Automatic Banking Reconciliation SOP for SAP in Post Office

Automatic Banking Reconciliation SOP for SAP in Post Office

The Department of Posts (DoP) has rolled out a new process for bank reconciliation to address issues and improve efficiency. This guide provides a step-by-step explanation of the changes and instructions on how to implement the new process.

Key Changes in the Bank Reconciliation Process

1. Modification in Check Details Handling:
   • Previously, all check details were displayed in the fagll03 report in the assignment field.
   • Users extracted these check details for the bank reconciliation statement from the fagll03 report.
2. Issue with Character Inclusion:
   • The inclusion of characters, special characters, and numbers in check details caused delays in processing.
   • To resolve this, the assignment field in the drawing from the bank clearing line item has been changed to the payment document number and the last two digits of the fiscal year.
3. Uploading New Statements:
   • Users must upload new statements with details matching those in the fagll03 report.
4. Checking Details:
   • Users can check details in Fb03 by entering the document and navigating to Environment > Check Information.
   • Alternatively, users can view check details in the FCHN report by entering the house bank, account ID, bank key, and bank account number.

Steps for File Creation and Upload

1. Creating the File:
   • Open an Excel file and enter data as shown in the fagll03 report.
   • Change the format of the assignment column from General to Number if needed.
2. Formatting and Saving:
   • Change the number format to zero decimal places and save the file with a unique, identifiable name.
   • Save the file in .csv format.
3. Uploading the File:
   • Navigate to zff67 for bank reconciliation.
   • Upload the file in the select file option and save it.

Processing Statements

• Statements will be processed automatically through background jobs once uploaded.

Handling Pending Open Items

• Previous Months:
  • The assignment field details of payment document numbers will change from check numbers to payment document numbers and the last two digits of the fiscal year.
  • Users can clear pending items at month-end when feban is unlocked without changing the posting period.
• Current Month:
  • Statements posted for this month and not cleared will be reprocessed and cleared if uploaded correctly.
  • Note that these changes only apply to the drawing from bank clearing document numbers and do not affect the remittance process.

Detailed Steps for the New Process:

1. Open Excel File:
   • Enter data as previously shown in the FAGLL03 report.
   • Format the assignment column to ‘Number’ with zero decimal places.
   • Save the file with a unique name and “.csv” extension.
2. Upload File in ZFF67:
   • Navigate to the ZFF67 transaction for bank reconciliation.
   • Select and upload the CSV file.
   • Save the file to initiate the automatic processing.
3. Verification:
   • Users can verify the check details via FB03 or FCHN reports.
   • Ensure all details are correctly uploaded to avoid reprocessing delays.

Conclusion

By following the new process, users can expect more efficient and faster bank reconciliation. Ensure all details are uploaded correctly to facilitate smooth processing and avoid delays.