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Business Blueprint Document BBD10015 - Cash and Banking

BP Accelerator DART

Business Blueprint Document


BBD10015 - Cash and Banking
Document version control:

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Document
Version

Date

Authors

Status

Short description of modification

0.1

26/04/06

Daniel Sillero

Draft

Initial draft

0.2

26/04/06

Daniel Sillero

Draft

Draft for initial review by CDA

0.3

10/05/06

Daniel Sillero

Draft

Updated following CDA initial


review

0.4

10/05/06

Tory Strethill-Wright

Draft

Updated following GSS Review

0.5

15/05/06

Umesh S Lohit

Draft

Updated with inputs from meeting


with Mike Devlin/Lisa Krohn

0.6

31/05/06

Umesh Lohit

Draft

Updated following CDA review

0.7

31/05/06

Umesh Lohit

Draft

Updated following CDA review

0.8

27/04/07

Umesh Lohit

Final

Added reference to FNS10320

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Business Blueprint Document BBD10015 - Cash and Banking


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Table of contents
1.
2.

Glossary of Terms....................................................................................................................
Management Summary............................................................................................................
2.1
Business background........................................................................................................
2.2
Scope of this document....................................................................................................
3. Process Description.................................................................................................................
3.1
Requirements...................................................................................................................
3.2
Assumptions.....................................................................................................................
3.3
Requirements in Context..................................................................................................
3.4
The Cash and Banking Process.......................................................................................
3.4.1
Data Flow..................................................................................................................
3.4.2
Pay-in/Pay-out Codes................................................................................................
3.5
Cash at Site and Banking.................................................................................................
3.6
Bank Statement Upload....................................................................................................
3.7
Cash deposits - Reconciliation........................................................................................
4. Reporting Requirements........................................................................................................
4.1.1
IDocs in error...........................................................................................................
4.1.2
Site Status Report for Cash and Banking................................................................
4.1.3
Cash "overs" and "shorts"........................................................................................
4.1.4
Mismatched Site-reported Banking..........................................................................
4.1.5
Reconciliation Ageing Report...................................................................................
4.1.6
Reconciliation Balance Report.................................................................................
5. Business Controls..................................................................................................................
6. Business Scenarios...............................................................................................................
7. Timing and Frequency...........................................................................................................
7.1
Timing.............................................................................................................................
7.2
Frequency.......................................................................................................................
7.3
Scheduling Requirements...............................................................................................
8. Inputs and Outputs.................................................................................................................
8.1
Input details....................................................................................................................
8.2
Output details..................................................................................................................
9. IT Processes..........................................................................................................................
9.1
SAP customising.............................................................................................................
9.2
Gaps, ABAP development requirements.........................................................................
9.3
Change Impact...............................................................................................................
10. Country specific requirements (not covered by harmonised template solution).....................
11. Opportunities for improvement, benefits................................................................................
12. Appendix: Related documents...............................................................................................
12.1 CRD 283.........................................................................................................................
12.2 CRD 408.........................................................................................................................
12.3 Pay-in/Pay-out Codes (Retalix Reason Codes)..............................................................

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1.

