set.
Specify the payer or payee (customer or supplier) that the statement line refers.
Specify the payer's or payee's (customer's or supplier's) bank account number.
Specify the page number in the statement where the statement line is accounted for.

You can use this number to easily find the statement line in the physical statement, when you work with the statement line in M3.
If eight user-defined fields are displayed, specify the valid values in these fields. Press Enter.

If any fields are displayed, the displayed fields depend on the settings made for the bank account identifier in (ABS900). You can use the fields for informational purposes, but you can also use them to enable the processing of bank statement lines. For example, you can enter information about the payer or payee.
On the F panel, specify the currency of the statement line. If necessary, specify 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 select any the currency for the lines.
Specify 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 is calculated and updated during the statement allocation
Repeat these steps to enter more bank statement lines.

Enter detailed information for a bank statement line (ABS102)

In 'Bank Statement. Open Line Details' (ABS102/B), press F13 and set the panel sequence to EF. Press Enter.
On the B panel, enter a unique ID for the detailed transaction, which includes information about what type of bank transaction the statement line refers to, in the 'Sequence sub number' field. Select New.
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.

To create only one detailed transaction, enter the statement line amount in this field.
Specify which type of bank transaction that the statement line refers to. Specify the 'Transaction type', 'Business transaction code', 'Transaction text', and 'Debit/credit code' fields.

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

Usually the valid values is displayed in the bank statement paper. Examples of transaction types are: payment orders, cheques, and customer invoices.
If there is an invoice number connected to the statement line, specify the number in the 'Invoice number' field if it refers to a customer invoice. Specify the number in the 'Supplier invoice number' field if it refers to a supplier invoice. Specify also the invoice year.
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.
Press Enter.
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 step is necessary only if an allocation scenario applies 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.
If applicable, specify a reconciliation reference.

The reconciliation reference is carried over from (ABS102/E) to the general ledger, but only for GL transactions, not for AR or AP transactions, which are created during the allocation of the bank statement line. You can use this reference for the reconciliation of transactions created during the allocation of the bank statement against other transactions that have the same reconciliation reference in the general ledger.
Return to enter the bank statement lines (ABS101) to create more bank statement lines.

Parameters to set

The parameter table does not include all fields that are displayed in the programs you work in. This table only shows the relevant fields when entering a new bank statement:


Program ID/Panel	Field	Field description
(ABS100/B)	Bank statement number	The field indicates the number of a statement of account from the bank.
(ABS100/B)	Bank statement type	The field indicates the type of statement. For details, see Bank Statement Types.
(ABS100/B)	Bank account identifier	The field indicates 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 field indicates 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 field indicates 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 field indicates 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)	Reconciliation reference	The field indicates the reconciliation reference to be carried over to the transaction in the general ledger to make it possible to reconcile the transaction against other transactions with the same reconciliation reference in the general ledger in 'Reconciliation. Create' (GLS380). The reconciliation reference stated on (ABS100/E) or (ABS101/E) is retrieved for the transactions AB10-370, AB10-374 and AB10-375 created during validation, but only if the account has been enabled for reconciliation through setup in 'Accounting ID. Enter Reconciliation Rule' (CRS634). Note: If the bank account identifier has been defined in (ABS900) to create a separate voucher for each bank statement line, the reconciliation reference is primarily retrieved from (ABS101/E), secondly from (ABS100/E). If the bank account identifier has been defined in (ABS900) to create one voucher for the entire bank statement, the reconciliation reference is primarily retrieved from (ABS100/E) and secondly from (ABS101/E) for the first bank statement line.
(ABS100/E) (ABS101/F)	Currency	The field indicates 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 field indicates 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 field indicates the balance amount on the statement's closing balance date, expressed in a currency amount.
(ABS100/F)	Opening/closing balance date	The field indicates the bank statement's opening or closing balance date.
(ABS100/F)	Total amount— debit	The field indicates the bank statement's total debit amount, expressed in currency amount.
(ABS100/F)	Total amount—credit	The field indicates the bank statement's total credit amount, expressed in currency amount.
(ABS101/B)	Sequence number	The field indicates a unique number identifying the statement line.
(ABS101/E)	Value date	The field indicates the date when the bank statement transaction was created and registered by the bank.
(ABS101/E)	Reconciliation reference	The field indicates the reconciliation reference to be carried over to the transaction in the general ledger to make it possible to reconcile the transaction against other transactions with the same reconciliation reference in the general ledger in 'Reconciliation. Create' (GLS380). The reconciliation reference stated on (ABS100/E) or (ABS101/E) is retrieved for the transactions AB10-370, AB10-374 and AB10-375 created during validation, but only if the account has been enabled for reconciliation through setup in 'Accounting ID. Enter Reconciliation Rule' (CRS634). Note: If the bank account identifier has been defined in (ABS900) to create a separate voucher for each bank statement line, the reconciliation reference is primarily retrieved from (ABS101/E), secondly from (ABS100/E). If the bank account identifier has been defined in (ABS900) to create one voucher for the entire bank statement, the reconciliation reference is primarily retrieved from (ABS100/E) and secondly from (ABS101/E) for the first bank statement line.
(ABS101/E)	Payer/payee	The field indicates the payer or payee, which is the customer or supplier, that the statement line refers to.
(ABS101/E)	Payer/payee's bank account number	The field indicates the bank account number of the payer or payee, which is the customer or supplier.
(ABS101/E)	Page number	The field indicates 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	The field indicates 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 or payee. Which fields to use is defined in (ABS900) for the bank account identifer.
(ABS101/F)	Exchange rate	The field indicates the exchange rate for the selected currency. The rate displayed is the one that is specified for the selected currency. (See 'Currency. Open' (CRS055).)