Process bank transactions

Bank statement import overview

You must complete the setup process before importing bank statements, reviewing and processing matches, and generating payments through validation.

See Bank statement setup overview. The setup involves technical settings that should be done very carefully. If you are not certain, contact your administrator or business partner.

This is an overview of the bank statement import and matching process. See the relevant function help for specifics regarding each step.

The process varies based on the flow type selected in the Bank import settings function (BSIIMPPAR).

Standard: Importing, matching, and generating payments takes place within the full bank statement import workflow, including the Process bank transaction function (GESBSIMTC).

Reconciliation only: Importing takes place within the bank statement import workflow. Matching and generating payments takes place in the Bank statement reconciliation function (RAPBAN). This flow type is not available for CFONB file types.

1. Import transactions

This function imports bank transactions in various electronic formats from one or several bank statement files. These files have been obtained directly from your bank or exported from an online banking tool and saved to your workstation or server. The bank transaction import function (BSIIMPORT) imports these files from their saved location for matching and processing.

This step applies to Standard and Reconciliation only flow types.

See Bank transaction import

2. Managing imports and matching

Next, you need to manage how you import and match transactions.

An imported statement can have one of the following statuses:

• Not matched: Initial status after import, no matching has been performed.
• Matched: Matching or partial matching has been performed for the statement.
• Validated: Payments have been generated and the statement is read-only.
• Reconcile: The bank statement was imported with Reconciliation only as the flow type. The transaction data has been copied to the Bank statement reconciliation function (RAPBAN). The statement here is read-only.

Standard flow type:

Match transactions to open items, accounts, or existing payments using the Bank transaction management function (BSIIMP). You can perform an automatic match from this screen, but you cannot review or modify results and you cannot generate payments.

Reconciliation only flow type:

The transaction data for the statement has been copied to the Bank statement reconciliation function (RAPBAN) where you can perform a standard manual bank reconciliation. Import data is display-only. For each statement, you directly access the transaction data from the Action icon menu at the beginning of each line. You cannot process the statement through the Process bank transactions screen.

See Bank transaction management

3. Matching transactions to open items or accounts

This step only applies to the Standard flow type.

The imported transactions need to be reviewed and matched to open items or other accounts such as a G/L account, BP account, or a suspense account. Transactions can also be matched to existing payments.

Note: Existing payments refers to payments created through the standard payment processes like payment proposals and manual payment entry and have a status of Posted.

Matching is done in the Process bank transactions screen. You can match items automatically or manually.

• Automatic matching: From the Bank transaction management screen, click Start matching to run the process on all unmatched statements in the grid.
• Manual matching: From the Action icon menu at the beginning of a line, select Process bank transactions. This opens a new screen where you can review and edit results from automatic matching, perform manual matching and selection, and manual entry.

Processing transactions

This step only applies to the Standard flow type.

A: This represents an automatic exact match to one or several open items and/or existing payments. Matched open items display in the grid and are selected. The "A" status can also include:

Automatic matches:

A:to an open item or payment

AC:to open items in a different currency

AS: by search term list that automatically creates a manual entry

Manual matches:

AM:to an open item and/or an existing payment

AD:manual entry

B: Some information was found, but no exact matches. Possible matching open items or existing payments are displayed in the related grids and are not selected. If not processed manually before validating, payments are posted to the Suspense account unless you have selected to Suppress intermediation posing as defined in the Bank import settings function (BSIIMPPAR).

BC for possible matches involving open items in a different currency.

C: No information was found and no open items or existing payments display in the related grids. If not processed manually before validating, payments are posted to the Suspense account unless you have selected to Suppress intermediation posing as defined in the Bank import settings function (BSIIMPPAR).

Notes: If you review a statement before matching or if you unmatched a transaction, the status code is blank.

For a manual match, you must distribute the complete transaction amount as paid, plus overpayment if applicable. Otherwise you can't save your changes. You can distribute transactions in a statement to either multiple open items or accounts or existing payments.

For A level matches

To open items: This generates the payment and no more changes can be made.

To existing payments: This simply creates the match to the bank transaction with no new posting or payments.*

To an existing payment linked also to manual entry: This matches the existing payment and creates a new payment posting for the manual entry amount only.

*For A level matches to existing payments, validation creates the following data:

PAYMENTH: a reference to the linked transaction in BSIIMPD

GACCENTRY: set the matching flag entry  (BSI) for those journal entries related to the entry in PAYMENTH

For B and C level matches

Payments are created for the suspense account unless you have selected to Suppress intermediate posting. In that case, you need to manually generate payments and journal entries for those transactions. This option and suspense account settings are defined in the Bank import settings.