Glossary of Terms
AR - Accounts Receivable (in financial accounting)
BOS - Back Office System, typically used to refer to the server that integrates data
from all the tills at the retail outlet. The tills are all connected to the BOS and
all data transfers and communication between the retail systems and SAP
happen through the BOS. The term may be used, where the context so
admits, interchangeably with Retalix and POS.
BW - Same as SAP BW
CRD - Change Request Document for changes to be made in Retalix. Each change
request is assigned a unique number and these numbers are used for
tracking by BP. Retalix issues a different but unique sequential number
corresponding to each CRD number.
DART - Delivering Accelerated Retail Technology: The SAP R/3 Retail system
configuration project
DGI - DART GSS Integration
Document Type - A two-character key that distinguishes the business transactions to
be posted in SAP: The document type determines where the document is
stored (in which database tables of SAP) as well as the account types
(General Ledger, Accounts Receivable, Accounts Payable etc.) to be posted.
EBS - Electronic Bank Statement
GL - General Ledger (in financial accounting)
Gold Build - The master template created for sites of a region
GSS - BP's Global Site System implemented with the Retalix software solution
IDoc - The standard SAP format for electronic data interchange between systems
(shorthand for "Intermediate Document")
Line Item - Part of a financial accounting document containing information on a single
item (including amount, account number, whether the item is a debit or credit
and additional information depending on the transaction to be posted.
POS - Point of Sale system typically used to refer to the retail tills at the BP retail
outlet. The term may be used, where the context so admits, interchangeably
with Retalix and BOS.
Open Item - A financial accounting document or line item that has not yet been
transferred to a follow-on document like, for example, an invoice without a
corresponding payment
Reconciliation Account - A GL account, to which transactions in the subsidiary
ledgers (such as in the customer, vendor or assets areas) are updated
automatically
Retalix - The software solution used for integration of BP Retail operations at the
retail outlet level. This solution is implemented for BP as the Global Site
System. The term may be used, where the context so admits,
interchangeably with POS and BOS.
SAP - Same as SAP R/3
SAP BW - The SAP Business Information Warehouse
SAP R/3 - The SAP R/3 Retail system
Site - BP's Retail Units (the retail outlets) as defined in SAP
Site Customer Account - An AR account defined to represent receivables from a
Site. This account is used for first posting the sales receivables from the till
transactions at the Site and then to post the tenders realised.

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Business Blueprint Document BBD10015 - Cash and Banking


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2.
2.1

Management Summary
Business background
Among their daily routines, sites receive goods, sell goods and realise billings by
payments from customers be they in the form of cash, cheques, fuel cards, credit
cards or other payment cards. As a part of the day-end procedures, the transactions
of the day are transferred from the site system (Retalix) to SAP R/3 where
appropriate financial accounting documents are created.
When a site runs its day-end procedures to end billings for the day and start billings
for the next day, detailed transaction files are generated by Retalix. These transaction
files (referred in Retalix as "un-reconciled files") are loaded to SAP BW.
After having run the day-end procedures, the site manager checks the transactions of
the day, matches collections with billing, checks cash balances etc. and confirms the
day as "closed" in Retalix whereupon, Retalix generates a new set of transaction files
that are referred in Retalix as the "reconciled files". These files contain data
aggregated by the day and these are the files that get loaded to SAP R/3.
The site manager then banks the "reconciled" collections assigning a reference
number in Retalix for the banking (this deposit will form a part of the next day's
"reconciled" files). Further tracking of the deposit is by this reference number.
The data transfer process is
- Retalix exports daily files to Informatica
- Informatica re-maps file data and exports the data to POS DM
- POS DM validates data from Informatica, generates and exports IDocs to SAP
- SAP receives IDocs, creates and posts sales, goods movements and accounting
transactions

2.2

Scope of this document


This process overview includes a number of site transactions but only for the context
of the Cash and Banking Process - the process addressed only considers payments
realised at site by cash/cheques, banking of the collections and reconciliation (of
cash/cheques and banking).

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Business Blueprint Document BBD10015 - Cash and Banking


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Through the rest of this document, any reference to cash also includes cheques
collected in sales realisations by the site.
The pre-requisite to the Cash and Banking Process is the posting of sales documents
against which the cash and cheques are collected by the site: when the site
transaction data is received by SAP in the form of IDocs, the first posting is to the Site
Customer account for the sales and billings of the site (in the Sales IDoc) as a
receivable from the Site Customer account. Accruals arising from sales are also
posted in this document. Here is an illustration:
Site Customer Account Dr
To Sales
To Local VAT
Lottery purchases Dr
To Lottery purchase accrual
E-PAY purchases Dr
To E-PAY accrual

