We are on release 4.6C and are implementing SAP electronic bank statement processing.
We seem to have electronic bank statement reconciliation working pretty well. We are
getting automatic clearing for all of our checks and wires but we are having problems with clearing
of ACH payments.
The problem is that when A/P sends the payment files (NACHA format) to the bank, the files can have 100 or more individual vendor ACH payment items on them but the bank only sends a single debit transaction on the bank statement for the total amount in the file. Automatic reconciliation does not take place so we are stuck every time manually matching and clearing the single bank statement item up against the 100 or so open payment items from that payment run. Our external consultants are telling us that we just have to live with it that way because the bank is not providing individual detail on the bank statement for each payment item.
I can't believe this is true, especially since the bank says all banks process ACH payments this way. Please tell me that there is some automated way to handle ACH payment clearing in SAP because the end-users doing bank statement reconciliation are about to kill us.
You are right to be skeptical. Your external consultants are wrong. You do not have to live with manually clearing the single bank statement item against the numerous open ACH payment items. There is delivered functionality in SAP to automatically do this exact activity.
What you need to do is begin using the electronic bank statement interpretation algorithm #019 "Reference no. (DME Management)". In the electronic bank statement configuration, this algorithm must be assigned to the BAI transaction code that represents the lump sum ACH item on the bank statement. This algorithm enables the system to match and clear a single bank statement item against multiple open items from a single payment run. Next, if you are not already doing so, you must run the ACH payments as a separate payment run in the A/P Payment Program so that all of the ACH payments are associated with a single DME number. Finally, you need to ensure that you are passing the DME reference number to the bank as your payment reference number on the NACHA file. The DME reference number, which is ten digits long, can be found by using the following SAP menu path from within the A/P Payment Program (Environment > Payment Medium > DME Administration). Double-click on the line item for the desired payment run to get to the Data Medium Attributes screen, where you will find the DME number in the Reference Number field on the Data Medium tab. In the database this reference number resides in the RENUM field of the REGUT table. Obviously, this reference number must be sent back to you by the bank on the electronic bank statement with the lump sum ACH transaction for the interpretation algorithm to work. The DME Algorithm then takes the single lump sum item from the bank statement and uses the reference number to find all of the open individual payment items related to it from the ACH payment run.
This was first published in August 2003