See Process bank transactions

4. Validating a statement

This step only applies to the Standard flow type.

Validating is the final step in the bank import process and generates a payment for transactions matched to open items or BP/GL accounts. After you have validated the statement, you can no longer modify the transactions. The validation is always performed for the entire current statement and depends on the matching status:

See Process bank transactions

5. Manually completing a transaction

This step only applies to the Standard flow type.

In certain cases, open items associated with a bank statement transaction might have been settled outside the bank statement import process. In other words, a payment transaction included in the bank statement already exists as a payment.

Complete transactionis active when the transaction status is Not validated but has already been matched or when the transaction status is Partially validated.

This option is inactive when the transaction status is Not validated but has not yet been matched, or when the transaction status is Validated or Manually completed.

Note: Use this action with care. Completing a transaction cannot be undone.

Important considerations

Site determination

If the bank account is linked to a dedicated site, only invoices belonging to the same site are considered in the matching process and this site is used for payment generation.

If there is no site linked to the bank account, the payment site is determined from the invoice.

Creditor payments

Typically, creditor payments are generated in the standard payment life cycle and have already been posted when the transactions show in the bank statement.

By enabling one or more payment matching criteria in the bank import settings, you can activate the automatic matching of bank statement transactions to existing payments previously having been created through the payment proposal or manual payment entry (i.e., for bank file generation).

This will create a matching mark but (contrary to open item matching) no payment entry as a payment already exists. Manually matching bank statement transactions to such payments is also an option.

In case that creditor payments are not created as mentioned through the standard payment process, there are additional options for handling this:

1. When generating the creditor payments, post them to an intermediate account instead of the actual bank account. In bank statement import, creditor payments not matched to existing payments are posted to the suspense account (defined in the bank import settings) because they usually have a C status after matching.
   As a last step, you can perform a manual posting later from the suspense to the intermediate account to balance these accounts.
2. Use the Complete transaction action for each of these transactions. They receive the Manually completed status and no posting is generated when the statement is validated.
3. Use the option Suppress intermediate posting in the bank import settings. With this setting, no intermediate postings are generated by the advanced bank statement import for all transactions with B and C matching status.

Note: For creditor direct debits etc., creditor payments can be matched also to unpaid creditor open items just like debtor payments.

Working with multiple currencies

A financial institute can have a bank account in the local currency or a foreign currency. Examples:

• Local currency:
• A French financial institute has a bank account in EUR.
• A British financial institute has a bank account in GBP.
• Foreign currency:
• A German financial institute has a bank account in USD.
• A British financial institute has a bank account in EUR.

The financial institute manages the transactions in the bank account currency and supplies the bank statement in this currency. If foreign currency transactions occur in the bank account, the bank converts them into the bank account currency first. Example: A USD payment received on a bank account in EUR is converted to a EUR payment.

For the Sage X3 advanced bank statement import, the statement currency and the currency setting for the Sage X3 bank account must be the same. Note that multiple currencies do not apply to CFONB file formats.

A bank statement import with a currency different from the Sage X3 bank account is not possible and is rejected.

In addition to the bank statement currency, the open item currency (invoice currency) must also be considered because this currency could differ from the statement currency. The advanced bank import supports the following cases for automatic and manual matching:

• Bank statement in company currency, open item in company currency. Example: EUR statement and EUR open item
• Bank statement in foreign currency, open item in same foreign currency. Example: USD statement and USD open item
• Bank statement in company currency, open item in foreign currency. Example: EUR statement and GBP open item

Other cases (like matching a GBP statement from a GBP bank account to USD open items) are not supported. Note also that for matching, within one transaction of a bank statement, only one currency can be used. This means that if you match one transaction to two open items, both open items must have the same currency.

Automatic matching and currency variances

In the context of the bank statement import, currency variances occur mainly for the following reasons:

• From Sage X3, a sales invoice is issued in USD.
• The customer pays the invoice in USD to a EUR bank account of the company. The bank converts the USD payment to EUR using the current exchange rate.
• The payment transaction appears in EUR in the electronic bank statement.

Because the exchange rate for the payment usually differs from the exchange rate for the invoice, you can define an "accepted currency variance %" to automatically handle these types of variances:

• If the variance in the reference currency is within the defined limit, the automatic matching assumes a full payment of the invoice and posts the variance as the currency variance.
• If the variance in the reference currency is outside the defined limit, the automatic matching assumes a partial payment. You can either accept the partial payment or manually modify the matching result.

