1. Objective and Scope

1.1. Objective of this Operation

The objective of this procedure is to transfer the bank posting (credit/debit) from the local bank account of BNP Paribas into SAP, for Germany and Switzerland.

Open items in FEBA need to be checked and on SAP bank account the movements will be posted and cleared – in order to reconcile uploaded bank statements with the open items in SAP.

1.2. Scope

This operation is applicable for Germany and Switzerland entities: 

2. Definitions

See Finance Glossary:

• CAM
• CICC
• EMEA
• PF1
• WP1

3. Tasks description

3.1. Responsibilities

Accounting Platform is responsible for the bank reconciliation. This means that once a bank statement comes into SAP, it must be posted to the books in order to ensure that our records balance with the records of the bank and will post according to the guidelines described below.
In case of items that are not covered by this operation, CAM's will be contacted.

This operation can be only performed after Automatic BNP Bank upload in SAP, on daily basis.  

Bank accounts in SAP:

3.2. I post the movements for PF1 companies

3.2.1. I perform the FEBA postings

This transaction will post the movements that were uploaded automaticaly by BNP.  

Transaction FEBA, choose variant FEBA DACH SCO

This variant is created to show only the items that are in error. 

The system will open only the first item in error, we need to open all folders in the left side to see all the errors:

Double click on the line in error and see the detail on sender:

To have a full picture of the payment notes inside the bank statement select , and in the the toolbar, select settings -» Column -» optimize with 

With the reference in the sender and description (document number and partner name), search in SAP the line items in vendor (FBL1N) and customer (FBL5N) account if there is an item for this amount. Check point 3.2.2 and 3.2.3

Have also in consideration the recurrent items:

A) Exceptions – Postings without open items:

Finanzamt (FA)/ Finanzkasse (FK): Only All incoming and outgoing payments from Finanzamt related to Finanzamt VAT and Payroll can be posted to the related vendor account without having an open Item on the vendor account.

For the rest of incoming and outgoing payments, have to be reported to CAM before posting.

• FINANZAMT HANNOVER-NORD (REF/025/200/) 9901000217
• FINANZAMT MOERS (STNR 119/58XX/) 9901000368
• FINANZAMT HANNOVER-LAND I (ref. UMS ERSTATT.27 200 OR EREF+025/290/07165) 9901000209 ( (only for company 6288)

B) Bundeskasse Tried and Halle, related to Car Leases (all companies):

During the year, there are some taxes related to car leases that need to be paid to local authorities (text: "license plate"). These can be picked up in FEBA by matching the company code, supplier name and license plate of the car in question. These combinations can be find for all entities in the Google Drive file found here

In case a license plate is not listed in the file, please contact Petra Hoppman through BMC Helix tool.

Example:

In FEBA:

In the bank statement:

In the Google Drive File:

Important note: when performing the posting in FEBA, change the text to the license plate of the car in question, as seen in the example below:

C) Specificity by company : 

    For 5642:

• DEUTSCHE POST AG - Post without open item against vendor account:   1003033957

              Inform paulette.edenemballa@solvay.com  and annette.lossin@solvay.com via ticketing tool afterwards. 

   For 6423:

• BNPP FEES

          Feba item should be posted with following data:

         Account:      6509000020  
         Cost Center 6N46200000
         Text:             BNP FEES M-1.YYYY

3.2.2. I search in SAP the line items in vendor account (FBL1N) if there is an open item.

Run FBL1N and afterwards search by: 

• Name 
• IBAN 
• Amount ( here you should select open items) 
  

3.2.3. I search in SAP the line items in customer account (FBL5N) if there is an open item.

Run FBL5N and afterwards search by: 

• Name 
• IBAN 
• Amount 

-  here you should select open items for the customers not assigned to CICC

-  here you should select All Items for the customers already cleared because they are assigned to CICC 

3.2.3.1. I post into the CICC interface (when open item in CICC)

If in the Sender and Description appears a customer with a document already assigned to CICC, it is necessary to proceed as below.

Posting to 5080930000 by providing "D.PMT/customer number/invoice number/amount" in the text field e.g "D.PMT/1026171/1000001820/195.000,00" – For items with payment block D. 
Use always Value Date = Doc. Date – The system automatically chooses the day of today and that's wrong, Value Date needs to be the day when the payment was actually received. 

Example of an open item in account 5080930000 with the according posting key 40 or 50, by using the right text (mentioned above), so that CICC can match the payment. 

We can check if the customer was assigned to CICC, by going to the master data of the customer (FD03 -> Company Code Data -> Payment Transactions) 

In case we have a similar situation with a supplier we cannot apply this procedure. Instead, we need to request Procurement Operations AP to cancel the open item in PI1, by posting a correction against the impacted vendor account.

