Lesson 4 of 5
Reprocessing
6 min
No matching setup reaches 100%. Items that the algorithms could not clear wait for reprocessing: a person, or an automated rule, decides what they are and posts them. A good team reprocesses every item the same day and, just as important, turns repeated manual fixes into rules so the same item does not need a person next month.
The tools
In SAP S/4HANA the app Reprocess Bank Statement Items lists items that were not fully posted. For each item you can search for open items by customer, supplier, amount or reference, assign the item to them and post, post to a G/L account such as bank charges, or apply a reprocessing rule. In Private Edition the classic transaction FEBAN offers similar postprocessing. SAP's Bank Statement Monitor shows, per account and day, whether statements are complete and fully processed.
- Open the worklistReprocess Bank Statement Items, filtered to company code 1710 and yesterday's statements
- Read the itemAmount, date, transaction code, note to payee, any partner name
- Find the matchSearch open items by customer, amount or a reference fragment
- DecideClear against items, post a difference, post to a G/L account, or leave with a note
- PostItem status changes to posted; clearing documents created
- LearnIf the same pattern recurs, propose a rule or search string
Reprocessing rules
A reprocessing rule says: when an item meets these conditions, post it this way. For example, "if the note to payee contains MONTHLY ACCOUNT FEE and the bank account is the operating account, post to bank charges expense". Rules are maintained in their own app (Manage Bank Statement Reprocessing Rules in releases that offer it) and can be applied manually from the reprocessing app or automatically. SAP describes the newer flow in two phases: first, posting rules and interpretation algorithms look for matching open items; then the system checks whether an automatic reprocessing rule fits the remaining items. Some releases also offer proposals based on machine learning; whether they are available depends on edition and license.
| Tool | What it changes | Best for | Watch out for |
|---|---|---|---|
| Manual reprocessing | One item at a time | Unique or unclear items | Inconsistent decisions between clerks |
| Reprocessing rule | Posting of items that meet conditions | Recurring fees, standing payments, known partners | Rules too broad catch the wrong items |
| Search string (classic) | Text found in the note to payee, mapped to a value the algorithm can use | Known reference patterns, such as a customer's own format | Patterns that change without notice |
| Configuration change | Algorithm, intervals or posting rules | Systematic failures | Needs full regression of statement processing |
Good reprocessing habits
- Reprocess daily; an item left for a week becomes a research project.
- Never post an unidentified receipt to revenue or a random customer. Use an agreed suspense account with an owner, and clear it within days.
- Record why each manual decision was made in the item's note or the team's log.
- Review the top unmatched patterns weekly and decide: ask customers, add a rule, or fix configuration.
- Treat new rules like configuration: test them on past statements in QAS before activating them.
Suspense accounts deserve their own routine. At Contoso, the AR lead reviews the incoming payments suspense account every Friday with Maria: each item older than five days is escalated to sales to contact the payer, and nothing may stay longer than the month-end close without Dan's approval.
What would you do?
Each month the bank deducts a 35 USD account fee, and each month a clerk posts it manually to bank charges. What is the best improvement?
- Reprocess Bank Statement Items (classic FEBAN) handles items the algorithms could not clear.
- Reprocessing rules post items that meet conditions, manually or automatically.
- Unidentified receipts go to an owned suspense account, never to revenue or a guessed customer.
- Automate frequent, predictable patterns; keep rules specific and tested.
Check your understanding · not graded
Lesson check
1. Which app lists bank statement items that need manual follow-up?
2. Which classic transaction offers bank statement postprocessing?
3. Where should an unidentified customer receipt be posted while it is researched?
4. Which pattern is best suited to an automatic rule?