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7/8/2019

EBS: configuration of search string, part 1 | SAP Blogs

Bohdan Petrushchak May 6, 2014 6 minute read
Bohdan Petrushchak
May 6, 2014
6 minute read

EBS: con guration of search string, part 1

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49 Comments

Hello, SAPers!

Search string represents very useful functionality that is used to enhance the e ciency of standard EBS interpretation mechanisms. There are di erent instances when this functionality might be applicable e.g. for clearing purposes, for lling di erent elds with input values etc. I think that this functionality is especially useful for bank statement in MT940 format with unstructured eld 86. However, content (both o cial documentation and user documents on SCN and similar resources) related to the con guration of this functionality is limited. Among those limited sources, I would like to recommed a great document on search string for EBS by Nitesh Patel: Search String for EBS (Electronics bank statement). At the same time, I would like to share my own experience of search string con guration, which might be useful for some of you.

7/8/2019

EBS: configuration of search string, part 1 | SAP Blogs

1) Change of posting rule depending on the xed text in the line items

Standard functionality of EBS implies that you have performed mapping and assigned external Business Transaction Codes (hereinafter referred to as BTC codes) to internally de ned posting rules. However, some banks cannot provide you with the list of BTC codes or use just one BTC code for all transactions. For instance, one of the Ukrainian banks uses BTC code 110 for all operations (however, they do not call it BTC code, they just say that this is some kind of constant without any business logic behind it:). Nonetheless, this constant can be used as BTC code. We can assign this BTC code to two internally de ned posting rules with di erent signs for example:

de ned posting rules with di erent signs for example: As you can see, BTC code

As you can see, BTC code has been assigned to two posting rules associated with incoming payments from customers and outgoing payments to vendors. Standard interpretation mechanisms can distinguish between di erent transactions depending on the transaction sign from the bank statement and deploy either one posting rule or another. However, you are limited only to two posting rules and consequently you’ll have to perform a lot of post processing to post all transactions. Therefore, you’ll have to analyze separate lines of bank statement and de ne some patterns that will enable you to apply search string functionality. You can nd an example of line item with commission payments below.

nd an example of line item with commission payments below. As you can see, note to

As you can see, note to payee of this line item contains the word “COMMISSION053”. Consequently, we can use this word for con guration of search string. In order to con gure search string use the transaction OTPM or following menu path:

SPRO Financial Accounting (new) Bank Accounting Business Transactions Payment Transactions Electronic Bank Statement De ne Search String for Electronic Bank Statement.

In this transaction, specify the name of search string e.g. BANK_COM, short description and the content of search string. Afterwards, go to mapping part of the menu, clear all entries in the column “Target” and write instead of these entries UA-B, which represents a posting rule for bank charges (please, refer to the gure below):

7/8/2019

EBS: configuration of search string, part 1 | SAP Blogs

EBS: configuration of search string, part 1 | SAP Blogs In order to test your search

In order to test your search string, enter your sampe text (note to payee from bank statement) in the Entry text box and press the button Test. If you’ve con gured search string correctly, it will return the UA-B or another con gured custom value. Afterwards, go to tab Search string use and add the following entry:

go to tab Search string use and add the following entry: Please, specify on this tab

Please, specify on this tab for which combination of company code, house bank and account ID this posting rule will be applicable. Afterwards, specify 110 (or another BTC code) as external transaction code, sign of the transaction (positive or negative), as well as interpretation algorithm assigned to target posting rule (e.g. to posting rule UA-B). In my case, we do not use any algorightms, therefore this eld was left blank. Then specify search string name and “Posting rule” in Target eld column. Do not forget to activate check box active. Leave the columns Mapping pre x and Partner ID blank.

Thus, the logic behind this search string functionality is as follows: when search string nds the word “COMMISSION053” in the text of note to payee it identi es this transaction as payment of bank commission and triggers posting rule UA-B that posts bank commission.

2) Identi cation of business parterns via tax number 2

Short intro: sometimes companies decide to use tax numbers as customers/vendors key. This approach has its advantage, because normally there should not be another company with the same tax number 1 or 2. Another advantage is as follows: sometime it is legally required to write your business partern tax number 1 or 2

7/8/2019

EBS: configuration of search string, part 1 | SAP Blogs

as requisite of your payment order. For example, in Ukraine there is a legal requirement that payment order should containt tax number 2 as mandatory requisite.