See example below:

The vendor 1003059349 - ARAMARK GMBH, its assigned to CICC and the amount of 161,20€ its opened in PI1 :

However, in FEBA transaction we have the exact same information of the payment done but in the local bank account:

In order to correct this situation, a correction was posted by SLP Team and the open item in PI1 was cleared by Payments team:

3.2.4. I clear the G/L bank accounts

Open FBL3N with variant  FEBA and select the company code.

For the accounts balanced, use transaction F-03 to clear the account.

If the bank accounts are not balanced, we can have the following situations:

• Check the amounts that match and clear in transaction F-03, for example items in account 50601EUR22 and 5080000001.
  
  
• There is a specific case for Connexis, if we have the following text in account 50601EUR22 “…IN FAVOUR OF X BENEFICIA” the counterpart items are in account 50601EUR90 or 50601EUR91 (sometimes we have to wait for the items in this account).
  
  

• OUTGOING PAYMENTS VIA CONNEXIS – OPEN ITEMS ON ACCOUNT 50601EUR22

  All outgoing payments that were generated over the Connexis tool (BNP Paribas Online Banking tool) -> text message 10 digit Code starting with 2 letters and 8 numbers, are recognized during the upload of the bank statement and are transferred directly from FEBA to account 50601EUR22. This means there will be no open items in FEBA only on account 50601EUR22.

  These outgoing payments are exceptional payments and one time spot payments that are only generated over Connexis if there is no vendor created in SAP or for customer refunds. That’s why this payment usually can’t be reconciled with a vendor/customer account.

   After generating an outgoing payment in Connexis, local accounts have to create a Counterpart Posting in SAP. This should be posted against the related customer/ vendor, if there is no related customer or vendor the posting will be against the account 5080000001. As the outgoing payments are exceptional payments, the counterpart post will be most of the times against account 5080000001.

  Before starting the clearing, make sure that none of these items are open in FEBA, in case the amount is open in FEBA, it can’t be cleared like this and local accountants should be informed. If by mistake the position in 50601EUR22/16 is cleared with 5080000001 (but with open item in FEBA transaction) this is not correct because the amount will remain open in FEBA. Example:        Clearing of account 50601EUR22 against account 5080000001.                         Run transaction F-03

  3.2.5. I check the bank fees

  At beginning of the month it must be checked if there are open items in Bank Fees not posted correctly to account 6599000200 . We should check if there are new movements in this account 6599000200.

  The BAR - Banking Fees reporting: should be reposted to new account 6509000020.

  Go to FBL3N transaction and choose for your company code all items from beginning of the year until the end of the month ( that you are checking):

   

  Now RePost all open items on account 6599000200 to account 6509000020 (this posting should be automatic) with the text “NONREF /TYPE/567/INVOICE//CODE/DE//REMI/BNPP FEES”
  

  
  

3.2.6. I check technical errors after upload bank statements

There should be some cases, when upload from banks statements is performed correctly but data from bank is not complete. This is mainly due to bank error in data included in the reports, resulting of sender information with  “SDD Receiv”.

3.2.7. I check which situations require the list of bank statements in FF.6

There are some situations that require further information regarding all the bank statements uploaded by CAMs in a certain period. You can check this in transaction FF.6, House bank ID BNPDE, Bank account ID GIRO.

3.2.8. I check Sequence of Statements 

There should be some cases, when Automatic upload of banks statements from BNP it's missing. This is mainly due to bank error upload. 

Run FEBA Transaction, and perform below selections:

• Company code 
• House bank ID ( BNPDE)
• Posting date = Current Month 
  
  

Press execute and open the folder 

The sequence should be displayed as below: 

Afterwards compare with movements in BNP. 

Only the statements with movements are transfer to FEBA. Reason why the sequence in FEBA jump, for example,  from Stat. 60 to 63.

How to proceed when its missing: 

Send an E-mail to IS trough Service One giving details, in order to restore the correct sequence. 

3.3. I post the movements for WP1 company

3.3.1. I perform the FEBA postings for company 7772

Transaction FEBAN, choose variant 

-7772_FEBA for company 7772. 

The posting date its automaticaly updated to the closing month

3.3.2. I display FEBA open items

Go to FBL3N

Variant: DE_BANK_ACC 

3.3.3. I post the counterpart for bank accounts

3.3.3.1 Company 7772

We have recurrent situations to post the counterpart of bank account in a GL , Vendor or Customer account. If we are not finding the counterpart in the system and if it is not recurrent, we should contact our colleagues in Germany.

