EBS and Search String

EBS Configuration

1. Create Account Symbols

2. Assign Accounts to Account Symbol
3. Create Keys for Posting Rules
4. Define Posting Rules
5. Create Transaction Type
6. Assign External Transaction Types to Posting Rules
7. Assign Bank Accounts to Transaction Types

Create Account Symbols:

Here we have to maintain Account symbol and description

Assign Accounts to Account Symbol:

Here we have to assign respective GL’s to Account symbols.

Note that we can use masking while maintaining GL’s so that same account symbols can be used for
multiple transaction types for different banks.
Create Keys for Posting Rules:

Here we have to maintain posting rule and its description.

Define Posting Rules:

For configuring this we need to understand what is posting area and posting type.

Posting Area – It contains 2 values, 1-Bank accounting and 2-Subledger accounting.

1-Bank accounting to be used when the entry to be posted is GL to GL and no sub ledger is required for
posting.

Example1: Vendor payment which is already posted crediting the outgoing bank GL, while doing BRS
system will post entry debiting the Outgoing bank GL and crediting the Main bank GL. In this case both
the line items are GL to GL and no sub ledger is involved. Hence we have to take posting area as ‘1’ here.

Example2: Bank Charges to be posted debiting the bank charges GL and crediting the main bank GL,
hence we have to take posting area as ‘1’.

2-Subledger accounting to be used when a sub ledger is involved either in credit side or debit side.

Example3: Direct deposit from customer mentioning either document number or reference number
which will come in note to payee in MT940, in this case customer open items to be cleared and main
bank to be debited. As this entry involved customer sub ledger we have to select posting key as ‘2’ for
that posting rule.
Posting Type:

It contains below values.

W.r.t example 1, accounting entry will be debiting the Outgoing GL and crediting the Main GL. While
posting to Outgoing GL it should post the line item clearing the outgoing GL in the payment document.
Hence, we have to select 4-Clear debit GL account.

Similarly, while reconciling customer receipt, Incoming GL should be credited and Main GL should be
debited. Hence, we have to select posting type as 5.
You can check with Simulate option to verify whether the correct GL’s are being picked or not.

In above case, Main bank GL 200010 is being debited and Outgoing bank GL 200011 is being credited,
which is correct as per our requirement.
W.r.t example 3, we are considering a scenario where our customers directly make payment into our
account, and they mention document numbers. In this case, we have an open invoice in the customer
account and while posting that invoice should be cleared and Main bank GL should get debited. Hence
we have to take Posting area as ‘2’ and posting type as ‘8’.

W.r.t example 2, when there are bank charges, Bank charges GL should get debited as it is an expense
and Main bank GL should get credited.
Same for Bank Interest.
Create Transaction Type:

Assign External Transaction:

For use of interpretation algorithm please refer testing scenarios 1 and 2.

You refer documentation provided by SAP for complete understanding of different algorithms.

Interpretation
Algorithms.pdf

Assign Bank Accounts to Transaction Types:

With this step the configuration is completed for EBS.

External transaction type is linked to Posting rule and posting rule is linked to account and account key
contains the GL Account, to which the document to be posted.

Before we move on to testing, we have to understand the MT940 format.

Below are the main tags we need to know for sample file creation.

--------------------------Sample data-1---------------------------------------------
:20:20241222
:25:123456001
:28C:3
:60F:C241222INR10000,00
:61:2412221220D1200,00NTRFNPAY1234567//
:86:NPAY1234567 PAYMENT TO VENDOR
:62F:C241222INR8800,00
--------------------------Sample data-1---------------------------------------------

SWIFT MT940
Specifications Guide Jul 2019 (1).pdf

Refer Attached file better understanding of tags. Every bank will have their own specification file with
details of External transaction types that will be used in MT940. Most of them will be same across banks,
but it is suggestable to take the same from bank to avoid unforeseen issues.