If house bank provides you with a well standardized bank statement (e.g. in MT940 format with all BTC codes), standard interpretation algorithms work perfectly and SAP is able to post all mapped transactions without problem. However, sometime banks apply their own rules (or dialects) that do not comply with SWIFT MT940 format. For instance, if you analyze structured eld 86 in MT940 statement (note to payee) you should be able to nd customer’s/vendor’s bank key and bank account in the sub elds 30 and 31 respectively (at least in Ukraine and/or Russia):

30 and 31 respectively (at least in Ukraine and/or Russia): However, sometimes banks apply their own

However, sometimes banks apply their own rules and their statement look somewhat di erent e.g. below you can nd sample of MT940 statement from Ukrainian banks. As you can see, customer’s bank account can be found in the sub eld 33 whereas sub eld 23 contains bank key and other information (MFO – local abbreviation for bank key, EDRPOU/OKPO – local reference to tax number 2 etc).

key, EDRPOU/OKPO – local reference to tax number 2 etc). Therefore, if you try to upload

Therefore, if you try to upload bank statement without any changes you will face the similar error:

without any changes you will face the similar error: However, the company uses tax number 2

However, the company uses tax number 2 of customers and vendors as their key. Therefore, in order to recognize this customer key the following search string has been con gured:

7/8/2019

EBS: configuration of search string, part 1 | SAP Blogs

EBS: configuration of search string, part 1 | SAP Blogs Afterwards, the following search string use

Afterwards, the following search string use has been con gured on the tab Use of search string:

use has been con gured on the tab Use of search string : The combination of

The combination of company code, house bank and account ID for which this search string will be applicable was speci ed. Afterwards 110 was speci ed as external transaction code and + as transaction sign. There was no interpretation algorithm assigned to posting rule associated with incoming payments, therefore the respective column was left blank. Afterwards search string name was speci ed in the respective column and “Account number” was chosen in the Target eld column. Check box “Active” was activated. The columns Mapping pre x and Partner ID were left blank.

Thus, the logic behind this search string functionality is as follows: when search string nds the combination of words “ОКПО ########” in the text of note to payee it identi es ######## as customer key and triggers posting rule associated with incoming payments that posts this payment directly to customer account.

I hope this information will be useful for some of you. I also hope that I’ll be able to post another document of search string de nition in the near future. All suggestions are welcome!

Best regards,

The Wirtschaftsmann

7/8/2019

EBS: configuration of search string, part 1 | SAP Blogs

P.S. You can nd the second document on this topic under the following link: EBS: con guration of search string, part 2

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7/8/2019

EBS: configuration of search string, part 1 | SAP Blogs

49 Comments

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May 7, 2014 at 2:34 am

Hi Wirtschaftsmann,

Wonderful piece of document that I have read in recent times. The intricate settings relating to search string functionality are well explained. I believe there is no other better way of explaining the stu than this. Hats o to you.

I am eagerly waiting for your next document.

Thanks

Regards,

Sridhar

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May 7, 2014 at 5:39 am

Thank you, Sridhar!

| Post author

I appreciate your comments and support very much!

Best regards,

The Wirtschaftmann

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7/8/2019

EBS: configuration of search string, part 1 | SAP Blogs

EBS: configuration of search string, part 1 | SAP Blogs Former Member May 7, 2014 at

May 7, 2014 at 6:43 am

The Wirtschaftmann – Thanks for your well-explained document. If I understand this functionality, It is because of your information you have given here.

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May 7, 2014 at 6:55 am

Thank you!

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| Post author

May 7, 2014 at 6:55 am Thank you! Like (0) | Post author Former Member May

May 8, 2014 at 5:40 am

Hi Wirtschaftsmann,

Though this place is not for queries, this is related to this document only. So, I felt it could be useful for the readers as well.

