IHC AC210

AC210 New General Ledger Accounting (in SAP ERP) SAP ERP - Financials

Date Training Center Instructors Education Website

Participant Handbook Course Version: 95 Course Duration: 5 Day(s) Material Number: 50099272

An SAP course - use it to learn, reference it for work

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About This Handbook This handbook is intended to complement the instructor-led presentation of this course, and serve as a source of reference. It is not suitable for self-study.

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© 2011 SAP AG. All rights reserved.

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About This Handbook

AC210

Icons in Body Text The following icons are used in this handbook. Icon

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Contents Course Overview ......................................................... vii Course Goals ...........................................................vii Course Objectives .....................................................vii

Unit 1: Introduction........................................................ 1 Introduction ..............................................................2

Unit 2: Ledger Definition ................................................. 9 Ledger Definition ...................................................... 10

Unit 3: Document Splitting ............................................ 45 Document Splitting.................................................... 46

Unit 4: Integration and other related Issues ... .................... 85 Integration with FI Subledgers ...................................... 87 Integration of new G/L with Controlling ........................... 110 Integration with Materials Management...........................131 (Actual) Profit Center Allocations (in FI) and the Subject of “Mapping Profit Center Accounting” ...........................140 Planning and Planning Options ....................................175

Unit 5: Selected Periodic Processing .............................. 205 (Selected) Periodic Processing ....................................206

Unit 6: Parallel Accounting ........................................... 245 Parallel Accounting ..................................................246

Unit 7: Reporting ........................................................ 301 Reporting..............................................................302

Unit 8: Migration ........................................................ 337 Migration ..............................................................338

Index ....................................................................... 351

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Contents

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Course Overview Target Audience This course is intended for the following audiences: • • •

People responsible for implementing new General Ledger Accounting (SAP) consultants People interested in the possibilities and functions of the new G/L

Course Prerequisites Required Knowledge •

Familiarity with operation and use of classic General Ledger Accounting

Recommended Knowledge •

Familiarity with the FI subledgers and Management Accounting (Controlling)

Course Goals This course will prepare you to: • • • •

Gain a comprehensive overview of the options of new General Ledger Accounting (Abbreviation: “new G/L” or “FI-GL (new)”) Become familiar with various topics relating to new General Ledger Accounting by means of exercises (and solutions) Assess the possible uses of the new G/L by means of several examples and practical experience Acquire the knowledge required for the migration course (AC212 - Migration to new G/L)

Course Objectives After completing this course, you will be able to: • •

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Understand the logic and possibilities of new General Ledger Accounting (Abbreviation: “new G/L” or “FI-GL (new)”) Configure and operate General Ledger Accounting (new)


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Course Overview

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SAP Software Component Information The information in this course pertains to the following SAP Software Components and releases: •

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Unit 1 Introduction Unit Overview Briefly discuss the points, which will be covered in depth over the following days. This unit can also be used if you need a brief overview of the functionality of new General Ledger Accounting and the considerable differences between it and classic General Ledger Accounting.

Unit Objectives After completing this unit, you will be able to: •

Outline the advantages of new General Ledger Accounting

Unit Contents Lesson: Introduction ...............................................................2

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Unit 1: Introduction

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Lesson: Introduction Lesson Overview This lesson summarizes the most important properties and benefits of new General Ledger Accounting in a compact overview.

Lesson Objectives After completing this lesson, you will be able to: •

Outline the advantages of new General Ledger Accounting

Business Example Companies make an effort to learn about new developments in the Processing Business Data area and then consider how useful these new developments would be in their own company. With new General Ledger Accounting, SAP provides a way to considerably improve the quality of FI data in (external) Financial Accounting.

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Lesson: Introduction

Overview of new General Ledger Accounting

Figure 1: New General Ledger Accounting Options

Hint: * The correct description is “new General Ledger Accounting” or “General Ledger Accounting (new)”. For simplicity reasons sometimes the shorter description “new General Ledger” is used in AC210 and in SAP Notes and/or (release) documentation. The expression can also be abbreviated with “new G/L” or “FI-GL (new)”.

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Figure 2: New G/L: One Component - Many Functions

Prior to SAP ERP, SAP customers had to install and operate many different components to meet international (or industry-specific) requirements and standards as completely as possible. In fact, the situation is worsening because more and more service providers (in the public sector, insurance, and media sectors, for example) are demanding balance sheets based on additional criteria - such as grant, fund or industry. The increasing importance of IFRS and US GAAP as (generally recognized) accounting principles is also heightening the need for improved quality and mapping options of segment reporting, or improved mapping and evaluation of the complete posting data. Furthermore, a unified solution would undoubtedly also be a bonus for tackling issues such as “Fast Close” and “Sarbanes-Oxley”. Overview of the totals tables when the classic components are used: • • • •

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Classic FI: Table GLT0 Cost-of-Sales Accounting ledger: Table GLFUNCT Reconciliation ledger: Table COFIT EC-PCA/classic Profit Center Accounting: Table GLPCT


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Figure 3: Advantages of the new G/L - Overview

The subsequent units elaborate on these benefits. You can (also) obtain an overview of the advantages of using new General Ledger Accounting in SAP Note 756146. Hint: The following SAP Note has detailed PDF attachments about “The Basic Architecture of New General Ledger Accounting in SAP ERP” in English and German: SAP Note 918675. Note: Despite all of the new features, the “interfaces” for entering the data and postings are (almost) identical to those of the previous release.

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Figure 4: New General Ledger Accounting and Industry Solutions

If you do not use the “/GL” alias, you also can access the PDF with the IBU information, in December 2010, via: www.service.sap.com (SAP Service Marketplace) -> Choose the Consulting, Solutions and User Group Areas portal -> Choose (in top left) Solution Details. In the structure tree, choose: Business Solutions and Applications → SAP Business Suite → SAP Business Suite Applications → SAP ERP (Enterprise Resource Planning) -> choose Find out more In the structure tree, choose SAP ERP Financials → Financial Accounting → General Ledger → Media Library In the Media Library, choose Solution Overview → PDF-File New General Ledger Accounting and Industry solutions Hint: In the Media Library, you can also find other interesting information about the new G/L.

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Lesson Summary You should now be able to: • Outline the advantages of new General Ledger Accounting

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Unit Summary

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Unit Summary You should now be able to: • Outline the advantages of new General Ledger Accounting

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Unit 2 Ledger Definition Unit Overview In AC210 the situation is initially as with an SAP customer who has upgraded his SAP system to SAP ERP 6.0. As a result, new General Ledger Accounting is not yet active. Now the customer wants to see and learn, in a test landscape, how new General Ledger Accounting works.

Unit Objectives After completing this unit, you will be able to: • • • • • •

Activate new General Ledger Accounting Describe the importance of scenarios Differentiate between the Entry View and the General Ledger View Define and derive segments Be familiar with the business functions provided for new General Ledger Accounting Understand the logic of Enhancement Packages and business functions and know how to use them

Unit Contents Lesson: Ledger Definition....................................................... 10 Exercise 1: Configuration of new General Ledger Accounting ........ 29

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Unit 2: Ledger Definition

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Lesson: Ledger Definition Lesson Overview • • • • • • •

Activation of new General Ledger Accounting Familiarization with the new totals table FAGLFLEXT Assigning “scenarios” (of the new G/L) and their importance Data Entry View and General Ledger View for Financial Accounting documents The Segment characteristic The derivation of the Segment characteristic Activation of business functions supplied with Enhancement Packages (EHP)

Lesson Objectives After completing this lesson, you will be able to: • • • • • •

Activate new General Ledger Accounting Describe the importance of scenarios Differentiate between the Entry View and the General Ledger View Define and derive segments Be familiar with the business functions provided for new General Ledger Accounting Understand the logic of Enhancement Packages and business functions and know how to use them

Business Example Before you can familiarize yourself with the functionality of the new General Ledger Accounting, you have to be aware of a few basic facts. After that you have to make a number of important decisions, and must enter a few settings in the configuration of the SAP system. Then you can test the new G/L in a test system.

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Lesson: Ledger Definition

New General Ledger Accounting - Basics

Figure 5: New G/L - Who must and who can use it?

* Info for existing SAP customers: If you think the advantages described in course AC210 are useful, you can migrate to new General Ledger Accounting in a migration project. Caution: The migration to new General Ledger Accounting is only possible after the upgrade to SAP ERP. For more information, see the Migration unit at the end of this course. Hint: Information for new SAP customers: To obtain more information about the new G/L system settings in case of a new installation, see SAP Note 756146. If you think new General Ledger Accounting is not useful for you, read SAP Note 999614.

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Figure 6: Activating new General Ledger Accounting

If existing SAP customers want to use new General Ledger Accounting, they have to activate it in Customizing (see figure) or with transaction code FAGL_ACTIVATION. Caution: This transaction code is executed at the start of course AC210 to enable you to explore the new functions. In practice, executing this transaction in a production system is one of the last activities performed during the migration project leading up to the implementation of new General Ledger Accounting. Find more information about this in the Migration unit. Note: The reverse conclusion also means that new General Ledger Accounting is never activated automatically as part of a (technical) upgrade to SAP ERP! Hint: You set the activation switch for each client - not on company code level. Caution: However, the activation results in system-wide changes to the appearance of the application and Customizing paths.

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Figure 7: New Menu Paths after Activation

The paths for new General Ledger Accounting are available in addition to the classic (FI) Customizing paths. Hint: To help you find your way around, the classic G/L paths initially remain available in their present form. Once you have become familiar with the paths for new G/L, you can run program RFAGL_SWAP_IMG_OLD to hide the classic General Ledger paths. Attention: The program run has an impact on the entire system/on all clients. Hint: Activating General Ledger Accounting (new), also makes several new nodes available in the SAP Easy Access menu, in addition to the existing menu paths. If at some point you only want to see and work with the new paths, the obsolete paths can be hidden with the program RFAGL_SWAP_MENU_OLD. Caution: Activating new General Ledger Accounting not only affects the menu entries - a small number of classic functions and transactions cannot be executed any more either. Note: The displayed screenshot was made using the Enjoy SAP GUI. The trainer may uses a different GUI in the course.

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Figure 8: Ledger Definition

Define additional currencies: In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Ledgers → Define Currencies of Leading Ledger. Assign fiscal year variant and variant of posting periods to the leading ledger: In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Fiscal Year and Posting Periods. Note: In addition to the leading ledger, you can define (within FI), so called non-leading ledgers. If required, you can assign a fiscal year variant to a non-leading ledger that differs from the fiscal year variant of the leading ledger. Differing posting period variants are also possible. For more information, see the Parallel Accounting unit.

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Figure 9: Totals Table FAGLFLEXT

In the totals table of new G/L (table FAGLFLEXT) more entities can be updated than that was possible in the totals table of classic General Ledger Accounting (table GLT0). As an option to the use of the word “entity”, also the words “characteristic” or “field” is fitting. Examples of new standard fields available in the General Ledger totals table: • • • • •

Profit Center Segment Functional Area Trading Partner Consolidation Transaction Type

The totals table FAGLFLEXT can be extended to include additional fields – both existing SAP fields and customer-defined fields. To add customer-defined fields to the totals table, you must first add them to the account assignment block CI_COBL: In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Fields → Customer Fields → Edit Coding Block. Caution: Do not test within the course, as no other transaction can be performed during this field adding process.

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Figure 10: Scenarios – Definition and Assignment

With the fields updated by the scenarios, corresponding business facts can be mapped – for example a Segment Reporting or the mapping of a profit and loss statement based on cost of sales accounting, .... Find the available SAP new G/L standard scenarios: In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Fields → Display Scenarios for General Ledger Accounting. Note: You cannot define your own scenarios. Assign the provided scenarios to a ledger: In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Ledger → Assign Scenarios and Customer Fields to Ledgers. Hint: It is possible to assign one scenario, several scenarios, or even all scenarios to a ledger. The decision as to how many scenarios to assign depends solely on which “business aspects” you want to map in the new General Ledger Accounting. Therefore: You do not need one single ledger for each scenario. You do not necessarily have to define one or multiple non-leading ledgers along with the leading ledger. Non-leading ledgers are particularly useful for mapping different accounting principles. For more information, see the Parallel Accounting unit.

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In AC210 we start working only with the leading ledger.

Figure 11: Data Entry View and General Ledger View

Figure 12: Scenarios – Assignment and Functions (1)

You can notice that nothing has changed for the user for entering an FI document. As a result, the document in the Entry View looks like the document display (transaction code FB03) in classic General Ledger Accounting.

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The dependencies also remain the same. For example: •

• •

Account Purchased Services (account 417000) is defined as a primary cost element in CO and therefore requires a CO-relevant account assignment when being entered. The CO object (for example that of a cost center) is used to derive the Profit Center characteristic and the functional area. New with ERP: The Profit Center characteristic can now be used to derive the Segment characteristic.


Hint: If the corresponding scenarios are not assigned, no entities/characteristics are transferred to the General Ledger View and therefore not into the tables of the new General Ledger Accounting either (totals table FAGLFLEXT and line item table FAGLFLEXA). Effects of a missing scenario assignment: If you call up a balance sheet (and/or a profit and loss statement), you would see the amount of € 50.00 on the Purchased Services account. It would be impossible, however, to allocate the bookkeeping transaction to a business area, a functional area, a profit center, or to any other entity. Caution: In AC210, the scenario assignment is changed (more than once) in Customizing for training purposes. However, note that in practice, if you subsequently change the assignment of scenarios or

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customer fields to a ledger of new General Ledger Accounting in a productive system, this may lead to major inconsistencies during document processing. Deleting this type of assignment may also lead to inconsistencies. Therefore a relevant warning message appears if you make changes in Customizing. Hint: Have a look at the Migration unit, to read more about available possibilities, regarding subsequent implementation of further functionality within (already activated) new G/L.