• You create a sales invoice of 100 USD. When you create the invoice, the currency rate EUR/USD stored in Sage X3 is 1.1111 and therefore the open item amount of 100 USD corresponds to 90 EUR in company currency (reference currency).
• The customer pays 100 USD to a EUR bank account. The bank converts the 100 USD payment to 93 EUR, which corresponds to a currency rate EUR/USD of 1.0753.
• The payment transaction of 93 EUR is listed in the electronic bank statement for the Sage X3 user.

Assumption: All search criteria are met, and the accepted currency conversion variance is set to 5%.

• The matching calculates the difference between the transaction amount and open item amount in reference currency:
  93 EUR - 90 EUR = 3 EUR. 3/90 = 3.333%
  The currency conversion variance between open item amount in ledger currency and transaction amount in ledger currency is 3.333%.
• Therefore, the transaction is qualified as a full match and receives an AC status.
• The transactionamount in currency is set to 100 USD to match the open item amount in currency, assuming a full payment. Also, a currency variance of 3 EUR is posted. 

• You create a sales invoice of 100 USD. When you create the invoice, the currency rate EUR/USD stored in Sage X3 is 1.1111 and therefore the open item amount of 100 USD corresponds to 90 EUR in company currency (reference currency).
• The customer pays 86.02 USD to a EUR bank account because he deducts a certain amount due to a problem with the delivery. The bank converts the 86.02 USD payment to 80 EUR, which corresponds to a currency rate EUR/USD of 1.0753.
• The payment transaction of 80 EUR is listed in the electronic bank statement of the Sage X3 user.

Assumption: All search criteria are met; accepted currency conversion variance is set to 5%.

• The matching calculates the difference between the transaction amount and open item amount in reference currency:
  80 EUR - 90 EUR = (ABS) 10 EUR. 10/90 = 11.111%
  The currency conversion variance between open item amount in ledger currency and transaction amount in ledger currency is 11.111%.
• Therefore, the transaction is not qualified as a full match because the difference is too great. The matching status is set to BC and you need to manually resolve this by either accepting the difference or creating a partial payment. The matching process does not suggest any amounts in this case or any other B matches.

You need to manually select the open item to assign the payment to it:

1. When the open item is selected, Sage X3 compares the transaction amount in transaction currency (EUR) to the open item amount in the reference currency (EUR). Because the transaction amount is less than the open item amount, the transaction amount is suggested, which is the standard behavior for manual selections.
2. Sage X3 recalculates the suggested transaction amount in a currency to its equivalent in the open item currencybased on the last currency rate available in the currency rate management of Sage X3 for the given rate type.
   For the example, if a currency rate EUR/USD stored in Sage X3 is 1.0625 (daily rate, monthly rate, etc.): 80 EUR * 1.0625 = 85 USD.
3. Because the bank has stated an amount of 86.02 USD in the remittance information of the statement, you need to correct or modify the amount in the transaction currency manually in the open items grid. This creates a partial payment with 86.02 USD/80 EUR to the open item. No currency variance is posted for the partial payment.

Matching multiple open items in currency

If the automatic matching matches a payment in a currency to several open items, the same calculation is performed as described above except that calculation and check of the allowed currency variance is done on the total amount in the reference currency of the relevant open items.
Note: All open items considered for the matching must have the same open item currency.

• You create two sales invoices: 100 USD and 200 USD.
• When you create the first invoice, the currency rate EUR/USD stored in Sage X3 is 1.1111 and therefore the open item amount of 100 USD corresponds to 90 EUR in company currency (reference currency).
• When you create the second invoice, the currency rate EUR / USD stored in Sage X3 is 1.1494 and therefore the open item amount of 200 USD corresponds to 174 EUR in company currency (reference currency).
• The customer pays 300 USD to a EUR bank account of the Sage X3 user.
• The bank converts the 300 USD payment to 269 EUR, which corresponds to a currency rate EUR/USD of 1.1152.
• The payment transaction of 269 EUR is listed in the electronic bank statement of the Sage X3 user.

Assumption: All search criteria are met and all open items to be matched have the same currency; currency conversion variance is set to 5%.

• The currency conversion variance between the open item total amount in reference currency (264 EUR) and the transaction amount in transaction currency(269 EUR) is 1.89%:
  264 EUR - 269 EUR = (ABS) 5 EUR. 5 EUR/ 264 EUR = 1.8939 %
  Therefore the underlying transaction qualifies as an AC match.
• Sage X3 calculates the transaction amount in the ledger currency for each open item currency on a pro rata basis of the open item total amount in currency:
  90/264 * 269 = 91.70 EUR
  174/264 * 269 = 177.30 EUR
• Assuming a full payment,you set the transaction amount in currency to the open item amount in currency:
  For the first open item this is 100 USD .
  For the second open item this is 200 USD. 

