Electronic Banking and Lockbox 052114

Essential Electronic Banking
Tools: Bank Statement and

Lockbox
Quentin Hurst Virtuoso, LLC
Copyright 2003 SAP Professional Journal
What Well Cover

Objective: Explain why and how to implement EBS and Lockbox
to help you gain processing and financial efficiencies
Understanding EBS and Lockbox

Implementing Electronic Bank Statement (EBS)
Implementing Lockbox
Wrap-up
Appendix: More EBS and Lockbox Topics & Advice!
Slide
What Well Cover


Wrap-Up
Slide
What Is EBS?
An Electronic Bank Statement (EBS) is a detailed
electronic version of your manual bank statement
Each day your bank can send you your statement electronically
Your bank can send you EBS files whether or not you use them in R/3
EBS files contain Deposits, Disbursements, Service Fees and other

transactions, as well as balance information
The term R/3 EBS refers to R/3s ability to import and

process these electronic statements
You can use the imported info to reconcile your accounts
You can automatically post checks, deposits, etc., to your ledger
You can update your account balances
Slide
What Is Lockbox?
A Lockbox is a bank depository account to which
customers send their payments directly (via a PO box)
Companies usually setup several Lockboxes around the country/world
Your bank can send you Lockbox files whether or not you use them in
R/3
Lockboxes cutdown on the amount of time it takes to receive and clear

customer payments!
A few days of interest can really add up for major corporations!
The term R/3 Lockbox describes R/3s ability to import and

process Lockbox deposit reports from your bank
Your bank transmits Lockbox statements just like Bank Statements
The file is uploaded into R/3 Lockbox
R/3 updates your bank balance and updates your A/R subledger
Slide
What Is Lockbox?
(cont.)
Corp HQ
= Lockbox
Slide
What Are BAI & BAI2?

BAI is a standard protocol for electronic exchange of
banking data in the U.S.
BAI is a standard flat file format
Named for the Bank Administration Institute (standards body--bai.org)
Used by nearly all U.S. banks
First BAI standards came out in 1980
The BAI2 standard came out in 1986

Offers new and different transaction types
The first standard was BAI - some banks still use this format
Only BAI2 is being enhanced for new transactions/standards
R/3 EBS and Lockbox Use BAI and BAI2 + Others
R/3 also supports other countries electronic banking file formats like
SWIFT, MT90, MultiCash, etc.
Slide
What Are BAI & BAI2?
(cont.)
The BAI/BAI2 standard is used by both the EBS and

Lockbox
However, the BAI2 file format and codes for the EBS are
different than the BAI2 file format for Lockbox file
This means there is actually a unique BAI2 file format for
EBS and a unique BAI2 file format for Lockbox
This can be confusing because the terms are thrown around

interchangeably. Even on the www.bai.org website a search for BAI or
BAI2 only brings back the EBS standards.
Slide
Examples Of BAI Files (BAI2 shown)

Transaction
type
01,122099999,123456789,860621,0200,1,65,,2/
EBS
02,031001234,1220999999,1,860620,2359,,2/
03,0123456789,,010,+4350000,,,040,2830000,,//
88,072,1020000,,,074,500000,,/
16,218,20000000,V,860622,,SP4738,YRC065321/
88,PROCEEDS OF LETTER OF CREDIT FROM ARAMCO OIL CO
16,195,10000000,1,,,,/
88, SWEEP FROM DEPOSITORY ACCOUNT
49,118000000,3/
100YPCCDESTINYPCCORIGIN9812151201
98,118000000,1,5/
2YPCCDESTINYPCCORIGIN
99,345450000,4,31/
Lockbox
Record type
60010020001000000011000390556677889
000912303180000221800002318000024
4001003601718000025180000261800002718000028180000291800003
0
4001004601918000031
700100500123459812150100001000000
80010060012345981215001000010000009 1000000 1000000
9000010
Slide
Why Use R/3 EBS?

Speeds up reconciliation of your bank statement
No one has to manually enter your bank statement information
EBS is more accurate no manual entries

EBS provides new integration channels that allow you to
implement cash management functionality in R/3
Once you do your banking electronically in R/3 you can utilize cash
management position and liquidity forecast reporting in SAP
Come to my session Two Critical Cash Management Tools for more
information
Slide
Why Use R/3 Lockbox?