Since the Cost of Sales Accounting and the Profit Center Update scenario are assigned to leading ledger 0L, these two entities (functional area and profit center) are updated in new General Ledger Accounting and are displayed in the General Ledger View. The Cost Center field, for example, is not updated or displayed in the General Ledger View, because the Cost Center Update scenario has not been assigned to the leading ledger.

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Caution: However, the assignment of scenarios does not result in a “zero balance situation” for a selected entity – the profit center example (see the PC column) illustrates this: •

•

It is not (yet) possible to create a complete profit center balance sheet (for profit center 1402, for example), because the profit center has not (yet) been inherited to posting lines 2 and 3. To achieve this, document splitting must be configured and activated. For more details, see the Document Splitting unit.

Note: Remember: In course AC210, the scenario assignment is changed (more than once) in Customizing for training purposes. However, note that in practice, if you subsequently change the assignment of scenarios or customer fields to a ledger of General Ledger Accounting (new) in a productive system, this may lead to major inconsistencies during document processing. Deleting this type of assignment can also lead to inconsistencies. A relevant warning message appears if you make changes in Customizing.

Figure 15: The new Segment Characteristic - Definition and Usage

Segments should/can be used to meet the requirements of international accounting principles (for example IFRS or US-GAAP) regarding “Segment Reporting”.

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However, the Business Area or Profit Center SAP standard objects can also (still) be used as alternatives. With SAP ERP, the Segment characteristic is provided in addition because the Business Area or Profit Center entities were frequently used for other purposes in the past in companies, to meet other requirements. Note: Extract from IFRS 8: BUSINESS SEGMENTS - 5. A business segment is an area of a company •

•

•

... a) that carries out business activities that generate revenues and for which expenses can be incurred (including revenues and expenses in connection with transactions with other areas of the same company), ... b) whose operating profits are regularly inspected by the main decision-maker of the company with regard to decisions about the allocation of resources to this segment and the evaluation of its profitability, and ... c) for which there is corresponding financial information.

Figure 16: Derivation of the Segment from the Profit Center Master Record

An SAP ERP system enables you to save a segment in the master data of a profit center. The segment is posted to automatically when the profit center is posted to. Note: There is no “dummy segment posting”, as in the (classic) profit center logic - if the profit center or the dummy profit center does not have a segment in the master data, there is no segment account assignment either. The standard method recommended by SAP is to derive the segment from the profit center master record.

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Customers can program their own derivation solutions using a user exit (more precisely, a BAdI): The definition name of the BAdI is FAGL_DERIVE_SEGMENT. Substitutions (comparable with the previous usage of the Functional Area characteristic) can also be used to enrich the segment. However, SAP does not recommend this method for deriving segments - See also SAP Note 1035140. Hint: For maintaining profit centers in other SAP (master data) objects, see SAP Note 1057674. However, the derivation of the Profit Center characteristic from other SAP modules is also dealt with in SAP standard courses: • •

In course AC610 (Profit Center Accounting with classic General Ledger Accounting) or In course AC612 (Profit Center Accounting with new General Ledger Accounting).

Figure 17: Derivation of a Segment - Overview

In the standard system, the Segment entity is derived from the Profit Center characteristic because this already exists in various SAP objects, and the Segment characteristic can be derived automatically from this.

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If it is not possible to derive the Segment characteristic from a profit center master record, other ways must be found of assigning a segment - the options available are: • • •

Manual Entry BAdI implementation (BAdI FAGL_DERIVE_SEGMENT) Defining substitution rules and a

•

standard account assignment, available in connection with document splitting. Note: In addition to the BAdI FAGL_DERIVE_SEGMENT, there is also the BAdI FAGL_DERIVE_PSEGMENT for deriving the partner segment.

Figure 18: Displaying the Segment Characteristic in an FI Document

Assignment of the scenarios: In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Ledger → Assign Scenarios and Customer Fields to Ledgers. Definition of the segments: In Customizing, choose Enterprise Structure → Definition → Financial Accounting → Define Segment. Maintaining a segment in a profit center master record: For example in SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Master Data → Profit Center → Individual Processing → Change. Alternatively, you can still use the “Controlling path” of SAP Easy Access menu.

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Caution: If a customer does not use Profit Center Accounting, for example, a BAdI makes other derivation strategies possible - see also the descriptions of the previous figures. Maintain the field status variant: The fastest way (as of SAP release 4.6) is to execute transaction code FBKP or to choose in Customizing Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Fields → Define Field Status Variants. Maintain the field status of the posting key: The fastest way (as of SAP release 4.6) is to execute transaction code FBKP or to choose in Customizing Financial Accounting (New) → Financial Accounting Global Settings (New) → Document → Define Posting Keys. * If the field status is not defined as described here, postings are still made to the Segment field, but it cannot be displayed in the document or edited in the coding block.

Figure 19: Activating Business Functions

With Enhancement Packages and business functions, SAP offers the possibility to easily add new functionality to the SAP ERP system.

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Important business functions for General Ledger Accounting (new): •

Business function FIN_GL_CI_1, supplied with Enhancement Package 3 (in 2008). Note: If new G/L is not active, it is impossible to activate the business function.

•

Business function FIN_GL_CI_2, supplied with Enhancement Package 4 (in 2009). Note: Business function FIN_GL_CI_2 cannot be used without activating business function FIN_GL_CI_1. So, both business functions can only be activated if the new G/L is active.

•

Business function FIN_GL_CI_3, supplied with Enhancement Package 5 (in 2010/2011). Note: Business function FIN_GL_CI_3 is independent from the two others. You can even activate it without having General Ledger Accounting (new) in use. That means that business function FIN_GL_CI_3 adds new functionality, which also improves the classic G/L. One example: Impairment of Fixed Assets.

•

Business function FIN_GL_REORG_1, also supplied with Enhancement Package 5 (in 2010/2011). Note: Already the description tells you that the new G/L has to be in use. Caution: You cannot deactivate a business function once you have activated it.

In transaction SFW5, you can see that many other business functions for other application areas are also available. Transaction code SFW5 provides documentation, release information, and a test catalog for each business function. Hint: To gain an overview and obtain further information about a business function, especially if your SAP system is not upgraded to the correct Enhancement Package (EHP), visit the following URL on SAP Service Market Place: www.service.sap.com/ERP-EHP You can see which EHP you are working with in the component information for your SAP system: Choose System -> Status. In the dialog box that appears, choose the magnifying glass in the screen area SAP System data. Now search for

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the SAP_APPL entry in the Software Components column. If you already use EHP5, for example, the Release column contains entry 605. If you have not yet imported any Enhancement Packages, the Release column contains the entry 600. Advantages of the EHP and business function logic: • • •

• •

You only have to activate the business functions you need. Other business functions stay inactive. You can activate a business function whenever you need it. You can restrict (system) tests to precisely those new functions without having to worry about other existing functions/processes being affected by this. This greatly reduces the time involved in installing the new business functions. Enhancement packages are (in general) provided to you free of charge. It is planned that SAP continues to provide you with further Enhancement Packages in the future. Note: Enhancement Packages are only available for SAP ERP 6.0. This “concept” does not exist for mySAP ERP 2004 or any earlier release.

Figure 20: Profit Center Assignment – Transaction Code 1KE4

Needed business function: FIN_GL_CI_2

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Where can you find transaction code 1KE4 in the system: •

•

In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Master Records → Profit Center → Current Settings → Assignment Overview. In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Master Data → Profit Center → Assignments of Account Assignment Objects to Profit Centers → Check Assignments. Note: With the improvements in EHP4, transaction 1KE4 is now much easier to understand and therefore more user-friendly. You can, for example, quickly recognize which SAP objects do not have a profit center assignment.

You can drill down from the results lists of the transaction to the individual SAP objects, which has the profit center assigned, to then maintain it for them, if you desire. Hint: Subsequent profit center maintenance may not be possible for objects already posted - read SAP Note 1057674.

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Exercise 1: Configuration of new General Ledger Accounting Exercise Objectives After completing this exercise, you will be able to: • Verify the activation of General Ledger Accounting (new) • Understand what new General Ledger Accounting scenarios are • Know how to create and derive segments • Differentiate between the Entry view and the General Ledger view of a financial accounting document

Business Example You want to learn about and check the basic settings that must be made in new General Ledger Accounting.

Task: Checking and understanding basic settings: 1.

Call up the activation switch for the new General Ledger Accounting and make sure the new General Ledger is active. Hint: This is an exercise to verify existing system settings – do not change the current configuration.

2.

Which transaction code can you use to call up the activation switch?

3.

What does “FAGL” stand for?

4.

Check the Customizing settings to find out the ID of the leading ledger. Hint: This is an exercise to verify existing system settings – do not change the current configuration.

5.

In which totals table are the values of the new General Ledger Accounting saved?

6.

Verify the “new” IMG paths to find out which fiscal year variant your company code AA## uses and which field status variant is assigned to your company code AA##.

Continued on next page

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Caution: In all future exercises, the two hash keys (##) stand for your two-digit group number. Hint: This is an exercise to verify existing system settings – do not change the current configuration. 7.

Which scenarios have already been assigned to leading ledger 0L (by your trainer)? Hint: This is an exercise to verify existing system settings – do not change the current configuration.

8.

After you examined the assigned scenarios, now display all available scenarios. Hint: This is an exercise to verify existing system settings – do not change the current configuration. Note: If your trainer already activated business function FIN_GL_REORG_1, an additional scenario is displayed: FIN_AASEG (Segment Reporting for Fixed Assets). We will not need an assignment of that scenario in AC210, because we will use the FIN_CONS scenario (Preparations for Consolidation). But for customers who have not assigned the FIN_CONS scenario yet and thus do not store the Consolidation Transaction Type field in totals table FAGLFLEXT, the FIN_AASEG scenario is an alternative. Because the new scenario also stores the Consolidation Transaction Type field in totals table FAGLFLEXT. The field is needed to use a new report, available for new G/L with Enhancement Package 5.

9.

Create the new segment SEG## and enter Segment Group ## as the description for the new segment.

10. Create the new profit center PC##. As a template, use profit center 1000 in controlling area 1000. Your new profit center should carry your new SEG## segment. Maintain the following data for the profit center: Analysis Period:

01/01/1999 to 12/31/9999

Name:

Profit Center ##

Long Text:

Profit Center, Group ## Continued on next page

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User Responsible

Your user in AC210, typically AC210-##

Person Responsible:

Group ##

Department:

Training

Hierarchy Area:

H9500 (Training)

Segment:

Your new SEG## segment from the previous exercise

Activate your new profit center. 11. Call cost center T-F05A## in change mode and make sure that it is assigned to your company code AA##. Replace the existing profit center with the PC## profit center, you just created. Accept the warning/information message with Yes. Save your changes. 12. Create the vendor 210## in your company code AA##. Hint: Leave the Account Group entry empty, and as reference, select vendor 1000 in company code 1000. Fill in all the required fields with the address data and save your data. 13. Before the first posting, verify whether the Cost Center, the Profit Center, and the Segment information is defined as “Optional Entry” in the field status group of account 417000 (Purchased Services) in your company code AA##. Hint: This is an exercise to verify existing system settings – do not change the current configuration. 14. Create a vendor invoice for the services you purchased with the following data: Company Code:

AA##

Vendor:

210##

Invoice and Posting Date:

Today's date

Amount:

€ 4,400

Calculate Tax indicator:

Set

Tax Code:

1I (10% input tax)

Text:

1st AC210 posting


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G/L Account:

417000

Amount in doc. curr.:

€ 4,400 or simply “*”

CO-relevant account assignment:

Cost center T-F05A##

Simulate and save the posting document. 15. Display the document and change the layout in the Entry View of the document, in a way that the cost center, profit center, and segment characteristics are displayed. Save this layout with the name L1 for your specific user. If you want, you can also save your new layout as the default setting. If you do so, the L1 layout is started automatically whenever you call up a document. 16. Switch to the General Ledger view of the document. Depending on which new G/L scenarios are assigned to the leading ledger, you can see (in the expense item) the Cost Center, Profit Center, and Segment characteristic. 17. After you entered and analyzed the vendor invoice, go back to the master record of cost center T-F05A##. Try to change the profit center stored there, for example, back to profit center 1402. Caution: However, this exercise only works if the Profit Center Update scenario (FIN_PCA) is assigned to the leading ledger. After you confirm the information message, the system issues an error message informing you that you can no longer change the profit center (in the standard system).


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You can double-click the error message to find out why you are not allowed to make your change: “You want to change the profit center from XXXX to YYYY. This is not allowed because transaction data already exists for the account assignment object. In this case, inconsistencies in FI may arise if you change the profit center.” Hint: Do not change the error message into a warning message, even though this option is described in the long text of the message. Keep in mind that you can change the error message. However, in AC210, all groups should have the chance to view the error message. Note: In an exercise step before, the system did not issue the error message and you were able to change the profit center in the master data of the cost center because no transaction data was entered for the cost center. This means that the option for changing profit centers in CO master data (and material master records) depends on whether transactions have been posted to the CO object (for example, cost center, internal order, or WBS element). In SAP Note 1057674, you will find two further conditions that have to be fulfilled that the error message appears: • •

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General Ledger Accounting (new) must be active. The Profit Center Update scenario (FIN_PCA) must be assigned.


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Solution 1: Configuration of new General Ledger Accounting Task: Checking and understanding basic settings: 1.

Call up the activation switch for the new General Ledger Accounting and make sure the new General Ledger is active. Hint: This is an exercise to verify existing system settings – do not change the current configuration. a)

Once at the beginning of the course find described two ways to enter Customizing: • •

b)

2.

Transaction code FAGL_ACTIVATION

What does “FAGL” stand for? a)

4.

In Customizing, choose Financial Accounting → Financial Accounting Global Settings → Activate New General Ledger Accounting. Since your trainer has already activated new G/L, the check box is already marked - it can only be set once for each client.

