Mitesh Sanghavi Introducing SAP* Bank Communication Manage- ment in SAP S/4HANA’ © RheinwerkWhat You'll Learn See how SAP BCM in SAP $/4HANA handles both outgoing and incoming messages and learn to group payments by characteristics and create work- flows for payment approvals. Use the Payment Status Monitor dashboard to receive and monitor bank data, and then explore the new Bank State- ment Monitor dashboard. 1 SAP Bank Communication Management at a Glance .. 1.1 What Is SAP Bank Communication Management? 12 Technical Prerequisites ...........0ceccceee 2. Grouping Payments and Approving Workflows ..... 21 Payment Groupings ......0ccccccseecseeseseeeseeeeeeee 2.2 Payment Approval ....... 23. Digital Signature and Release Workflow 24 — SAP Fiori Apps for Payment Approval 3. Advancing the Payment Status 3.1 Reviewing Payment Status . 3.2 Advancing Payment Statuses with and without SWIFT 3.3 Reviewing External Status File ............5 beseceeeeneee 3.4 Giving Payment Advice... eee e ce ceeceeeeseceteeeteeeeeee 4 Monitoring Bank Statements 4.1 Configuring the Bank Statement Monitor . 4.2 SAP Fiori Apps for Monitoring Bank Statements 5 Transactions and Reports ... 5.1 Payment Status for Batching Process 5.2 Batch Approval List 53 Reset a Payment Batch ........0.cceccceseeeeetereteeees 6 What's Next? ... "7 7 B 30 32 33 33 35 37 41 4 45 47 48 49 50 521 SAP Bank Communication Management at a Glance Most organizations do business with multiple banks. Communicating and getting updates from banks on the status of payments and manually moni- toring bank statement statuses on an individual basis is time consuming and expensive, and it requires a huge time commitment by the staff. Most of the time, an organization follows the old conventional process where a treasury clerk calls the bank relationship officer to get the required infor- mation or the organization builds a custom tool to exchange the informa- tion with multiple banks. Maintaining these interfaces can be very expen- sive and increases the complexity in the IT landscape without providing full transparency on the transactions across the organization. SAP Bank Communication Management contains key functionality that helps to build a standard method for managing communication interfaces for multiple banks. These interfaces help the organization receive accurate and timely information from the bank, provide transparency in the transac- tions by tracking the entire payment lifecycle, and improve straight through processing rates and internal compliance. 1.1. What Is SAP Bank Communication Management? ‘As shown in Figure 1, you can process one or several payment runs ina pay- ment status monitor by combining them into separate groups or batches. This monitor also serves as a repository for incoming statuses from individ- ual banks. The payments in the payment run can be grouped into one or several batches according to an organization's needs. For example, pay- ments can be grouped according to low-value and high-value payments, or grouped based on different payment methods—ACH, wire, direct debit, and so on—per business requirements. You can either use the classical way of approving the batches or advanced digital signatures to approve, reject, or resubmit payments.1 SAP Bank Communication Management at a Glance Create Batch Payment Approval Worklist Create Payment Order Security ‘security Encryption (Approval Workflow, Digital Signature ‘Authorization, Digital Signature) Receive Status Message Post/Processing ‘and Clearing. Resource adapter Figure 1 SAP Bank Communication Management Process Flow SAP Bank Communication Management is divided into two broad areas, which can be independently implemented per organization requirements: = Payment status monitor Monitors outgoing and incoming payments. = Bank statement monitor Monitors end-of-day bank statement. Let’s look at each one. Payment Status Monitor Figure 2 shows all incoming and outgoing payments in the payment sta- tus monitor. Organizations can initiate outgoing payments to vendors,1 SAP Bank Communication Management at a Glance creditors, or employees. Similarly, a customer may agree to allow the orga~ nization to electronically withdraw the payments on the due date from its bank account via direct withdrawal or direct debit. Bich GH Golo Spten te Qo ~)«O1e@e@e! ew or coved _| Sent toBrk ted va amt Floste Id amcunt pa|poar Payment medium seated AL 799,865.08 10/05/2037 00088 1,204,687... ALD 2 bfe Payment redum created OF 62,604.52 62,554.62 10/05/2017 OXON 60,601.97- CH 4 of Paymnant mec cested KK 22,741.90 22,742.50 10/05/2017 COMO 320,082.07. Dx ibe Rejected by Bank EAR 323,53242 323,59242 05/28/2037 co036e 275,500.60: EUR Lbfe Payment meduam ceated GBP 109,072.98 109,072.25 0/08/2037 COOLIB 04,601.97- GaP. L bfe Payment medumm created NOK 2,809.37 2,899.57 0j0s/2017 000128 22,S00.30- NOK by Rekctodby amie = MEDS7303 73.08 100.00. NzD ibe inweord sx 2889 680 ‘2000.00: sex ib naword Us 2919999 23,199.99 20,199.99. U3 bf Payment mecim crested USD 59,102.99 59,102.68 10/05/2037 Dosa 113,904.95. USD i bbs stmt. Rocsved EAR 140,021.00 164,492.67 05/29/2037 00098 140,001.00. EUR 1 bab Acceptodby Bank Bm 5.68363 6.50940 05/29/2017 coODIB 5.8363 EUR 1 bob Accepted by Bank BR 26649 OLA 08/29/2017 COMA 5643. EL bra Autamatc rejection = 0 eo 000 ce ibfe —Erernpay.modumceston GBP 6.18550 7,935.92 10/08/2017 CO014B 6,158.80. GBP 2 bab accepted by sank BR 207120 2.62250 08/20/2017 COMB 3,905. EUR 2 bf Payment medium ceated EUR 1,445.95 1698.04 10/05/2017 COOISB 2445.05. EUR 3 bfe Payment rodum created UR 14,23340 16,714.89 10/08/2017 00188 19,10267- EUR 1 bf Enernpay.medum ceaton GBP 67,050.14 112,298.95 09/29/2017 COODEB 87,058.14 GBP Lbfe — Enornpay.medumceaten US 2,310.00 2,310.00 O/2ajam7 comeR 2,=10.00- UD 1 bbs stmt, Recelved {uso 42,700.00 42,700.00 05/29/2037 00308 42,700.00 USD ibe Rejected aark BR 14301599 187,949.62 10/03/2017 COMB 143.015.09. ELR Figure 2 Display Payment Status Monitor Aclerk from each department initiates the payments (outgoing and incom- ing) by executing an automatic payment run with Transactions FI10/FIIL. ‘The payment run’s payments are then automatically grouped into multiple batches based on a grouping strategy defined in SAP Bank Communication Management. After merging the payments, a workflow is triggered for1 SAP Bank Communication Management at a Glance approval. A multilevel approval process can also be implemented with sev- eral approvers. SAP provides workflow approval up to four levels. After the payment is approved and the file is sent to the bank, SAP Bank Communication Management can process the incoming payment status from the bank using the SWIFT network or PAIN XML file. This status will be updated in the payment status monitor. These processes affect the payments and receipts, which are obviously of interest to the treasury department but are also of the interest and affect other