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  11. Setting up the CODA/FINSTA...

Setting up the CODA/FINSTA functionality (Belgium/Netherlands)

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CODA/FINSTA transactions are processed using the Process CODA transactions program. The parameters entered on the start-up panel are stored per user and used as defaults, if the same user starts the process again. The whole process of creating transactions based on the CODA/FINSTA transfer files is steered by a job control string (see section Setting up the job control process below).

Prerequisites

  • DC1 Financials must be installed and activated.
  • The countries BE and NL respectively must be activated in Work with companies.
  • The CODA and NLFINSTA functions respectively must be activated for your company in the Function control file.

Prior to processing the CODA/FINSTA transactions ensure that you have downloaded the CODA/FINSTA bank statements from the Isabel SA company and have placed them in the CODA/FINSTA directory in your local system.

Process overview

Setting up the CODA/FINSTA interfaces

This section describes how to set up the Coded Daily Bank Statement (CODA) interface, if you are a Belgian (BE) user, and the Financial Transaction (FINSTA) interface in the DC1 system, if you are a Dutch (NL) user.

The following setup tasks are included:

Setting up tables and files for the CODA process

The following tables and files are involved:

Tables/Files To do
Function control file Ensure that the CODA and NLFINSTA functions are active for the application FIN and that the Function control file contains the pre-loaded functions in the system.
General parameter table The general parameter table contains the default general parameters for different modules and routines. In the CODA/FINSTA process, the following keys are used:

  • CODA_DEBTOR_NUMBER_LENGTH_1
  • CODA_DEBTOR_NUMBER_LENGTH_2
  • CODA_DEBTOR_NUMBER_LENGTH_3
  • CODA_DEBTOR_NUMBER_LENGTH_4
  • CODA_DEBTOR_NUMBER_LENGTH_5
  • DEFAULT_SETTLEMENT_POLICY
  • CODA_DELIMITERS

Note: These keys are pre-loaded. You need to maintain the table to define functions valid in your DC1 company.
Work with banks Within one company you can set up different banks. However, you may decide to receive CODA and/or FINSTA transactions for some selective banks. To be able to create an open batch, a voucher type must be connected to the bank. This voucher type determines, via the pseudo account, the account and currency which will be used for the bank transactions.

Select the Work with banks menu item to add a new or change an existing bank.
Work with coda/finsta settlement policies A settlement policy contains the definition of several parameters which are steering the behaviour of the search for debtors or open transactions. Settlement policies are only used in the flow of A/R transactions.

Select the Work with coda settlement policies menu item to add a new or change an existing settlement policy.
Work with settlement policies – Excluding document types For each settlement policy it is possible to define document types which should be excluded from the automatic settlement during the CODA/FINSTA process or the financial transaction interface.

Select the Work with coda settlement policies menu item, then the Excl doc types option to add a new or change an existing document type.
Coda/Finsta routine table maintenance The Coda/Finsta routine table contains the different routines used for processing the CODA/FINSTA interface files.

Select the applicable CODA/FINSTA routine table maintenance menu item to add a new or change a default document type for each routine. You can also state if it is mandatory to define a settlement policy for transaction types using a particular routine or not. Furthermore, a program name must be entered in the CODA/FINSTA routine table to process the transactions related with the routine.

This table is pre-loaded with the following three types of routines (each linked to a different program):

Routine Description Program name
APP Enter A/P payments BEFR351
ARP Enter A/R payments BEFR352
GL Enter G/L transactions BEFR353
Business partner file maintenance, A/R additional data Some customers mark the invoices using a structured code. While receiving an invoice payment from the customer, you can use this code as a reference code of the invoice. You can either specify in the settlement policy if you want to update the bank account in the Business partner file or not. You can also override the bank account parameter during the start-up of the CODA/FINSTA process.

Select the Work with business partners menu item to specify these additional details.
CODA/FINSTA definition table maintenance This table contains the library, file and member name or the IFS directory and file name where the CODA/FINSTA files are stored for a particular bank. The CODA/FINSTA files can contain transactions of several companies, so these files must be stored on system level. The sequence indicates in which sequence the CODA/FINSTA module must process the different banks.