Which transaction code can you use to call up the activation switch? a)

3.

Transaction code SPRO. Choose the SAP Reference IMG button In SAP Easy Access menu, choose Tools → Customizing → IMG → Execute Project

Financial Accounting General Ledger

Check the Customizing settings to find out the ID of the leading ledger. Hint: This is an exercise to verify existing system settings – do not change the current configuration. a)

In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Ledger → Define Ledgers for General Ledger Accounting Answer: The ID is “0L”.


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5.

In which totals table are the values of the new General Ledger Accounting saved? a)

6.

In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Ledger → Define Ledgers for General Ledger Accounting Answer: The totals table is table FAGLFLEXT

Verify the “new” IMG paths to find out which fiscal year variant your company code AA## uses and which field status variant is assigned to your company code AA##. Caution: In all future exercises, the two hash keys (##) stand for your two-digit group number. Hint: This is an exercise to verify existing system settings – do not change the current configuration. a)

Fiscal year variant: In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Fiscal Year and Posting Periods → Assign Company Code to a Fiscal Year Variant Answer: Your company code AA## uses fiscal year variant K4.

b)

Field status variant: In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Fields → Assign Company Code to Field Status Variants Answer: Your company code AA## has field status variant 1000.


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7.

AC210

Which scenarios have already been assigned to leading ledger 0L (by your trainer)? Hint: This is an exercise to verify existing system settings – do not change the current configuration. a)

In Customizing, choose Financial Accounting (New) → Financial Accounting Basic Settings (New) → Ledgers → Ledger → Assign Scenarios and Customer Fields to Ledgers.

b)

Select ledger 0L and double-click to select the Scenarios entry in the dialog structure. At most, you may see the following (standard) scenarios - if your trainer has not selected all scenarios, you will (of course) see less scenarios: • • • • • •

Cost Center Update Preparations for Consolidation Business Area Profit Center Update Segmentation Cost of Sales Accounting


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8.

After you examined the assigned scenarios, now display all available scenarios. Hint: This is an exercise to verify existing system settings – do not change the current configuration. Note: If your trainer already activated business function FIN_GL_REORG_1, an additional scenario is displayed: FIN_AASEG (Segment Reporting for Fixed Assets). We will not need an assignment of that scenario in AC210, because we will use the FIN_CONS scenario (Preparations for Consolidation). But for customers who have not assigned the FIN_CONS scenario yet and thus do not store the Consolidation Transaction Type field in totals table FAGLFLEXT, the FIN_AASEG scenario is an alternative. Because the new scenario also stores the Consolidation Transaction Type field in totals table FAGLFLEXT. The field is needed to use a new report, available for new G/L with Enhancement Package 5.

9.

a)

In Customizing, choose Financial Accounting (New) → Financial Accounting Basic Settings (New) → Ledgers → Ledger → Assign Scenarios and Customer Fields to Ledgers.

b)

Select ledger 0L and double-click to select the Scenarios entry in the dialog structure.

c)

Choose the F4 button in the Scenario for General Ledger Accounting column.

Create the new segment SEG## and enter Segment Group ## as the description for the new segment. a)

In Customizing, choose Enterprise Structure → Definition → Financial Accounting → Define Segment

b)

Create a new entry as described in the exercise.

10. Create the new profit center PC##. As a template, use profit center 1000 in controlling area 1000. Your new profit center should carry your new SEG## segment. Maintain the following data for the profit center: Analysis Period:

01/01/1999 to 12/31/9999

Name:

Profit Center ##

Long Text:

Profit Center, Group ##

User Responsible

Your user in AC210, typically AC210-## Continued on next page

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Person Responsible:

Group ##

Department:

Training

Hierarchy Area:

H9500 (Training)

Segment:

Your new SEG## segment from the previous exercise

Activate your new profit center. a)

One possible solution: In Customizing, choose Enterprise Structure → Definition → Financial Accounting → Define Profit Center. In the dialog box, choose EC-PCA: Create profit center. Another possible solution to create a profit center: In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Master Records → Profit Center → Individual Processing → Create

b)

Create a new entry using a template profit center, as described in the exercise.

11. Call cost center T-F05A## in change mode and make sure that it is assigned to your company code AA##. Replace the existing profit center with the PC## profit center, you just created. Accept the warning/information message with Yes. Save your changes. a)

In SAP Easy Access menu, choose Accounting → Controlling → Cost Center Accounting → Master Data → Cost Center → Individual Processing → Change.

12. Create the vendor 210## in your company code AA##. Hint: Leave the Account Group entry empty, and as reference, select vendor 1000 in company code 1000. Fill in all the required fields with the address data and save your data. a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → Accounts Payable → Master Records → Create.

b)

Create a new entry, using a reference vendor as described in the exercise.


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13. Before the first posting, verify whether the Cost Center, the Profit Center, and the Segment information is defined as “Optional Entry” in the field status group of account 417000 (Purchased Services) in your company code AA##. Hint: This is an exercise to verify existing system settings – do not change the current configuration. a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Master Records → G/L Accounts → Individual Processing → Centrally.

b)

Enter account 417000 and company code AA##.

c)

Select the Create/Bank/Interest tab page.

d)

Double-click the entry in the Field Status Group field (entry G033)

e)

Double-click the Additional Account Assignments group

f)

Find the appropriate account assignments in the table displayed. Hint: You may have to scroll down to see the Segment field.

14. Create a vendor invoice for the services you purchased with the following data: Company Code:

AA##

Vendor:

210##


Today's date

Amount:

€ 4,400


Set

Tax Code:

1I (10% input tax)

Text:

1st AC210 posting

G/L Account:

417000


€ 4,400 or simply “*”




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Simulate and save the posting document. a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → Accounts Payable → Document Entry → Invoice.

b)

Enter the missing data as described in the exercise text.

c)

Choose in the menu bar Document → Simulate to simulate the document.

d)

Choose the Back button (F3), confirm the dialog box and choose Post.

15. Display the document and change the layout in the Entry View of the document, in a way that the cost center, profit center, and segment characteristics are displayed. Save this layout with the name L1 for your specific user. If you want, you can also save your new layout as the default setting. If you do so, the L1 layout is started automatically whenever you call up a document. a)

One solution: Stay on the Enter Vendor Invoice screen and choose Document → Display.

b)

From the dropdown list for the Choose Layout pushbutton, choose Change Layout .... Select the Cost Center, Profit Center, and Segment field and choose the Transfer button.

c)

From the dropdown list for the Choose Layout pushbutton, choose Save Layout ... and maintain a user-specific layout as described in the exercise text.

16. Switch to the General Ledger view of the document. Depending on which new G/L scenarios are assigned to the leading ledger, you can see (in the expense item) the Cost Center, Profit Center, and Segment characteristic. a)

Go back to the Enter Vendor Invoice screen and choose Document → Display.

b)

Choose General Ledger View

17. After you entered and analyzed the vendor invoice, go back to the master record of cost center T-F05A##. Try to change the profit center stored there, for example, back to profit center 1402. Caution: However, this exercise only works if the Profit Center Update scenario (FIN_PCA) is assigned to the leading ledger. After you confirm the information message, the system issues an error message informing you that you can no longer change the profit center (in the standard system). Continued on next page

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You can double-click the error message to find out why you are not allowed to make your change: “You want to change the profit center from XXXX to YYYY. This is not allowed because transaction data already exists for the account assignment object. In this case, inconsistencies in FI may arise if you change the profit center.” Hint: Do not change the error message into a warning message, even though this option is described in the long text of the message. Keep in mind that you can change the error message. However, in AC210, all groups should have the chance to view the error message. Note: In an exercise step before, the system did not issue the error message and you were able to change the profit center in the master data of the cost center because no transaction data was entered for the cost center. This means that the option for changing profit centers in CO master data (and material master records) depends on whether transactions have been posted to the CO object (for example, cost center, internal order, or WBS element). In SAP Note 1057674, you will find two further conditions that have to be fulfilled that the error message appears: • •

a)

2011

General Ledger Accounting (new) must be active. The Profit Center Update scenario (FIN_PCA) must be assigned.

Select the cost center master data to make the change: In SAP Easy Access menu, choose Accounting → Controlling → Cost Center Accounting → Master Data → Cost Center → Individual Processing → Change.


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Lesson Summary You should now be able to: • Activate new General Ledger Accounting • Describe the importance of scenarios • Differentiate between the Entry View and the General Ledger View • Define and derive segments • Be familiar with the business functions provided for new General Ledger Accounting • Understand the logic of Enhancement Packages and business functions and know how to use them

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Unit Summary

Unit Summary You should now be able to: • Activate new General Ledger Accounting • Describe the importance of scenarios • Differentiate between the Entry View and the General Ledger View • Define and derive segments • Be familiar with the business functions provided for new General Ledger Accounting • Understand the logic of Enhancement Packages and business functions and know how to use them

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Unit Summary

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Unit 3 Document Splitting Unit Overview An important new function of the new G/L is document splitting. It enables a balance sheet on one or more entities below the company code level. The standard SAP characteristics which can be used for this, are the profit center, the business area, and/or the segment. Balance sheets for customer-specific characteristics are also possible. The system enables you to configure how “exact” your characteristic balance sheets should be. The most exact option is a “complete balance sheet” for one characteristic or for several characteristics. “Complete balance sheet” means that the system only permits FI documents that are zero balanced at characteristic level, in any case. Hint: In this way, document splitting provides you with the opportunity to improve your FI data significantly compared to the classic G/L. Document splitting offers optimum support in the system for the internationally increasingly important topic of “segment reporting”. Possible negative aspects of document splitting are the relatively complex system configuration required and the changes to process flows that may be required in certain cases.

Unit Objectives After completing this unit, you will be able to: • • • •

Explain the motivation and theory behind document splitting Understand and explain the basic Customizing of document splitting Enter and explain example postings with document splitting Explain the benefits of two wizards for document splitting

Unit Contents Lesson: Document Splitting .................................................... 46 Exercise 2: Document Splitting - Activation and Tests ................. 65

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Unit 3: Document Splitting

AC210

Lesson: Document Splitting Lesson Overview • • • • • • • • •

Motivation for document splitting Defining document splitting characteristics Activating the document splitting Steps involved in document splitting The logic of (standard) splitting rules The passive split Inheriting and using constants in document splitting Example postings with document splitting Wizards to support the configuration of document splitting

Lesson Objectives After completing this lesson, you will be able to: • • • •

Explain the motivation and theory behind document splitting Understand and explain the basic Customizing of document splitting Enter and explain example postings with document splitting Explain the benefits of two wizards for document splitting

Business Example With regard to international requirements like segment reporting you want to improve the quality of your data on a level below the company code. However, this should not generally alter the working methods in the business departments.

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Lesson: Document Splitting

Document Splitting - Motivation and Configuration

Figure 21: Document Splitting – Motivation

Note: The figure displays the Segment entity. It is an example, which represents the (standard) level below the company code. For the Profit Center and the Business Area characteristics apply the same statements. The system requirements can be even “simpler” – there do not necessarily have to be different segment assignments in the expense lines. The first task of document splitting is that in a singular account assignment posting, the liability, and tax items (also in the General Ledger View) are given the “segment account assignment” of the expenses item. Only then a “complete” entity balance statement can be created.

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Figure 22: Assumptions for Document Splitting

In the figure, a tax rate of 10% is assumed.

Figure 23: Steps Involved in Document Splitting (and SAP Note)

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In “clearing situations”, the result of passive document splitting is that the relationship of the account assignments in the clearing document (for example, a payment document) is identical to the relationship of the account assignments in the reference document (for example, in an invoice document). The logic behind the splitting rules of active document splitting is explained in the following figures. Clearing lines are always formed when values have to be reposted between different account assignment objects, for example: Transfer posting from profit center A to profit center B. The clearing lines ensure that not only the document itself is cleared, but also the additional dimensions, for example, the Business Area, Segment, or Profit Center dimension. Hint: Between process steps two and three, document splitting is “supported” by two things: • •

Inheritance Default account assignment

Caution: The system always processes document splitting in the sequence shown on the slide. Hint: SAP Note 1085921 describes document splitting in detail and contains various PDF attachments with examples.

Figure 24: Document Splitting Characteristics (for FI)

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You can define the splitting characteristics in Customizing as follows: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Define Document Splitting Characteristics for General Ledger Accounting. The system proposes document splitting characteristics based on the assigned scenarios. If you elect to use additional splitting characteristics, you have to manage these characteristics in at least one ledger. Hint: Always set the Zero balance indicator if you want to create a (complete) financial statement for the characteristic. The balance of the entities thus indicated is then always zero for each posting. To create a (complete) financial statement for a characteristic, aside from the Zero balance indicator, you also (always) require the Mandatory field indicator. Caution: Therefore, either both indicators are set or both are not set, depending on the requirements or purpose you have in mind for a characteristic. You can verify that statement, for example, in reference to the Profit Center entity, in SAP Note 826357: “... Set the 'Zero balance' indicator again for the added field 'Profit Center'. You can now create balance sheets on the profit center. You must also activate the Mandatory Field check to ensure that the profit center is set in all postings. If you want to display balance sheet items at profit center level (for example, receivables and payables) but you do not require complete balance sheets, we recommend that you do not set the 'Zero balance' and 'Mandatory Field check' indicators. ...” The Mandatory Field indicator/check has two meanings: •

•

50

Firstly, it is an extension of the field status for accounts in which the characteristics cannot be “entered” during document entry, and for accounts that cannot be controlled using the field status. Example: Vendor lines should always include the Profit Center or Segment characteristic. If the indicator is set there can be no posting line without the corresponding characteristic (in the General Ledger View). Secondly, it is a (technical) check as to whether a business process-equivalent business transaction variant was used (which determines whether a splitting rule can be found).


