Automatic Matching of Invoice Reference with Bank Statement

[Saurabh23]

Hello Friends,

We would like to automatically match Customer invoices with Bank Statement. However, we have a challenge here:

Example:

Case 1

In our MT940 statement, we have a Reference number such as RF218765500764787.

RF218765500764787- RF + 2 digit prefix + 7 digit Customer Number + 6 digit Invoice number

and we have a Reference number in Customer Invoice as last 6 digit Invoice number (in this case 764787).

Case 2: 

The only difference in Case 2 is that we have sometimes 5 digit Invoice number instead of 6 digit.

Example: In our MT940 statement, we have a Reference number such as RF21876550064787.

RF21876550064787- RF + 2 digit prefix + 7 digit Customer Number + 5 digit Invoice number

and we have a Reference number in Customer Invoice as last 5 digit Invoice number (in this case 64787)

What have we done in Customizing:

We have created two Search Strings (one to find 6 digit Reference number and another one to find 5 digit Reference number)

And it is also working fine in the test.

Example:

Challenge:

We have following challenges:

1. When the system tries to clear the documents, it searches for both 5 digits and 6 digits Reference Number. So, that is why the system is unable to identify which Reference number to consider for clearing.

How can we resolve this ?

2. Sometimes, we also have two different documents with same Reference Number.

Again the system is unable to identify which Document to consider for clearing.

In this case, how can we include Customer number or Amount for search along with Invoice Reference in Search Engine ?

Thank you in advance.

Best Regards,

Saurabh

[Edrilan_Berisha · Accepted solution]

Hi Saurabh23,

you can use the Processing Rules and make use of the additional condition and the REGEX functionality.

With this REGEX you would be able to match both cases: 

RF\d{2}\d{7}(?:\d{5}|\d{6})

So it would look like this:

And then you need to pick the right processing instruction with a suitable interpretation algorithm, like 0010 for business partner payment for instance.

Docu information about the additional conditions: https://help.sap.com/docs/SAP_S4HANA_CLOUD/ee9ee0ca4c3942068ea584d2f929b5b1/83bf85b036dc46ad999cf0f9...

More information about them on the help portal: https://help.sap.com/docs/SAP_S4HANA_CLOUD/918bca53037f408f91a2295d04ac16bc/d6fe6526b26f46e59d9d1dd0...

Explanation about the REGEX functionality: https://community.sap.com/t5/enterprise-resource-planning-blogs-by-sap/how-to-use-regex-in-processin...

I would encourage you to use the processing rules over the posting rules, as all new development is done only there, and our plan is to deprecate the posting rules sometime in the future. So the sooner you get familiar with them, the better it is for you.

Best,

Edrilan Berisha

SAP S/4HANA Cloud Financials Development