departments, as shown in Table 1. By defining the right security roles based on payment method, house bank, or bank account, different depart- ments can be given access to review the payment status monitor and to increase the visibility of the transactions. Vendor invoices and payments Accounts payable and treasury departments Customer invoices and receipts Accounts receivable and treasury departments Payroll HR and treasury departments Cash, liquidity, and banking Treasury department. Table1 Departments Impacted by Process Bank Statement Monitor Electronic bank statements (EBSs) allow your organization to process the bank statement quickly and easily. Typically, organizations receive a daily end-of-day bank statement from the bank that details all the activities for that day on the accounts. As you can see in Figure 3, SAP Bank Communica- tion Management integrates with EBSs to provide the status of bank state- ments from individual house bank accounts. Any missing bank statements or differences between general ledger (GL) account balances with bank statement balances can be easily identified with this monitor.1 SAP Bank Communication Management at a Glance oe OE “Geom ""igeatinn ““Seesecee 2a" wlan? om feb Smee wld him lve O68 Ort Stet Se an he “amen = “Gaeaer “Stvacan “aS annemr com art suarert nae sorteares Ofcom art suwrrt ccm teeta sso Lo aileees cena ema aS nant com are eaurre oa anrteaeesonce@ ere Samrat ce haces | Seema “ease oceans a2 nim Gap ort meet ro hunt ees Com art Sane aD era ke Kerem = “Za “omen tna? com ere curert mc heart edren cm nS Sour here Sh Pomme —AAauias N4amemen al nes? GaD wre woneraQED acer deco efCom Re rrr sopCO Neer um, om Sim Aa 38 spas? Gap eran raccm mscurtearcecop esr Sopeo haeronr St k um on im id 1 Says? Onp Scar cm ha sarees ccna So herent amma LA sok LE san cum sr serert wo sors Ceca ICED av Strat soe Foren Set | cutest ana RR LaF jas? 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Com a caerart nrc ne cork bareoea Dnt coc heen [amnesia —s7msns> “GL san? cum Orn onan amo secon aren cw or Suet once fen ce Figure 3 Display Bank Statement Monitor 1 Note SAP Bank Communication Management includes the following functions, which we'll discuss throughout this E-Bite: = Merge payments = Approve payments = Payment status monitor = Bank statement monitor = Display incoming status messages # Reservation for cross-payment run payment media = Status of collector payments © Define alerts .2 Technical Prerequisites Before we go any further into the business flow and configuration required to implement SAP Bank Communication Management, let's review the technical prerequisites and required steps for activating SAP Bank Commu- nication Management in SAP S/4HANA or SAP ERP. Specifically, we'll take a1 SAP Bank Communication Management at a Glance look at implementing the payment medium workbench (PMW) and inte- grating the payment runs. These steps enable the payments to flow into SAP Bank Communication Management for further grouping and workflow approval. Activating SAP Bank Communication Management To use SAP Bank Communication Management, the FIN_FSCM_8NK business function should be active in the system. If the business function isn’t active, you have to activate it in the IMG using Transaction SFWS or via menu path, SPRO « Activate Business Functions, as shown Figure 4. SRGRRESURECEREGRGER SEAS: aaaeesnass bece ess Function FIN_FSCM_BNK You can select business function FIN_FSCM_BNK by selecting the Planned Sta- tus column and then clicking on the Activate Changes button on the menu bar. 101 SAP Bank Communication Management at a Glance Activating this enterprise business function gives you access to the follow- ing features: = Logical structuring of payments into batches = Multiple approval levels for outgoing payments = Audit trail for payment approval decisions, along with digital signatures for internal audit = Analysis of payment status information and full payment-flow transpar- ency, as well as status monitoring for bank statements = SWIETNet integration using the SAP Integration Package for SWIFT Normally, you activate the business function in the development box and carry out the same steps in the quality and production box. Alternatively, you can save the activation directly in transport and move the transport along with other customizations by saving the changes manually. You can add the changes in the transport by going to the menu bar and selecting System Settings « Transport, as shown in Figure 5. (Smemserenos) ECE Goto View Frat Anayer Sytem Heb € Sco oH | SOE Coe SOSS AA CB see cues Aeiate cums _{: Change Business Function Status Ate Restart {ppnpat |=" Oe Aswteh Framework Browser BOSD Legend fa) SeecolFunctons > Nat Sarr Parnes Status Figure5 Menu Bar Tip After you activate the business function, you should log out and log back in again. Ensure that the bulb icon [8] is turned on, and you can view the new folder path in SAP Bank Communication Management (SAP Menu = Account- ing + Financial Supply Chain Management + Bank Communication Manage- ment) and in SAP Customizing under SAP Financial Supply Chain Management (SPRO + Financial Supply Chain Management + Bank Communication Manage- ment). v1 SAP Bank Communication Management at a Glance Warning Changes made in the IMG are critical. After you've activated a business func- tion, you can no longer cancel the enhancements it makes in the system. Payment Medium Workbench The payment medium workbench allows you to generate the payment file format for transferring the data to the house bank. You can select the pay- ment medium format when you're customizing the payment method for the country by going to menu path, SPRO « Financial Accounting (New) + Accounts Receivable and Accounts Payable « Business Transactions + Outgoing Payments + Automatic Outgoing Payments + Payment Method/Bank Selection for Payment Program + Set Up Payment Methods per Country for Payment Transactions. There are two options available to choose from when customizing payment methods for the country, as shown in Figure 6: = Use Payment Medium Workbench = Use Classic Payment Media Programs (RFFO*) Implementing the PMW is one of the prerequisites for SAP Bank Communi- cation Management. SAP is slowly phasing out the classic payment media programs (RFFO") since the PWM offers so many advantages, as follows: = Superior control and verification of payment procedures = Improved performance for large payment runs = Ability to sort with payment advice notes = Simplicity and high flexibility to adapt the formats for different payments, suchas vendor and customer payments, employee payments for payroll or travel reimbursement, handling bank-to-bank transfer, and so on = Easy maintenance and configuration support without the need for pro- gramming knowledge SAP provides several standard PMW file formats by country to choose from, or you can set up completely new PMWs for specific requirements. 