This settles the two open items, and a currency variance of 5 EUR in total is posted.

Prerequisites

Refer to documentation Implementation

• Header
• Tab Transaction
• Tab Matching
• Tab Payment information
• Tab Transaction detail
• Tab Matching details

Screen management

Header

Fields

The following fields are present on this tab :

Statement

Statement code (field STMCOD)

The fields in the Statement block display general statement information from the bank. They cannot be modified.

Company (field CPY)

This field displays the code and short description for the company in the bank statement.

Bank (field BAN)

The fields in the Statement block display general statement information from the bank. They cannot be modified.

Currency (field CUR)

This field displays the currency defined in the bank statement.

BAI originator ID (field ORIGNTR)

This field displays the ID from the bank for BAI2 file formats. It can be found in the Group header, Record type 02.

Start date (field DATSTR)

This field displays the start date for the statement period, if available in the imported file. It is usually the date for the bank account starting balance.

Start balance (field BLCSTR)

This field displays the bank account opening balance amount in the statement currency at the beginning of the statement period. The amount is provided by the bank as part of the bank statement data.

Previous balance sign (field BLCSTRSNS)

This field displays the sign for the starting balance: Debit or Credit.

End date (field DATEND)

This field displays the statement period ending date, if available in the imported file. It is usually the date for the bank statement ending balance.

End balance (field BLCEND)

This field displays the bank account ending balance in the statement currency at the end of the statement period. The amount is provided by the bank as part of the bank statement data.

New balance sign (field BLCENDSNS)

This field displays the ending balance sign: Debit or Credit.

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Tab Transaction

Presentation

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Fields

The following fields are present on this tab :

Matching flag (field LET)

This field displays the matching status for the transaction. See Matching type for additional information related to each level. Transactions can have one of four initial matching levels: A: An exact match to one or several open items (or a G/L account) was found. AC: An exact match to an open item in currency AP: An exact match to an existing payment AM: A manual match to an open item or payment AS: The transaction was automatically assigned to a G/L account or a BP or an existing payment according to search terms defined in the search term list function. B: Some information was found, but not an exact match. Possible matching open items and/or existing payment are displayed. BC:Some information was found for entries in currency, but not an exact match. Possible matching open items and/or existing payment are displayed. BP:Some information was found, but not an exact match. Possible matching open items and/or existing payment are displayed. C: No matches were found and there are no possible matches.

Matching type (field TYPMTC)

This field indicates whether the match refers to an open item, existing payment, or a manual entry. For B and C match levels, this field is empty. O: a match for an open item P: a match for an existing payment M: manual entry

Payment status (field FLGCRE)

This field displays the payment status for the transaction. If the transaction is not matched or has been undone, this field is blank. This field can display the following values: Matched: Transaction is matched but not validated. It is possible to modify the matching. Validated: Transaction is validated. You can no longer make modifications. Partially validated: The transaction is assigned to two more open items where at least one open item is settled outside the bank transaction management, e.g., accidentally between matching and validating the bank statement. You cannot validate the statement. An error message displays in the log file and no payment is generated. The payment status for the transaction is set to Partially validated because Enterprise Management cannot validate all open items. Manually completed: Indicates a transaction that has been manually processed or closed.

Reconciled (field FLGRCL)

Payment no. generated (field NUMREG)

This field displays the payment number generated for validated transactions with a C matching flag. Payment numbers for A and AM matches display in the Open item grid for the relevant open item. Payment numbers for AS and AD matches display in the Manual entry Action according to the assigned G/L or BP account. Matching to existing payments does not generate new payments.

Value date (field VALDAT)

This field displays the value date in the bank statement transaction. This date determines the accounting date for the payment (s) created for this transaction.

Operation date (field OPEDAT)

Amount (field AMTCUR)

This field displays the transaction amount in the statement currency.

Bank sign (field BSISNS)

This field indicates whether the transaction amount is a Revenue (credit) or an Expense (debit). A bank sign C (credit) in MT940 or CRDT (credit) in CAMT.053/.054 represents payments received and displays as Revenue. A bank sign D (debit) in MT940 or DBIT (debit) in CAMT.053/.054 represents payments issued and displays as Expense.

Matched items (field NUM)

This field displays an overview of matching information at-a-glance. It displays the document number of matched items and/or the text “manual entry” if manual entries exist for the transaction. The display is limited to 250 characters.