100.00
85.85
14.15
1.00
1.00
1.50
102.50

1.50
102.50

The lines other than the debit to the Site Customer Account are not relevant to the
processes described in this document.
For tenders against the sales, a Tenders IDoc is then posted. This Tenders IDoc
comprises two segments - one segment contains the Tenders information and the
other segment contains the banking information. Of these segments, the tenders
segment is first posted and the Site Customer account is cleared (indicating that the
billings have been realised at the site). Continuing the illustration above, these would
be the resulting entries in SAP:
Cash Control account Dr
Cash Control account Dr
Credit Card Receivables Dr
Purchases Food Services Dr
Till Shorts Dr
Lottery prizes Dr
Fuel variance Dr
To Sales Fuels
To Indebtedness
To Site Customer Account

41.00
0.50
55.50
2.84
0.08
0.18
0.07

100.17

<< Cash
<< Cheques

0.07
0.10
100.00
100.17

Here, again, the lines that are relevant to the Cash and Banking Process are the
credit to the Site Customer account and the debits to the Cash Control account (one
line for cash and another for cheques collected and banked allow for better tracking of
collections). If the Site Customer Account continues to display a debit balance, the
posting of tenders is incomplete and provides the first point of control (at the point of
collection of tenders) for tracking cash, cheques and banking.
For simplicity of this illustration, it is assumed that all transactions, including banking,
relate to the same day (in reality, banking of one day's collections only happens on
the next day). Banking of cash and cheques is then posted from the banking segment
of the tenders IDoc:
Bank Clearing Account Dr
Bank Clearing Account Dr
To Cash Control account
To Cash Control account

41.00
0.50

41.50

41.00
0.50
41.50

Here is the next point of control: when the second part of the tenders IDoc is posted,
the "Cash Control" account is cleared and the amounts are moved to the Bank
Clearing account - amounts remaining in the "Cash Control" account have not been
banked by the site. The Cash and Banking Process loop completes with the upload of
the Electronic Bank Statement and resultant postings in SAP:
Bank Account Dr
Bank Account Dr
To Bank Clearing Account
To Bank Clearing Account

41.00
0.50

41.50

41.00
0.50
41.50

With this, the realisations by the site of cash and cheques are confirmed as banked.
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3.
3.1

Process Description
Requirements
Req.
No.

GSS
Impact

DART
Impact

Business step and


Configuration/build

Cash on hand

Business process

142

List of error IDocs

Reporting and
output

206

Loan-in Transfers

Business step

209

Match deposits with


armoured car/bank

Business step

BP CRD # 408

213

Ability to monitor
transaction data from
bank to maintain SOX
compliance

Banking process

226

Payment card
reconciliation process

Business process

BP CRD # 283

355

Reports for open sites

Reporting and
output

Description

Category

94

Prepay and Settlement


Reconciliation

Business process

103

Reason codes:
Pay-in and Pay-out

107

Remarks*

Configuration

X
BP CRD # 408

* BP CRD numbers refer to requests raised for changes in Retalix.

3.2

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Assumptions
No.

Assumption

Source

Req. 94 ("Prepay and Settlement Reconciliation"):


The Fuel Systems hold the liability therefore the
data coming to SAP from the BOS must be net of
POS prepay activities to allow settlement
reconciliation to take place at the batch level. This
requirement is related to prepay cards process for
the US and will be managed as a local deployment
activity and therefore is out of the scope of this
document.

Derek O'Hagan

Req. 213 (Need ability to monitor transaction data


from bank to maintain SOX compliance): The
SAP EBS upload process meets this requirement.

Tim Empson

Req. 226 ("Payment card reconciliation process"):


This forms part of the Credit Card Reconciliation
Blueprint (BBD10002) and is therefore out of
scope of this blueprint.