21 SAP Bank Communication Management at a Glance © we view Est Goto Selector Utiey Sutem Heb © 48 ©¢@ Hw 25o5 BH OB Change View "Payment Method/Country’: Details BP nowenes @ BL Presets. : oesceten sank wander (ROH ETS) {note eo Payew oy cf P2mmentmethed foe @ 0utgone parents (Crncomng payments Payment method cessation Sank vane sae yer Ccrecvowen. Pat of cur act metho? Chat of exc, scented DSR Payment Procedure JEU memal Treat ‘Requred master ecod spectcstons Posing deta 'SUOeP.0.D0x of .0.box st code Decurart Toe for Payment fa (vBank detae ‘Geang Docunent Tipe Accoune Nurbr Recured Sp. Index / /EePret Reg. | Can Recured Payment créer on AIsMarT code Requted Ose datee payment medum programe (RFF Payment medum pigam [Kay code ne tare ofprnt dataset [| Dataset for Exch. Figure 6 Selection of Payment Medium for Payment Method/Country Creating a new payment medium involves several Customizing steps. For the purpose of understanding SAP Bank Communication Management, throughout this E-Bite we'll use the SAP standard-delivered payment medium in the United States (ACH), as shown in Figure 7. The menu path for creating the payment medium is SPRO + Financial Accounting (New) + Accounts Receivable and Accounts Payable Business Transactions « Outgoing Payments + Automatic Outgoing Payments « Payment Media + Make Settings B1 SAP Bank Communication Management at a Glance for Payment Medium Formats from Payment Medium Workbench « Create Payment Medium Formats. Ge le vew Get Goma Seeccen Utes Sten ed e408 C0@ She BOOS AN Oe Change View "Payment Medium Formats": Overview PO tote BROBER Coun Oefton of Pyrat Mein Fara 2 BE fama te os Sth A ort pyren USA: Haw CD and 90 Fed. ext vat fr ayer Mace Hog Hog {ECs le ama Atria wt BRC [SE le Fama fr Ara wen Ee rege Parent am ‘ore Deb Mares Sep ‘oreo: tates gear thot ean bath forge ark ete: RRR EEER Ga ‘at rac oobi (utorat =e) onc, Osa iamginart ‘ee, Dta Maca exoangsPscacue: Sut ‘Beewon OME Maeaie Sutras ‘Gecwone Pyne vse Sere ‘Gecwone Dove Mens Pace Sutzeane ‘Geewone Dee mens ace Suraeane ‘c00003 fms cx_oaweioa ‘SA Get Taner (Bat Taner) ca ‘concoerarestoraeesues (aye 0X) crea om ‘olcoeParestOreubeuse Foyent v2 XD) Fie) aya oe E__teston.. | ty 1 of 4 Figure 7 Payment Medium Workbench Format. Integration with Payment Runs One of the key steps required to integrate the payment runs with SAP Bank Communication Management is reserving the payment identification in 41 SAP Bank Communication Management at a Glance the cross-payment run media. A standard payment run follows a three-step process: proposal, payment run, and print medium. The identification replaces the print medium program with the cross-payment run program, which means after the ID is reserved, the payment medium for the given payment run won't be created. Instead, when the batch is released in SAP Bank Communication Management, the payment media for the payments contained in the batch are created automatically. ‘A cross-payment run allows you to summarize payments from different payment runs into batches or groups and then generate the release proce- dure and workflow. You can reserve the different payment IDs for different processes as shown in Figure 8. This provides greater flexibility to continue any payment processes outside SAP Bank Communication Management if there are any business requirements. © progam E6t goto Sytem He ej 48 eee GMa anaes Reservation for Cross-Payment Run Payment Media Hee Figure 8 Reservation of Payment Run ID for Cross-Payment Run Media To reserve payments in SAP Bank Communication Management, you have to select the specific run indicator in the payment run ID using Transaction OBPMS. You must select the BRM checkbox in Transaction OBPMS to call SAP Bank Communication Management. To do so, go to SAP Menu + Accounting + Financial Supply Chain Management + Bank Communication Management + Environment + Current Settings + Reservation for Cross-Pay- ment Run Payment Media. 61 SAP Bank Communication Management at a Glance Tip When calling SAP Bank Communication Management, make sure to select the BRM checkbox when specifying run IDs in the identification configuration You can enter the first five characters of the run ID as generic by using the wild card character (*), or you can enter one character and * for a character string, as shown in Figure 9. Enyment Rin Est Goto Emagonmant Susem He 1 <01e@ee anlOF Automatic Payment Transactions: Status e freservation for Cross-Payment Run Payment Media”: Overvie Figure 9 Specifying the Payment Run ID for SAP Bank Communication Management (Transactions F110 and OBPMS5) Example Ifyou enter “BI’” in the Identifier field, then all payment runs are reserved for the creation of cross-payment run payment media that begin with the letters “BI” when executing payment run transactions. If you enter “*” or a blank as identification, then all payment runs for the selected run identification are reserved for cross-payment run payment media, 162. Grouping Payments and Approving Workflows 2 Grouping Payments and Approving Workflows In this section, we'll discuss the key configuration steps for the payment grouping and workflow approval process in SAP Bank Communication Management. Before we go any deeper into the customization, let's do a high-level review of data flow and the technical updates the system does when it generates new groupings of payment lines. 2.1. Payment Groupings The conventional payment run follows the three-step process shown in Figure 10. When you reserve the payment run ID in SAP Bank Communica- tion Management Customizing, it disables the print medium step pay- ment run. Even if you try to run the step manually using Transactions FI1O/F111, the system issues the following error: Payment Run Is Intended For Cross-Payment Run. Payment medium and payments can only be further processed by using program SAPFPAYM_MERGE. This ensures that no pay- ment file or payment advices are generated directly from the payment run. The program SAPFPAYM_MERGE, shown in Figure 1, selects the payments in accordance with the selection options from several payment runs whose identification is reserved, and then groups the different payments into pay- ment batches for further approval. Program SAPFPAYM_MERGE doesn't start automatically; however, you can schedule the program via standard payment programs. > sat = 7 > sat run = pee SEES S median = SEEEES remit eee {ance see) Figure 10 Traditional Payment Run vs. SAP Bank Communication Management Integrated Payment Run2. Grouping Payments and Approving Workflows, (© Creation of Cross-Payment Run Payment Media o ~«Beees a Creation of Cross-Payment Run Payment Media @li) Pymtruns un Date Tdestifcation ae Payment Medium Run Run Date. Prefix fr the Identification Further Selections Paying company code Vendor Customer Payment Document No. House bank ‘Account 1D Payment Method Prt meth. supplement Currency Pose cate doe Value