Tag :20: - denotes statement date in YYYYMMDD format

:25: - Account number

:28C: Statement number

:60F: - Contains opening balance - First character represents whether the opening balance is debit or
credit, ‘C’ means credit balance and ‘D’ means debit balance. Next 6 characters is date in YYMMDD
format. Next 3 Characters is Currency and the Amount.

:61: - Transaction details – First 6 characters is date in YYMMDD format and will be used for posting
date. Next 4 characters is date in MMDD format and will be document date of the posting. Next
character D/C indicates debit/credit. After that amount specified with decimals separated by ‘,’. And
then external transaction type(configured in step-Assign External Transaction Types to Posting Rules)
continued with reference details of transaction.

:86: - It contains notes of the transaction.

:62F: Same as :60F:, but it contains closing balance.

Now we will proceed with testing.

Scenario-1 Algorithm 015

Vendor invoice posted for Rs.1000 and made a payment.

Invoice as below.
Payment document posted using F-53 and the transaction number updated in Assignment filed.

Now we will upload below file through FF_5.

Below message was displayed after execution.

We can check further details in Tcode-FEBAN

If the status is green that means BRS document generated successfully.

We can check in payment usage tab for document details which was cleared.

In Log tab, we can see the details of interpretation algorithm.

We have assigned algorithm 015 for external transaction type NTRF with sign ‘-‘which means a payment.

For this algorithm to work, we should update the assignment field in payment document with
transaction reference number then the same will be cleared when the statement contains that same
reference number in :61: tag.

You can notice in below SS that document date is 20.12.2024 and posting date is 22.12.2024 which is
mentioned in tag :61:.
Scenario-2 – Algorithm 020.

Customer Invoice posted with document number 1800. Customer made payment mentioning the
document number which will come in note to payee.

In this case while Uploading statement in FF_5, we have to maintain BELNR interval range.

We can maintain as 1-9999999999

Scenario-3 Bank Charges

Bank debited charges of Rs.70.

Uploaded statement in FF_5 but entry was not posted.

We can refer FEBAN for getting the error details.

Posting got failed with error “Account 400008 requires an account assignment relevant to cost
accounting”.

For this we can default a cost centre in OKB9. Let us assume cost centre for this cost element cannot be
defaulted because of certain business reason.

Here we can make use of search string.

Search String: Tcode - OTPM

It contains 2 Steps.

1. Search string definition

2. Search string use
Search string definition:

Search string is used to derive a fixed value based on certain text in MT940 file and derived value can be
passed to target fields in search string use step.

Once you enter text in search string field and hit enter mapping details will be filled automatically and
you have to modify with required cost centre in target column. After maintaining click on test to
simulate and check whether correct value being populated or not.

Search string use:

In this step we have to map the search string with target field.

In our case, we need to pass the value derived from search string to cost centre, hence we have selected
cost centre.

Now, we will delete the already uploaded statement.

To delete the uploaded statements, use program - RFEBKA96, in that application -001.

Uploaded the statement again and checking in FEBAN.

Document posted with cost centre.

Scenario-4 – Bank charges for Forex.

Let us assume bank debits charges for Forex and uses the same external transaction type NCHG which is
used for bank charges also. And client wants the forex charges to be posted to different GL 400009
instead of 400008.

In this case we will configure search string to derive GL 400009 when there is a text as FOREX CHARGES.
FOREXGL search string is mapped to target field posting rule as posting rule FOREX is assigned to GL
400009.

Uploaded statement and below is log in FEBAN.

Scenario-5 – Capturing variables

In above scenario forex charges were mentioned as Forex charges@1.25%. Now clients want to capture
that 1.25% in to accounting document.
Define another one copying the same with target value as the desired field name where that charges
value to be stored.

I have considered BSEG-SGTXT i.e., line item text.

Uploaded above statement and below is FEBAN log.

Charges-2.45 stored in line item text.

If we need that to be captured in only one of the line item, then we can make use of target field BDC
Account type.