Tim Empson

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3.3

Requirements in Context
This business process context sequences business transactions and activities (from sales
at site to banking and reconciliation) so that the requirements (listed at 3.1) are portrayed
in the context of the business process. The Cash and Banking Process 3.4 is also to be
read in this context.
The first part of the business process is the day-to-day transactions at the Site POS/BOS
in the Retalix system.
Opening of cashier shift to start the tills
Performing till transactions:
Sales billings, cash collections, return of change to customers
Loan-in Transfers
[206]
These are monies moved from the site safe to the till for various payments
(e.g. local purchases, employee advances, exchange of notes for coins etc.).
Performing "safe drops"
This is the periodic clearing of cash and cheques from the tills and
depositing the monies into the safe at site.
Pay-in/Pay-out codes
[103]
For any pay-ins to the Retalix system or pay-outs from the Retalix system, a
reason code, referred as the "Pay-in/Pay-out" code is entered.
Prepay
[94]
As indicated under "3.2 Assumptions", the data from the POS/BOS will be
net of POS prepay activities and prepay reconciliation will not be handled in
SAP.
Closing the cashier shifts to end till transactions for the day

At the end of the business day, the next part of the process occurs: Day Close procedures are
executed in the Retalix system so that operations of the next business day may commence at
the tills.
After the Day Close procedures are executed in Retalix, the site manager, typically on the
next morning, reconciles the till collections physically with the cash and cheques in the site
safe and also "confirms" the Day Close. This confirmation results in generation by Retalix of a
second set of transaction files aggregating the transactions of the site for that day. These files,
referred to as the "reconciled" files are then transmitted to Informatica for transformation and
are transmitted onward to POS DM from Informatica. POS DM converts this data into IDocs
for transactions to be then posted in SAP as transactions of the day for the site.
Performing cash deposits into bank
Cash is then deposited into bank either directly or via an Armoured Carrier. As with
any other cash pay-in/pay-out transaction in Retalix, a reason code and reference
number are recorded and transmitted in the "reconciled" files for appropriate postings
in SAP.
Reconciling cash deposits with Bank Statement
[209, 213]
Once the deposits are posted in SAP, standard SAP functionality for Electronic Bank
Statement upload is used to reconcile the banking reported by site with the credits
issued by the bank.

Through this document, requirement numbers are highlighted in [red] where the process
refers to the fulfilment of the requirement.

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3.4
3.4.1

The Cash and Banking Process


Data Flow
Here is a schematic of the Cash and Banking data exchanges between the various
systems. This data flow is to be read in conjunction with section 2.2 "Scope of this
document".

Retalix exports daily files to Informatica as mentioned in 3.3 (III) above


Informatica re-maps file data and exports the data to POS DM
POS DM validates data from Informatica, generates and exports IDocs to SAP
SAP receives IDocs, creates and posts sales and accounting transactions as
explained in 2.2
Cash pick-up by armoured car (or direct deposit into bank) is entered at the site in
Retalix and is part of the daily export file for the Tenders and Banking Interface. A
reference number and pay-out code are part of the data in the files exported by
Retalix
The daily electronic statement received from the bank (for cash and cheques
realised) is uploaded to the SAP Retail system
A matching process is run in the SAP Retail system to set off the cash pick-up/ direct
deposit with the credits reported in the bank statement
If, for any local deployment, the Armoured Carrier were to issue a statement of cash
pick-ups and these statements were to be required by the business to be reconciled
with the banking, local deployment teams could configure (without impact to the SAP
global template) uploads of the Armoured Carrier statements similar to the bank
statement mentioned at 6. and 7. above.