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Figure 25: Activating Document Splitting

Document splitting is activated for the new General Ledger Accounting: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Activate Document Splitting. The standard splitting method 0000000012 is the one supplied and recommended by SAP. It is highly recommended to activate the inheritance, as this supports you in posting simple documents with active splitting, without any other Customizing activities. Caution: However, a condition for activated inheritance is the complete and precise maintenance of the SAP master data you are using. If you do not perform this, the inheritance can create incorrect characteristic account assignments in your postings. This is explained in more detail later. To use a default account assignment, you must first edit a constant: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Edit Constants for Nonassigned Processes. This is also explained in more detail later.

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Figure 26: Rule-Based Document Splitting

The entities defined as document splitting characteristics are projected/split/transferred into non-account-assigned posting lines. As you can see on the slide, the balance of the selected characteristics is zero. In this example of active document splitting, the vendor and tax lines (items 1 and 4) in the General Ledger View are split according to the expense lines/base item category Expense (items 2 and 3; expense accounts 477000 and 417000).

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Figure 27: Simulating the General Ledger View

As of SAP ERP 6.0, you can simulate not only the Data Entry View but also the General Ledger View before posting. In this way, you can analyze earlier and more precisely any error that would lead to a termination (error message) of the posting. You can then use the expert mode to view the detailed data of document splitting see one of the following figures.

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Figure 28: Active Document Splitting - Splitting Logic

Briefly, a document splitting method is the total of all document splitting rules. Thus, the document splitting method uses the document splitting rules to define how an (FI) document is to be split. More precisely, this means that each document splitting method or document splitting rule defines how the individual items categories should/may be dealt with in the individual business transactions. A business transaction is a general breakdown of an actual business process that SAP provides, and that is assigned a wide variety of item categories. Customer-specific business transactions cannot be defined. A business transaction variant is a specific version of the predefined business transaction provided by SAP and the (technical) mapping of a real business process for document splitting. Customer-specific business transaction variants can be defined. An item category is a (technical) mapping of the posted line items. It describes the items that can appear within a document (of a business transaction). Some of them are derived from the account type of the G/L accounts, but otherwise they must be defined (manually) for each account: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Classify G/L Accounts for Document Splitting Definition: The item category is the semantic description of a posting line for document splitting. An individual document splitting rule defines which item categories can be split (item categories to be edited) and at the same time defines which foundation (base) can be used (base item categories).

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Display a document splitting rule: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Extended Document Splitting → Define Document Splitting Rule.

Figure 29: Document Splitting – Splitting Rule Detail View

The displayed figure appears when you click the printer icon for an explicit document splitting rule: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Extended Document Splitting → Define Splitting Rule. You can also call the splitting rules (directly) with transaction GSP_RD.

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Figure 30: Document Simulation – Expert Mode (1)

Figure 31: Document Simulation – Expert Mode (2)

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Figure 32: Passive Document Splitting - Follow-Up Process (1)

For more information about cash discount received lines, see the Integration unit, topic Online Distribution of Follow-Up Costs.

Figure 33: Passive Document Splitting - Follow-Up Process (2)

In the vendor line item display, the payment document, and original invoice document appear (after the payment) as cleared items, as in prior releases. The document splitting rules for a payment of a vendor invoice, are provided in the standard SAP system.

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Caution: If we assume that the invoice is not paid in full and, for example, a residual item of EUR 2,000 remains, this would create a new vendor line item. In the General Ledger View of this document, the vendor amount would, in turn, be split (passively) in accordance with the original account assignment relationship of the invoice.

Figure 34: Document Splitting - Inheritance - A Simple Example

The Inheritance indicator ensures that, if the relevant account assignment objects are unique, they are “inherited” to the cash desk and tax items - even if, or because, they are without a corresponding splitting rule. Thus the Inheritance indicator ensures a zero balance position for entities selected for splitting, if there is unique characteristic account assignment, without requiring you to define any other system settings.

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Figure 35: Document Splitting - Zero Balance Creation

Possible reason for reposting: A vendor invoice was assigned to an incorrect segment and paid with this incorrect segment. If desired, both the expense and the vendor item obviously need to be corrected (manually). Hint: Zero balance creation is necessary if you want to create a complete balance sheet for the relevant characteristic - meaning generally that you have also set the Mandatory field indicator for this characteristic.

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Figure 36: Document Splitting – Modeling

What are the reasons for the error message when you attempt to post? •

•

No relevant base item category is defined for item category Cash Account (or item category Value-added Tax) in the corresponding “business transaction/business transaction variant combination” that is assigned to the respective document type. In this example, the document type SA. The Segment characteristic (or the Profit Center characteristic) cannot be inherited because the account assignments are not unique. Caution: However, if a posting is only successful if an existing splitting rule is modified or a completely new rule is defined, a new document splitting method should first be created. In the customer-defined document splitting method, the needed changes of rules can then be made. Note: * Even though you are using the Enter G/L Account Document transaction (transaction code FB50), a payment process is actually carried out. In this case, assigning the Payment business transaction should make the document postable.

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Change or Create Document Splitting Rules

Figure 37: Creating a Customer-Specific Document Splitting Method

Hint: SAP standard document splitting method 0000000012 typically includes the large majority of all needed document splitting rules. In case you nevertheless have to create a new document splitting rule, create your own document splitting method first. Define document splitting method: In Customizing for document splitting, choose Extended Document Splitting → Define Splitting Method. Copy standard document splitting rules to the new document splitting method: In Customizing for document splitting, choose Extended Document Splitting → Define Splitting Rule. Assign the new document splitting method: In Customizing for document splitting, choose Extended Document Splitting → Assign Splitting Method.

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Figure 38: Wizards for Document Splitting

To use the wizards, you need the activated business function FIN_GL_CI_2 (New General Ledger Accounting 2). The business function is available with EHP4. The Configure Document Splitting wizard contains the following steps: 1. 2. 3. 4. 5. 6. 7. 8. 9.

Classify G/L Accounts for Document Splitting. Classify Document Types for Document Splitting. Define Document Splitting Characteristics for General Ledger Accounting. Define Zero-Balance Clearing Account. Define Document Splitting Characteristics for Controlling. Define Post-Capitalization of Cash Discount to Assets. Edit Constants for Non-Assigned Processes. Activate Document Splitting. Check Customizing.

The first wizard can also be started with transaction code FAGL_WZ_SPLIT_CONF. The Create Document Splitting Rule wizard is explained in detail in the following figure. Caution: However, detailed knowledge acquisition in the Document Splitting topic is absolutely necessary in spite of the wizard.

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Figure 39: Create Document Splitting Rule with the Wizard - Example

This wizard can be started with transaction code FAGL_WZ_NEW_RULE. You will find steps 3 and 4 in the wizard under the process step Define document splitting rule. * Legend for figure: • • • • • • •

BT/BTV combination = business transaction/business transaction variant combination 0000/0001 = Unspecified posting/Standard 1000/0001 = Payment/Standard Item category: 04000 (Cash account) Item category: 05100 (Value-added tax) Item category: 20000 (Expense) RFC = Remote Function Call Caution: The wizard is only a support tool for modeling (unavoidable) new business transaction variants/document splitting rules. It does not relieve you of the responsibility of testing your new rule and checking whether other processes in your company might be (negatively) affected by the new rule. Example: When you assign a new rule to an existing document type, you must test all processes that are entered with this document type.

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Exercise 2: Document Splitting Activation and Tests Exercise Objectives After completing this exercise, you will be able to: • Understand and configure document splitting. • Enter and analyze FI documents. • Create a new document splitting rule with the corresponding Wizard

Business Example With regard to international requirements like segment reporting you want to improve the quality of your data on a level below the company code. However, this should not generally alter the working methods in the business departments.

Task 1: Perform the following exercises to gain an understanding of the logic of document splitting: 1.

Verify that at least the Segment characteristic is defined as a “document splitting characteristic for General Ledger Accounting”. The Zero balance and Mandatory field indicators must be set for the segment. If this is not the case, please inform your instructor. Hint: This is an exercise to verify existing system settings – do not change the current configuration.

2.

When should you definitely set the Zero balance and the Mandatory Field indicators for one (or several) document splitting characteristics in General Ledger Accounting?

3.

Activate document splitting: The activation can be done per company code. In this exercise step, you should activate document splitting for your company code AA##. Hint: If document splitting is activated, all company codes (this is a client-wide setting) use the document splitting method 0000000012 (Splitting: Same as 0000000002 [Follow-Up Costs Online]). In the training system the document splitting method was set by the instructor. Continued on next page

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Verify also that inheritance is activated (also a client-wide definition). You do not need to set the standard account assignment using a constant (yet). 4.

Now enter a vendor invoice for spare parts you have purchased, with the following data: Company Code:

AA##

Vendor:

210##


Today's date

Amount:

€ 2,200

Calculate tax indicator:

Set

Tax Code:

1I (10% input tax)

Text:

Purchase of Spare Parts Group ##

G/L Account:

404000


2,200 or simply “*”



Before saving, simulate your document: First with the classic simulation option: You can see the (subsequent) Data Entry View for the FI document. Then simulate the General Ledger View: The Profit Center and the Segment characteristic must be visible in all the document lines. Navigate from the simulation of the General Ledger View to the Expert Mode and find the following parameters and information there: •

Document type used?

•

Business transaction used?

•

Business transaction variant used?

•

Item category of the expense item/base line?

•

Based on which posting items is the payables account split (account 160000)?

Leave the expert and the simulation mode and save/post your document.


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5.

Display the document. In the Data Entry View, you can see that the system has derived segment SEG##. Now switch to the General Ledger View: The Segment characteristic should now be visible in the payables and tax line. Hint: If your instructor (also) defined the Profit Center (and the Business Area) characteristic as a document splitting characteristic, these entities are also set for the accounts payable and tax line.

6.

Your previously entered FI document had as many posting lines in the General Ledger View as in the Data Entry View. The document splitting did not have to create any additional posting lines. You will now create additional lines in the General Ledger View in the following exercise steps. An additional spare parts invoice for your vendor 210## is entered (in one of the following tasks). In contrast to the previous exercise, you want to assign some of the spare parts to your segment SEG## and the rest to segment SEGA. To make sure that the second part of the posting amount is really assigned to segment SEGA, verify the settings for cost center T-F05B## before you post: Which profit center is assigned to cost center T-F05B##?

7.

Which segment is assigned to profit center 1402?

8.

The spare parts invoice should be for a total of € 11,000 gross (10% tax). Split the costs for the spare parts however you like, for example in € 4,400 and € 6,600. Assign one part to cost center T-F05A## and the other to cost center T-F05B##. You can use account 404000 or 400000 as the expense account again. Please take the date entries and tax parameters from the first vendor invoice you created in a part of this exercise. Before you save, you can simulate the document again. Then post your document.

9.

Display this document too. In the Data Entry View, you can already see that the expense has been split – in accordance with the amounts you specified in the posting. Now switch to the General Ledger View: You should now see 6 line items instead of the 4 posting line items.

10. To see whether a zero balance has been reached for each segment, change the layout of the document accordingly: Sort by segment and calculate a subtotal for the Segment column. 11. You should save this layout (again) as user-specific layout L2.


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12. To verify that the document really is split in the General Ledger only and not in the subledgers, call up a vendor line item list for your vendor 210##. There should be three open items. If you have been working with a tax rate of 10 percent, you can see the last document entered as one open item of EUR 11,000. You cannot tell that it has been split into segments until you display the document from the list of open items.

Task 2: Optional Task: Wizard for creating document splitting rules (available with EHP4) Caution: You can only start this task when all groups of the course have completed the previous task. 1.

First verify whether an alternative, customer-defined document splitting method has already been assigned, for example, ZAC210 or Z000000012 or, or ... Hint: If a standard document splitting method is still assigned, for example the 0000000012 document splitting method, please inform your instructor. He or she will then assign an alternative document splitting method. On the other hand, in the course (in our test environment) it is not really a problem if you work on with a standard document splitting method. You will only get warning messages, when executing the wizard steps. In practice/production environment you should of course work with a customer defined document splitting method.

2.

Create new customer 210## in your company code AA##. You can use customer 1000 in company code 1000 as reference. Do not fill the Account Group input field. Fill in all the required entry fields for the address data, for example, transportation zone 0000000001 and save your data.

3.

Now enter a (customer) down payment of € 11,000 (gross, 10% tax) made by your new customer 210##. However, the down payment must be split among multiple profit centers as multiple subareas (profit centers) of your company will be participating in fulfilling the customer requirements later on. Use the following data for the down payment:


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Posting and Document Date:

Current date

Doc. type:

DZ

Company Code:

AA##

Customer: Account

210##

Special G/L indicator:

A

Bank: Account

113109

Amount:

€ 11,000

Press Enter Item 2: Amount

€ 2,200

Tax ID:

1O (Output tax 10%)

Indicator Calculate tax

Set

Due on:

Today's date + 2 weeks

Profit center:

1000

Choose the New item button Item 3: Amount

* (or € 8,800)

Tax ID:

1O (Output tax 10%)


Set

Due on:


Profit center:

1402

When you now simulate the document (choose Document → Simulate) and then also simulate the General Ledger View (choose Document → Simulate General Ledger), you see that the customer down payment lines and the tax lines are split in the ratio 1:4, but not the bank line. Hint: Now comes the difficult part: You have to find out why the document is not split correctly in the General Ledger (View), when using standard document splitting rule for payments (business transaction 1000 and business transaction variant 0001)? Therefore, navigate from the General Ledger simulation to the expert mode. In the bottom half you are able to open up the document display and view important parameters and elements of the processed document splitting rule.


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After analyzing the expert mode for a while, you will see that the bank line is treated as a base line. But it should be split. From which posting lines can the correct splitting relationship be derived or in other words, which posting lines would be the correct base lines for the bank item? [Answer: See solution b)] And which item category does the correct base line have? [Answer: See solution c)] The document cannot be posted. Close the expert mode and exit from editing the posting. 4.

