The Check nos. to be printed on the bank document is governed by the ‘Check Management’ facility in SAP. This means that for each combination of house bank and bank account ID, a Check lot needs to be maintained. This will correspond with the Check serial numbers in use. The first and last number has to be defined in the system and system automatically allots / tracks the Check number with payment documents and updates the latest Check number issued / used from the system.

Check management can be used through the following transaction codes :

Transaction    Description

FCH1 :    Get Vendor / Invoice details based on Check number
FCH2 :    Get Check details based on payment doc. Number.
FCH3 :    To Void Unused Checks.
FCH4 :    To Renumber Checks
FCH5 :    Input Manual Check number
FCHU :    To Create Reference for Check from Payment Doc.
FCH7 :     To Reprint Check
FCH8 :    To Cancel Payment
FCH9 :    To Void issued Checks
FCHI :    For Check Lot Creation
FCHT :    For Assignment to Payment
FCHN :     For Check Register

Invoice details from Check number – FCH1

Based on a given Check number, we can find through this session details of :

Bank and account number
Vendor or the Payee (Check recipient)
Check issuer ( user preparing the Check)
Details of the invoice
Journal entry of payment made.

Check details from payment doc. Number – FCH2

Based on a given payment document number, we can find through this session details of :

Check number, Bank name and account number
Vendor or the Payee (Check recipient)
Check issuer ( user preparing the Check)
Details of the invoice
Journal entry of payment made.

Void Unused Checks. – FCH3

This session is used to void unused Checks in the system. This can be used to prevent users from selecting the unused Check lots before payments.

Renumbering of the Checks – FCH4

This session can be used to re-number the already printed or damaged Checks and void the existing numbered Checks. In this session we can define a range of Checks to void and also define the starting new number for renumbering.

Manual Checks – FCH5

This session is used to assign Check number from the system to a manually issued Check. This will record the Check number for the payment document posted directly for a handwritten Check.

Create Reference for Check from Payment Doc – FCHU

This session is necessary for bank reconciliation process.

This is used, for copying the Check numbers to assignment, or reference field of the payment document.

This session copies check numbers into a selected field of the corresponding payment documents. For example, the check number can be copied into the “Assignment” field of the payment document thus enabling the check to be assigned to the payment document.

This check numbers indicated in this session will overwrite those check numbers already copied into the corresponding payment documents.

This report program outputs a log of payment documents into which the appropriate check numbers could be copied into the selected field.

This process, would require scheduling, to run at given frequent intervals.

Reprint Checks – FCH7

This session can be used to re-print a fresh Check by voiding the earlier Check (damaged at the time of printing). No accounting entry is passed only the Check number record is changed.
This session is used for auto generated Checks through F-58, FBZ5 & F110

Process: Cancel Payments – FCH8

This session can be used to cancel the payments made on any Check by providing the Check number. This reverses the payment entry and re-instates the vendor open line item.

Void Issued Checks – FCH9

This session is used to void already printed / used Checks.
Accounting document of payment is not reversed.
A new Check number has to be assigned using session FCH5

Check Lot creation – FCHI

Through this session we can create Check series numbers or Check Lots per house bank and house bank ID combination.

We can always maintain multiple Check lots, identified by a Check lot serial number.

•    System provides automatically as well as manually, transaction reconciliation facility for all receipts and payment entries in the bank statement and our bank book.
•    System provides list of un-reconciled entries, for further decision making and matching.
•    In SAP system the reconciliation process is known under two methods, viz. Manual and Automatic.
•    Every Bank account will have 4 General Ledger Accounts. First will be a Main GL for the bank, second will be “Incoming clearing” for all receipts, third will be “Outgoing Clearing” for all Payments. and fourth will be “unreconciled account”.
•    After the reconciliation process, payment and receipt entries in the incoming, outgoing and unreconciled GL will be transferred in to the bank Main GL.
•    The balances in the main bank account will be equal to the bank statement amount.
•    The bank book balance shall be equal to the net balance of the all four bank GLs put together.

Manual Bank reconciliation Process – (FF67) (Non-electronic bank statement)

In case of Non-Availability of bank statements in the desired electronic formats, we can create and upload Bank statement manually.

Every bank statements that are entered will be per bank account number and are identifiable by a unique number and statement date to be provided by the user.

In the header data, Bank statement opening balances and closing balances are provided before creating the bank statement. This is the control check after entering all the lines in the bank statement.