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3.4.2

3.5

Pay-in/Pay-out Codes
Each receipt or payment transaction in Retalix is mapped to a code (pay-in or pay-out
code) and this code, in turn, is mapped to a transaction type in SAP to determine the
SAP financial posting.
The mapping of Retalix pay-in/pay-out codes and SAP FI Transaction Types is
maintained in the SAP Custom Table ZFIC_WPUFI and this table is downloaded to
the POS DM on a daily basis. When data from Retalix is received into POS DM, the
downloaded table is read and the Tenders/Banking IDocs created are populated with
the Transaction Types corresponding to the pay-in/pay-out codes in the Retalix data.
The financial postings in SAP are determined by the Transaction Type in the IDoc.
To ensure that correct postings occur in SAP, it needs to be ensured that the correct
pay-in/pay-out codes be received from Retalix. To this end, both the pay-in/pay-out
codes and the reference number are mandatory entries on the screen in Retalix. A
backward trace from SAP to Retalix can be achieved with minimal effort even in the
event of an incorrect pay-in/pay-out code entered in Retalix.
A Global List of pay-in/pay-out codes has been defined by GSS and these codes are
not expected to require any changes or additions. Each region chooses the codes
that need to be available to the region and those chosen codes are included in the
Gold Build for the region (and therefore are included in each of the sites built for the
region). If any region should require additional codes, it would be necessary for a
business approval first and then addition to the Global List before availability to the
region. A process is in place for the GSS Operations Architecture to supply SAP
Support with any changes to the global list so that the SAP Mapping tables can be
updated with changes. The Global List is included in the Appendix of this document.
Loan-in Transfers (Requirement 206), when monies are moved from the store safe to
the till for payments (e.g. local purchases, employee advances, exchange of notes for
coins etc.), are recorded with the pay-out code, cashier number, a reference number
and a free text line describing the reason for the transaction. To ensure that this
information is always entered in the Retalix system, the reference number field in the
relevant Retalix screen is mandatory (CRD 408 has been created for this purpose).

Cash at Site and Banking

[107]

Cash at Site includes cash at the tills and in the site safe. This cash is primarily the
responsibility of the site manager who matches the physical cash with the Retalix till
collections.
In SAP, this cash is represented by the postings to the Cash Control account as in the
introductory illustration of accounting entries. It may be noted that these postings in
SAP are aggregated by day in the SAP line items. Once banked, as the same
illustration shows, the banked amounts are moved to a bank clearing account. Thus,
visibility in SAP as of the last Retalix data upload would be at site level for Cash at
Site (as in the Cash Control account), banking by site (as in the Bank Clearing
account) and amounts cleared by bank (as in the Bank account).

3.6

Bank Statement Upload

[213]

Electronic Bank Statement upload (EBS) is a standard functionality in SAP. This upload
results in financial accounting documents being created. A broad outline of how EBS
works is:
"Account Symbols" are mapped to accounts to which postings are to be made
"Posting Rules" are created to define how accounting entries are to be created
(document type, posting key, credit account, debit account etc.)
"Transaction Types" are created to represent different banking transactions (cheque
deposit, cash deposit, bank charges etc.)
"Transaction Types" are assigned to "Posting Rules"
Bank Accounts are assigned to Transaction Types
When the bank statement is uploaded, the system reads the transaction type from the
uploaded file, finds the corresponding bank account, applies the corresponding
posting rule and posts the documents to accounts whose account symbols are read
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from the posting rule. To be noted here is that the posting rule determines if a
transaction is to be posted to a GL account or a sub-ledger account by definition of
appropriate document types, posting keys, account symbol etc.
The processing described above is applied to each line of the bank statement as
each line represents a transaction and all the postings are aggregated and posted as
line items of a financial accounting document.
SAP provides the possibility of using a number of bank formats (including BAI,
SWIFT, Multicash, BACS etc.) and the bank statement needs to be in one of the
supported formats. If the bank statement is not in a supported format, the statement
will need to be reformatted before upload to SAP.