You can automate your A/R cash application process!
No more data entry errors (from A/R staff)
A/R staff are only applying cash manually on exception records passed
by the Lockbox
A/R staff can focus on more value-added activities
It saves money!
Your A/R staff can focus on more valuable activities
You earn more interest by cutting down on depository float (time it
takes for customer payments to clear your companys bank account)
See example in the appendix
Slide
Lockbox Limitations Myth

Some companies havent implemented R/3 Lockbox
because of its limitations
Lockbox doesnt handle short-pays well
Lockbox doesnt handle deductions well
Lockbox doesnt handle a single check paying multiple invoices
Lockbox has problems clearing the correct invoices
BAI2 has addressed each of these limitations!

The original BAI standard did have a hard time handling these
scenarios
BAI2 is very flexible in handling short-pays and deductions
BAI2 supports one check for multiple invoices
BAI2 is able to overcome these limitations by providing many detailed
application records per check deposit record in the file
One check can be related to the payment of seven invoices. With BAI2 you
will be provided with seven detail application records instead of a single
application record with BAI
Slide
EBS and Lockbox Prerequisites

Available from version 3.x and up
Need to be utilizing FI/CO and Invoicing and out of SAP
Will require involvement from your cash management and
A/R staff
Slide
What Well Cover


Wrap-up
Slide
The EBS Configuration Tool

Virtually all EBS configuration can be done in one tool
IMG: Financial Accounting>Bank Accounting>Business

Transactions>Payment Transactions>Electronic Bank Statement>Make
Global Settings For Electronic Bank Statement
Slide
EBS Implementation Steps
Step 1 - Configure Your House Banks

Step 2 - Define and Assign Account Symbols
Step 3 - Configure Posting Rules
Step 4 - Configure Transaction Types
Step 5 - Assign BAI Codes to Posting Rules
Step 6 - Assign Bank Accounts to Transaction Types
Slide
Step 1 - Configure Your House Banks

Each bank account that you want to EBS-enable must be
assigned to a house bank
This is basic configuration youve undoubtedly done before
Its the same configuration that you use to set up house banks and
accounts for the A/P payment program
It is not part of the EBS Configuration Tool
If you dont assign the account to a house bank, you cant use EBS on
that account
IMG: Financial Accounting>Bank Accounting>Bank Accounts>Define
House Banks
Slide
Step 2 - Define and Assign Account Symbols

Account Symbols are mnemonic names that represent one
or more G/L accounts Symbols are used in Treasury
postings and subsequent EBS config.
You can use wildcards to represent numbers in the assignment
Your account symbols should link to your Bank Account G/L Structure
Logic, since your Bank Account G/L Structure provides your posting
and reporting framework. See the appendix for more information
Example: Account symbol

ZCHECKSIN will represent all
GL accounts beginning with
00001 and ending with 1
Slide
Step 3 - Define Posting Rules

Posting Rules carry out G/L and Sub-Ledger postings
The postings rules you define will automatically create journal entries
in your G/L and subledgers
Your business processes and banking transactions will determine what
posting rules you configure for your company
A posting type option is assigned to each rule

Post To G/L Only
Post to Sub-Ledger Only
Post to G/L and Sub-Ledger
Can use clearing postings as well
Slide
Step 3 - Define Posting Rules
First create
posting keys
which will
identify your
posting rules
Choose a posting
type option
(cont.)
Then define posting

rules for each key to
determine the Journal
Entry SAP will create
Slide
Step 4 - Define Transaction Types

Transaction Types are used to group together a set of BAI
codes with posting rules
You assign transaction types to bank accounts. This will determine
what posting rules are used for a particular BAI code in that bank
account.
You can and will probably have different transaction types for different
banks because not all banks use the BAI codes in the same way. You
will need unique groupings for different banks when a single BAI code
is used by more than one bank to represent different business
transactions at your company.
Slide
Step 5 - Assign BAI Codes to Posting Rules

Next, assign BAI codes to Posting Rules so that R/3 knows
what to do with incoming EBS transactions
Choose + or depending on whether the transaction increases (+)

(deposit) or decreases (-) (withdrawal) your bank account balance
Don't
Forget
Your BAI codes are likely to map to different posting rules in

different transaction types
Slide
Step 6 - Assign Bank Accounts to Transaction Types