In case MT940 provides only invoice reference number as well as customer name without anything else, then how the system will be able to identify the relevant open items for automatic clearing ? Because customer name mentioned by the customer in Note to payee may not match with the customer name that we have in SAP. I think if you could throw some light in this area as well, then it would be great. Thanks.

Regards,

Sridhar

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then it would be great. Thanks. Regards, Sridhar Like (0) Former Member May 8, 2014 at

May 8, 2014 at 12:16 pm

Hi Sridhar

As you are talking about customer line items, the invoice reference will be unique in this case and thus you can use interpretation algorithm 001 or 026 for identifying the correct open item.

I would suggest to raise a separate discussion or search the forum for more details.

7/8/2019

EBS: configuration of search string, part 1 | SAP Blogs

Thanks & Regards

Nikhil kothari

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1 | SAP Blogs Thanks & Regards Nikhil kothari Like (0) Former Member May 9, 2014

May 9, 2014 at 8:21 am

Good one

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May 10, 2014 at 7:31 pm

Thank you!

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| Post author

May 10, 2014 at 7:31 pm Thank you! Like (0) | Post author Former Member May

May 9, 2014 at 6:33 pm

Hi Wirtschaftsmann,

I need to maintain this info as Search String (BANK OF AMERICA DEPOSITS)|(BANK OF AMERICA NAB DEP). In the mapping area, I should maintain ZO05.

Pls let me know how it should be maintained in target field in Definition of Search String.

Thanks

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7/8/2019

EBS: configuration of search string, part 1 | SAP Blogs

EBS: configuration of search string, part 1 | SAP Blogs Bohdan Petrushchak May 10, 2014 at

May 10, 2014 at 7:36 pm

Hello!

| Post author

Yes… I think that you have to maintain ZO05 in the target column of search string de nition. Fixed text (BANK OF AMERICA DEPOSITS or BANK OF AMERICA NAB DEP) should be maintained in the search string de nition eld.

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May 13, 2014 at 6:12 am

Hello Wirtschaftsmann – I defined Search String as below.

Search String name BOA_169

Search String (BANK OF AMERICA DEPOSITS)|(BANK OF AMERICA NAB DEP)

Source (BANK OF AMERICA DEPOSITS)|(BANK OF AMERICA NAB DEP)

Mapping ZP05

When I am doing simulation putting in Entry text – BANK OF AMERICA DEPOSITS, I can see Posting rule ZP05 in the Hit list.

and when I am putting BANK OF AMERICA NAB DEP, Posting rule is not shown in Hit list.

I am not able to understand why it is not working for BANK OF AMERICA NAB DEP.

Can you pls help me.

Thaks

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BANK OF AMERICA NAB DEP. Can you pls help me. Thaks Like (0) Bohdan Petrushchak May

May 13, 2014 at 6:52 am

Hello,

| Post author

You have to specify the posting rule twice in the target column like this:

7/8/2019

EBS: configuration of search string, part 1 | SAP Blogs

ZP05

ZP05

(BANK OF AMERICA DEPOSITS) | (BANK OF AMERICA NAB DEP)

Or you have to maintain two di erent search strings with the same use settings (one with BANK OF AMERICA DEPOSITS, another one with BANK OF AMERICA NAB DEP). Anyway, it’s up to you.

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BANK OF AMERICA NAB DEP). Anyway, it’s up to you. Like (0) Former Member May 15,

May 15, 2014 at 4:57 am

Hi Wirtschaftsmann,,

Very well explained document. Thanks alot for sharing your knowledge. Waiting for the next part

Please avoid typo errors

Regards,

Lakshmi S

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part Please avoid typo errors Regards, Lakshmi S Like (0) Bohdan Petrushchak May 15, 2014 at

May 15, 2014 at 6:19 am

Hi, Lakshmi!

| Post author

May 15, 2014 at 6:19 am Hi, Lakshmi! | Post author Thanks for feedback! I’ll review

Thanks for feedback! I’ll review the document and try to x the errors!

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review the document and try to x the errors! Like (0) Former Member May 15, 2014

May 15, 2014 at 6:47 am

Hi Wirtschaftsmann,

Thanks a lot for sharing your knowledge with us.