Select the Coda/Finsta definition table maintenance menu item to add a new or change an existing file definition.
Coda/Finsta transaction code table maintenance In the CODA/FINSTA interface files, the different types of transactions are identified by a transaction code. For each transaction code of the bank, you can set up different parameters of how this transaction type must be processed in DC1 Financials. The definition of the transaction types can be done for a specific bank account or in general.

Select the Coda/Finsta trnx code table maintenance menu item to add a new or change an existing transaction code.
CODA/FINSTA interbank transaction table maintenance If transfers are done from one bank to another within the same company, then the transactions to be posted in the accounting are not payments, but pure G/L transactions between two accounts. If the bank account number of the CODA/FINSTA transaction files is found in the CODA/FINSTA inter bank transaction table, then the transactions are created in the open batch as pure G/L transactions on the bank account found in the defined pseudo account.

Select the CODA/FINSTA interbank transactions table maint menu item to add a new or change an existing interbank transaction.
Coda/Finsta transaction code override table maintenance In this table you can override the setup you have done in the Coda/Finsta transaction code table maintenance.

Select the Coda/Finsta trans code override table maintenance menu item to add a new or change an existing payment transaction.
CODA announcement type table maintenance The information record (type 31) of the CODA/FINSTA transfer file can contain different types of information. Each type of information is identified by a code of three characters, stored in position 41-43 of the record. This information is printed on the detail list below the heading structured announcement type. The structured announcement type and the description can be entered in the CODA announcement type table.

Select the CODA announcement types menu item to add a new or change an existing announcement type.
Work with VAT handling codes VAT on bank costs can be booked automatically with the CODA/FINSTA functionality. Therefore, a VAT handling code could be linked to a CODA/FINSTA transaction. Only the transaction code containing the VAT amount (e.g. 8 01 37 011) must be activated in the CODA/FINSTA transaction code table. The transaction containing the bank cost itself (e.g. 8 01 37 006) and the total transactions (e.g. 3 01 37 000) must be inactivated.

Select the Work with VAT handling codes menu item to add a new or change an existing VAT handling code.

Setting up the financial transaction interface files

The Financial transactions interface program is used to select the payment transactions that are created in a third-party system and which are stored in the financial transaction interface files. This interface is mostly used for inter-company payments and point-of-sales payments.

The purpose of this module is to fill a financial or sundry batch (A/P payment, A/R payment or G/L transaction) with information from a third-party system by filling up some interface files, which are base for the open batch.

During transfer, the content of the interface files are checked, and if errors are not found, then the open batch files are created filled with the information (A/P payment, A/R payment or G/L transaction) from the files. If an error is found in any of the interface file records (see File layout description), then the processing is stopped, and the erroneous record’s status code is marked as E. The system prints an error list. You need to correct the errors and change the status code to blank and start the interface program again to create the open batch.

File layout description

Code Description
M Mandatory
N Not allowed
O Optional

Header file

A header record is needed for each accounting year/voucher type/voucher number combination. A new batch will be created if a break is found on this field combination. The link between the header record and the detail records is the accounting year, voucher type and voucher number. For each header record at least one of the detail records is needed. If no detail record is found, an empty batch will be created (only the header).

Select the Financial transaction interface menu item. You access the Financial transactions interface panel. Provide the printer information for printing the error list and click OK to process the transactions.

Setting up the job control process

The CODA/FINSTA process is steered by a job control string. This job control string must be properly set up for the different companies you want to include in the CODA/FINSTA process. Ensure that the following table maintenance programs are set up:

Tables/Files To do
Batch programs table maintenance Select the Work with batch programs menu item. You access the Batch programs table maintenance panel. Select the program name BEFC331 and define it as batch job stream.
Job control table maintenance In this table, if you are loading the job control string for any company, then to include this company in the CODA/FINSTA process, you have to enter three new lines (as shown below) after the Process CODA/FINSTA records entry:

  • CHGASWCOM COMPANY(T1)
  • EXCASWPGM PGM(BEFC391) PARM(N)
  • EXCASWPGM PGM(BEFC350) PARM(N)

Note: You can automatically load the job control string for a company by selecting the company name via the Load JOBCON for CODA menu item.

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