Next, assign a bank account to each transaction type
When you create your transaction type (groupings) you normally do it
with a particular bank account or accounts in mind. This is the step
where you match your transaction type with its related bank account(s).
A bank account can be assigned to only one transaction type
A transaction type can be assigned to more than one bank account
Slide
Other Configuration: Search Strings

Theres another powerful EBS configuration option, not
found in the standard configuration screen: search strings
Search strings allow you control how a transaction is
processed based on the note to payee field
Using search screens, R/3 searches for a string of characters within a
transaction's note to payee field. The note to payee field is the 88
record type in EBS BAI and EBS BAI2. See the appendix for more
information.
You can then change posting rules, interpretation algorithms, the profit
center or cost center used, etc., based on this field
This comes in particularly useful when
One BAI code needs to be mapped to multiple posting keys

You need to find the correct cost center to post to for bank fee posting
You need to find the correct document number to clear
For more information see my article in the February 2003 edition

of FI/CO Expert
Slide
(cont.)
IMG: Financial Accounting>Bank Accounting>Business

Transactions>Payment Transactions>Electronic Bank Statement>Make
Global Settings for Electronic Bank Statement
Enter the text you

want to search for
here.
Insert your
mapping results
here
Slide
(cont.)
In this screen you

activate the search
string and define
the target field that
you want to use
Slide
Other Configuration: User-Exits & Test Files

Coding with EBS User-Exits
There are a number of user exits available to enhance EBS functionality
User-Exits are another advanced configuration technique that can be
used to solve complex EBS problems
OSS Note 494777 contains a complete listing and explanation of all EBS
User-Exits
R/3 Can Automatically Generate EBS Test Files!

You can create EBS test files using SAP Program RFEBKAT1
You can also get test files from your bank
Make sure you do this as part of your testing plan
You can also create an Excel spreadsheet template to generate EBS

files
Slide
What Well Cover


Wrap-up
Slide
Lockbox Implementation Steps
Step 1: Define Lockboxes

Step 2: Setup your Lockboxes as House Bank Accounts
Step 3: Define control parameters
Step 4: Create posting data
Slide
Step 1 - Define Lockboxes

To begin, setup your Lockboxes in R/3
Lockboxes for House Accounts
Once youve defined your Lockboxes youll be able to assign
customers to a particular Lockbox in their customer master record
Youll also be able to include the Lockboxs address on the payment
advice of SAP-created invoices by modifying your invoice SAPscript
Slide
Step 2 - Setup Your Lockboxes as House ...

Next, setup your Lockboxes as House Bank Accounts
This is basic configuration youve undoubtedly done before
Its the same configuration that you use to set up house banks and
accounts for the A/P payment program
It is not part of the EBS Configuration Tool
If you dont assign the account to a house bank, you cant use EBS on
that account
House Banks
Slide
Step 3 - Define Control Parameters

Control Parameters are
This step is the meat of Lockbox Configuration
Define whether you are using BAI or BAI2
Key functionality options such as
Whether to update the G/L

Whether to update the subledger
The level of detail to make the deposit posting
Whether to capture customer bank information upload to customer master
records
How to handle partial payments
IMG Path : Financial Accounting>Bank Accounting>Business

Transactions>Payment Transactions>Lockbox>Define Control
Parameters
Slide
(cont.)
1 - Specify a File
Format (BAI or BAI2)
for each Lockbox
2 - Check the GL
account and Incoming
customer payments
boxes to have R/3
update both your bank
and A/R subledger!
Slide
(cont.)
4 - Specify an Account
Posting Type. This
determines the level at
which the G/L will be
updated. Options are:
One Per Check(1)
One per Lockbox(2)
One Per Batch(3)
3 - Consider checking
the Inserting Bank
Details checkbox-it has
R/3 automatically update
a customers master
record with their bank
ABA # and Account
when a payment is
received
Slide
(cont.)
5 - Partial Payments
Check this option to
allow partial payments
to be applied against
an invoice. R/3 will
create a residual item
for the difference
between the amount
due and the amount
paid.
Slide
Step 3 - Define Control Parameters: Tips!