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Action icon

Invoice/Order

Select this option to view to the original document.

Account inquiry

Select this option to view the account for the open item on the line.

Payment

Select this option to view payment details for the open item on the line.

Pay-by/Pay-to

Select this option to view business partner details.

 

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Tab Matching

Presentation

This section displays details for exact and possible matches based on the matching level and type.

The Open items grid displays possible matches to open items based on search criteria. The Payments grid displays possible matches for existing payments based on search criteria. Refer to Bank import settings for details regarding the matching options.

You can select one or several entries in a single grid to match to a transaction. You cannot select an open item and a payment to match them to the same specific bank statement transaction.

For open items only, you can modify the Paid column. For payments, you can cannot modify a matched amount, but you can create additional linked manual entries if needed. See Manual entry for details.

Use the options from the Action item menu at the beginning of a line to access details for that transaction. For validated transactions, the fields in both grids are display only.

 

Fields

The following fields are present on this tab :

Grid Open items

Document no. (field DUDNUM)

The fields in the Open items grid display information for possible transactions that result from an automatic match or manual match search. Only the Paid column field can be modified when you select the open item.

Pay-by/Pay-to (field DUDBPRPAY)

Amount in currency (field DUDAMTCURB)

Currency (field DUDCURAMT)

The fields in the Open items grid display information for possible transactions that result from an automatic match or manual match search. Only the Paid column field can be modified when you select the open item.

Ref. amt. curr. (field DUDAMTLOCB)

Currency (field DUDCURLOC)

The fields in the Open items grid display information for possible transactions that result from an automatic match or manual match search. Only the Paid column field can be modified when you select the open item.

Paid (currency) (field DUDPAYCUR)

Discount (currency) (field BSIDEPCUR)

Paid (stmt. curr.) (field DUDPAYSTM)

The fields in the Open items grid display information for possible transactions that result from an automatic match or manual match search. Only the Paid column field can be modified when you select the open item.

Original document (field BPRVCR)

The fields in the Open items grid display information for possible transactions that result from an automatic match or manual match search. Only the Paid column field can be modified when you select the open item.

Payment number (field PYHNUM)

Due date (field DUDDAT)

The fields in the Open items grid display information for possible transactions that result from an automatic match or manual match search. Only the Paid column field can be modified when you select the open item.

Bill-to/Order BP (field DUDBPRINV)

Site (field DUDFCY)

Invoice amount in currency (field DUDAMTCUR)

The fields in the Open items grid display information for possible transactions that result from an automatic match or manual match search. Only the Paid column field can be modified when you select the open item.

Invoice ref. amt. in currency (field DUDAMTLOC)

Underpaid (curr) (field BSIUNDPAYC)

Underpaid (stmt) (field BSIUNDPAYS)

Grid Payments

field NBLIG

The fields in the Payments grid display information for possible transactions that result from an automatic match or manual match search. You cannot modify the amount for a matched payment.

field PAYSEL

The fields in the Payments grid display information for possible transactions that result from an automatic match or manual match search. You cannot modify the amount for a matched payment.

Document no. (field NUM)

BP (field BPR)

The fields in the Payments grid display information for possible transactions that result from an automatic match or manual match search. You cannot modify the amount for a matched payment.

Currency (field CURP)

Amount in currency (field AMTCURP)

The fields in the Payments grid display information for possible transactions that result from an automatic match or manual match search. You cannot modify the amount for a matched payment.

Bank amount (field BANPAYTPY)

Paid (currency) (field BSIPAYCUR)

The fields in the Payments grid display information for possible transactions that result from an automatic match or manual match search. You cannot modify the amount for a matched payment.

Paid (stmt. curr.) (field BSIPAYSTM)

Totals

Total amount (field TOTAMT)

This field displays the total assigned amount for open items selected in the grid.   This field only displays if open items are selected.

field TOTAMTCUR

Total discount (field TOTDEP)

This field displays the total discount, if any, for selected open items.

field TOTDEPCUR

Total underpayment (field TOTUNDPAY)

field TOTUNDPAYC

Remaining amount (field RSTAMT)

This field display any remaining amount not yet assigned to open items or existing payments. It is calculated on the difference between the bank statement transaction amount minus the total of all assigned amounts.

field RSTAMTCUR

Overpayment (field OVERPAY)

Enter an amount to create an overpayment. This field is only available if open items have been selected. Overpayment is used when the bank transaction amount is higher than the total amount of selected open items. For example, a customer has accidentally paid too much.

field OVERPAYCUR

Total manual entry (field TOTMANENT)

This field displays the total manual entry amount entered for the bank statement transaction. To enter or modify an amount, use the Manual entry action.

field TOTMANCUR

 

Action icon

Standard rerouting action

Account inquiry

Payment

Pay-by/Pay-to

Standard rerouting action

Account inquiry

Payment

Pay-by/Pay-to

Pay-by/Pay-to

Open items

 

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Tab Payment information

Presentation

This grid displays reference information from the imported bank transaction. Details depend on the bank statement file format, the bank segment definition, and the information provided by your banking institute in the statement.