After providing the bank statement header data, we need to enter or create the bank statement in the system. The bank statement data can also be copied from an excel file to create the bank statement in the system.

The system then automatically makes the postings to the bank account, bank clearing account along with the payment clearing. We have two options here:

Immediate posting (recommended)
Create a batch input session, then run it.

The posting of this statement or after batch input session. This process creates postings in the main bank account. The accounting entries are passed as mentioned below.

Main Bank A/c                     Dr
Incoming Clearing A/c                 Cr

Outgoing Clearing A/c                Dr
Main Bank A/c                     Cr.

Unmatched entries generated by the system are to be matched manually through (FEBAN). Later on these unmatched entries need to  be manually transferred to “Unreconciled Account”.

Electronic Bank reconciliation Process – (FF_5)

For the process of automatic bank reconciliation, electronic bank statement is required in pre defined format only.

This formats can be either in “multicash format” or “MT940

Uploading the bank statements received from banks in the above mentioned format using transaction code FF_5.

After the uploading of this statement, the process creates postings in the main bank account. The accounting entries are passed as mentioned above.

The un-reconciled items will remain as open items in “unreconciled account”  which can be reconciled manually.

Reprocess Un-reconciled items – (FEBAN)

•    Through this session we can clear the un-posted (un-reconciled) items from the above mentioned manual & automatic processes.

•    The session enables us to select any of the bank statements created by us based on statement date and identification key.

•    We can correct the selected items one after another. At the end, post again for all changed items.

SAP T Code To be used

Manual Bank reconciliation Process – (FF67)
Electronic Bank reconciliation Process – (FF_5)
Reprocess Un-reconciled items – (FEBAN)

Cash journal SAP T Code FBCJ

•    This “Cash journal” is a single-screen entry for making all cash receipts and payments.
•    Each cash journal can be assigned to one G/L account.
•    Cash transactions can be saved in the cash journal and can be posted later to the general ledger. (for eg. At the end of the day)
•    Choose the correct “company code” and a “cash journal” code.
•    Depending on what transactions you want to enter, select either the Receipts or Payments tab.
•    Posted entries can also be deleted, the system will pass an reversal entry automatically.
•    We can see the line items / balances day wise, weekly and monthly.
•    We can print Cash receipt vouchers immediately on entry.
•    Day book / cash journal can also be printed.

Cash Receipts

1    Cash receipts from Bank
2    Cash receipt from another cash pool. ( eg. Main cash to petty cash )
3    Cash receipt from an employee.
4    Cash receipt from a Customer
5    Cash receipt from the Supplier
6    Cash receipt against sale of scrap

Cash payments

1    Cash payment to employee towards any expense reimbursement.
2    Cash payment towards travel / employee as advance
3    Cash transfer of one cash A/c to another
4    Cash withdrawal by employees against personal cheques.
5    Payment of wages at factories
6    Cash deposited in bank.
7    Cash payment towards spares & material purchase in some cases
8    Cash payment towards freight & octroi.
9    Cash payment towards establishment expenses.

For Cash receipt (withdrawal from bank for petty cash)

Cash withdrawal from Bank will be through a self cheque

We need to create “Self” as vendor.

Vendor A/c (self)                Dr
To Bank A/c                    Cr
(On withdrawal of cash from bank with a self cheque)

•    On cash receipt in the location entry will be made in cash receipts of Cash Journal – FBCJ
•    A “business transaction” for cash receipt will be selected on receipts tab.
•    Entry will be as follows:
Cash Pool A/c                    Dr
To Vendor A/c (Self)                Cr
(On receipt of cash in cash pool )

For Cash receipt from Sale of Scrap

•    On cash receipt, entry will be made in cash receipts of Cash Journal. – FBCJ
•    The invoice for sale of scrap will also be raised (covered under PDD .xxx.)
•    “Business transaction” for scrap sale will be selected.

Accounting entry will be.
Cash Pool                    Dr.
To Customer A/c                Cr.

For Payments – expenses (other than employees)

•    Depending on “business transaction” selected, enter Cost center, Profit center or WBS (projects) code is asked.
•    WBS element selected identifies all costs related to the Projects.

Example of journal entry generated :
ODE / Project cost A/c                Dr.
TO Cash Pool A/c                Cr.