date Due date sessseeseacs Figure 11 Transaction FBPMI: Merge Payments SAP groups the initial payments based on the payment run and rules speci- fied in the configuration. However, when you execute program SAPF- PAYM_MERGE, it copies the payment lines and regenerates new lines per SAP Bank Communication Management grouping rules specified in the configuration, With this function, you can have multiple payments from different run ID batches in the same grouping and transfer them together on the payment media. When SAP generates batches, it copies the existing payment lines and creates a new entry in payment tables such as REGUH and REGUP with new run IDs and dates per batch. The run ID and date are created internally by the system. You can easily identify the BCM batch ID because the last characteris “B”; the run ID and run date are generated based on sys- tem date, as you can see in Figure 12.2. Grouping Payments and Approving Workflows (Data Browser: Table REGUH Select Entries 2 Je0F cane BC AFIE OTST MES in vate Mou ig Suma oe 9 fon tre SHEE Sue 0 wp Gn rsiBooy in mn We Gem Oy sence Ga a Sb We cata ‘Sorry acowind meh Sa om Cones ha act oe Ge arc ty cman ne em See Ct et Figure 12 Payment Entry in Table REGUH Retaining the existing structure and values in tables is beneficial in using all existing reports and programs that are built for payment runs. In addition, it helps to keep the log of any updates made on a payment line in SAP Bank Communication Management separate from the original payment lines for easy tracking and auditing purposes. SAP provides great flexibility to define the grouping in SAP Bank Communi- cation Management. You configure different rules and additional grouping parameters using standard configuration. If you need more complex or additional rules for grouping, you can use Business Add-In (BAdI) BNK_BADI_ BATCH_GROUPING to further enhance the rules. With SAP $/4HANA, much of the configuration is still the same as it was in SAP ERP, except there are a few programs and reports where SAP has intro- duced the new SAP Fiori apps for a better user experience. Let's review the step-by-step customization and different options SAP provides to break the payment lines into multiple groups to meet business requirements for workflow approval and to send the payment data to the bank. Basic Settings To begin using SAP Bank Communication Management, you have to config- ure some basic setup, such as batch currency and the exchange rate to con- vert the payment currency into batch currency, so that you can group dif- ferent currency payments under one batch and trigger the workflow for approval. Follow the menu path, SAP Customizing Implementation Guide » Financial Supply Chain Management « Bank Communication Management « Basic Settings « Basic Settings for Approval to define the batch currency to 92. Grouping Payments and Approving Workflows group the different currency payments. You can also configure the default exchange rate type, resubmission date, and whether a signature is needed for batch approval, as shown in Figure 13 © Table View Edit Goto Selection Utilities System Help ° 7«Beaees Anes Change View "Basic Settings": Details ROE Basic Settings ule Currency SD Exchange rete type N DDays Resubmission 3 “Signature required Figure 13 Basic Settings for Approval You should select the Signature Required box only if you want system to use the digital signature process, which means users will get an additional popup for a digital signature when they try to approve any batch. We'll dis- cuss the use of digital signatures further in Section 2.3. Rule Maintenance After you define the basic settings, go to SAP Customizing Implementation Guide + Financial Accounting (New) « Financial Supply Chain Management + Bank Communication « Payment Grouping « Rule Maintenance to set up mul- tiple rules that break the existing payment lines from the original payment run into more logical groupings for the payment approval workflow, as shown in Figure 14. Here you can create grouping rules by setting up rule IDs and giving them priorities. You should define the priority carefully. If more than one rule satisfies the payment based on grouping criteria, then priorities determine the batching rule. After the rule is defined, you can click on the Maintain button, which will take you to a new screen where you can specify the criteria and attributes for the batching rule. 202. Grouping Payments and Approving Workflows, 0B de _[RULE To Ve Pests err Sead Sans tare Oe Laer Un Ure ut COM PAYMENT AMOUNT IU RULECURREICY LEO 5.000.00 ES Atritedfi Bules e E= | Byam scons ese ase 7. fares on Rss for ane reget Pret) BO 5.000.007) ira] Borge et ewe Figure 14 Maintenance Batch Grouping Rules After you maintain the attributes, you'll see the status of the rule in the setup screen. Before continuing, make sure the status is green. Select only those attributes that are required for batching rules. Otherwise, the system considers blank fields as rules. Additional Criteria Apart from basic grouping, you can also set additional criteria to split the batch based on additional payment fields. To better understand this, we'll use an example. As shown earlier in Figure 14, we've created a grouping rule to select all payments with a value less than or equal to 5,000. However, the business also needs an additional criterion that shows the batches available in the workflow approval list by payment method rather than amount. To do this, we can now use additional criteria for payment grouping set up by adding the payment method field for the rule ID. Go to SAP Customizing a2. Grouping Payments and Approving Workflows Implementation Guide + Financial Accounting (New) + Financial Supply Chain Management + Bank Communication Management + Payment Grouping + Additional Criteria for Payment Grouping, and add a payment method in Grpng. Field 1, as shown in Figure 15. This will split the original batch further by payment method. Without additional rules, the system will create one batch per rule that includes all payment methods together; however, with payment method as an additional grouping criterion, the system will now create multiple batches for the same grouping rule. SAP provides two additional grouping fields (Grpng. Field 1and Grpng. Field 2) in the customization to add additional payment fields criteria for batch- ing the payments. © Table View Edt Goto Sceeton Utes Siete Help o ~«<«8e@ees peo Change View "Additional criteria for payment g Eero jo ET GAM Pre) Feld Name OutLeng Field text 9028 IRSPM2 ——COOOIS Fam Charges fr Dl of Excn RSTR —GOCOI8 Areata in he Payer Cor ‘Adnal criti for payment rou RWSKT __O0C018 Total Cash Discount er the Pn ue ID Preety Grong. Fal rong. Held poi 0 RINE SKN GOCOI0 GIL Account Number IVAW GOGOI5. Lest Cash Discount im Payment SVKW” —GOGOI5 Lest Cash Discount i Loca Cu Bases Pace Bases Area Gf. Account Number for Our Bon (ur acount