Frequently asked questions about the electronic provision of discrepancy documents and fee statements

General information
Which documents are provided electronically?

Fee statements
Discrepancy documents (discrepancy information and information on an account being credited/debited as a result of a discrepancy)

Is it possible to receive solely fee statements or discrepancy documents electronically or is it only possible to apply for both of these together?

It is possible to make separate applications.

In what format are documents provided?

PDF format.

How do I find out that a new document has been made available?

Every registered user will receive an email notification when a new document is available in their ExtraNet mailbox. The link contained in the email provides direct access to the ExtraNet download area. Every user can deactivate the email notification function themselves if desired.

Are the documents sent by email?

No, the documents are made available for download in the Bundesbank’s ExtraNet in the CashEDI specialised procedure. It is not possible to send them by email.

Is any special software required to retrieve the files?

No, the PDF files can be downloaded and saved using a conventional internet browser. If you already use software for the notification of deposits or cash orders, it might the case that this software can also retrieve the PDF documents.

What requirements must be met to receive the documents?

Existing Global Location Number (GLN)
Registration for the electronic provision of the files sent by email to the Customer data management and customer information team – cash payments: kundendaten-bargeld@bundesbank.de
Registration for the Filetransfer download service in the Bundesbank’s ExtraNet

What is a GLN and where can I obtain one?

Global Location Numbers (GLNs) are identity numbers in the GS1 numeric system and are already used in the CashEDI procedure to identify parties involved in the process (e.g. depositors, carriers, etc.).
If your deposits are notified via a CIT company and this company only submits your funds in collective deposits, you may not yet have reported a GLN to the Bundesbank. In this case, please check in your enterprise first whether a GLN already exists (and has only been used in other areas thus far) that you can report to us. In addition, you can use the “Verified by GS1” service provided by GS1 (gs1.org) to conduct an initial search to see if your enterprise has an existing GLN.
If your enterprise does not yet have a GLN, you can purchase a corresponding licence via your national GS1 organisation (e.g. GS1 Germany gs1-germany.de).

Who can download the documents from the ExtraNet?

Relevant users must be registered for access to the ExtraNet. It is up to you to select who to register and the number of users required.

Is a fee charged for the electronic provision?

No.

Can another entity be designated as the recipient of the documents?

Yes, provided this entity also meets the relevant requirements (see the question “What requirements must be met to receive the documents?”). In this case, only this recipient needs to register for the Filetransfer download service in the Bundesbank’s ExtraNet.
Fee statements
Does the electronic provision of fee statements change anything about the settlement procedure?

No, the procedure just involves the document you would previously have received by post being provided electronically. The settlement arrangements (time of settlement, settlement in the respective Bundesbank branch, etc.) remain unchanged.

Are the fee statements from various Bundesbank branches combined into a single document?

No, you will continue to receive one statement per Bundesbank branch.

Does registering for electronic provision stop paper copies being sent?

Yes.

How does downloading the files from the ExtraNet work?

After logging into the Filetransfer area of the ExtraNet, select the function “1b Filetransfer: Rückmeldungen zu Geldbestellungen, Einzahlungsavisen, Differenzunterlagen und Entgeltabrechnungen (Download)” – (1b Filetransfer: response regarding cash orders, lodgement notifications, discrepancy documents and fee statements (download)).
The files contain the abbreviation “EA” (“Entgeltabrechnung” – fee statement) or “ES” (“Entgeltabrechnung Storno” – fee statement cancellation) in the file name. They are available for download for 60 days and can also be downloaded multiple times.
Once you have confirmed the download, it is no longer possible to download the files again.

Can the files be provided again if they are no longer available for download in the ExtraNet?

No, this is not possible. In this case, please contact your local Bundesbank branch.
Discrepancy documents
Does registering for electronic provision stop paper copies being sent?

In future, discrepancy information and the information on your account being credited/debited will be provided exclusively in electronic form. In special cases (e.g. confirmations of receipt regarding counterfeit money and reimbursement applications), documents will continue to be sent by post.

We have received discrepancy documents by email thus far. Will this continue to be possible?

No, from 10 July 2024 onwards, documents will generally be provided electronically via the Bundesbank’s ExtraNet. Registration via the Customer data management and customer information team – cash payments (see contact) is necessary for this.

Will container cards, safe bags, etc. continue to be sent by post?

If you require items such as container cards, safe bags, etc. in their original form, you can request these from the Bundesbank branch responsible, stating the respective process.

What does the new field “Fertigerangabe auf Verpackung / Safebag” – (Manufacturer details on packaging/safe bag) mean in the discrepancy information?

If, for example, a deposited safe bag or container card has legible information on it that may be helpful for explaining discrepancies, the Bundesbank branches have the option of transferring this information when recording discrepancies so that the safe bags or container cards or corresponding copies do not need to be sent. This requires the information to be legible; it can be up to 240 characters long.
Looking ahead, it is envisaged that this information will be able to be provided when a lodgement notification is sent.

How does downloading the files from the ExtraNet work?

After logging into the Filetransfer area of the ExtraNet, select the function “1b Filetransfer: Rückmeldungen zu Geldbestellungen, Einzahlungsavisen, Differenzunterlagen und Entgeltabrechnungen (Download)” – (1b Filetransfer: response regarding cash orders, lodgement notifications, discrepancy documents and fee statements (download)).
In the event of a discrepancy, we will provide you with a number of documents. The files can be distinguished by the following abbreviations in the file name:
DB: “Differenzbeleg” (discrepancy information)
DG: “Differenzanschreiben SEPA-Gutschrift” (discrepancy letter SEPA credit)
DL: “Differenzanschreiben SEPA-Lastschrift” (discrepancy letter SEPA direct debit)
FS: “Kundenbeleg Fehlbetrag Storno” (customer information shortage cancellation)
MS: “Kundenbeleg Mehrbetrag Storno” (customer information surplus cancellation)
The files will be available for download for 60 days and can also be downloaded multiple times.
Once the download has been confirmed, it is no longer possible to download the files again.

Can the files be provided again if they are no longer available for download in the ExtraNet?

No, this is not possible. In this case, please contact your local Bundesbank branch.