House Bank BNP1

• Account 50050520 -   BNPP FRANKFURT EUR -INCOMING TRANSFER

                 Recurrent Situations:

      1) Refunded by the vendor Finanzamt Bruchsal -» we should post on account 44700170 

           Example:

            Doc. 2300000006  (2022)

After posting clear accounts 50050520 & 44700170

          2) MISDIRECT PAYMENTS

                   If you see movements related to the customers in the image bellow, you need to perform a DT posting.

• Usually it only occurs by the end of the month and the most common customer is LEONARDO SPA.

                     Use transaction FB05 and you can see document 2400001225 as a reference (year 2023). You can't use documents as reference in this transaction.

As an example, in the following case we received the payment in EUR currency but the original currency is USD. Please use currency USD in this posting.

Pst key 50 to misdirect account 51100860 with text DMPT/Customer nr/USD Amount:

Pst key 40 to bank account 50050520:

And finally, the the difference related to exchange rate we should transfer to GL 98622000 with cost center 7772-8390 and text Exchange Leonardo Spa.

• Account 50060520 -   BNPP  FRANKFURT EUR -OUTGOING TRANSFER

Recurrent Situations:

1) BNP Fees:

Post against G/L account 98536230 with cost center 7772-8390.

Use as ref doc. 2300000509, and update:

-Header text: BNP Fees Month-1 20YY;

-Reference;

-Assignment;

-Value date;

-Text in PL account: BNP Month -1 20YY.

Example:

Doc. 2300000509 (2021)

2) Vendors with direct debits

While the posting area 2 it’s not automatized, we must transfer from account 50060520 to the corresponding vendor account, always with payment block B and L.

Always update the text according with invoice information mentioned in bank Statement!

Below its listed the vendor accounts with recurrent DD:

1003054805 - BNP PARIBAS SA

1003060640 - PEAC GERMANY GMBH

1003060765 - AUGSBURG INNOVATIONPARK GMBH

1003039441 - SIEMENS AG (DIRECT DEBIT)

1003060766 - DAKOSY DATENKOMMUNIKATIONSSYST

1003060679 - DE LAGE LANDEN LEASING GMBH

1003036807 - ARVAL DEUTSCHLAND GMBH

1003032650 - DEUTSCHE POST AG

1003047261 - TMOBILE DEUTSCHLAND GMBH (DD) (*)

9901000460 - BUNDESKASSE TRIER (**)

9901017315 - FINANZAMT BRUCHSAL

9901021354 - STADT OESTRINGEN (DIRECT DEBIT)

(*) - related with TELEKOM DEUTSCHLAND GMBH ( information inside the bank statement). 

(**) - the direct debit for import VAT is always performed on 26th of the month and is related to import VAT period M-2.

3)Outgoing payments related to Payroll:

Bank statements with information:

STNR 025/290 LOHNST Month.YYYY

119/5873 LOHNSTEUER Month.YYYY

Should be posted against GL account 44900800 - STATE TAX PERSONNEL. After posting the account should have zero balance.

Example:

In BNP we can see below statements

Example:

Doc. 2300000542 (2021) and 2300000543 (2021)

• 58999920 - MONEY TRANSFER-SUSPENSE ACC. IBA INTERFACE

1) SX documents related to VAT and WHT

Counterpart posting (SB) should be done against GL account 44900100 - VAT TO BE PAID

Posting should be done in USD currency with same posting date as the SX, to avoid cambial differences.

After posting inform VAT team and clear the account.

Example VAT:

Doc. 2300000544 (2021)

Example WHT:

Doc. 2300000556 (2021)

• 58999930 - INCOMING & OUTGOING PAYMENT SUSPENSE ACC. CICC

1) Clearing Exchange rate differences

Example:

F-03:

Clearing Date = Doc. Date

Use account 98622020 - LOSSES/EXCH. WISE to book the difference due to Exchange rate

• 50990832 - BNP PARIBAS FORTIS  EUR - MISCELLANEOUS BANK

A) House Bank BNPP - BNEUR

Through this house bank it’s also posted recurrently Charges and Administrations fees.

The counterpart posting should be done in account 98536230 - Bank charge Mgt/Pool, with cost center 7772-8390

After posting clear the account.

Example FEE:

Use as ref doc. 2300000554, and update:

-Header text: equal to correspondent SK;

-Reference = equal to correspondent SK;

-Assignment;

-Value date;

-Text in PL account: equal to correspondent SK.

Example Charges:

Use as ref doc. 2300000555, and update:

-Header text: equal to correspondent SK;

-Reference = equal to correspondent SK;

-Assignment;

-Value date;

-Text in PL account: equal to correspondent SK.

3.4. Accounting scheme

Below you can find an accounting explanation from what it behind FEBA procedure.

 PF1

WP1

End of document.