3.7

Cash deposits - Reconciliation

[209]

Cash reconciliation happens at two levels in SAP. As already mentioned, the


assignment field of the SAP financial line item holds the reference number of the cash
deposit as entered in Retalix. A clearing program runs every day to match the cash
collection reported by the site with the banking reported by the site. The banking
would typically be on a date subsequent to the cash collection date but the clearing
program would match the deposit reference in the assignment field (and the amount)
and therefore, the open items in the Cash Control account would indicate cash and
cheque collections that have not been banked and any amounts credited as banked
but not cleared would be amounts banked that do not match the collections. For the
unmatched items, a manual clearing is carried out.
A second reconciliation would occur when the bank statement is uploaded - line items
in the bank suspense account that are matched with the bank statement would be
cleared in the bank suspense account and posted to the bank account. Here, the
deposit reference number entered in Retalix (now in the SAP line item "Assignment"
field) would be used to match with the reference number received in the bank
statement. The line items open in the bank suspense account would be the
mismatches. Credits that exist in the bank statement and line items that remain open
in the bank suspense account would indicate a mismatch between the site reported
bank deposits and the bank reported deposits. These items are analysed and cleared
manually by applying the appropriate accounting treatment.
Errors could occur but remedies exist:
If the automatic clearing program fails, it would typically be due to incorrect selection
criteria for clearing or due to a technical failure of the program during clearing. In
either case, the open items would need to be manually analysed and appropriate
corrections made to clear line items. Standard SAP reports are available to list and
analyse these open items.
Incorrect postings from the tenders interface are only possible when the data from
Retalix is incorrect. Such errors would also need to be manually investigated and
corrected.
If the bank statement upload fails, the bank statement itself would first need to be
checked, appropriate corrections made and uploaded again. Errors in the bank
statement, when identified, would need to be corrected by the bank and a corrected
statement uploaded.
If an incorrect reference is entered in Retalix, the only recourse would be to refer the
error to the site manager who would then be able to confirm the error following which,
manual corrections are made to the line items in SAP.
Where the root cause of the error cannot be determined, it would be an operational
decision to write off or write back amounts so that line items can be cleared. Small
differences between the site reported deposits and bank reported deposits (maybe in
the order of fractional amounts less than unit currency amount) are usually written off
or written back by charge to the site profit centre instead of investigation of the
difference (that could often be more expensive!).

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4.

Reporting Requirements
Report name

Report description

Type/Origin

IDocs in error

Requirement 142

Custom ABAP
report in SAP

Site Status Report


for Cash and
Banking

Requirement 355(1)

List of IDocs in error with the monetary


amount to determine whether an
accrual should be made or not
Missing Daily Site Accounting Report for
Open Sites

SAP

Requirement 355(3)

Banking not reported for x days for


Open Sites

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Cash "overs" and


"shorts"

Requirement 355(2)

Mismatched Sitereported Banking

Requirement 355(4)

Reconciliation
Ageing Report

Requirement 355(5)

Reconciliation
Balance Report

Requirement 355(6)

PRINTED:

Daily reported cash overs and shorts


Unmatched (clearing account)
difference between site reported bank
deposits and bank reported deposits
100% Difference between site reported
bank deposits and bank reported
deposits
Matched (expensed) difference between
site reported bank deposits and bank
reported deposits
Ageing Report for
Unmatched (clearing account)
difference between site reported bank
deposits and bank reported deposits
Matched (expensed) difference between
site reported bank deposits and bank
reported deposits
Balance Report for
Unmatched (clearing account)
difference between site reported bank
deposits and bank reported deposits
Matched (expensed) difference between
site reported bank deposits and bank
reported deposits

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SAP
SAP

SAP

SAP

Business Blueprint Document BBD10015 - Cash and Banking


BP Accelerator DART
4.1.1

IDocs in error
Requirement 142: List of IDocs in error with monetary amount to determine
whether an accrual should be made or not
The errors here are in two stages. The first stage is the POS DM that validates data
transmitted by the Sites and sends only valid data to the SAP R/3 system (Data from
Sites that fail validation are not transmitted to SAP by the POS DM and such data is
held in the POS DM itself). The second stage is SAP where the IDocs transmitted by
POS DM fail to load due to various reasons (GL Account being blocked, technical
errors during the data update, SAP validation failure etc.).
IDocs that fail to load in SAP are checked, corrected and updated on a daily basis as
a matter of process. The reporting would therefore need to be more focussed on POS
DM. Due to paucity of data relating to errors held at POS DM and errors in SAP, no
reporting strategy can be formulated.
The need for reporting will be evaluated again after ANZ deployment and data
gathered from that deployment. A detailed study will also be made of POS DM reports
and if at a later point in time this report should still be deemed necessary, a strategy
for the report will be formulated.
[This requirement has been discussed with the process and the business and has
been agreed to be held in abeyance until data is available]