Cheers

7/8/2019

EBS: configuration of search string, part 1 | SAP Blogs

Vivek

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of search string, part 1 | SAP Blogs Vivek Like (0) Bohdan Petrushchak May 15, 2014

May 15, 2014 at 7:02 am

Thank you, Vivek!

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May 15, 2014 at 7:36 am

Hi Wirtschaftsmann,

In our case, our customers provide ONLY the customer name. They don’t provide invoice reference number (XBLNR) or accounting document number (BELNR) while making the payment. Now the objective is that SAP system should identify the related open items of the customer from the name given in Notes to Payee eld for the purpose of automatic clearing.

I believe I can use the BAdi FIEB_CHANGE_BS_DATA to fetch the customer number based on customer name given in Notes to Payee. And now to fetch the related open items for automatic clearing, do I need to use enhancement FEB00001 ? Or do I need to create custom interpretation algorithm ? Or do you suggest anything else. Could you kindly provide your expert help in this case.

Thanks

Regards,

Sridhar

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expert help in this case. Thanks Regards, Sridhar Like (0) Bohdan Petrushchak May 16, 2014 at

May 16, 2014 at 7:01 pm

Hello, Sridhar!

| Post author

Unfortunately, I have not tried to implement any BAdi related to EBS con guration, therefore I’m not able to help you with your question. But I will be very grateful if you could share with us the results of implementation of this BAdi.

Best regards,

7/8/2019

EBS: configuration of search string, part 1 | SAP Blogs

The Wirtschaftsmann

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string, part 1 | SAP Blogs The Wirtschaftsmann Like (0) Former Member May 20, 2014 at

May 20, 2014 at 2:28 am

Hi Wirtschaftsmann,

Thanks for your reply.

Yep, sure I will share with you on this page on the solution. Currently we are still in the process of prototyping the solution for testing.

Thanks

Regards,

Sridhar

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June 11, 2014 at 5:54 am

I got this resolved by using the enhancement FEB00001. If the eld “Distribute by age” is activated through this enhancement, then system will be able to match the paid amount and the combination of open items for automatic clearing. If there is no exact match, then automatic clearing through FF.5 is not possible as indicated in SAP Note 124655.

There is no more necessity to use BAdI FIEB_CHANGE_BS_DATA. Complete relevant logic can be maintained directly in the enhancement itself.

Regards,

Sridhar

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7/8/2019

EBS: configuration of search string, part 1 | SAP Blogs

This is a very very informative document and brings together the exact steps and concepts needed for the search string con guration.I kept on searching in SDN , but was not able to get the same earlier.Thanks again for sharing this very valuable information.

Regards

SR

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sharing this very valuable information. Regards SR Like (0) Bohdan Petrushchak May 16, 2014 at 6:58

May 16, 2014 at 6:58 pm

Hello, Swastik!

| Post author

Thank you for valuable feedback!

I’m in process of preparing the second part for this document. Hope it would also be interesting.

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May 23, 2014 at 10:10 am Hi Wirtschaftsmann,

Nice explanation with examples. I never worked on this area and will try this in sandbox system.

Thanks,

V V

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and will try this in sandbox system. Thanks, V V Like (0) Bohdan Petrushchak May 23,

May 23, 2014 at 12:27 pm

| Post author

Thank you for feedback, Vinod!

7/8/2019

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EBS: configuration of search string, part 1 | SAP Blogs

EBS: configuration of search string, part 1 | SAP Blogs Ravi Sankar Venna May 27, 2014

May 27, 2014 at 7:57 am

Thanks for the document on Search String. This is the area many of the consultants are not aware of.

Best Regards,

Ravi

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May 27, 2014 at 8:58 am

Hello, Ravi!

| Post author

Thank you for valuable feed-back!

Best Regards,

The Wirtschaftsmann

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feed-back! Best Regards, The Wirtschaftsmann Like (0) Dino Angelo Amparo January 21, 2015 at 1:39 pm

January 21, 2015 at 1:39 pm

Hi,Thank you for this documentation. Helped me a lot. I just have a question. Can search string work on Line 61 of MT940 or the 2nd Record updated in FEBRE Payment Note? Or is search string limited to line 86?