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Fields

The following fields are present on this tab :

Grid

Payment reference (field SUMFREREF)

These fields display imported transaction information based on the bank segment definition and cannot be modified.

BP reference (field SUMBPRREF)

Comment (field REM)

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Tab Transaction detail

Presentation

This section refers to bank transaction sub details. It is only available for CAMT.053/.054 imports and displays reference information from the imported bank transaction. For each bank transaction, there could be several detail lines.

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Fields

The following fields are present on this tab :

Grid

Amount (field AMTCURS)

This field displays the sub-detail amount in the transaction currency. This sub-detail only represents CAMT.053/.054 transactions. It does not apply to other formats.

Currency (field CURS)

This field displays the sub-detail entry in the transaction currency. This sub-detail only represents CAMT.053/.054 transactions. It does not apply to other formats.

Sign (field SNSS)

This field indicates whether the sub-detail entry is credit or debit. For camt.053/.054 transactions, a C (CRDT) bank sign represents payments received. A D (debit) bank sign represents payments issued. This sub-detail only represents CAMT.053/.054 transactions. It does not apply to other formats.

Reference (field ACCREF1)

This field displays bank account information related to the sub-detail entry, such as an IBAN. This sub-detail only represents CAMT.053/.054 transactions. It does not apply to other formats.

Reference (field ACCREF2)

Reference (field ACCREF3)

BP reference (field BPRREF1)

This field provides BP information included in the sub-detail transaction such as the related debtor or creditor. This sub-detail only represents CAMT.053/.054 transactions. It does not apply to other formats.

BP reference (field BPRREF2)

BP reference (field BPRREF3)

BP reference (field BPRREF4)

BP reference (field BPRREF5)

Remittance reference (field RMTREF1)

This field displays the structured or unstructured information that enables matching a sub-detail entry to an open item such as invoice numbers, End-to-End identification, etc. This sub-detail only represents CAMT.053/.054 transactions. It does not apply to other formats.

Remittance reference (field RMTREF2)

Remittance reference (field RMTREF3)

Remittance reference (field RMTREF4)

Remittance reference (field RMTREF5)

Remittance reference (field RMTREF6)

Remittance reference (field RMTREF7)

Remittance reference (field RMTREF8)

Remittance reference (field RMTREF9)

Remittance reference (field RMTREF10)

Transaction code (field BANTRSREF1)

This field displays the structured bank transaction codes included in a sub-detail transaction entry. The field value for transaction code 1 represents the Domain code. The field value for transaction code 2 represents the Family code. The field value for transaction code 3 represents the Sub-family code. Bank transaction codes represent a harmonized ISO20022 code set that helps to fully identify the type of underlying transaction and assigns it to a G/L account or a BP based on the search term list function. Note: Using unstructured bank transaction codes requires modifying the standard bank import segment definition. This sub-detail only represents CAMT.053/.054 transactions. It does not apply to other formats.

Transaction code (field BANTRSREF2)

Transaction code (field BANTRSREF3)

ISR/QR reference number (field BVRREF)

This field displays the ISR reference number, if applicable, included in the sub-detail transaction entry. This sub-detail only represents CAMT.053/.054 transactions. It does not apply to other formats.

Payment ref (field PAYREFS)

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Tab Matching details

Fields

The following fields are present on this tab :

Open items

Invoice number (field INVNUM)

These fields display search criteria selected in the Bank import settings function (BSIIMPPAR) and which data types matched those criteria. It also displays the control for the Use search term list. These fields cannot be modified.

BP number (field BPRNUM)

BP bank account number (field BPRBANID)

These fields display search criteria selected in the Bank import settings function (BSIIMPPAR) and which data types matched those criteria. It also displays the control for the Use search term list. These fields cannot be modified.

BP name (field BPRNAM)

Source document (field SRCDOC)

ISR/QR reference number (field BVRREFNUM)

Use search term list (field USESEALIS)

These fields display search criteria selected in the Bank import settings function (BSIIMPPAR) and which data types matched those criteria. It also displays the control for the Use search term list. These fields cannot be modified.