4.1.2

Site Status Report for Cash and Banking


Requirement 355(1): Missing Daily Site Accounting Report for Open Sites and
Requirement 355(3): Banking not reported for x days for Open Sites
These reports are effectively additional filters on the existing report
ZFIC_DAILY_SITE_STATUS. This existing report will be enhanced to include
additional functionality in the form of additional criteria in the selection screen but with
the ability to use the existing report unchanged if the newly added criteria are not
selected by the user.
[Please see Functional Specification FNS0214: Site Status report for Cash and
Banking]

4.1.3

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Cash "overs" and "shorts"


Requirement 355(2): Daily reported cash overs and shorts
SAP transaction code FBL3N will be used for this report. A detailed work instruction
document will be prepared to use the standard SAP report.

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4.1.4

Mismatched Site-reported Banking


Requirement 355(4)
- Unmatched (clearing account) difference between site reported bank
deposits and bank reported deposits
- 100% Difference between site reported bank deposits and bank reported
deposits
- Matched (expensed) difference between site reported bank deposits and
bank reported deposits
The site-reported bank deposit is posted to a unique (clearing/suspense) GL account
and when the bank statement is uploaded, the bank-reported deposit is matched with
both the Assignment and the amount in the site reported line item. If a match is
found, the site reported bank deposit is moved to the bank GL account. If either the
Assignment or the amount is not matched, the line item is not cleared and continues
to be an open item in the clearing/suspense account.
The line items still open in the clearing/suspense account would be the differences
between the site-reported bank deposits and the bank-reported deposits. SAP
transaction code FBL3N will be used to fulfil this requirement. A detailed work
instruction document will be prepared to set up both selection variants and report
variants so that the standard SAP report can be used by the business.
[This requirement has been discussed with the process and the business and has
been agreed that although the report is a valid business requirement, there is little
business value in creating a custom report that would effectively output the same
data as the standard report.]

4.1.5

Reconciliation Ageing Report


Requirement 355(5)
- Unmatched (clearing account) difference between site reported bank
deposits and bank reported deposits
- Matched (expensed) difference between site reported bank deposits and
bank reported deposits
These reports also being variations of the reports in requirement 355(4), the standard
SAP report (FBL3N listing) will be used. A detailed work instruction document will be
prepared for the use of SAP transaction code FBL3N to fulfil this requirement.
[As with requirement 355(4), this requirement also has been discussed with the
process and the business and has been agreed that there is no requirement of a
custom report.]

4.1.6

Reconciliation Balance Report


Requirement 355(6)
- Unmatched (clearing account) difference between site reported bank
deposits and bank reported deposits
- Matched (expensed) difference between site reported bank deposits and
bank reported deposits
As with requirement 355(5), these reports too are variations of the reports in
requirement 355(4) and the standard SAP report (FBL3N listing) will be used. An
appropriate work instruction document will be created for using the standard report.
[As with requirement 355(5), this requirement too has been discussed with the
process and the business. It has been agreed that there is no requirement of a
custom report.]

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5.

6.

Business Controls
Business Risk

Means of achieving control objective

Reporting requirement is mostly met by


effective use of the standard SAP report
run using transaction code FBL3N. User
training for using variants is essential.

A work instruction document will be


available.

