Goal

This blog post’s objective is to walk readers through the process of enabling automated partner bank account identification when creating invoices. You’ll be given an example to help you understand the procedure.

Content Synopsis

The following is the blog post’s content:

Business Experience

Business Scenario Example

Step-by-Step Instructions

• Step 1: Create a Custom Business Object
• Step 2: Keep an online business directory
• Step 3: Develop the Field’s Substitution Rule
• Step 4: Keep the business object’s mapping table up to date.
• Step 5: Complete automatic account identification.

Business Experience

Depending on the requirements of the business, payments during a commercial transaction may be paid into several bank accounts controlled by the supplier in various currencies. However, due to mismatched payment currencies and bank accounts, incorrect payee bank account determination may occur. Partner Bank Type is offered to identify a bank account and its transaction currency in order to prevent this situation.

Prior to this, the partner bank type information needed to be manually inserted into the invoice via the “Partner Bank Type” field. How can accountants for accounts payable reduce their time-consuming manual labour in this step? – This issue can be resolved by replacing “Partner Bank Type” with alternative data (such as Supplier ID).

When creating an invoice, the partner bank type information can be automatically extracted into the invoice document via mapping to Supplier ID by specifying substitution rules for the field “Partner Bank Type” in the app: Manage Substitution/Validation Rules. As version SAP S/4HANA Cloud 2202, the preservation of substitution rules for this field is enabled in this app.

Business Scenario Example

In my capacity as an AP accountant, I must pay suppliers S1730005 and S1730004, each of whom has two bank accounts with various transaction currencies in several nations. The selection of bank accounts based on the particular partner bank type to be utilised in the invoice is something I want to automate.

Step-by-Step Instructions

Create a Custom Business Object in Step 1
1. I make a new object called PAYEEBANKACCOUNT-EG in the Custom Business Objects application.

2. Maintain fields of the object and publish it.

Step 2: Keep an online business directory

Administrative position

1. I select Maintain Catalogs under the Features area, which takes me to the Custom Catalog Extensions programme. Assigning the user interface to a business catalogue is the goal of this stage.

Make sure the boxes next to Back End Service and User Interface are checked.

2. I look up Accounts Payable-Invoices in the Custom Catalog Extensions app, select the box to include the business object in the catalogue, and publish the business catalogue.

Step 3: Develop the Field’s Substitution Rule

1. I add a new substitution rule to the Manage Substitution/Validation Rules app.
Expert in business configuration

2. Continue to maintain the rule’s specifics.

Precondition

• User logged in: The AP account’s user ID
• No journal entry is published.
• Type of financial account: K (Supplier)

Substitution

The value “Partner Bank Type” in the journal entry item details of the Manage Journal Entry Item app corresponds to the target field “BP Bank Account Internal ID” in the Manage Substitution/Validation Rules app. Table Lookup is the only substitute type that can be used in this field.

Substitution information

In the business object YY1 PAYEEBANKACCOUNTEG we maintained in step 1, the source field “Partner Bank Type” is mapped with the supplier ID and transaction currency using table lookup.

3. After the rule has been activated, select Show Script to see the scripts (This action is optional).

Step 4: Keep the business object’s mapping table up to date.

I open the business object PAYEEBANKACCOUNT-EGs I created in Step 1 by finding the business catalogue Accounts Payable-Invoices in App Finder and clicking on it.

2. Keep the mapping table up to date

In order to construct a mapping between them, I define supplier ID, transaction currency, and associated partner bank type in this table.

Step 5: Complete automatic account identification.

1. Produce vendor invoices

I create the following supplier invoices for the two suppliers in the Create Incoming Invoices app and publish them. In this stage, the supplier ID mapping and transaction currency defined by the substitution rule will be used to automatically determine the partner bank type.

Example of a Bill:

2. Navigate to Manage Supplier Line Items in the app and select the relevant line items.

3. Launch the app and select the journal entry item: View the details by selecting Manage Journal Entry Item.

I can see from the item data that this journal entry item’s Partner Bank Type is 0001, which is the same as the one I specified in the mapping table in Step 4.

I can confirm the Partner Bank Type information in the remaining three journal entries in a similar manner. All of them agree with the values listed in the mapping table. The Partner Bank Type can be automatically derived into the journal entry during invoice creation, which can ensure that the right bank account with the proper transaction currency is used to receive the payment. This demonstrates the effectiveness of the substitution rule I defined in the app: Manage Substitution/Validation Rules. I no longer have to manually insert the partner bank type into the invoice every time as an AP accountant.

Summary

This blog post walked you through the procedure of automating the maintenance of replacement rules to determine Partner Bank Type. Would you like a description of more processes? Enter your wishes in the space provided below.

Using the tag FIN Accounts Receivable and Payable, you may search for Q&A and ask questions in the community for the subject covered in this blog article.

Additional Details

Rules for Substitution/Validation contains more information on maintaining substitution/validation rules.