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​Automatic Payment Clearing

Aug 16, 2017 at 11:42 AM

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Dear ByD Community,

I have a question regarding the process and the concept of the automatic payment clearing in ByD.

I got the following situation:

  • The system finds the correct customer account
  • The payment amount and the amount of the open item are identical
  • The invoice number has been referenced in the payment
  • However, the payment does not get cleared automatically (Status: post processing required)

This kind of behavior doesn’t seem to be correct and I therefore opened an incident. There I got the information, that the automatic clearing is not working when the flag “Remember allocation for future payments” is set. Or to be more precise, if the flag is set the payment will be proposed to be posted on account and a manual clearing task is created but the relevant invoice doesn’t get cleared, even if the payment amount and the amount of the open item are identical .

Original note from incident:

“The "Remember for future allocations" flag is used for automatic clearings to happen and clearing tasks don't be created; and for the IBAN it is like if it determines any unique Business Partner via IBAN then it will simply Post On Account and will not search for any open invoice.”


The second strange thing was, that the ByD support advised to remove the flags for "Create Manual Clearing Task if Overpaid/Underpaid" in the clearing strategies to avoid any manual clearing tasks and the clearing to happen automatically. This then would result in an automatic posting on account. Still the payment amount and the amount of the open item are identical. So, there is no over- or underpayment.

Original note from incident:

“So, for the first issue presented, even though the option "Remember Assignment for future payment allocations" is marked, if you have the options "Create Manual Clearing Task if Overpaid/Underpaid" flagged, they will prevail and the system will create a manual clearing task (even if automatically posted the allocation).

So, it is necessary to uncheck the boxes with options "Create Manual Clearing Task if Overpaid/Underpaid" if you want they go straight to postprocessing status "Not Required".”


As stated before for me this behavior doesn’t seem to be correct. The flag "Remember for future allocations" should help the system to determine the correct customer account and then clear any open items first. Otherwise the flag “Allow Automatic Clearing If No or Incorrect Reference Number” in the clearing strategies would not make sense at all.

Has anyone faced the same issues and has a solution for this?

Any help would be much appreciated.

Best regards,

Markus

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4 Answers

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Former Member
Sep 14, 2017 at 09:12 AM
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Dear Markus,

the “Remember for future allocations” feature is designed like this: remember assignments done in previous allocations and by that to override the feature to find the relevant invoice.

Related to your second point "Create Manual Clearing Task if Overpaid/Underpaid", would you mind to share the incident id with us?

Based on the current design of our automatic allocation, I would expect that only a small percentage (up to 5%) of all payment allocations need manual intervention. How is this in your case?

From my point of view it makes sense, in case of any uncertainty, to leave the allocations in preparation, rather than proactively allocating them automatically. A wrong automatic allocation needs to cancelled an reallocated by a user. The system is designed to prevent unnecessary cancellations and reallocations.

Best regards,

Sissi

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Dear Sissi,

I'm going to send you the incident numbers in an e-mail.

At the moment, the automatic clearing doesn't work at all. We did a lot of testing (as you can see in the incident) and together with your colleague Frank Jahnigen we were able to prove that the automatic clearing was working with the same settings before 1705. So, the flag “Remember for future allocations” was set and the payment was cleared automatically with the relevant invoice.

At the moment we are trying to build a work around with "Rules for Analyzing Memo Lines".

I also agree, that in case of uncertainty the allocation should remain open, but in the cases provided in the incident, there was no uncertainty. Correct account was determined, only on open item was on the account, correct reference number was in the memo line and an exact match on the value. If the “Remember for future allocations” was designed to overwrite the feature for automatic invoice clearing, I don't understand the flag “Allow Automatic Clearing If No or Incorrect Reference Number” in the clearing strategies. How can the system find the correct open invoice without the knowing the account.

Thanks for your Help.

Best regards,

Markus

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Former Member

Dear Markus,

if you set the flag “Allow Automatic Clearing If No or Incorrect Reference Number” in the clearing strategies, the system will try to match an open item based on amount within range of +/- 5% of the actual payment amount, but only in case a customer/supplier is found through memo line rules or other information.

If the system finds only one item then it will proceed with automatic clearing, but in case multiple invoices are found no automatic clearing will happen.

I hope this information helps.

Best regards,

Sissi

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Marlene Katzschner
Nov 03, 2017 at 01:24 PM
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Dear Rebeca,
There are two parts of mapping for electronic bank statements. The first step is the basic mapping of GVC to transactions. The 2nd is evaluation of the references mentioned by Sissi.

Kindly check the BC activity "Electronic Bank Statement –Transaction Code Import" for the mapping.

Best regards

Marlene

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Former Member

Dear Marlene,

thank you for your answer and for the good hint.

Kind regards

Rebeca

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Former Member Nov 02, 2017 at 07:02 AM
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Dear Sissi,

i have another question concerning this topic. It’s about a bank Statement. Even if there were no settings for the "Rules for Analyzing Memo Lines" the amount of this statement is dedicated to “bank charges” but that’s wrong – this amount is supposed to be dedicated as “bank interest”. So I made a rule for this memo line – which actually works but the problem now is that the system still automatically dedicates the amount to “bank charges” – so there is a double assignment of the same amount.

Maybe you can help me with this case. If you need further information please don’t hesitate contacting me.

Thank you in advance

Rebeca

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Former Member

Dear Rebeca,

how is the bank statement created? Do you import it, or is it created manually?

If you import it, which import format is used (MT940DE) and which external transaction code (e.g. 807 - Fees/expenses) is provided for the related transaction in the bank statement? In addition, which payment method (e.g. Payment Processing - Of Outgoing Bank Fees) is assigned to the external transaction code in the configuration?

If you create it manually, which payment method do you enter for the transaction (e.g. Bank Charge)?

In case payment method 13 - Bank Charge is determined the system allocates the amount to "Bank Charges and Interests" in the payment allocation. This will lead to the account determination "Interest/Charge" in subledger "Cash".

Can you please provide the information? If you already created an incident, please provide the incident number.

Thanks and best regards,

Sissi

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Former Member

Dear Sissi,

thank your for your answer - i already found the solutions.

Kind regards

Rebeca

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Frank Jahnigen
Nov 03, 2017 at 06:10 PM
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Dear Rebeca,

This probably could have been raised in a separate thread, however -

A scenario where described over/double-allocation would occur, is an external transaction code in the bank statement transaction - strongly indicating payment method 'Payment Processing - Of Outgoing Bank Fees' e.g. 807 (MT940 DE) AND a parallel setup of Rule-type: '11 - Bank Interest', unumbiguously identifying the transaction as interest-payment.

Activity: Automatically Generated Bank Statements / Edit import formats for automatic generated bank statements

The matching of the ext. Transaction Code as 'Decrease' and 'Payment Processing - Of Outgoing Interest' should ensure an automatic allocation as negative interest in payment allocation tab: Bank Charges and Interest / Interests - only.

Maybe also the house-bank would have to be consulted.

Hope this helps,

Frank

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Former Member

Dear Frank,

thanks a lot for your input - it helped a lot.

Kind regards

Rebeca

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