Always specify that you want posting to update both G/L
and the A/R Sub-ledger (customer postings)
You want custom payments to both debit your bank account and credit
customer A/R accounts, right?!
Almost always specify per batch for the posting type

Most banks post deposits in your EBS statement by batch
Posting to the G/L by batch will allow you to have better matching in
your EBS
Almost always enable the Insert Bank Details option
This is a very useful option The Lockbox clearing procedure can then
also search on the MICR (Bank ABA #, Account Number, Check
Number) if the bank doesnt send over a customer number or sends an
invalid customer number in the Lockbox file
Slide
Step 4 - Define Posting Data

In this step you define which G/L accounts, posting keys,
document types, etc., R/3 will use for each Lockbox posting
In the previous steps we defined what the postings will do. This step
allows you to control how the postings will occur. It is best to leave the
default posting keys alone. You can create your own Lockbox document
type that you can assign in this transaction. This can be helpful when
reconciling the books and trying to determine what business transactions
caused the posting.
IMG Path : Financial Accounting>Bank Accounting>Business
Transactions>Payment Transactions>Lockbox>Define Control Parameters
Slide
Step 4 - Define Posting Data
(cont.)
The bank will provide

you with the
destination and
origin information.
House bank and

account you created
earlier.
The Importance of
your Bank Account
G/L Structure is
shown again!
Slide
Other Configuration: User Exits and Test Files

Lockbox Contains Two User-Exits
Use if the standard configuration doesnt cover all of your scenarios
See Enhancement FEBLB001 in CMOD/SMOD
EXIT_RFEBLB20_001 - Lockbox Data

EXIT_RFEBLB20_002 Add prefix/suffix to invoice numbers
R/3 Can Automatically Generate Lockbox Test Files!
For BAI
For BAI2
Tip
Run report RFEBLBT1

Run reportRFEBLBT2
You can also create your own Excel template that you
can then cut and paste into a .txt file as well See your
participant CD for an example!
Slide
What Well Cover


Wrap-up
Slide
7 Key Points to Take Home!

R/3 EBS and Lockbox are great tools with which to
automate entry of your bank statements and customer
payments into R/3!
R/3 EBS and Lockbox save you money by freeing up your
financials folks and nearly eliminating data-entry errors
You can setup Lockboxes with banks around the
country/world to shave days (weeks?) off of your
receivables!
Lockbox in SAP has tons of functionality and very few of
the limitations commonly attributed to it (if you use BAI2)
cont. >
Slide
7 Key Points to Take Home!
(cont.)
R/3 EBS and Lockbox are easy to configure once you get
the hang of it -- just follow the steps I outlined
A well thought-out and structured bank account G/L
structure is key to easy and trouble-free EBS, Lockbox,
and Cash Management reporting!
See the appendix for some advice + an example
Search Strings are a little-known advanced configuration

technique that can be used to solve EBS processing
problems
Slide
Your Turn! (to launch Q&A)
Questions?
Slide
What Well Cover


Wrap-up
Slide
More on Electronic Bank Statements

There are two types of electronic bank statements
Current Day
Reports Intra-Day Information

Creates Memo Records For Cash Management
Prior Day
Reports actual activity from day before

Creates actual postings in SAP
Focus of our presentation
Slide
How Lockbox Can Save You Money

Company A receives an average of $2,000,000 in deposits every day.
Company A earns 5% on its account at the bank per annum. It takes an
average of 3.5 days for your customers payment to reach your
headquarters via mail. It takes an additional 1.5 days to process and
apply the check at your company. By the time you take the check to the
bank it is already the next days business (1 day). This is a total of 6
days.
Using a series of Lockboxes located strategically throughout the
country based on where your customers are geographically, you can
cut the time it takes a customer payment to clear your bank down from
6 days to 1 day. A savings of 5 days.
The customer mails their payment to your regional Lockbox. It takes 1
day to get there by mail. Your bank automatically receives the payment,
deposits it, and sends you the remittance detail for automatic cash
clearing via an electronic Lockbox file, all on the same day the check is
received at the bank.
Slide
How Lockbox Can Save You Money
(cont.)
By using a set of regional Lockboxes you have cut down the

amount of time it takes a customer payment to clear, you bank
from 6 days to 1 day a net gain of 5 days.
Additional deposit interest earned on a single days deposits
(($2,000,000 * (.05/360)) * 5)) = $1388.
Additional yearly interest earned $1388 * 255 = $353,940.00!!
Excluding the time value of money!! $505,000 including the Time
Value of Money
$505,000 greatly outweighs any fees the bank will charge you for
a Lockbox service
Slide
Understanding R/3 EBS/Lockbox Structures

