EBS Search string issue

[Former Member]

Hi,

I am trying to use search string based on some text in the EBS files BAI line 88. I am trying to credit a vendor and debit ACH incoming (this is kind of intercompany posting). For this purpose I have defined three search strings:

search string 1) One for Account Type K

search string 2) One to identify Vendor number

search string 3) One for Posting rule.

All three of them work perfectly when in test mode. If you see the screenshot in the example it maps to the vendor V1001 which is what I need. But when I execute the t.code FF_5 to run the file I get an error saying Error F5 104: Vendor *  is not defined in the company code. The system is trying to post based on the posting rule identified through search string 3 but unable to post to the vendor V1001.

Any input is appreciated.

Thanks,
Raj

[Former Member · Accepted solution]

Ok. My bad. In my case the search string mapping was faulty. I was NOT using the '?' in the search string mapping for posting rule ZVIC. So it was working fine. Whereas for the same search string to map to a vendor I was using a '?'. (Don't know why...:-(  ). Now I reviewed both of them to be the same to NOT use '?'. Now it works like a charm.

Thanks for all your help.

Raj.

[Former Member]

Hi Phanibr,

I have tried to roughly re-create your example in a sandbox system, and I believe it works for me. However - we do not use BAI format and I do not know some of your other important settings. So, let's go through it and check where the error is.

1. Search strings only work with note to payee, i.e. the data that is uploaded into FEBRE table. So to start with, can you please confirm that the text which your search string searches for is actually uploaded into this table on your side? If not, then you will need to look for another option.

2. The next critical config is the posting rule (view V_T033F_EBST). To debit a vendor, the posting area 2 must have posting type 8 (clear credit subledger acct), and if you just want to "drop" the item on a vendor without clearing, then additionally a "posting key for on account posting" (usually 35), such as shown here:

3. Is your posting rule (in your case, the target one ZADP) set up in a similar way? If so, then I would check if the interpretation algorithm is the same in the assignment to external key (view V_T028G) and in the search string use. In your case, you have "all interpretation algorithms". Just to test it, can you please try to put a meaningful (and the same) algorithm in both places, such as 021- Reference number search? I have not tested this option but it could be that e.g. with "000 No interpretation algorithm" vs. "999 All algorithms", the search strings do not activate. But this is just a guess, please check on your side.

4. The next question is: do you want to try to clear a matching entry on the vendor first, or do you always want to just "drop" the payment item on the vendor as open?

If you only want to "drop" the payments as open items on the vendor acct, then this is all you need.  With this posting rule in place, when I entered the correct text into the note to payee (-> FEBRE), then the vendor was credited with posting key 35 and trans. FEBP gave three messages in area 2:

Error: (F5 263) The difference is too large for clearing

Attempt: Posting on account to account V1001 with posting key 35 and amount USD 1.515,00

Document 6000000002 was posted in company code 1500

Can you try if this would work for you?

5. If you want to clear an existing open item on the vendor (because the payments normally match with issued credit notes or invoices), then you need to choose a proper interpretation algorithm in the V_T028G view (field T028G-INTAG) and then save a reasonable range of references or document numbers into the variant of FEBP. You normally do not need any search string for this. Of course this only works if the payment contains reference or document number of an item on the vendor and if the amounts match. If there is no match, then with the posting rules and search strings as described by you, the item would just be "dropped" on the vendor and somebody would need to clear it manually. (All open items should be ultimately cleared because without it, you cannot archive them.)

6. This is in my view all, let us know if it solved your error. But perhaps one more comment: If the search string should return a fixed value (such as posting rule, acct type or acct nr), then it is more practical to create it with a blank output (i.e., returning nothing) and enter the output value in search string use, column "Mapping prefix" (V_T028P-PREFIX). If you do it this way, then you need to create just one search string instead of three  which makes the system a little tidier.

Hope it works - let us know if you have any further question!

[Former Member]

Hi Jan,

Thanks for the detailed analysis.

I just want to drop this as an open item on the vendor. I will try the option that you mentioned in point 6 and let you know.

thanks again

Raj

[Former Member]

Hi Jan,

My requirement also is the same as what Phanbir has mentioned. I checked all your points and done the string based on it. One single Search string for all the three requiremnt - Posting rule, Account type & Account no updated in the Mapping Prefix column. Checked the settings in FEBSTS - system correctly updates these 3 fields. But while uploading in FF_5 using Swift MT940-Field 86-Structure Recognized Automatically, 1st Posting entry happens perfectly as per the posting rule set in search string. But the Posting area 2 does not happen. It is automatically taking Account D as default and looking for open item. In search string i've mentioned account type as K and given the default account no. But system not recognizing. Can you please help me in this regard as this is very urgent.

Thanks in advance.

[Former Member]

Hi Durgarani,

It is difficult to answer (because it worked fine for me). Maybe just two thoughts:

- what is your interpretation algorithm? I did it with 021 (Reference number search). Maybe it has some influence on selecting open items (even though they are ultimately not cleared).

- Account to be cleared or posted to is filled in table FEBCL during the interpretation of the bank statement (the first step after loading tables FEBKO/FEBEP, before posting starts). Usually, as long as the statement is interpreted in one way it cannot be reinterpreted - the contents of FEBCL cannot change (and in a production system, it needs to be postprocessed manually with FEBAN). So, if you are in a development or test system, can you just re-load the statement again (under a different number, or after deleting the existing one with pgm RFEBKA98) and see if the problem persists. Because, looking from a distance, I would say that these settings should do what you need.

Also, sometimes, the search string does not work properly if the text is a part of a bigger text (i.e., if you look for 123 but there is 4512378 in the note to payee then it may not be picked up correctly). However, if in your case the posting rule was selected correctly then it cannot be this case. So, I would probably start with playing with interpretation algorithms - 020 or 021 seems to me the best - (also make sure they are the same in "assign transaction type to posting rule" and "search string use") and always re-load a new statement once you do any change (instead of running FEBP again for the same statement).

That is all from me - sorry I do not have any more time for most of today. Perhaps someone else has another idea. Good luck!

[Former Member]

Hi Jan,

Thanks for your reply. If i give the posting rule as below, posting is happening perfectly but without clearing.

IN09     1     40          13+++++7     50     13+++++0     FA     1

IN09     2                                        50     13+++++7     KZ     7     25

In the Bank statement i'am getting a code 1022 in line 86. I used search string 1022 without mapping and defined the following three search strings with transaction type NMSC & interpretation algorithm (001 as i'am using this in the Transaction type for NMSC-EBRS):

Search string Account type : K

Search String Account no : 0090500396    

Search string Posting rule : IN09

There is no reference available in the bank statement on the document to be cleared. Only based on amount i want it to be cleared as for transaction type NMSC, NTRF it works like that. If two amount in the open item is similar it will stop there. In that case we will manually clear it with FEBAN. But for search strings the 001 interpretation is not working. What could be the reason. Also i checked the table FEBCL i found "no table entries exist". Is it possible to clear this document or there should be reference in the bank statement then only it will clear. Please advise.

Thanks in advance!