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Note? Or is search string limited to line 86? Like (0) Former Member January 21, 2015

January 21, 2015 at 5:00 pm

Hi Dino,

FEBRE table contains all the information from tag 86 and thus search string works on all the records

7/8/2019

EBS: configuration of search string, part 1 | SAP Blogs

If a OSS note (can’t remember the number) is implemented then part of tag 61 also gets added in the FEBRE table.

Regards,

Nikhil

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also gets added in the FEBRE table. Regards, Nikhil Like (0) Dino Angelo Amparo January 21,

January 21, 2015 at 5:06 pm

Hi Nikhil,

You are right. I just implemented Note 396776. However Now I noticed not all of the line 86 are copied in FEBRE.

There were 3 lines created in FEBRE for the transaction but it seems to concatenate at the 60th character from line 86. It this a limitation?

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July 9, 2015 at 2:08 pm

Thanks for sharing this valuable document !!

Kind Regards,

Prakash K.

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this valuable document !! Kind Regards, Prakash K. Like (0) Bohdan Petrushchak July 9, 2015 at

July 9, 2015 at 7:18 pm

Hello Prakash!

| Post author

Thank you for feed-back!

Best regards,

The Wirtschaftsmann

7/8/2019

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EBS: configuration of search string, part 1 | SAP Blogs

November 12, 2015 at 2:59 pm

Hi Wirtschaftsmann,

How would it be when the Tax ID delivered in the note to payee is NOT used as customer key (KUNNR)?

Is it then necessary to do it via EXIT_RFEBBU10_001 adding a 9XX interpretation algorithm? which should make a select to the table KNA1 to get the customer key KNA1-KUNNR, and after update this value in the structure E-FEBEP (and E_FEBCL*)?

(*) in case there are clearing posting

looking to hearing from u

Best

J

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| Post author

November 17, 2015 at 6:54 pm

Hello Juan!

I this blog I presented several examples of how search string functionality can be used to enhance EBS interpretation mechanisms. However, that doesn’t mean that tax id necessarily has to be con gured as customer key, it’s just an example of how a particular feature of EBS search string can be used under given circumstances.

In case you need more sophisticated solutions, I guess you’re right that we need to develop user exist and use alternative interpretation mechnisms. However, I didn’t cover this topic in blog. Sometime I will try to prepare a document like that, but I’m not sure when it will be. In the meantime, I would be interested how you solved your problem. Perhaps you can prepare a document of your own and post it on SCN? SAP community will

appreciate your contribution.

Best regards,

The Wirtschaftsmann

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7/8/2019

EBS: configuration of search string, part 1 | SAP Blogs

EBS: configuration of search string, part 1 | SAP Blogs Former Member December 22, 2015 at

December 22, 2015 at 9:07 am

Hi Wirtschaftmann,

In fact it is enough to update the eld FEBCL-AGKON = KNA1-KUNNR using the EXIT_RFEBBU10_001. The second posting area (subledger) will consider this value irrespectible it is carried out using FB05 (w/clearing) or using FB01(only credit on customer account).

Best

JC

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December 31, 2015 at 4:16 am

Hi

Thanks a lot for adding such useful information in the community.

Regards

Mahmoud El nady

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in the community. Regards Mahmoud El nady Like (0) Bohdan Petrushchak | Post author December 31,

| Post author

December 31, 2015 at 11:22 am

Hello Mahmoud,

Thank you for your feedback!

Regards,

The Wirtschaftsmann

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7/8/2019

EBS: configuration of search string, part 1 | SAP Blogs

EBS: configuration of search string, part 1 | SAP Blogs Former Member January 1, 2016 at

January 1, 2016 at 10:10 pm

very nice document

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| Post author

January 2, 2016 at 2:22 pm

Hello Preeti,

Thank you for feedback!

Regards,

The Wirtschaftsmann

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you for feedback! Regards, The Wirtschaftsmann Like (0) Former Member March 22, 2016 at 3:45 pm

March 22, 2016 at 3:45 pm

Hi,

This is very insightful content. Very nicely explained

Thanks

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insightful content. Very nicely explained Thanks Like (0) Bohdan Petrushchak March 23, 2016 at 7:04 pm

March 23, 2016 at 7:04 pm

Hi, Prabhakar!

| Post author

Thank you for feedback!