We know from the previous exercise step that the down payment document should be split correctly if the bank account would be split on the basis of the down payments. But that did not work. Now verify that in the rule definition in Customizing. You will notice that in the standard configuration, business transaction 1000 (Payments) and business transaction variant 0001 (Standard), the item category 04000 (Cash Account) is not split on base of item category 02100 (Customer: Special G/L Transaction).

5.

To be able to create a new document splitting rule with the Wizard that would solve the down payment problem, a few preliminary tasks makes sense. For example, you need a new document type with the ID “A?”. Caution: The question mark is only a placeholder and you should replace it with the entry, relevant for your group - see below: Group

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Hint: Example: If you are group 07, you have to create the document type AJ. Create the new document type A? by using existing document type DZ, as a template. Choose as description for the new document type “Down payment gr. ##”. For simplification reasons, all other parameters can be transferred from the template. 6.

Create a new document splitting rule for the customer down payment using the Create document splitting rule Wizard. Use the following data when navigating through the Wizard: Continued on next page

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Wizard step Create Business Transaction Variant: Business Transaction

1000

(New) Transaction Variant

Z0##

Description

BT-V ##

Note: The assigned item categories (Wizard step Edit Assigned Item Categories) can be taken over without any changes. Wizard step Copy Document Splitting Rule: Business Transaction

1000 (Payments)

Transaction Variant

0001 (Standard)

Wizard step Define Document Splitting Rule: Open the Cash Account item category and click, for example, on the existing (base) item category Balance Sheet Account. On the now displayed screen, you create (by choosing the New entries button) the new required base item category 02100 (Customer: Special G/L Transaction). This should not be “split automatically”. Go back to the actual Wizard process and save. Wizard step Assign Document Type: Doc. type

The new document type A?

Hint: If we would have a document, which was already posted with wrong document splitting configuration, for example, in a modified test system, we would be able to simulate that document with the new rule in the Simulate rule Wizard step. We skip that step as we were not able to post in one of the exercise steps before. Now verify the document and then complete the new rule and leave the Wizard. 7.

Now verify whether your new A? document type has been assigned the new business transaction and the new business transaction variant (1000/Z0##) in Customizing.

8.

And are you able to you find your new business transaction with your new business transaction variant Z0## in the overview of all the splitting rules? Continued on next page

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At the end of this task you can now enter and simulate the customer down payment as described in exercise step 3. Note: Remember that you now have to work with the new document type A?. The document should now automatically be split correctly and you are able to save it.

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Solution 2: Document Splitting - Activation and Tests Task 1: Perform the following exercises to gain an understanding of the logic of document splitting: 1.

Verify that at least the Segment characteristic is defined as a “document splitting characteristic for General Ledger Accounting”. The Zero balance and Mandatory field indicators must be set for the segment. If this is not the case, please inform your instructor. Hint: This is an exercise to verify existing system settings – do not change the current configuration. a)

2.

In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Define Document Splitting Characteristics for General Ledger Accounting

When should you definitely set the Zero balance and the Mandatory Field indicators for one (or several) document splitting characteristics in General Ledger Accounting? a)

You have to set both indicators whenever the characteristic involved, is an entity you want to create a (complete) balance sheet on. Setting the Zero balance indicator ensures that the characteristic will have a zero balance in every document. Specifically: If the Zero balance indicator is set, the system checks whether the balance of the characteristic is zero during posting. If this is not the case, the system generates additional clearing lines in the document to achieve the zero balance. When the Mandatory Field indicator is set, the system checks whether all the lines in the posting have assigned the relevant characteristic after the splitting. Specifically: If the Mandatory Field indicator is set, there can be no posting line without the selected characteristic in the General Ledger View.


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AC210

Activate document splitting: The activation can be done per company code. In this exercise step, you should activate document splitting for your company code AA##. Hint: If document splitting is activated, all company codes (this is a client-wide setting) use the document splitting method 0000000012 (Splitting: Same as 0000000002 [Follow-Up Costs Online]). In the training system the document splitting method was set by the instructor. Verify also that inheritance is activated (also a client-wide definition). You do not need to set the standard account assignment using a constant (yet).

4.

a)

In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Activate Document Splitting

b)

On the first screen, you should not need to change any entries. In the dialog structure, choose Deactivation per Company Code. Find the line for your company code AA## and deselect the Inactive indicator.

c)

Save.

Now enter a vendor invoice for spare parts you have purchased, with the following data: Company Code:

AA##

Vendor:

210##


Today's date

Amount:

€ 2,200

Calculate tax indicator:

Set

Tax Code:

1I (10% input tax)

Text:

Purchase of Spare Parts Group ##

G/L Account:

404000


2,200 or simply “*”



Before saving, simulate your document: First with the classic simulation option: You can see the (subsequent) Data Entry View for the FI document. Then simulate the General Ledger View: The Profit Center and the Segment characteristic must be visible in all the document lines. Continued on next page

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Navigate from the simulation of the General Ledger View to the Expert Mode and find the following parameters and information there: •

Document type used?

•

Business transaction used?

•

Business transaction variant used?

•

Item category of the expense item/base line?

•

Based on which posting items is the payables account split (account 160000)?

Leave the expert and the simulation mode and save/post your document. a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → Accounts Payable → Document Entry → Invoice Enter the data as explained in the exercise.

b)

Stay on the Enter Vendor Invoice screen and choose Document → Simulate.

c)

Go back from the classic simulation to the previous screen (choose the F3 button), confirm the dialog box that is displayed and follow the menu path Document → Simulate General Ledger

d)

On the General Ledger Simulation screen, choose Expert Mode and you will find the following parameters and information there: • Document type used: KR • Business transaction used: 0300 • Business transaction variant used: 0001 • Item category of the expense item/base line: 20000 • Based on which posting items is the payables account (account 160000) split? Answer: Document splitting is carried out according to the two other lines.

e)

Leave the expert and the simulation mode and save your document.


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AC210

Display the document. In the Data Entry View, you can see that the system has derived segment SEG##. Now switch to the General Ledger View: The Segment characteristic should now be visible in the payables and tax line. Hint: If your instructor (also) defined the Profit Center (and the Business Area) characteristic as a document splitting characteristic, these entities are also set for the accounts payable and tax line. a)

6.

Stay on the Enter Vendor Invoice screen and choose Document → Display.

Your previously entered FI document had as many posting lines in the General Ledger View as in the Data Entry View. The document splitting did not have to create any additional posting lines. You will now create additional lines in the General Ledger View in the following exercise steps. An additional spare parts invoice for your vendor 210## is entered (in one of the following tasks). In contrast to the previous exercise, you want to assign some of the spare parts to your segment SEG## and the rest to segment SEGA. To make sure that the second part of the posting amount is really assigned to segment SEGA, verify the settings for cost center T-F05B## before you post: Which profit center is assigned to cost center T-F05B##? a)

In SAP Easy Access menu, choose Accounting → Controlling → Cost Center Accounting → Master Data → Cost Center → Individual Processing → Display Answer: Profit center 1402 is assigned.

7.

Which segment is assigned to profit center 1402? a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Master Records → Profit Center → Individual Processing → Display Enter profit center 1402 and display the master data. The Segment input field appears in the Basic Data logical field group. Answer: Profit center 1402 has assigned the segment SEGA. Note: Your instructor performed the corresponding maintenance of profit center master data before the course.

8.

The spare parts invoice should be for a total of € 11,000 gross (10% tax). Split the costs for the spare parts however you like, for example in € 4,400 and € 6,600. Assign one part to cost center T-F05A## and the other to cost center T-F05B##. Continued on next page

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You can use account 404000 or 400000 as the expense account again. Please take the date entries and tax parameters from the first vendor invoice you created in a part of this exercise. Before you save, you can simulate the document again. Then post your document. a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → Accounts Payable → Document Entry → Invoice Enter the data as explained in the exercise.

9.

Display this document too. In the Data Entry View, you can already see that the expense has been split – in accordance with the amounts you specified in the posting. Now switch to the General Ledger View: You should now see 6 line items instead of the 4 posting line items. a)

Stay on the Enter Vendor Invoice screen and choose Document → Display.

b)

Use the General Ledger View button to switch to same.

10. To see whether a zero balance has been reached for each segment, change the layout of the document accordingly: Sort by segment and calculate a subtotal for the Segment column. a)

In the displayed document, select the Segment column and choose Sort in Ascending Order. Select the Amount column and then choose Total. Select the Segment column again and choose Subtotal.

11. You should save this layout (again) as user-specific layout L2. a)

From the dropdown list for the Choose Layout pushbutton, choose Save Layout.

12. To verify that the document really is split in the General Ledger only and not in the subledgers, call up a vendor line item list for your vendor 210##. There should be three open items. If you have been working with a tax rate of 10 percent, you can see the last document entered as one open item of EUR 11,000. You cannot tell that it has been split into segments until you display the document from the list of open items. a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → Accounts Payable → Account → Display/Change Line Items

b)

Enter vendor 210## and company code AA##. Start the selection of your open items, open as of today.

c)

Double-click the document number of the last posted document.

d)

Choose Goto → Document Overview. Continued on next page

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Task 2: Optional Task: Wizard for creating document splitting rules (available with EHP4) Caution: You can only start this task when all groups of the course have completed the previous task. 1.

First verify whether an alternative, customer-defined document splitting method has already been assigned, for example, ZAC210 or Z000000012 or, or ... Hint: If a standard document splitting method is still assigned, for example the 0000000012 document splitting method, please inform your instructor. He or she will then assign an alternative document splitting method. On the other hand, in the course (in our test environment) it is not really a problem if you work on with a standard document splitting method. You will only get warning messages, when executing the wizard steps. In practice/production environment you should of course work with a customer defined document splitting method. a)

2.

In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Extended Document Splitting → Assign Document Splitting Method

Create new customer 210## in your company code AA##. You can use customer 1000 in company code 1000 as reference. Do not fill the Account Group input field. Fill in all the required entry fields for the address data, for example, transportation zone 0000000001 and save your data. a)

3.

In SAP Easy Access menu, choose Accounting → Financial Accounting → Accounts Receivable → Master Records → Create

Now enter a (customer) down payment of € 11,000 (gross, 10% tax) made by your new customer 210##. However, the down payment must be split among multiple profit centers as multiple subareas (profit centers) of your company will be participating in fulfilling the customer requirements later on. Use the following data for the down payment: Posting and Document Date:

Current date

Doc. type:

DZ

Company Code:

AA## Continued on next page

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Customer: Account

210##

Special G/L indicator:

A

Bank: Account

113109

Amount:

€ 11,000

Press Enter Item 2: Amount

€ 2,200

Tax ID:

1O (Output tax 10%)


Set

Due on:


Profit center:

1000

Choose the New item button Item 3: Amount

* (or € 8,800)

Tax ID:

1O (Output tax 10%)


Set

Due on:


Profit center:

1402

When you now simulate the document (choose Document → Simulate) and then also simulate the General Ledger View (choose Document → Simulate General Ledger), you see that the customer down payment lines and the tax lines are split in the ratio 1:4, but not the bank line. Hint: Now comes the difficult part: You have to find out why the document is not split correctly in the General Ledger (View), when using standard document splitting rule for payments (business transaction 1000 and business transaction variant 0001)? Therefore, navigate from the General Ledger simulation to the expert mode. In the bottom half you are able to open up the document display and view important parameters and elements of the processed document splitting rule. After analyzing the expert mode for a while, you will see that the bank line is treated as a base line. But it should be split. From which posting lines can the correct splitting relationship be derived or in other words, which posting lines would be the correct base lines for the bank item? [Answer: See solution b)] And which item category does the correct base line have? [Answer: See solution c)] Continued on next page

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The document cannot be posted. Close the expert mode and exit from editing the posting. a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → Accounts Receivable → Document Entry → Down Payment → Down Payment Fill in the posting screen with the data from the exercise text, then simulate as explained in the exercise text.

4.

b)

The base lines to derive the correct ratio for the splitting of the bank lines from, are the two down payment lines. The items with G/L account 170000.

c)

In the expert mode, you can also see that account 170000 relates to item category 02100 (Customer special G/L transaction).

We know from the previous exercise step that the down payment document should be split correctly if the bank account would be split on the basis of the down payments. But that did not work. Now verify that in the rule definition in Customizing. You will notice that in the standard configuration, business transaction 1000 (Payments) and business transaction variant 0001 (Standard), the item category 04000 (Cash Account) is not split on base of item category 02100 (Customer: Special G/L Transaction). a)

In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Extended Document Splitting → Define Document Splitting Rule. For the currently used document splitting method (for example ZAC210), search for business transaction 1000 (Payments) and business transaction variant 0001 (Standard).

b)

5.

Select the item category 04000 (Cash Account) and display the base item categories possible. Result: Base item category 02100 (Customer: Special G/L Transaction) is not displayed.

To be able to create a new document splitting rule with the Wizard that would solve the down payment problem, a few preliminary tasks makes sense. For example, you need a new document type with the ID “A?”. Caution: The question mark is only a placeholder and you should replace it with the entry, relevant for your group - see below: Group

01

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Group

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Hint: Example: If you are group 07, you have to create the document type AJ. Create the new document type A? by using existing document type DZ, as a template. Choose as description for the new document type “Down payment gr. ##”. For simplification reasons, all other parameters can be transferred from the template. a)

In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Document → Document Types → Define Document Types for Entry View.

b)

First select the template document type DZ, then choose menu option Edit → Copy as... Now enter the name of the new document type, confirm with Enter, and save. Now you can change the text and save again.

6.