punter a the bark Bank contro ey et our bank Bank numberof ou bank Bank county key Bank ty of our bank Payment mathot copie Value dato Document Number ofthe Pawan Carency for Aomate Payment Bi of Exchange lasve Date Bil of Exchange Ove Date Maximum Aout pr Bil of Exc Remaining Arount in Payment Cr Maximum Aout per Bil of Exe Remaving Amount in Local Cy Figure 15 Additional Criteria for Payment Groupings 22. Grouping Payments and Approving Workflows 2.2. Payment Approval Payment batches will create workflow items that an approver can approve or reject. If you don’t need approval, then you can skip the workflow approval for those batches by selecting auto approval in Customizing via SAP Customizing Implementation Guide « Financial Accounting (New) + Finan- cial Supply Chain Management - Bank Communication Management « Release Strategy - Mark Rules for Automatic Payments (No Approval). In the example in Figure 16, RULE lis set up for auto approval. Typically, an organization might allow auto approval of payments when there are low- value payment items or exception vendors such as government entities or utility vendors. [© Table View Edit Goto Selection Utiltes System Help o ~«Beees nna ses Change View "Rules for automatic payments": Overview SOREL ules for automatic payments RuleID Priority Rute description Auto Dae RUIE1 0 Low Value Payments a Figure 16 Automatic Payments Approval Program SAPFPAYM_MERGE creates the batches. Per Customizing, some of those batches can be released automatically to create a payment medium for the bank, as you've seen earlier. However, all remaining batches will cre- ate workflow items that will go into the approver process in the system To establish workflow, SAP Bank Communication Management uses the BNK_INT and BNK_COM workflow objects. SAP Bank Communication supports double/triple/quadruple level of payment approvers. For initial or first approval, SAP uses the BNK_INI object because it has a change and release option. Users can change the batch, postpone those payments so that they will be included in another batch later, or completely reject the batch. After 232. Grouping Payments and Approving Workflows the batch is released and approved, it goes to the next level approval, where it uses the BNK_COM release object because the user can now only approve or return the batch. If second (or later) approvers require any changes, they have to return the batch to the initial approver. To release the workflow, you have to assign the workflow rules to the release object by going to SAP Customizing Implementation Guide Financial Supply Chain Management + Bank Communication Management + Release Strategy « Change and Release, where you'll select the parameter based on how you want to route the workflow. You can see the details in Figure 17. ‘Selection of Rule Parameters ‘Selection of Rule Parameters ecm oe is tos Rees fet eid Rekase Se WF Rene Sep le wo Figure 17 Defining the Release Strategy for Object BNK_INI This particular configuration is a little tricky because you have to select the release object first and then click on the Create Rule Now button on the sereen to assign the rule for the workflow approver. When the system opens anew window with different rule options, you can select rules based on how your business wants to assign the person responsible for workflow approval. After you select the parameters, your system will automatically assign the parameter to the workflow object. For our workflow example, we'll use RULE_ID as the parameter. You can assign rules for use in what we created earlier in Section 2.1 for payment grouping. After you have workflow rules assigned to the release object, you can select display rules and specify the Rule ID to workflow object, as shown in Figure 18. 242_ Grouping Payments and Approving Workflows TE Responsibity Edit Goto System — Help o ~«Be@ee HLHH AOS Responsibility Change for Rule BNK_O1_01_03 SPERERG veccnion Gpcotaner Responsibiity ‘50000102 Derived from Rule Eating period 07/12/2017, to _[12/3178695) Gi Respo Basic dato Abbr. ‘BNK_O1_01_03, Name ‘BNK_INI_01_01_03 (Generated Rule) Prionty Responsibilty Specs Name of o Rule ID RULE 2 Figure 18 Assigning Rule ID to the Workflow Object After you save the changes and see the green light, you can select the back button and assign the user who is responsible for workflow approval of the entire rule, as shown in Figure 19. Remember, if you have the same approver for multiple rule IDs, then you can assign that person to the same workflow rule. Basically, you have to define the number of workflow rules based on how many different workflow approver combinations you have in the process. Tip A few helpful hints for this process are as follows: = You can assign multiple users to one workflow rule, # You can assign multiple rule IDs to one workflow rule. "= Workflow rules are time dependent. You can delimit the responsibility based on time. = You can use objects other than user—such as work center, job position, and so on—to assign responsibility. # You can also assign priority to the workflow rule. 252. Grouping Payments and Approving Workflows TS pose ofreporsbity Est Gto Siem He ° *« [0.1] Transaction ACTC = Accepted GroupStatus Technical Vali- 3Code dation 34 Paymentinfor- [0..1] Transaction ACCP = Accepted mationStatus GroupStatus Technical 3Code ACWC = Accepted 3.19 Transaction- —‘[0..1] Transaction With Change Status Tndividu- PDNG= Pending alStatus Further Processing 3Code RICT = Rejection Table 4 Payment Statuses in the PAIN.002 File Format 383. Advancing the Payment Status 1 1 SAP Bank t 1 ‘Communication {| BankApplication | Management ce Ter coe Sere erento vel ain 002 1 1 ——— t 1 t 1 acre H t > [ tevett { mer | Pack 1 Sa 1 zi\lzlisz it H gieilg acce__! ! a\a|2| a je g| 2/2 ' ' ellie 1 acsp i ——— a i Levels [EEE AcsP/PARTIRICT ae eee T 1 1 : Figure 31 Payment Status Mapping between the Bank and SAP When you upload the payment status file, the program uses the status from the file to update the header batch status and payment line item status for the payment batches. You can map the external status code to the internal status at the company code and house bank levels by going to SAP Customizing Implementation Guide « Financial Supply Chain Management + Bank Communication Manage- ment « Payment Status Management « Map External Status to Internal Status. Therefore, ifa status message with status RICT appears in the external file, the system will map to internal status as BRE (Rejected by Bank), as shown in Figure 32. You can also set up an alert to be triggered for an external status code and define the different alerts that can be used for SAP Bank Communication Management (e.g., payment alerts for when a payment is paid). You can define the alert category using Transaction ALRTCATDEF to use with the sta- tus update. 