Business Scenarios
Scenario
ID

7.
7.1

Scenario Name

Scenario short description

Cash and Banking

Cash and Banking Reconciliation

Timing and Frequency


Timing
The cash and bank process will be a part of the daily data feed from Retalix to SAP.
Account open item clearing for the tenders interface is created as a background job
that runs daily. This daily job clears both the site account for collections and the cash
control accounts for banking as reported by the site.
The process of EBS upload is also daily or the same frequency as receipt of the
electronic statements from the bank.

7.2

Frequency
Daily

7.3

Scheduling Requirements
Account Open Item Clearing created as background jobs run daily - Programs
SAPF124 or ZFIC_SAPF124 could be used. ZFIC_SAPF124 allows greater flexibility
in selection of clearing criteria than SAPF124. Please see FNS10320 included in the
appendix.

8.
8.1

8.2

Inputs and Outputs


Input details
Input name

Input description

Source

Tenders IDoc

Cash and cheque collections as reported by site and


banking of cash and cheques as reported by site

Retalix (via
Informatica/
POS DM)

Bank
Statement

Electronic statement issued by bank for credit of banking


by site

Bank

Output
name

Output description

Destination

Paid-in/Paidout Codes

Pay-in/Pay-out Codes and corresponding SAP transaction


type as maintained in custom table ZFIC_WPUFI (This is
the source for POS DM to create transaction types in the
IDocs to SAP).

POS DM

Output details

Note: This output is an intermediate step in the Cash and Banking Process and not
a result of that process.

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9.

IT Processes

9.1

SAP customising
Requirement 94 - Pre-pay
Activity in Retalix. No configuration required in SAP.
Requirement 103 - Pay-in/Pay-out
Maintenance of SAP ZFIC_WPUFI table. No configuration required.
Requirement 107 - Cash on hand
Delivered reports to be used. No configuration required.
Requirement 142 - IDocs in error
Refer section 4.4.1. No configuration required
Requirement 206 - Loan-in
Retalix pay-in/pay-out code mapping. No configuration required in SAP.
Requirement 209 - Cash Deposit reconciliation
The required configuration is of the Electronic Bank Statement upload and
will be a local deployment activity.
Requirement 213 - Monitor transaction data from bank for SOX compliance
Implicit in the banking process addressed for requirement 209.
Requirement 226 - Payment Card Reconciliation process
Out of scope of Cash and Banking. Covered by blueprint document
BBD10002.
Requirement 355 - Reports for Open Sites
Refer 4. Reporting Requirements. No configuration required.

9.2

Gaps, ABAP development requirements


Requirement 355(1): Missing Daily Site Accounting Report for Open Sites
Requirement 355(3): Banking not reported for x days for Open Sites
The two requirements above will be met by enhancing the existing custom
report ZFIC_DAILY_SITE_STATUS
Requirement 142: List of IDocs in error with monetary amount to determine
whether an accrual should be made or not
A report may need to be developed at a later point in time.
Requirement 355(5): Ageing Reporting
A report may need to be developed at a later point in time if the standard report is
found unsuitable.

9.3

Change Impact
None.

10.

Country specific requirements (not covered by harmonised


template solution)
Country specific Electronic Bank Statement formats require the use of country
specific configuration for EBS upload.

11.

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Opportunities for improvement, benefits

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12.

Appendix: Related documents

These documents are attached in this blueprint only for ease of access and reference. They
are in the form as at the time of creation of this blueprint and for the latest versions, either
Solution Manager would need to be looked up or the GSS team contacted.

12.1 CRD 283

CRD 283.doc

12.2 CRD 408

CRD 408.doc

12.3 Pay-in/Pay-out Codes (Retalix Reason Codes)

Pay-in & Pay-out


Codes.doc

12.4 FNS0214: Site Status report for Cash and Banking


The latest version of this document is available from the Solution Manager.

12.5 FNS10320: Open Item Clearing


As a result of SCR0484 and SCR0507, FNS10320 has been created for added
flexibility in clearing open items. Please refer to Solution Manager for the current
version of this document.

FNS10320_Open_Ite
m_Clearing

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