SAP Structures
The exact file format needed by SAP can be determined by viewing the
following SAP structures via SE11 or SE12
Knowing the SAP file format is important so that you can determine if
the Banks BAI2 file format matches SAP
If the banks BAI2 file format doesnt match the SAP BAI2 format you
can:
Work with the bank to send you the file in the proper format (good luck!)
Write an ABAP pre-processing program that takes the banks file and then
recreates the file in SAPs BAI2 format.
Slide
BAI2 - EBS
Record Types
01 File Header
02 Group Header
03 Account Identifier and Summary Status
16 Transaction Detail
88 Continuation Record
49 Account Trailer
98 Group Trailer
99 File Trailer
Slide
BAI2 - EBS
(cont.)
Example File Transmission

01,122099999,123456789,860621,0200,1,65,,2/
02,031001234,1220999999,1,860620,2359,,2/
03,0123456789,,010,+4350000,,,040,2830000,,//
88,072,1020000,,,074,500000,,/
16,218,20000000,V,860622,,SP4738,YRC065321/
88,PROCEEDS OF LETTER OF CREDIT FROM ARAMCO OIL CO
16,195,10000000,1,,,,/
88, SWEEP FROM DEPOSITORY ACCOUNT
49,118000000,3/
98,118000000,1,5/
99,345450000,4,31/
For More Information

Download listing of BAI codes from www.bai.org
Order a copy of Cash Management Balance Reporting Specifications Version 2
from BAI www.bai.org
Slide
BAI2 Lockbox
File Format
1- Header Record
2 Service Record
5 Detail Header Record (One per batch)
6 Detail Record Contains Customer Number, MICR Number, and
Check Amount One 6 record per check
4 Item Record Contains Invoice Number and amount being paid by
the check in the 06 record type. Each 06 record has one to many 04
records
7- Batch Total Record
8- Lockbox Total Record
9- Trailer Record
Slide
BAI2 Lockbox
(cont.)
BAI2
FLB01 Header Record

FLB02 Service Record
FLB24 Overflow Record
FLB05 Detail Header Record
FLB26 Detail Record
FLB07 Batch Total Record
FLB08 Lockbox Total Record
FLB09 Trailer Record
The structures for the original BAI format are the same except that
FLB24 is replaced with FLB04 and FLB26 is replaced with FLB06
Slide
BAI2 Lockbox
(cont.)
Example File Transmission

100YPCCDESTINYPCCORIGIN9812151201
60010020001000000011000390556677889 000912303180000221800002318000024
40010036017180000251800002618000027180000281800002918000030
4001004601918000031
700100500123459812150100001000000
80010060012345981215001000010000009 1000000 1000000
9000010
For More Information

www.bai.org
Handout Lockbox File Creation Guide For BAI and BAI 2 Formats by SAPlabs
included on your participant CD. You can download additional copies at
wwwtech.saplabs.com/docs/pcc/lockbox.doc
Slide
A Well Thought-Out G/L Structure Is Key!

What and Why
Your bank account G/L structure is the basis for how all of your banking
transactions will post. The bank account G/L structure will be used as
the lowest base for reporting so that we can see when transactions that
are in-transit are expected to clear the bank. Also important for Cash
Management Position Reporting. The structure allows you to have
common posting transactions across bank accounts and to easily see
what amount of your book balance relates to in-transit items and
what amount relates to confirmed bank balances.
How to do it
The bank account G/L structure # is merely a simple way to number

G/L accounts that are related to a bank account. This strategy should
be implemented as part of your overall Chart of Accounts strategy,
Electronic Banking Strategy, and Cash Management Reporting Strategy.
Slide
A Well Thought-out G/L Structure Is Key!
(cont.)
Assuming a 6 digit Chart of Accounts with Bank Accounts in the 100000 199999 range of accounts
A + symbol stands for a numeric wild card
G/L Account
00001++++0 Confirmed Cash (Transactions that have cleared the bank should equal bank statement balance)
00001++++1 Check Deposits In Transit (Deposits that are recorded on the books but havent cleared the bank yet)
00001++++2 Outgoing Checks In Transit (Outgoing checks we have sent to vendors that havent cleared the bank yet)
00001++++3 Check Deposit Clearing Account (Clearing account used in the journal entry to record deposits)
00001++++4 Wire Deposit In Transit (Wire deposits recorded on the books that havent cleared the bank yet)
00001++++5 Outgoing Wire In Transit (Outgoing wires we have sent to vendors that havent cleared the bank yet)
00001++++6 Credit Card Deposit In Transit (Credit card deposits recorded on the books but havent cleared the bank yet)
First Local Bank