393. Advancing the Payment Status Change View "Map external status to internal statu": Overview 7iwors BEOREBER a aaa Ra Cun HOUSE. Ext. Status Code Prin. Alert Category oO LT pane me mut ans fe mnt ramon me mst Figure 32 Mapping External Payment Statuses Tip All external status codes should be mapped with prefix “PAIN_” in Customizing even if it isn’t there in the external status code. You can set up additional alerts between two status updates for maximum time allowed by going to SAP Customizing Implementation Guide + Financial Supply Chain Management + Bank Communication Management + Payment Status Management - Timeout for Batch Status Update. For example, let's say you need an alert to trigger when a payment doesn’t receive an acknowledg- ment within 60 minutes after the payment file is accepted by the bank sys- tem. You should set up 60 minutes time in the Duration Value and Unit col- umns, as you can see in Figure 33. You have to execute report RBNK_BATCH_TIMEOUT_MONITOR to get tim- cout alerts. You can set this report to run every few minutes in the back- ground. This report selects all entries for which no alert has been sent yet and that haven't yet been set to Responded. This report can also be used for deleting alerts when the response is received.3. Advancing the Payment Status & Table view Edk Goto Selection tives System Help @ *(B8 C@e@ GHK HHHD HF OB Change View "Timeout for Batch between two status”: Overview PY wweres BHO BE | Tireout foreaichbetweenwesaus = SSOSC*~=<“CS~*s‘“‘*S*~*~*d ule 1D | Stat. | Stat. | Duration Vabie | Unt ‘Nec co em2 mcsic7fh imuce Rau + Figure 33 Alert Configuration 3.4 Giving Payment Advice In a classical payment run, you start the payment advice printing directly from Transactions F110/FIl1 using program RFFOAVIS_FPAYM. However, if the payment run ID is reserved for SAP Bank Communication Management, then scheduling the payment advice using Transactions F110/FI11 isn’t pos- sible; the system will issue the following error message: Payment Run &1 &2 Is Intended for Cross-Payment Run Payment Media. ‘To generate a payment advice with program RFFOAVIS_FPAYM in SAP Bank Communication Management, you have to use the run ID of the generated file (ending with ““B”) for the approved batch and date instead of the origi- nal payment run ID of Transactions F110/FI11. You can get the run ID and date of the batch from report BNK_MONI, as shown in Figure 34. Foes ek Ge Sie ee ° «5 @ee anes Batches AB | ntevent | ven (sett | omit | ere (SIS EU a eae He feces Amconse Act! fle fede crm Gated Ant up ¢ Anton Art on cen ree nod (ud) rpm con cmd 308 tm oe fein gyiiaen asian sien aos Steyentnees2 yr neu om! 1000 US WB? USAC raat ano aoe no io faymet tenes? yaw neu ound nao US USBEZ USE sor soda” ime ves noe Zine mance? Paynat acum ented 20 US USB USACE inGat ojosae” imme woe aoe, iPamertnenes2 yet neu cred 1800 Us UEBKE VAC {isa acon ime eno io. Binet nencs? Payee nedum seed 0000 U5 USB UAC oaree osm fem fenes jonas, Figure 34 Run ID and Run Date for the Payment Advice 43. Advancing the Payment Status ‘To execute program RFFOAVIS_FPAYM in SAP Bank Communication Man- agement automatically after a batch is approved, you have to implement Event 41 by custom function module, as shown in Figure 35. You can copy sample function module FI_PAYMEDIUM SAMPLE 41 provided by SAP to make your own custom function module for event 41. You can assign the function module in Transaction OBPM3 or by going to SPRO + Financial ‘Accounting (New) + Accounts Receivable and Accounts Payable + Business Transactions - Outgoing Payments + Payment Media - Make Settings for Pay- ment Medium Formats from Payment Medium Workbench + Adjust Payment Medium Format. TE ote ew Gok Goto Salcton Utes Syren Help o ~«Beees gHoaf SA oF New Entries: Overview of Added Entries FREER ads Sucre Fennat cH * BPaymert ecm Formas bee Hoaves reas (arora force segues rcs ERMA Figure 35 Activate Event 41 After you complete the preceding configuration, the process in event 41 of the PMW format automatically triggers the payment advice note for the business partner. It calls program RFFOAVIS FPAYM during the final release of the background job with the relevant variant. Tip Refer to SAP Note 1313075 for further details on the automatic creation of a pay- ment advice from SAP Bank Communication Management. 424 Monitoring Bank Statements Tip To send a business partner payment advice notes by fax or email, implement Business Transaction Event (BTE) 2040. 4 Monitoring Bank Statements This section briefly explains the key benefits of the Bank Statement Moni- tor for an organization. It will also help you understand the customization option in SAP $/4HANA along with the SAP Fiori apps user experience. One of the key responsibilities of the treasury manager in an organization is to review the daily cash position and understand the organization's cash requirements and surplus. To accomplish this, that person must monitor the incoming bank statement. In this section, we'll discuss bank statement monitoring in SAP Bank Communication Management, along with its key benefits and configuration steps. Typically, the treasury department in an organization is responsible for monitoring daily bank statements for different banks accounts, ensuring that all statements are received and processed, and promptly identifying any errors during processing time. This is not only important from a cash position standpoint, but also for ensuring that transactions are applied cor- rectly to customers/vendors to reflect their true position. This is a very sim- plified version of the cash manager's responsibility, but it helps you to rec- ognize the important challenges the treasury manager faces when monitoring bank statements on multiple accounts based on frequency, hol- iday schedule, and so on to ensure that all transactions are recorded in the system on time with accuracy. Prior to the release of the SAP Bank Communication Management module, businesses didn’t have any direct visibility or effortless way to track all incoming statements. They mostly relied on custom reports or different transactions to pull the information they needed, and then depended on the IT department to get the details. It was a cumbersome, time-consuming, 4a4 Monitoring Bank Statements and manual process. With the help of SAP Bank Communication Manage- ment, organizations now have a centralized view of all incoming bank state- ments in one place. It also provides a spotlight view to highlight any poten- tial issues and reconciliation differences inside one single report. You can view the report data, usea drilldown option to get further details, review the master data, and directly go to the postprocessor to see the transactions and any errors in the Bank Statement Monitor. To view the bank statement details, you can access the screen shown in Fig- ure 36 via Transaction FTE_BSM or by following the path, SAP Menu + Accounting + Financial Supply Chain Management « Bank Communication Management - Status Management - Bank Statement Monitor. HEL caf. Figure 36 Bank Statement Monitor Note An important feature of the Bank Statement Monitor is the spotlight in the report, which provides quick visibility to the manager on the process. This favor- ite feature of treasury managers enables you to determine which status you need during Customizing of the report. However, all of the statuses are very informative, and we recommend you activate all of them to understand the health of the overall bank statement processing, Table 5 shows the definition of each status with spotlight color. A Processing Nobank statement Thebankstatement The bank state- exists even though is available, but not_ ment was posted your Customizing allitems could be correctly. settings state oth- posted. erwise Table 5 Bank Statement Monitor Spotlights4 Monitoring Bank Statements Difference The difference The difference There is no differ- amounts greater amountiswithin ence; the than permitted. _thetolerance area _palances are the forthis account. same. Serialnumber —Thesequenceofthe N/A The sequence of the past five bank state- past five bank state- ments isn’t com- ments is complete. plete. Recon Openitems exist. Notall itemshave All the items have been posted. been posted. Table 5 Bank Statement Monitor Spotlights (Cont,) 4.1 Configuring the Bank Statement Monitor Implementing the Bank Statement Monitor is simple. You can implement this at any time without disrupting or modifying the existing bank statement upload process. You can implement this on a standalone basis without going through the payment manager in SAP Bank Communication Management. For Customizing, you can activate house bank and account ID for the Bank Statement Monitor (see Figure 37) via the menu path, SPRO Financial Supply Chain Management + Bank Communication Management + Bank Statement Monitor « Settings for Bank Statement Monitor. © be view Edt Goto Selecton Uuines System Heb @ +48 €@@ CMM HHHh AD OF GO wore GROBRERR FTE GSM: Settngs for Bank Statoment Mentor | ca House. Acc Process. Oiferenc.- Sera No.. RECON Ina IntenalUnt Gab Le 710 uss. saci vi a y Yo. Calenaar Daye vus > Figure 37 Configuration of Bank Statement Monitor 454 Monitoring Bank Statements You can activate status items for each individual bank account per the busi- ness requirements; however, as explained earlier, all the status items are very informative. If you decide to activate only a few status items to begin with, you can always activate the remaining status items at any time. The same holds true for deactivation of any status. You can define the frequency of bank statements to monitor the processing status by setting up intervals and interval units. For example, if you're expecting daily bank statements, then you must enter the Interval as “1” and Interval Unit as Calendar Days (see Figure 38). SAP provides predefined inter- val units to select from. To consider the holiday days and weekends in which the bank doesn’t send you bank statements, you can choose Holiday Calendar and assign it to the bank account to reflect the same. This way, the processing status reflects the status per the bank statement frequency. [E Table view Edt Goto Selection Uses System He e148 S6@ BHM DHHA BH OB Change View "FTE-BSM: Settings for Bank Statement Monitor": Details P Newent DEB ‘Company Code irri) House bank use) ‘Account ID oma | FTE-8SM: Settings for Bank Statement Monitor Process status oFference Sts (wiseralto, sts (AReconcl. Sts Irteral I Intenal Unt ‘calendar Dave > Fac.Calendar D5] Postion a | ference Amaunt currency mm Figure 38 Detail Configuration 464 Monitoring Bank Statements Many organizations do allow certain tolerance and rounding differences between account statement balances as the corresponding internal bank account. You can update allowable difference amounts for each bank state- ment and the internal bank account for each account in Customizing based on bank account currency. This means you have the flexibility to set differ- ent amounts ranging from no difference to greater difference for each bank statement per the requirements. If the difference is within tolerance, the report will display the yellow status, You can use the Position value to rearrange the position of each line item based on the sequence in which you would like to see them in the report. 4.2 SAP Fiori Apps for Monitoring Bank Statements With SAP S/4HANA, SAP introduces many SAP Fiori apps to enhance the user experience. The new user interface (Ul) allows you to analyze the data ona real-time basis across the enterprise. Note To review details on available SAP Fiori apps with SAP S/4HANA, go to https:// fioriappslibrary.hana.ondemand.com/sap/fix/externalViewer/. As shown in Figure 39, the Bank Statement Monitor app can be used to monitor all incoming bank statements. mea caer Figure 39 SAP Fiori App (FTE_BSM): Bank Statement Monitor With this app, you can limit the information displayed in the Bank State- ment Monitor by company code, house bank, account ID, and currency. You 475. Transactions and Reports can further use settings to limit by time based on statement date and import date. The SAP Fiori app also displays all the spotlights and provides detailed drilldowns to master data, bank statements, and transactions. Tip When using selection limit by time, the system displays the bank statement details processed on or before the given date. 5 Transactions and Reports The following sections discuss other SAP Fiori apps available for the module and some of the useful transactions available for SAP Bank Communication Management in SAP $/4HANA and SAP ERP. 5.1 Payment Status for Batching Process SAP Bank Communication Management in SAP $/4HANA offers varieties of reports to business users for performing analyses and reviewing different transactions and statuses for payment batches. In the Payment Status for Batching Process app, users can monitor the indi- vidual payment transactions and navigate uniformly to the displayed objects for payment document, master data, or bank chain by double-click- ing the transaction. Business users can identify the payment documents that failed to create merge batch from program SAPFPAYM_MERGE or review the payment documents that are reversed after the payment run, as shown in Figure 40. This report (Transaction BNK_MONIP) also provides an option to imple- ment custom fields with navigation support by means of the user parame- ter BNK_MONIP NAVIGATION. This report also provides details to the accounts 485. Transactions and Reports payable department when it receives requests from vendors asking for pay- ment status. oOo _——— a 7 By 8 BMD Mme tr oer Figure 40 Payment Status for Batching Process SAP provides a lot of flexibility with selection parameters on this report. Users can directly run the report for payment documents to know the sta- tus, or they can run the report wide open for the entire payment run. This is a one-stop shop for all payment status needs in SAP Bank Communication Management. 