Regards,

Bohdan

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7/8/2019

EBS: configuration of search string, part 1 | SAP Blogs

EBS: configuration of search string, part 1 | SAP Blogs Former Member May 2, 2016 at

May 2, 2016 at 5:09 am

Very Nice Document

Thanks.

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May 2, 2016 at 5:09 am Very Nice Document Thanks. Like (0) Bohdan Petrushchak May 6,

May 6, 2016 at 7:39 am

Hi Poonam,

| Post author

Thank you for your feedback!

Regards,

Bohdan

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author Thank you for your feedback! Regards, Bohdan Like (0) Former Member May 3, 2016 at

May 3, 2016 at 1:39 am

Hi,

Beautiful document. A layman also could understand easily. Thank you very much for this document.

Regards

Karthi

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you very much for this document. Regards Karthi Like (0) Bohdan Petrushchak May 6, 2016 at

May 6, 2016 at 7:40 am

Hi Karteek,

| Post author

Thank you for your feedback!

Regards,

7/8/2019

Bohdan

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EBS: configuration of search string, part 1 | SAP Blogs

August 20, 2016 at 6:27 am

Hi Wirtschaftsmann,

Thank you very much for nice and useful document.

I have a very basic question for EBS con guration, please give your valuable input on this:

Q-1. How to handle transaction of cash deposit in bank account by company itself. Example, my company code has City Bank housebank, and I have deposit the 1000 INR in bank account. Now when i get the bank statement, i see one line item of 1000INR as cash deposit.

What would be accounting entry at the time of cash deposit i.e what all GLs would be posted and what would be the accounting entry when EBS posted.

Thanks,

Ram

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August 21, 2016 at 1:57 pm

Hi Ram,

| Post author

Let’s start with a basic question: where did the money came from and how it is accounted for? If the money came from some client and / or shareholder and it is not deposited to bank account then it is paid in cash. If

7/8/2019

EBS: configuration of search string, part 1 | SAP Blogs

that’s the case, then obviously you need to con gure Cash Ledger (that’s part of another discussion, which I’ll not cover here). These money receipts should be accounted for on account that is typically called “Petty cash”.

When you have a deposit of company’s own money to bank account, then you have the following typical posting:

1st step (posting via cash ledger):

Dr. Money in transit

Cr. Petty cash

2nd step (posting in bank statement):

Dr. Bank account

Cr. Money in transit

Posting on bank statement side can be con gured via simple posting rule with postings to one area (two areas are no necessary).

Hope this would help you! Please not, that such questions once not related to the subject of the article should be raised on Forum.

Regards,

Bohdan aka The Wirtschaftsmann

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on Forum. Regards, Bohdan aka The Wirtschaftsmann Like (0) Former Member April 24, 2017 at 7:40

April 24, 2017 at 7:40 pm

Hi Wirtschaftmann,

I have a problem with the search string. I need take the pay reference from tag 86. I made the con guration how you say, but in the “Target eld column” I chose “BDC Field Name 1”, because I need put the number in the Field BSEG-ZUONR. I don’t know if I made a mistake or if I need con gure something else.

7/8/2019

EBS: configuration of search string, part 1 | SAP Blogs

EBS: configuration of search string, part 1 | SAP Blogs Could you help me with this

Could you help me with this problem?

Thank you very much

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July 17, 2017 at 12:33 am

Nice Article , Well explained .

Like (1)

7/8/2019

EBS: configuration of search string, part 1 | SAP Blogs

Very educative write-up.

Quick question to all: Does anyone know search string/algorithm that could be used to read “Billing document” number from Note to Payee, without programming?

When customer provides Accounting doc No, or Reference No, or Payment Reference No, standard confguration is working ne, and open items are cleared automatically. But when it is only the Billing Doc No (VBELN) that is provided in the Note to payee, this is not being matched.

I know I can put some codes in, but want to pick on expert’s brain if there is any standard con guration that can read VBELN (billing doc No) from Note to payee.

Thanks in advance.

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