0000100000 FLB Confirmed Cash
0000100001 FLB Check Deposits In Transit
0000100002 FLB Outgoing Checks In Transit
0000100003 FLB Check Deposit Clearing Account
0000100004 FLB Wire Deposit In Transit
0000100005 FLB Outgoing Wire In Transit
0000100006 FLB Credit Card Deposit In Transit
Second Local Bank

0000100010 SLB Confirmed Cash
0000100011 SLB Check Deposits In Transit
0000100012 SLB Outgoing Check In Transit
0000100013 SLB Check Deposit Clearing Acct
0000100014 SLB Wire Deposit In Transit
0000100015 SLB Outgoing Wire In Transit
0000100016 SLB Credit Card Deposit In Trans
Slide
A Well Thought-out G/L Structure Is Key!
(cont.)
Recording of Business Transaction Outgoing Wire from FLB to Clear Vendor Account
123A
A/P(vendor 123A)
100004 (Wire Out)
25,000
25,000
Recording of EBS transaction that clears the outgoing wire at FLB

100004 (Wire Out)
25,000
100000 (Confirmed Cash)
25,000
Slide

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Essential Electronic Banking

Tools: Bank Statement and

Copyright 2003 SAP Professional Journal

What Well Cover

Understanding EBS and Lockbox

Copyright 2003 SAP Professional Journal

What Well Cover

Understanding EBS and Lockbox

Copyright 2003 SAP Professional Journal

EBS files contain Deposits, Disbursements, Service Fees and other

The term R/3 EBS refers to R/3s ability to import and

You can use the imported info to reconcile your accounts

You can automatically post checks, deposits, etc., to your ledger

You can update your account balances

Copyright 2003 SAP Professional Journal

Companies usually setup several Lockboxes around the country/world

Lockboxes cutdown on the amount of time it takes to receive and clear

A few days of interest can really add up for major corporations!

The term R/3 Lockbox describes R/3s ability to import and

Your bank transmits Lockbox statements just like Bank Statements

The file is uploaded into R/3 Lockbox

Copyright 2003 SAP Professional Journal

What Are BAI & BAI2?

The BAI2 standard came out in 1986

R/3 EBS and Lockbox Use BAI and BAI2 + Others

Copyright 2003 SAP Professional Journal

What Are BAI & BAI2?

The BAI/BAI2 standard is used by both the EBS and

This can be confusing because the terms are thrown around

Copyright 2003 SAP Professional Journal

Examples Of BAI Files (BAI2 shown)

Copyright 2003 SAP Professional Journal

Why Use R/3 EBS?

No one has to manually enter your bank statement information

EBS is more accurate no manual entries

Copyright 2003 SAP Professional Journal

Why Use R/3 Lockbox?

See example in the appendix

Copyright 2003 SAP Professional Journal

Lockbox Limitations Myth

BAI2 has addressed each of these limitations!

Copyright 2003 SAP Professional Journal

EBS and Lockbox Prerequisites

Copyright 2003 SAP Professional Journal

What Well Cover

Understanding EBS and Lockbox

Copyright 2003 SAP Professional Journal

The EBS Configuration Tool

IMG: Financial Accounting>Bank Accounting>Business

Copyright 2003 SAP Professional Journal

EBS Implementation Steps

Step 1 - Configure Your House Banks

Copyright 2003 SAP Professional Journal

Step 1 - Configure Your House Banks

It is not part of the EBS Configuration Tool

Copyright 2003 SAP Professional Journal

Step 2 - Define and Assign Account Symbols

Example: Account symbol

Copyright 2003 SAP Professional Journal

Step 3 - Define Posting Rules

A posting type option is assigned to each rule

Copyright 2003 SAP Professional Journal

Step 3 - Define Posting Rules