Create a new document splitting rule for the customer down payment using the Create document splitting rule Wizard. Use the following data when navigating through the Wizard: Wizard step Create Business Transaction Variant: Business Transaction

1000

(New) Transaction Variant

Z0##

Description

BT-V ##

Note: The assigned item categories (Wizard step Edit Assigned Item Categories) can be taken over without any changes. Wizard step Copy Document Splitting Rule: Business Transaction

1000 (Payments)

Transaction Variant

0001 (Standard)

Wizard step Define Document Splitting Rule: Open the Cash Account item category and click, for example, on the existing (base) item category Balance Sheet Account. Continued on next page

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On the now displayed screen, you create (by choosing the New entries button) the new required base item category 02100 (Customer: Special G/L Transaction). This should not be “split automatically”. Go back to the actual Wizard process and save. Wizard step Assign Document Type: Doc. type

The new document type A?

Hint: If we would have a document, which was already posted with wrong document splitting configuration, for example, in a modified test system, we would be able to simulate that document with the new rule in the Simulate rule Wizard step. We skip that step as we were not able to post in one of the exercise steps before. Now verify the document and then complete the new rule and leave the Wizard.

7.

a)

In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Wizards for Document Splitting → Wizard: Create Document Splitting Rule

b)

Perform the steps as described in the exercise text.

Now verify whether your new A? document type has been assigned the new business transaction and the new business transaction variant (1000/Z0##) in Customizing. a)

8.

And are you able to you find your new business transaction with your new business transaction variant Z0## in the overview of all the splitting rules? a)

9.

In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Classify Document Types for Document Splitting.

In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Extended Document Splitting → Define Document Splitting Rule

At the end of this task you can now enter and simulate the customer down payment as described in exercise step 3. Note: Remember that you now have to work with the new document type A?. The document should now automatically be split correctly and you are able to save it. a)

82

See the solution of exercise step 3.


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Lesson Summary You should now be able to: • Explain the motivation and theory behind document splitting • Understand and explain the basic Customizing of document splitting • Enter and explain example postings with document splitting • Explain the benefits of two wizards for document splitting

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Unit Summary

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Unit Summary You should now be able to: • Explain the motivation and theory behind document splitting • Understand and explain the basic Customizing of document splitting • Enter and explain example postings with document splitting • Explain the benefits of two wizards for document splitting

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Unit 4 Integration and other related Issues ... Unit Overview In this unit we discuss different integration topics, like the integration of new General Ledger Accounting with the subledger Asset Accounting (FI-AA) or Materials Management (MM). Hint: The unit also covers the important subject of “Profit Center Accounting in new General Ledger Accounting”, or the question about the mapping “location” of Profit Center Accounting. Finally the unit explains, how to handle profit center or segment allocations and describes the planning options of new General Ledger Accounting.

Unit Objectives After completing this unit, you will be able to: • • • • • • • • • • •

2011

Enter documents in Accounts Receivable, processed with document splitting Enter Asset Accounting documents and derive profit center and segment Perform post-capitalization of cash discounts for assets in real-time Understand how follow-up costs can be distributed in CO online and decide whether this method would be good for your company Configure and use the real-time integration of Controlling with Financial Accounting, and understand its meaning Understand the meaning of a third period interval within the FI posting period maintenance Recognize that applications related to FI are also “linked” with General Ledger Accounting (new). Understand, you must make a decision about “where” Profit Center Accounting is supposed to be mapped Perform profit center allocations in FI Get an overview of profit center reorganization Describe various planning options


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Unit 4: Integration and other related Issues ...

•

AC210

Understand the integrated planning of the new General Ledger Accounting with CO

Unit Contents Lesson: Integration with FI Subledgers ....................................... 87 Exercise 3: Post-Capitalization of Cash Discount to Assets........... 97 Lesson: Integration of new G/L with Controlling ............................ 110 Exercise 4: Real-Time Integration CO -> FI ............................123 Lesson: Integration with Materials Management ...........................131 Lesson: (Actual) Profit Center Allocations (in FI) and the Subject of “Mapping Profit Center Accounting” ..........................................140 Exercise 5: (Actual) Allocation of Profit Centers in new General Ledger Accounting...................................................................153 Lesson: Planning and Planning Options .....................................175 Exercise 6: Planning .......................................................189

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Lesson: Integration with FI Subledgers

Lesson: Integration with FI Subledgers Lesson Overview In the Document Splitting unit, several examples were shown with G/L account postings and vendor invoices. Now we want to have a closer look at Accounts Receivable and in particular at Asset Accounting.

Lesson Objectives After completing this lesson, you will be able to: • • •

Enter documents in Accounts Receivable, processed with document splitting Enter Asset Accounting documents and derive profit center and segment Perform post-capitalization of cash discounts for assets in real-time

Business Example The vast majority of companies that use SAP to map their General Ledger Accounting also use SAP software for the other FI subledgers. So now we want to find out whether there are any special considerations when using new General Ledger Accounting and the FI subledgers.

Accounts Receivable (FI-AR)

Figure 40: New G/L – Integration/Document Splitting with FI-AR

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Fixed Asset Accounting (FI-AA)

Figure 41: New G/L – Integration with FI-AA before EHP5

Business embedding: The aim of many companies is to map characteristic balance sheets (for example, balance sheets for business areas, profit centers, and segments) while also taking asset transactions into account. The system configuration, explained on the top of the figure, is typical for Fixed Asset Accounting (component FI-AA) if the relevant company does not have to follow any other accounting principles apart from book depreciation. • •

Area 01: Posts values to general ledger in real time Area 20: Only posts depreciation

Before EHP5: The General Ledger Accounting (new) entities, such as the segment or the profit center cannot be stored directly in the asset master record. Therefore, the system derives the profit center and the segment, for example, from a cost center or an internal order. Those CO objects are assigned directly in the asset master data. Define account assignment types for Asset Accounting: In Customizing, choose Financial Accounting (New) → Asset Accounting → Integration with the General Ledger → Additional Account Assignment Objects → Specify Account Assignment Types for Account Assignment Objects. You can only maintain account assignment types for active account assignment objects. See also SAP Note 684659.

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Figure 42: Possible Issues before EHP5

If more than one CO object with different profit centers is assigned to the asset master record, SAP defined a complex, internal logic, which controlled the derivation of the profit center while posting to the asset.

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Figure 43: Activate Segment Reporting

Repetition: You activate the business functions in transaction code SFW5. They enable you to invent new functionality in an relatively easy way. To learn more about business functions, have a look in www.service.sap.com/erp-ehp. Caution: * Business function FIN_GL_REORG_1 can only be activated if new General Ledger Accounting is activated: Refer to the description of the business function. Beside Segment Reporting the business function FIN_GL_REORG_1 enables you to execute a reorganization of profit centers. This is a new, powerful functionality, which assists you if you need to split, merge, or change profit centers. AC210 cannot cover that topic. Hint: ** Although the new check box is only called “Segment Reporting Active” it is also responsible for the availability of the Profit Center field. Activate the segment reporting: In Customizing, choose Financial Accounting (New) → Asset Accounting → Integration with General Ledger Accounting → Segment Reporting → Activate Segment Reporting. Display/Maintain account assignment objects for Asset Accounting: In Customizing, choose Financial Accounting (New) → Asset Accounting → Integration with General Ledger Accounting → Additional Account Assignment Objects → Activate Account Assignment Objects.

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*** Information about the Agreement indicator (technical field name XIDENT): Account assignment object is the same in asset master and posting. Set this indicator if you want to prevent the account assignment object being changed when account assignment is made. This ensures that account assignment is only possible to the account assignment object entered in the asset master record. Therefore, to guarantee, during posting, that the segment and profit center values are the same as in the asset master data, that flag is essential. After the activation of the Profit Center and Segment account assignment objects, these entities are also available in the screen layout for asset master data: In Customizing, choose Financial Accounting (New) → Asset Accounting → Master Data → Screen Layout → Define Screen Layout for Asset Master Data -> Choose the Time-dependent Logical field group.

Figure 44: Store Profit Center and Segment in Asset Master Record

In case you maintain two CO objects in the asset and the profit center and the segment in the two CO objects are not the same, error message AIST009 appears: The profit center is not unique. The account assignment objects Cost Center and Internal Order refer to different profit centers: • •

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Profit center from Cost Center: 0001 Profit center from Internal Order: 0003


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To save the Profit Center and Segment fields in the asset master record, the table ANLZ was (already with EHP4) prolonged with those two fields. But, to display the fields in the asset master data, EHP5 and business function FIN_GL_REORG_1 and the activation of Segment Reporting in FI-AA is needed. If, for example, the Segment field is not needed, it can be suppressed via the screen layout: In Customizing, choose Financial Accounting (New) → Asset Accounting → Master Data → Screen Layout → Define Screen Layout for Asset Master Data -> Choose the Time-dependent logical field group.

Figure 45: Account Assignment Objects

Hint: If you miss the maintenance of the APC Values Posting account assignment type for the new Profit Center and Segment account assignment objects, the SAP system is not able to derive these entities from the asset master record while posting. Former definitions, for example, for account assignment object cost center or internal order are not successful anymore. You have to maintain all depreciation areas that post APC values.

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Specify account assignment types for account assignment objects: Call transaction code ACSET or choose in Customizing Financial Accounting (New) → Asset Accounting → integration with General Ledger Accounting → Additional Account Assignment Objects → Specify Account Assignment Types for Account Assignment Objects. Note: In the Selected Periodic Processing unit, you learn more about the Depreciation Run account assignment type.

Figure 46: New G/L - Integration with FI-AA - Document Splitting

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Additional information: • • •

Document splitting also works for an acquisition posting with several assets (and different account assignments). The asset reconciliation accounts (existing customers and value adjustment customers) are already classified internally as asset item categories. The item categories for the fixed asset retirement accounts may still have to be defined. Hint: With the standard drilldown reports, available for new General Ledger Accounting (transaction code FGI0), a balance sheet for profit centers, segments, or business areas is immediately possible after you saved the documents. That means, you no longer have to (periodically) “transfer assets to classic Profit Center Accounting” (transaction code 1KEI), to be able to create a profit center balance sheet. Note: The cost center of the asset master record is not displayed in the FI document. Not in the Data Entry view nor in the General Ledger View. The reason for that is that APC values are (usually) not passed on to a CO account assignment object. If you want to post the asset values to a cost center (in CO), see SAP Note 395762.

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Subsequent Activation of Cash Discount on Assets

Figure 47: Post-Capitalization of Cash Discount to Asset (1)

Hint: The displayed example with “gross entry” of the invoice document (capitalizing the asset without deducting the cash discount by using a gross document type) and the subsequent payment with deduction of cash discount, can also take place in the reverse order in practice. That means, capitalization of the asset with deduction for cash discount (automatic when using a net document type) and (delayed) payment of the invoice amount without deduction for cash discount. System behavior in the classic G/L: • • •

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In the reverse case (also up to and including release 4.7), the asset value is only corrected in a second step, with program SAPF181. An account assignment of the Profit Center characteristic was not possible during payment (Step 1 in the figure) in classic General Ledger Accounting. If there was a unique account assignment in the asset invoice, the Business Area characteristic was transferred to the payment, at least to the bank, cash discount, and vendor line items. For non-singular account assignment for the asset invoice, no characteristic account assignment was possible for business areas either.


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Figure 48: Post-Capitalization of Cash Discount to Asset (2)

Caution: The “post-capitalization of cash discount to asset” is only possible if document splitting is active. You do not necessarily have to define splitting characteristics, however. Path: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Define Post-Capitalization of Cash Discount to Assets. Hint: The “post-capitalization of cash discount to asset” only works if the function was already configured when the invoice was entered. It is not enough to activate the function before entering the payment.

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Exercise 3: Post-Capitalization of Cash Discount to Assets Exercise Objectives After completing this exercise, you will be able to: • Post an asset acquisition with profit center and segment assignment in the FI-AA component. • In the figures of this lesson you learned how the system has to be configured that, when an asset acquisition invoice is paid, a cash discount is automatically and in real time deducted from the asset. Now in the exercise you examine how the whole procedure is carried out in the reverse situation: That is, how the system activates an asset acquisition with a cash discount deduction, and how it reacts if no cash discount amount is deducted during payment.

Business Example You want to understand how the system behaves when an asset acquisition invoice is paid and the acquisition invoice is entered. In particular, when a deduction or a non-deduction of a cash discount is involved. You want to be sure that you can skip the periodic program SAPF181 (profit and loss adjustment) and that the asset values will still appear correctly in the balance sheet.

Task: In the following exercise, you will enter an integrated asset acquisition with a net document type, for example, standard document type KN. But then you will pay the invoice 3 months later, and accordingly, do not deduct a cash discount from the invoiced amount. Hint: First you verify, if the system is configured in a way that the deducted cash discount amount is post-capitalized with the payment for the asset in real time. Verify also, if new EHP5 features, regarding Fixed Assets, are activated. Before you start this exercise, note the following: Your company code AA## is assigned sample chart of depreciation 1DE in Customizing for Asset Accounting.


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Area 01 models the book depreciation. It posts APC values to the General Ledger in real time. There are no other APC values-posting areas. 1.

In AC210 your instructor already activated business function FIN_GL_REORG_1. Due to that activation, it is possible to activate Segment Reporting for FI-AA. Verify if your instructor activated that EHP5 feature in your training client.

2.

Create an asset master record with the following data in asset class 2100 (machines) in your company code AA##: Description:

Machine Group ##

Cost Center:

T-F05A##

No other fields are mandatory in the training system. Hint: With the settings of AC210, the system derives profit center and segment out of the cost center and stores it in the asset master record. Use the default values from the asset class for the depreciation parameters. 3.