BP total (field BPRTOT)

Due date limit (days) (field DUDDAYSBAC)

Priority (field DATPIO)

Matching date range (field MTCDATSTR)

field MTCDATEND

Payments

Payment reference (field PAYREF)

BP number (field BPRNUMPAY)

BP bank account number (field BPRBANIDPA)

BP name (field BPRNAMPAY)

Amount (field AMTPAY)

Days (field DAYSBACK)

Matched

Invoice number (field FLGINVNUM)

These fields display search criteria selected in the Bank import settings function (BSIIMPPAR) and which data types matched those criteria. It also displays the control for the Use search term list. These fields cannot be modified.

BP number (field FLGBPR)

BP bank account number (field FLGBIDNUM)

BP name (field FLGBPRNAM)

Source document (field FLGBPRVCR)

ISR/QR reference number (field FLGBVRREFN)

Use search term list (field FLGREFLIS)

These fields display search criteria selected in the Bank import settings function (BSIIMPPAR) and which data types matched those criteria. It also displays the control for the Use search term list. These fields cannot be modified.

Payment ref (field FLGPAYREF)

Amount (field FLGAMT)

These fields display search criteria selected in the Bank import settings function (BSIIMPPAR) and which data types matched those criteria. It also displays the control for the Use search term list. These fields cannot be modified.

BP total (field FLGBPRTOT)

Close

 

• Match statement
• Validate statement
• Match transaction
• Manual entry
• Select open items
• Select payments
• Complete transaction

Specific actions

Click this action to start matching for the entire statement.

Click this action to validate the current statement according to the rules below: For A level matches To open items: This generates the payment and no more changes can be made. To existing payments: This simply creates the match to the bank transaction with no new posting or payments.* To an existing payment linked to a manual entry:  This matches the existing payment and creates a new payment posting for the manual entry amount only. *For A level matches to existing payments, validation creates the following data: PAYMENTH: a reference to the linked transaction in BSIIMPD GACCENTRY: creates a matching flag entry (value BSI) for those journal entries related to the entry in PAYMENTH

Click this action to start the automatic matching for the current bank statement transaction only. To start the automatic matching for the entire statement at once, use the Match statement action.

Select Manual entry to post transactions for B or C matches to a G/L or BP account without assigning them to an open item, i.e., payment to an account. You can distribute the payment to multiple accounts, but you cannot change the total payment amount because the complete transaction amount must be distributed. If you create multiple payment lines, you cannot mix G/L and BP accounts. All payment lines for a transaction must be G/L or BP accounts. When you click OK on the Manual entry screen, the match status changes to AD. You can return to Manual entry for this transaction to review, modify, or use Undo matching to delete the manual entry for this transaction. However, after you validate the transaction and generate the payment, you can no longer modify the transaction. Manual entry is also available to review or modify transactions with an AS status that were matched using the search term list. For payments If you selected a payment in the Payments grid and you have a remaining amount, you can also create a manual entry for the remaining amount. This is typically for bank charges: If the bank debits the charges directly on the transaction, the statement transaction amount is larger than the payment amount. In this case, you would select the existing payment in the Payments grid and create a Manual entry against a G/L account for the remaining amount.

The following fields are included on the window opened through this button : Open item selection From amount (field AMTSTR) Enter a range of amounts to search for possible open items within those amounts. To amount (field AMTEND)   Document number (field INVNUM) Enter a document number to each for specific open items that match that number. Source document (field SRCNUM) Enter a source document to narrow the search for possible open items. BP selection BP type (field BPRTYP) Select a BP type, Customer or Supplier, to narrow the search for open items. BP number (field BPRNUM) Enter a BP number to search for open items related to that BP number. BP name (field BPNAM1) Enter one or two BP names to search for open items that match one or both names. BP names are automatically wild carded. BP name 2 (field BPNAM2)   Block number 3 Number (field CNT) This field displays the number of results for entered criteria. This field updates automatically as criteria are entered, removed, or changed. The numbers are compared to open item transaction amounts without considering currency. BP name and invoice numbers are automatically wildcarded. Close Click this action to enter search criteria to search open items when an automatic search found no open items (C-level match) or partial matches to open items (B-level match).