5.2 Batch Approval List This report provides the details on the user who approved the payment batch in the system along with the time stamp. This report serves more as an audit tool to track the approval history. You can execute the report by using Transaction BNK_MONIA or by following the menu path, SPRO + Financial Supply Chain Management + Bank Communication Management + Environment « Batch Approver List. ‘As you can see in Figure 41, the report allows the user to execute based on many selection parameters. Users have the flexibility to limit the selection based on company code, house bank, or rule ID. They can also execute this report by particular Approval User to know which batches are approved by that specific person. 495. Transactions and Reports oe eee ee Paying company code: to: a House bank w: o Rule td: to: a Penal ts ; Approval Date: to a ‘Approval Time: | 00:00:00 to: | 00:00:00 o Figure 41 List of Approval for Payment Batches 5.3 Reset a Payment Batch Transaction BNK_MERGE_RESET is very sensitive. You can reset the pay- ment batch created from the merge run (program SAPFPAYM_MERGE) if any issues arise. Organizations must ensure that proper procedure is fol- lowed when using this transaction in a live production environment. Access should be restricted to only a few members of the team, who they should be granted access only when necessary Users can enter merger run Identification and Run Date in the selection screen or use the Batch Number to undo the action from Transaction SAPF- PAYM_MERGE, as shown in Figure 42. You should use the Test Run option to ensure that you can review the results before taking any action.5. Transactions and Reports © progam gat Golo Saten Heb @ 748 €0@ SNM B555 aH ew Reset 2 Merge Run with Batches ou ote nner lt run ate Mencfaton res an ater het Figure 42 Resetting the Batches Itisn’t possible to reset all batches that are generated from program SAPF- PAYM_MERGE. SAP divides them into three categories, as follows: = Category1 New batches just entered in the approval process but not processed or approved yet by anyone or if the program SAPFPAYM_MERGE failed to create batches due to errors during the batch creation process. Typically, this happens when there is a missing file path on the data medium exchange engine (DMEE) variant or the batch couldn't find any rules. You'll see those batches with green status on the exception monitor. You can reset these category 1 batches along with the Strict Check option. = Category 2 Batches that are in the middle of the approval process; in other words, where one approver has approved but the batch is waiting for other approvers to approve. You can’t undo those batches even without using the Strict Check option. These batches will show with red status on the exception monitor. = Category 3 All batches that don't fall under category 1 or 2 will fall under this cate- gory, including approved batches, batches with files created, and so on. To 516 What's Next? undo or reset these batches, you ignore the Strict Check option on the batches during production run. Extra care should be taken during reset of these batches to avoid any duplicate payments. These batches will show with yellow status on the exception monitor as shown in Figure 43. 20170006 000058 Merge cannot be ret Severe check Figure 43 Test Run of the Batch Reset Option 6 What’s Next? Now that you understand the key functionality SAP Bank Communication Management in SAP $/4HANA contains to help you build a standard method for managing communication interfaces for multiple banks, you're ready to take your next steps. From Cash Management to CO-PA and beyond, there's so much more to learn about SAP $/4HANA’s finance capabilities! Recommendation from Our Editors Take your cash management operations to the next level with - Cash Management with SAP S/4HANA: Functionality and Im- O74 plementation by Dirk Neumann and Lawrence Liang. Start by configuring bank account management (BAM), cash position- ing, and liquidity management. Then perform your key pro- cesses: maintaining banks, processing cash transactions, fore- casting liquidity, and more. Visit www.sap-press.com/4479 for more information on Cash Management with SAP S/4HANA: Functionality and Implementation! In addition to this book, our editors picked a few other SAP PRESS publica- tions that you might also be interested in, Check out the next page to learn more! 52More from SAP PRESS Implementing SAP S/4HANA Finance: Transition to SAP $/4HANA Finance with this on-premise implementation guide! Follow step-by-step instruc- tions for data migration and functional configuration. From the general led- ger to asset accounting, align your new system with existing requirements. Ska) 570 pages, and edition, pub. 1/2017 E-book: $69.99 | Print: $79.95 | Bundle: $89.99 wwww.sap-press.com/4525, SAPS/4HANA—An Introduction: From finance to logistics, from on-premise to cloud implementations, and from industry solutions to reporting, see what SAP S/4HANA can offer! Learn about all-new functionality for warehousing, manufacturing, procurement, and more. 51 pages, nd edition, pub, 10/2017 E-book: $59.99 | Print: $69.95 | Bundle: $79.99 wwww.sap-press.com/4a99 SAP S/4HANA Cloud—Use Cases, Functionality, and Extensibility: Find answers to your questions about use cases, costs, and maintenance requirements. ‘Then dive into SAP S/4HANA Cloud’s core processes: finance, inventory, pro- duction, sales, and more, 334 pages, pub. 09/2017 E-book: $59.99 | Print: $69.95 | Bundle: $79.99 www sap-press.com/4498SAP PRESS E-Bites SAP PRESS E-Bites provide you with a high-quality response to your specific project need. If you're looking for detailed instructions on a specific task; or if you need to become familiar with a small, but crucial sub-component of an SAP product; or if you want to understand all the hype around product xyz: SAP PRESS E-Bites have you covered Authored by the top professionals in the SAP universe, E-Bites provide the excellence you know from SAP PRESS, in a digestible electronic format, delivered (and consumed) in a fraction of the tim Sandeep Bagchi Introducing the SAP Financial Closing Cockpit for SAP S/4HANA ISBN 978-1-4932-1634-5 | $19.99 | 74 pages Dirk Neumann and Lawrence Liang Introducing Cash Management in SAP S/4HANA ISBN 978-1-4932-1576-8 | $19.99 | 84 pages Oona Flanagan Introducing New Asset Accounting in SAP S/4HANA (FI-AA) ISBN 978-1-4932-1553-9 | $19.99 | 128 pages The Author of this E-Bite Mitesh Sanghavi is an SAP S/4HANA solution architect for the areas of finance and treasury with more than 15 years of consulting experience in designing, implementing, and managing complex SAP solutions worldwide, Mitesh is a certified project manager with master's degrees in finance and economics. 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