Allocate a Bank Statement Line Manually

This document explains how you manually carry out the allocation of a bank statement line. This can include, for example, allocating a customer/supplier invoice to the line or to record write-offs for the payment.

Normally, this is only done if the automatic allocation of the bank statement is not completely successful.

Outcome

The bank statement line is fully allocated. The affected invoices are blocked, and general ledger transactions might be created.

Continue to allocate other bank statement lines if necessary. When the bank statement is fully allocated, you can print a preliminary journal using the option for the bank statement in 'Bank Statement. Open' (ABS100/B) or update the general ledger using option 9 for the statement, also in (ABS100/B).

These files may have been updated, depending on the extent of the automatic work that has been performed:

  • Bank statement header (FABHED)
  • Bank statement lines (FABLIN)
  • Bank statement lines, details, (FABDET)
  • Bank statement lines, additional information (FABLIX)
  • Remittance header (FAPREH)
  • Remittance details - invoices (FAPRED).
Note:  The remittance details table (FAPRED) and the remittance header table (FAPREH) are updated only in the situation where the bank statement contains supplier payments set up for electronic bank confirmation in 'Supplier Payment. Report Electronic Bank Confirmation' (APS187) and 'Electronic Bank Confirmation. Open Details' (APS188). This setup is made on the payment method defined in 'AP Payment Method. Open' (CRS071) by setting the parameter 'Bank Confirmation' to 3='Yes, electronic by ABS'.

Before you start

  • The bank statement (and statement line) is validated and not blocked. This means that the general status of the statement (and line) is 4 = 'Ready for allocation' or 5 = 'Partly allocated,' and that the blocked status is 0 = 'Not blocked.'
  • You have analyzed what kind of transaction the statement line refers to. This might include identifying a payer/payee, a bank account, an invoice number etc. See Review a Partly or Fully Allocated Bank Statement.

Follow these steps

  1. Select one of these alternatives:

    • If you want to work with the manual allocation for the statement line as a whole, go to step 2.
    • If you want to work with the manual allocation for a detailed transaction on the statement line, go to step 3. (This is the case if the line refers to several different types of bank transactions, which is why there are several detailed transactions for the line.)

  2. Start 'Bank Statement. Open Line' (ABS101/B), by selecting option 11 for the bank statement. Go to step 4.

  3. Start 'Bank Statement Open Line Details' (ABS102/B), by selecting option 11 for the statement in (ABS100/B) and then option 11 for the statement line in (ABS101/B). Continue with the next step.

  4. In (ABS101/B) or (ABS102/B), select one of these alternatives:

    • To work with allocation of customer payments to the statement line/detailed transaction, go to step 9.
    • To work with allocation of supplier payments to the statement line/detailed transaction, go to step 9.
    • To create a general ledger transaction for the statement line/detailed transaction, go to step 9.

    Allocation of Customer Payments

  5. Start 'Payment Received. Record' (ARS110/F) or (ARS118/F), by selecting option 7 for the statement line/detailed transaction.

    In (ARS110/F) or (ARS118/F), all open customer payments on the valid bank account are displayed. Which program is started depends on the FAM function selected in the 'FAM function AR' field for the bank account identifier in (ABS900/E).

  6. Carry out the allocation. See Allocating Customer Payments to Invoice.

    Possible actions are that you allocate an entire invoice to the statement line/detailed transaction, that you create an on-account payment, record write-offs or adjust a payment.

    Note that the statement line's additional information is displayed on the panel. The text may include a reference to an invoice number, for example. If the text is long, it might be divided into different text blocks. You then switch between the blocks, using function keys F7 and F8.

    Allocation of Supplier Payments

  7. Start 'Supplier Payment. Enter Manual' (APS120/F), by selecting option 8 for the statement line/detailed transaction.

  8. Carry out the allocation. See Manual Payments.

    Possible actions are that you allocate an entire payment to the statement line/detailed transaction, that you create an on-account payment, record write-offs of payment variances or adjust a payment.

    Note that the statement line's additional information is displayed on the panel. The text may include a reference to an invoice number, for example. If the text is long, it might be divided into different text blocks. You then switch between the blocks, using function keys F7 and F8.

    Create a General Ledger Transaction

  9. Activate a coding panel ('Accounting. Open' GLS120/J) by selecting option 9 for the statement line/detailed transaction, to post a manual transaction in the financial system. See Enter Bank Transaction.

    Note that the statement line's additional information is displayed on the panel. The text may include a reference to an invoice number, for example. If the text is long, it might be divided into different text blocks. You then switch between the blocks, using function keys F7 and F8.

Related topics