Now try to enter an integrated asset acquisition with the following data: Document date:

07.01.CY (CY = current year)

Document type:

KN (net document type with automatic deduction of cash discount) 

Company code:

AA##

Posting date:

07.01.CY

First line item: Posting key:

31

Account:

210## (your vendor)

Simply confirm any warning messages about data modifications with Enter. Amount:

€ 11,000

Indicator Calculate tax:

Set

Tax code:

1I (10% input tax)

Simply confirm any warning messages about cash discounts with Enter. Continued on next page

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Next line item: Posting key:

70

Account:

Asset number from the first exercise in this section 

Transaction type:

100

Enter Amount:

€ 11,000 or “*”

Enter Note: Confirm any warning messages about cash discounts with Enter. Now, try to save the document. An error message appears. Please proceed with the next exercise. 4.

Why does an error message appear?

5.

Specify account assignment type APC Values Posting in Customizing for Asset Accounting, for your company code AA##, depreciation area 01, and the segment account assignment object. Attention: Since we also want to derive the profit center from the asset master record, define the APC Values Posting account assignment type in depreciation area 01 and your company code AA## for the profit center account assignment object as well. Caution: Enter “*” in the Transaction Type column and do not forget to set the Assign check box for both entries and save. Hint: If business function FIN_GL_REORG_1 is not activated and also Segment reporting not switched on, it is not possible to maintain the profit center and the segment account assignment object. In this case both entities have to be derived, for example, from the CO object of the asset master record. That means you have to specify the APC Values Posting account assignment type for the corresponding CO objects.

6.

Stay in Customizing and check whether the “post-capitalization of cash discounts to assets” is already defined.


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This is the case if the Asset entry is already displayed in the corresponding Customizing table. If this is not the case, please notify your course instructor. Hint: This is an exercise to verify existing system settings – do not change the current configuration. 7.

Now try again to post an integrated asset acquisition. Enter the following data again: Document date:


Document type:


Company code:

AA##

Posting date:

07.01.CY


31

Account:

210## (your vendor)


€ 11,000


Set

Tax code:

1I (10% input tax)

Confirm any warning messages about cash discounts with Enter. Next line item: Posting key:

70

Account:


Transaction type:

100

Enter Amount:

€ 11,000 or “*”

Enter


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Confirm any warning messages about cash discounts with Enter. Simulate and save the document. 8.

Start the Asset Explorer for your asset, to analyze the values of the acquisition. The acquisition amount should (only) amount to € 9, 700, due to the net document type. The corresponding scheduled depreciation is then € 970.

9.

From the Asset Explorer go to the FI document and examine the Entry View and General Ledger View of the document.

10. Now enter a manual payment of the asset invoice in your company code AA##. Since you do not pay the invoice until early April, pay the full invoiced amount of € 11,000. No cash discount is deducted. Use the following data: Document date:

05/04/CY

Document type:

KZ

Company code:

AA##

Posting date:

05/04/CY

Bank data: Account:

113105

Amount:

€ 11,000

Open item selection: Account:

210##

Account type:

K

Choose Enter and also confirm any other warning messages with Enter. First deactivate all open items by selecting and deactivating all items. Then position the cursor on the line item with the document number of the asset acquisition posting – it should be the only line item that has document type KN. Activate this line item. The amount in the Amount entered and the Assigned field should be identical.


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Simulate the document. You can see in the document simulation (in the classic one and in the new G/L simulation) that the amount of € 300 is (post-)capitalized to the asset (directly), because G/L account 11000 is displayed. Save your data. 11. In the Asset Explorer, the asset now has an acquisition value of € 10,000. The scheduled depreciation has been corrected to € 1,000. To display the payment posting, double-click on the second displayed entry in the Transactions area of the Asset Explorer. The General Ledger View displays the profit center and the segment characteristic in all posting lines.

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Solution 3: Post-Capitalization of Cash Discount to Assets Task: In the following exercise, you will enter an integrated asset acquisition with a net document type, for example, standard document type KN. But then you will pay the invoice 3 months later, and accordingly, do not deduct a cash discount from the invoiced amount. Hint: First you verify, if the system is configured in a way that the deducted cash discount amount is post-capitalized with the payment for the asset in real time. Verify also, if new EHP5 features, regarding Fixed Assets, are activated. Before you start this exercise, note the following: Your company code AA## is assigned sample chart of depreciation 1DE in Customizing for Asset Accounting. Area 01 models the book depreciation. It posts APC values to the General Ledger in real time. There are no other APC values-posting areas. 1.

In AC210 your instructor already activated business function FIN_GL_REORG_1. Due to that activation, it is possible to activate Segment Reporting for FI-AA. Verify if your instructor activated that EHP5 feature in your training client. a)

2.

In Customizing, choose Financial Accounting (New) → Asset Accounting → Integration with General Ledger Accounting → Segment Reporting → Activate Segment Reporting

Create an asset master record with the following data in asset class 2100 (machines) in your company code AA##: Description:

Machine Group ##

Cost Center:

T-F05A##

No other fields are mandatory in the training system. Hint: With the settings of AC210, the system derives profit center and segment out of the cost center and stores it in the asset master record.


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Use the default values from the asset class for the depreciation parameters. a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → Fixed Assets → Asset → Create → Asset Enter the required data as described in the exercise text and save.

3.

Now try to enter an integrated asset acquisition with the following data: Document date:


Document type:


Company code:

AA##

Posting date:

07.01.CY


31

Account:

210## (your vendor)


€ 11,000


Set

Tax code:

1I (10% input tax)

Simply confirm any warning messages about cash discounts with Enter. Next line item: Posting key:

70

Account:


Transaction type:

100

Enter Amount:

€ 11,000 or “*”

Enter Note: Confirm any warning messages about cash discounts with Enter. Continued on next page

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Now, try to save the document. An error message appears. Please proceed with the next exercise. a)

4.

Why does an error message appear? a)

5.

In SAP Easy Access menu, choose Financial Accounting → Fixed Assets → Posting → Acquisition → External Acquisition → With Vendor

Answer: You have activated document splitting and set the Zero Balance and Mandatory Field flag for the segment characteristic for your company code AA##. But the segment characteristic cannot be derived from the asset master record yet.

Specify account assignment type APC Values Posting in Customizing for Asset Accounting, for your company code AA##, depreciation area 01, and the segment account assignment object. Attention: Since we also want to derive the profit center from the asset master record, define the APC Values Posting account assignment type in depreciation area 01 and your company code AA## for the profit center account assignment object as well. Caution: Enter “*” in the Transaction Type column and do not forget to set the Assign check box for both entries and save. Hint: If business function FIN_GL_REORG_1 is not activated and also Segment reporting not switched on, it is not possible to maintain the profit center and the segment account assignment object. In this case both entities have to be derived, for example, from the CO object of the asset master record. That means you have to specify the APC Values Posting account assignment type for the corresponding CO objects. a)

In Customizing, choose Financial Accounting (New) → Asset Accounting → Integration with the General Ledger → Additional Account Assignment Objects → Specify Account Assignment Types for Account Assignment Objects

b)

Select your company code AA## in the table on the right.

c)

Double-click Depreciation Area in the dialog structure.

d)

In the table on the right, select area 01.

e)

Double-click Account Assignment Objects in the dialog structure.

f)

Maintain both new entries as described in the exercise text.


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Stay in Customizing and check whether the “post-capitalization of cash discounts to assets” is already defined. This is the case if the Asset entry is already displayed in the corresponding Customizing table. If this is not the case, please notify your course instructor. Hint: This is an exercise to verify existing system settings – do not change the current configuration. a)

7.

In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Define Post-Capitalization of Cash Discount to Assets

Now try again to post an integrated asset acquisition. Enter the following data again: Document date:


Document type:


Company code:

AA##

Posting date:

07.01.CY


31

Account:

210## (your vendor)


€ 11,000


Set

Tax code:

1I (10% input tax)

Confirm any warning messages about cash discounts with Enter. Next line item:


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Posting key:

70

Account:


Transaction type:

100

Enter Amount:

€ 11,000 or “*”

Enter Confirm any warning messages about cash discounts with Enter. Simulate and save the document. a)

8.

Start the Asset Explorer for your asset, to analyze the values of the acquisition. The acquisition amount should (only) amount to € 9, 700, due to the net document type. The corresponding scheduled depreciation is then € 970. a)

9.

In SAP Easy Access menu, choose Accounting → Financial Accounting → Fixed Assets → Posting → Acquisition → External Acquisition → With Vendor

In SAP Easy Access menu, choose Accounting → Financial Accounting → Fixed Assets → Asset → Asset Explorer

From the Asset Explorer go to the FI document and examine the Entry View and General Ledger View of the document. a)


b)

Double-click the displayed acquisition item in the Transactions area.

10. Now enter a manual payment of the asset invoice in your company code AA##. Since you do not pay the invoice until early April, pay the full invoiced amount of € 11,000. No cash discount is deducted. Use the following data: Document date:

05/04/CY

Document type:

KZ

Company code:

AA##

Posting date:

05/04/CY

Bank data:


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Account:

113105

Amount:

€ 11,000

Open item selection: Account:

210##

Account type:

K

Choose Enter and also confirm any other warning messages with Enter. First deactivate all open items by selecting and deactivating all items. Then position the cursor on the line item with the document number of the asset acquisition posting – it should be the only line item that has document type KN. Activate this line item. The amount in the Amount entered and the Assigned field should be identical. Simulate the document. You can see in the document simulation (in the classic one and in the new G/L simulation) that the amount of € 300 is (post-)capitalized to the asset (directly), because G/L account 11000 is displayed. Save your data. a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → Accounts Payable → Document Entry → Outgoing Payment → Post

b)

Fill in the needed entries as described in the exercise text.

c)

To simulate the payment document, choose on the Post Outgoing Payments Process open items screen, Document → Simulate and then Document → Simulate General Ledger.

11. In the Asset Explorer, the asset now has an acquisition value of € 10,000. The scheduled depreciation has been corrected to € 1,000. To display the payment posting, double-click on the second displayed entry in the Transactions area of the Asset Explorer. The General Ledger View displays the profit center and the segment characteristic in all posting lines.

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a)


b)

Double-click the second item in the Transactions area.


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Lesson Summary You should now be able to: • Enter documents in Accounts Receivable, processed with document splitting • Enter Asset Accounting documents and derive profit center and segment • Perform post-capitalization of cash discounts for assets in real-time

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Lesson: Integration of new G/L with Controlling Lesson Overview • •

Returning follow-up costs online to CO Real-time integration CO -> FI


Understand how follow-up costs can be distributed in CO online and decide whether this method would be good for your company Configure and use the real-time integration of Controlling with Financial Accounting, and understand its meaning Understand the meaning of a third period interval within the FI posting period maintenance

Business Example In the classic FI environment, postings in Controlling were not reconciled with Financial Accounting in real time. To obtain a reconciliation in the standard system, the reconciliation ledger was required. This periodic method is now replaced by a real-time reconciliation.

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Lesson: Integration of new G/L with Controlling

Online Distribution of Follow-Up Costs

Figure 49: Online Distribution of Follow-Up Costs (after Payment)

With release 4.7, crediting the original CO account assignment with the amount of the cash discount was still only possible by (periodically) running program SAPF181 (profit and loss adjustment): • •

The program transferred the amount from the default account assignment (transaction code OKB9) to the original CO account assignment. A direct link between the FI and CO documents was not possible.

* In general, the post-capitalized objects are “real” CO objects. However, in principle “statistical” objects can also be post-capitalized: In this case, the document splitting does not differentiate between “real” and “statistical” objects. Hint: However, this is different in the update of new G/L/in the FI tables, for example, when using the Cost Center Update scenario. This update only works for “real” objects.

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Figure 50: Online Distribution of Follow-Up Costs – Premises

Define the splitting characteristics for Controlling: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Define Document Splitting Characteristics for Controlling The following document splitting characteristics are available in addition to defined customer fields, for example: • • • • • • • •

Order Cost center WBS element Network Sales order Profitability segment number Real estate key (the IMKEY field) Cost object Note: The document splitting characteristics for Controlling must be configured before the (original) vendor invoice is entered. If this not the case, the CO object will not be written to the vendor document and therefore cannot be inherited (to the payment document).

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Figure 51: Online Distribution – Accounting Documents

The defined document splitting characteristic for Controlling is already managed in the FI document during invoice entry, and the system passes it on all the way through to the payment document. If no characteristics are defined for the online split, the payment document only displays FI entities. Context / Repetition / Outlook: •

•

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Assume, you credit CO internal order 1004... using a settlement, for example. If Real-Time Integration CO->FI is configured, an FI follow-on document would also be posted. Even if more than one ledger is defined in General Ledger Accounting, the CO characteristic would only be displayed in the General Ledger View of the leading leader, because only the leading ledger has CO integration.


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Real-Time Integration of Controlling with Financial Accounting

Figure 52: Real-Time Integration CO -> FI

(Real-time) integration from Financial Accounting (FI) to Controlling (CO) has been available in the SAP System for some time now. Only the opposite direction, from CO to FI, was not previously possible in real time. This affects, for example, changes to characteristics in the following processes/transactions, such as: • • • •

Periodic allocations, like assessment, distribution, transfer posting, ... Manual transfer postings to CO (transaction code KB11(N)) Activity allocations (transaction code KB21(N)) Settlement from orders or projects (transaction code KO88 and CJ88)

CO reconciliation with Financial Accounting has always required the reconciliation ledger, which is maintained in Cost Element Accounting. Periodic program runs carried out summary adjustment/reconciliation postings for each cost element/expense account: transaction code KALC.

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Transaction code KALC is no longer available in the standard system after new General Ledger Accounting is activated – an information message points out the new real-time integration between CO and FI. Note: The segment characteristic could not be reconciled with transaction code KALC.

Figure 53: Variants for CO -> FI Real-Time Integration

Define the variants for CO -> FI real-time integration: In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Real-Time Integration of Controlling with Financial Accounting → Define Variants for Real-Time Integration In a further step, you assign the variant to your company code(s). To determine which characteristic changes will generate real-time FI follow-on documents, you can use the checkboxes, define Boolean rules, or implement a BAdI with your own program logic. Hint: Please note that it naturally does not make any sense to select characteristics in the RTI variant that you have not previously assigned to at least one ledger in the scenarios. The activation date defines when (from which posting date of the CO document) CO-FI reconciliation is possible with real-time integration.

