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May 05, 2021 at 03:39 AM

Bank Reconciliation/Clearing Supplier Credit Card Payments #COE #MODPIZZA



We are issuing payments to some suppliers thru a commercial credit card program at our house bank. The supplier invoices are entered in S/4HANA Cloud, payments generated via Manage Automatic Payments and passed to the bank along with other payment methods via a payment media file. The open payment resides in a bank GL account much like the payment for a check waiting to be cashed.

Procedurally outside of S/4HC in the bank's commercial card system:

  1. The bank contacts the supplier and notifies them that they have a card payment available
  2. The supplier logs into the bank site and takes/transfers the payment
  3. The bank notifies us that the supplier payment has been settled and the amount associated with the payment appears on our credit card balance,
  4. We pay the credit card balance from bank accounts weekly.

The commercial card program at the bank is not part of their treasury operations. The payment settlement in step 3 does not appear in the daily BAI2 formatted bank statements like a payment associated with a check or ACH would. The outgoing payment in step 4 from us to the bank for the credit card balance is the only thing currently captured in our treasury BAI2 bank statements (payment rule F014). Those daily bank statements from the bank's treasury system are imported into S/4HANA Cloud via Manage Incoming Payments weekly (Monday/Tuesday a cash accountant extracts and uploads the previous week's statements from our house bank).

How can we clear the supplier payments from step 3 above without it looking like a duplicate payment out to the bank?

The bank can provide a BAI2 formatted list of the settled payments but when we import it via Manage Incoming Payment Files the system posting rule (currently this bank transaction 999 is assigned to F004) treats these settlements as outgoing payments to the bank which duplicate the actual outgoing payment in step 4 above coming thru in the treasury bank statement. Is there a posting rule which we can use which only clears the payments? Ideally we'd like the credit card payment above in step 4 to be between the bank and a technical account, and then the settlement of the supplier payments to offset the technical and clear the supplier payments.

Alternatively if there is no posting rule which will work the bank can provide a list of these settled payments in a spreadsheet or csv, is there an automated way we can consume this spreadsheet/csv to clear the settled credit card payments? We've used Clear G/L accounts and an open item filter connecting the supplier payments settled to the credit card balance payment as a stop gap but this is unsustainable in anything but the short term.

Isn't there a way to clear many to one other than this manual process?

Thanks for the help,