The following fields are included on the window opened through this button : Select payments From amount (field AMTSTR) Enter a range of amounts to search for possible open items within those amounts. To amount (field AMTEND)   Payment number (field NUM) Enter a payment number to search for that payment. Days (field DAYSBACK) Enter a number of days to limit search results to payments with an accounting date not older than the number entered. Use this to restrict the results to the most current payments only. BP selection BP type (field BPRTYP) Select a BP type, Customer or Supplier, to narrow the search for open items. BP number (field BPRNUM) Enter a BP number to search for open items related to that BP number. BP name (field BPNAM1) Enter one or two BP names to search for open items that match one or both names. BP names are automatically wild carded. BP name 2 (field BPNAM2)   Block number 3 Number (field CNT) This field displays the number of results for entered criteria. This field updates automatically as criteria are entered, removed, or changed. The numbers are compared to open item transaction amounts without considering currency. BP name and invoice numbers are automatically wildcarded. Close If the automatic matching process did not match any payments, click this action to manually search. In the window that opens, you can enter criteria to define your search. Results display in the Payments grid.

Select Complete transaction to suppress payment creation for the selected transaction. For example if the open items associated with the bank statement transaction have been settled outside of the bank statement import function. In other words, if a payment transaction included in the bank statement already exists as a payment in Sage X3. The transaction status is Manually completed and no payments are created for a manually completed transaction. The action Complete transaction is active when the transaction status is Not validated but has already been matched or when the transaction status Partially validated. Note: Use this action with care! Completing a transaction cannot be undone.

• Zoom / Payment
• Actions / Activate log file (*)
• Limitations

Menu bar

Zoom / Payment

After a payment has been generated, click this action to view the related payment.

Actions / Activate log file (*)

Select Activate log file to create a log file for the automatic matching. It displays the settings used in the matching and details for the resulting matches to better understand why a match has or has not been performed. Avoid using the log file when matching the entire statement. Use Match transaction to investigate single transactions instead.

This is a temporary setting. Closing and re-opening the screen resets this option.

Limitations

The following functional limitations apply to the bank statement import process.

• Format
  Only MT940, CAMT.053/.054, BAI2, CFONB, and CSV (AR Lockbox/generic) bank statement formats are supported.
  See the how to guide for detailed information about supported formats and limitations.
• Controls
  There are no controls on imported bank account balance, statement number, or company name. There is no check or control if the currently imported statement follows the data of the previous import, (i.e., next statement no.).
• Currency handling
  Sage X3 bank account currency and bank statement currency must be the same. And you need to consider:
  
  • If the statement currency and company currency are the same, automatic and manual matching considers open items in company and in foreign currency. Open items matched to the same transaction must have the same currency.
  • If the statement currency and company currency are different, (i.e., USD bank account for a GBP company), then the statement currency and open item currency must be the same to be considered in the automatic or manual matching. You cannot match, for example, a USD payment to a GBP open item.
• Single bank account import files
  One import file can contain multiple statements from the same bank account. You cannot mix statements from different bank accounts in one file.
• Prepayment open items
  Prepayment open items are excluded from matching and are not displayed on the Process bank transactions screen.
• Open items linked to a factor
  These are not considered in the automatic matching and are not displayed in the manual matching.
• Netting a BP that is a supplier and customer
  A payment is matched to both supplier and customer invoices.
• Late charges
  Neither automatic matching nor manual matching calculate or check on late charges (only on discounts).
• Transactions marked Return debit (RD) and Return credit (RC)
  Transaction flagged with debit/credit marks RD and RC in segment :61: concern payment reversals. Currently, these transactions should be posted to the suspense account and not matched to open items. See the section Understanding electronic bank statement format basics.
• SEPA Direct Debit returns (SDD)
  There is no automatic handling for SDD returns.
• Access control
  Controls on access codes, validity of the time range, etc., are only performed before payment creation. If there are issues, the entry or the settings can be corrected accordingly.
• Discount modes
  Automatic discount calculation in the bank statement import supports calculation modes Breakdown by VAT (invoice level), Breakdown by VAT (account level), and Discount on VAT (exempt)/Global in the (DEPMGTMOD Discount management mode parameter (TC chapter, INV group). For other cases, Breakdown by VAT (account level) is used as a fallback.
• BAI2 file format limitations
• Type codes linked to status or summary record types are not blocked for the import.
• If a type code linked to a Record type 16 is not listed in the Bank import type code (BSIIMTC) function, the file import fails. You need to add the type code to be able to import the file.
• CFONB file format limitations
• Only Standard flow is managed.
• Bank statements with multiple currencies are not supported.
• Only one transaction detail, Record type 05, per transaction, and Record type 04, is considered.
• Interbank code payments are not considered.
• Entering a bank for CFONB formats in Bank import settings is disabled.

• Generic messages

Error messages

The only error messages are the generic ones.

Tables used

Refer to documentation Implementation