For Employee related payments & receipts

Employees are to be created as “vendors”
Employee payments covered are of the following nature :

Personal Cheque Encashment.
Any kind of advance paid
Reimbursement of expenses.
Payment of wages (at factories only).
Payment of Perks / allowances

Cash is paid against receipt of employees personal cheques. For these cheques receipt will be accounted through “incoming payments from Vendor”  F-52 .

The entries will be :
Vendor Account (employee) A/c        Dr
To Cash Pool                Cr
(Cash paid against personal Cheque)

Bank A/c                    Dr
To Vendor Account (employee) A/c        Cr
(After banking the cheque and making entry for cheque receipt )

Cash will be paid to employees as advance against travel, Salary or festival. This payment will be booked to employee vendor account in Cash Journal (FBCJ).

Vendor Account (employee) A/c    Dr
To Cash Pool                Cr

The cashier also need to pass a Transfer Posting entry in F-51 with a “special GL Indicator”. The Special GL indicator is used to identify various types of advances made. This posting will transfer the Debit from Employee Vendor account to advances account. Even though it is transferred from employee vendor control account, it can still be tracked with the employee vendor.

Settlement of advances can happen through :

Travel expense voucher.
Partial cash return & remaining through expense voucher.
Payment return through cheque.
Deduction from salary.

The settlement of vouchers will be booked as employee vendor invoices. The travel expense settlement process will result either into “refund from” or “payment to” the employee either by cash or cheque. Cash refund “from or to employee” can be done through cash journal.

Further, Advance account has to be cleared with the expenses booking voucher using session F-44

SAP T Code to be Used

FBCJ : Cash Journal

This set of documents explain in step by step manner with screenshots, how to do transaction in SAP FI Bank Accounting (FI-BL)

These documents can be used for power user training or end user training in the final preparation phase during implementation. 

These documents help you to understand how to run transactions in SAP and complete your business process. These documents are very helpful for the entire sap user even if they are new to SAP screens.

In this document set we cover following transactions

Master Data

FI01 Bank Master Record

FI02 Change Bank

FI03 Display Bank

FI04 Display Bank Changes

FI06 Mark for Deletion

FIBPS Display Bank Chains for Partners

FIBPU Maintain Bank Chain for Partner

Cash Journal

FBCJ Cash Journal Posting

Check Processing

FCH1 Display Check Information

FCH2 Payment Document Checks

FCH3 Void Checks

FCH4 Renumber Checks

FCH5 Create Manual Checks

FCH6 Change Check

FCH7 Reprint Check

FCH8 Reverse Check Payment

FCH9 Void Issued Check

FCHD Delete Check Info on Payment Run

FCHE Delete Voided Checks

FCHF Delete Manual Checks

FCHN Check Register

FCHT Assignment to Payment

Incoming Payment

FF68 Manual Check Deposit

FF_5 Import Electronic Bank Statement

Outgoing Payment

F110 Payment Run

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SAP Bank Accounting End User Documents

This document explain SAP FI Bank Accounting (FI-BL) and in step by step manner with the help of system screenshots.

This document is very useful for all SAP FI consultant and or who are having aspiration to be FI consultant. This document helps you to understand sap FI Bank Accounting (FI-BL) configuration in systematic manner and you need not to waste your time in SPRO for Bank Accounting (FI-BL) configuration.

You can use this document for learning and implementing projects. If you are going to attend SAP certification examination, this document may help you to understand the concept of SAP Bank Accounting (FI-BL) and configuration option available for the same.

This document covers following aspects of configuration,

1. House Bank Configuration
2. Electronic Bank Statement and Manual Bank Statement
3. Check Deposit Process Configuration
4. Cash Journal Configuration

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SAP Bank Accounting Configuration Document

SAP Bank Accounting Concept Document

This document explains about what all concepts are involved in SAP Bank Accounting (FI-BL). This presentation helps you to understand

1. Bank Master Data
2. Check Handling in SAP
3. Bank Statement
4. Cash Journal posting
5. Cash Journal Reporting

This document is in the form of PPT. You may use this document for your self study and client demo. This readymade presentation helps you to make your client understand the potential of SAP Bank Accounting (FI-BL) functionality.

This is a base level of document. If you are new to SAP Bank Accounting (FI-BL) or you are working in other sap module (like SD, HR, MM, PP … etc). You will find this document very useful. This will make you understand SAP Bank Accounting (FI-BL) very clearly and very quickly.

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SAP Bank Accounting Concept Presentation