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However, at a later time you can subsequently create FI follow-on documents for CO documents that were posted before the real-time integration was activated. Note: For existing SAP customers, the activation date for the CO->FI real-time integration within the migration to new General Ledger Accounting is often what is known as the migration date. To transfer secondary (actual) cost elements from CO to FI, you have to define an account determination: In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Real-Time Integration of Controlling with Financial Accounting → Account Determination for Real-Time Integration → Define Account Determination for Real-Time Integration. The transaction called is the same one already used for defining the account determination in the reconciliation ledger. Note: It is also feasible even to transfer primary costs to FI through account determination, although it usually makes most sense to work with the original cost elements here.

Figure 54: Real-Time Integration CO -> FI: Example Figures

This figure displays the real-time integration of CO -> FI using the Functional Area characteristic or entity as an example. Hint: The Profit Center, Segment, and Business Area characteristics have been left unchanged in the example for reasons of clarity.

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What do you see in the Financial Accounting document? (see 2b.) •

•

•

The posting is in real time (for each CO document) – (periodic) reconciliation using the reconciliation ledger and transaction code KALC must/can be omitted. In this case, the FI follow-on document has no clearing accounts. Clearing lines are only necessary if the activity in CO (see 2.) results in a change of a balancing entity. On the real-time FI follow-on document you can navigate from the Management Accounting document (see 2./2a.) and vice versa – key word: to trace the accounting documents.

Figure 55: Trace/Log of the Real-Time Integration CO -> FI

You can activate the trace in the real-time integration variant in Customizing. In this case it is always active for all users. You cannot then deactivate it in the application. Depending on the company, this can result in a large and perhaps undesired number of log entries, which can be deleted regularly, but which are usually not required for an evaluation. This is because if the trace is not activated in the real-time integration variant, you can still activate and deactivate it for a specific user at any time: Use transaction code FAGLCOFITRACEADMIN Hint: If the CO activity does not change any FI characteristics (no change to the company code, or the segment, or, or, ...), then no FI follow-on document is created when you are working with “checkboxes”. However, if the trace is activated, a log entry is created anyway.

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Figure 56: Real-Time Integration CO -> FI – Document Flow

You can navigate from the CO document to the FI [reconciliation] document generated in real time, and vice versa. This guarantees the traceability of the accounting documents. This bidirectional navigation between documents is possible because real-time CO-FI integration creates an FI follow-on document for each activity, and not just a totals posting at the end of the month.

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Check Posting Periods when posting from CO to FI

Figure 57: Defining Time Periods for (FI) Posting Periods

Hint: Posting periods (for interval 1) can be linked to an authorization group, to close the posting periods successively for the users, for example. The Authorization Group column is not included on the figure (for space reasons). To be able to use authorization groups in the case discussed, you use the posting period authorization, or authorization object F_BKPF_BUP.

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Figure 58: Period Interval 3

Caution: If you are using the (new) interval 3, you (still) have to reconcile your period end-closing between FI and CO. Thus, for example, the following procedure for the periodic closing operations is possible: •

•

•

120

A period has come to an end and FI wants to prevent further postings in this previous period: Interval 1 is closed for this period. FI can start with the first steps of the period end-closing. In parallel, CO performs all the required closing operations for the previous period. If these CO closing operations using the real-time integration of CO -> FI result in FI follow-on documents, then interval 3 can / must be opened (by FI) for the previous period. Thus CO can go on working unobstructed, but without any unwanted (additional external) FI documents being able to be posted in the previous period. When CO has completed the closing operations, interval 3 is also closed (by FI) for the closing period. Now FI can finish its periodic closing operations and create the required reports.


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Figure 59: Behavior of Period Interval 3

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Exercise 4: Real-Time Integration CO -> FI Exercise Objectives After completing this exercise, you will be able to: • Configure the real-time integration between CO and FI • Test whether and how the CO -> FI real-time integration works

Business Example A concrete example is used to clarify the configuration and testing of the CO -> FI real-time integration so that you can see whether the real-time integration is suitable as a follow-on function for the reconciliation ledger.

Task: Real-Time Integration CO -> FI: 1.

You will now configure and test the real-time integration between CO and FI. To do this, define your own variant for real-time integration with the ID V##. Your variant V## should have the following settings: Real-time integration active indicator:

Set

Key Date: Active from input field::

01/01/CY

Account determination active indicator:

Set

Document Type:

AB (document type AB is fine in the exercise/course. However, in practice a newly created document type is recommended ...)

Ledger Group (FI):

0L

Text:

Variant for real-time integration, group ##

Field group Selection of Document Lines for Real-Time Integration CO->FI: Use Checkboxes radio button:

Set ... Continued on next page

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... and select all possibilities (Cross-Company code, Cross-Business area, …) Field group Technical Settings: Trace Active indicator:

Set

Do Not Summarize Documents indicator:

Deselect

Caution: You do not necessarily have to activate the trace function in the variant; you can activate it at any time, as required. SAP actually recommend leaving the trace inactive in production systems, as otherwise a huge number of log entries may be generated. However, in this AC210 exercise, you should activate the trace immediately. At the end, save your data. 2.

Assign your new variant V## to your company code AA##.

3.

Examine the vendor invoice that you posted first, in an exercise of a previous unit, again: It should have the document number 1900000000 (in company code AA##) – if it does not, find the first document you posted. You assigned € 4,000 to cost center T-F05A##. Now assume that this account assignment was incorrect: Instead, you should have posted the expense to cost center T-F05C##.

4.

You will now repost a line item in Controlling. Call the appropriate transaction in the CO application and enter the following data for the accounting document: Hint: If the system asks you to enter a controlling area, choose controlling area 1000. Document No.:

1900000000 (or the first document you posted)

Company code:

AA##

Fiscal year:

Current fiscal year

 Delete any other selection criteria on the initial screen (such as cost center) and then execute. In the results list, change the account assignment (more precisely: column Account Assignment 1) from cost center T–F05A## to cost center T–F05C##. Save your data. Continued on next page

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5.

Call up a cost centers actual/plan/variance report for cost center T-F05C## and check whether the costs (Purchased services cost element) have been noted for the new cost center. Go to the CO line items and display the segment characteristic in the layout. You can see that the system has used the cost center and profit center to derive segment SEGA. However, you originally posted the purchased services, amounting to € 4,000, to segment SEG##. Note: To avoid inconsistencies between Controlling and Financial Accounting, the system must have generated an accounting document that maps the change in the segment assignment. From the CO line items, check whether a corresponding accounting document was created in real time and navigate to it.

6.

In the Data Entry View for the FI follow-on document, you can already see the different assignments to the segments. The General Ledger View shows clearly what it means when we say the Segment characteristic has to have a “zero balance”, according to Customizing: Clearing line items are created automatically to achieve a zero balance for each segment. For a clearer illustration, display the document in the General Ledger View, using your display variant L2.

7.

If the trace is active in the real-time integration variant, you can see whether real-time integration between CO and FI worked, which documents were created, and which characteristics were changed in transaction FAGLCOFITRACEADMIN: Choose Display Trace (Free Selection). In the Field Selection dialog box, select Company Code (FI) and adopt the data, by choosing Enter. In the Determine Work Area: Entry dialog box, enter your company code AA## and adopt this data too (=> Enter). The log should contain two entries. To display the trace details and answer the following questions, double-click the document number: 1. Has the document been transferred? 2. Which posting mode was used? 3. Is there a follow-on document in FI, and what is its document number? 4. Which entities / characteristics were changed?

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Solution 4: Real-Time Integration CO -> FI Task: Real-Time Integration CO -> FI: 1.

You will now configure and test the real-time integration between CO and FI. To do this, define your own variant for real-time integration with the ID V##. Your variant V## should have the following settings: Real-time integration active indicator:

Set

Key Date: Active from input field::

01/01/CY

Account determination active indicator:

Set

Document Type:

AB (document type AB is fine in the exercise/course. However, in practice a newly created document type is recommended ...)

Ledger Group (FI):

0L

Text:

Variant for real-time integration, group ##

Field group Selection of Document Lines for Real-Time Integration CO->FI: Use Checkboxes radio button:

Set ...

... and select all possibilities (Cross-Company code, Cross-Business area, …) Field group Technical Settings: Trace Active indicator:

Set

Do Not Summarize Documents indicator:

Deselect


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Caution: You do not necessarily have to activate the trace function in the variant; you can activate it at any time, as required. SAP actually recommend leaving the trace inactive in production systems, as otherwise a huge number of log entries may be generated. However, in this AC210 exercise, you should activate the trace immediately. At the end, save your data. a)

2.

3.

In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Real-Time Integration of Controlling with Financial Accounting → Define Variants for Real-Time Integration.

Assign your new variant V## to your company code AA##. a)

In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Real-Time Integration of Controlling with Financial Accounting → Assign Variants for Real-Time Integration to Company Codes.

b)

Choose Edit -> New Entries to assign your variant V## to your company code AA##.

c)

Save your data.

Examine the vendor invoice that you posted first, in an exercise of a previous unit, again: It should have the document number 1900000000 (in company code AA##) – if it does not, find the first document you posted. You assigned € 4,000 to cost center T-F05A##. Now assume that this account assignment was incorrect: Instead, you should have posted the expense to cost center T-F05C##. a)

In SAP Easy Access menu, choose Accounting→ Financial Accounting → Accounts Payable → Document → Display Enter the document number, your company code AA##, the current fiscal year, and press Enter.

4.

You will now repost a line item in Controlling. Call the appropriate transaction in the CO application and enter the following data for the accounting document: Hint: If the system asks you to enter a controlling area, choose controlling area 1000.


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Document No.:

1900000000 (or the first document you posted)

Company code:

AA##

Fiscal year:

Current fiscal year

 Delete any other selection criteria on the initial screen (such as cost center) and then execute. In the results list, change the account assignment (more precisely: column Account Assignment 1) from cost center T–F05A## to cost center T–F05C##. Save your data. a) 5.

In SAP Easy Access menu, choose Accounting → Controlling → Cost Center Accounting → Actual Postings → Repost Line Items → Enter.

Call up a cost centers actual/plan/variance report for cost center T-F05C## and check whether the costs (Purchased services cost element) have been noted for the new cost center. Go to the CO line items and display the segment characteristic in the layout. You can see that the system has used the cost center and profit center to derive segment SEGA. However, you originally posted the purchased services, amounting to € 4,000, to segment SEG##. Note: To avoid inconsistencies between Controlling and Financial Accounting, the system must have generated an accounting document that maps the change in the segment assignment. From the CO line items, check whether a corresponding accounting document was created in real time and navigate to it. a)

In SAP Easy Access menu, choose Accounting → Controlling → Cost Center Accounting → Information System → Reports for Cost Center Accounting → Plan/Actual Comparisons → Cost Centers: Actual/Plan/Variance.

b)

Nearly all the needed selection values are fine, but in the first Or value(s) field, enter cost center T-F05C##.

c)

Choose the Execute button.

d)

Double-click the cost element line shown. In the Select Report dialog box, double-click Cost Centers: Actual Line Items.

e)

To change the layout, choose Settings → Layout → Change. Copy the Segment characteristic to the Displayed Columns area.

f)

Choose Environment → Accounting Documents. In the List of Documents in Accounting dialog box, choose Accounting document. Continued on next page

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6.

In the Data Entry View for the FI follow-on document, you can already see the different assignments to the segments. The General Ledger View shows clearly what it means when we say the Segment characteristic has to have a “zero balance”, according to Customizing: Clearing line items are created automatically to achieve a zero balance for each segment. For a clearer illustration, display the document in the General Ledger View, using your display variant L2. a)

7.

Select Layout pushbutton and choose layout L2.

If the trace is active in the real-time integration variant, you can see whether real-time integration between CO and FI worked, which documents were created, and which characteristics were changed in transaction FAGLCOFITRACEADMIN: Choose Display Trace (Free Selection). In the Field Selection dialog box, select Company Code (FI) and adopt the data, by choosing Enter. In the Determine Work Area: Entry dialog box, enter your company code AA## and adopt this data too (=> Enter). The log should contain two entries. To display the trace details and answer the following questions, double-click the document number: 1. Has the document been transferred? 2. Which posting mode was used? 3. Is there a follow-on document in FI, and what is its document number? 4. Which entities / characteristics were changed?

2011

a)

Enter /nfaglcofitraceadmin in the command field.

b)

Explanation for why there are two entries: One entry for debiting cost center T-F05C## and a second entry for crediting cost center T-F05A##.

c)

Answer to question 1: Yes

d)

Answer to question 2: Online posting

e)

Answer to question 3: Yes, the document number is: 100000..…

f)

Answer to question 4: The characteristics Profit Center and Segment


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Lesson Summary You should now be able to: • Understand how follow-up costs can be distributed in CO online and decide whether this method would be good for your company • Configure and use the real-time integration of Controlling with Financial Accounting, and understand its meaning • Understand the meaning of a third period interval within the FI posting period maintenance

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Lesson: Integration with Materials Management

Lesson: Integration with Materials Management Lesson Overview Of course, the processes from related applications that generate FI documents must continue to run when new General Ledger Accounting is active. The logistic transactions Goods Receipt and Invoice Receipt are typical examples of this.

Lesson Objectives After completing this lesson, you will be able to: •

Recognize that applications related to FI are also “linked” with General Ledger Accounting (new).

Business Example Many companies do not handle their purchasing processes only directly in FI with vendor invoices but use the logistic process chain “(Purchase Requisition) Purchase Order - Goods Receipt - Invoice Receipt”. Is this still possible when you use new General Ledger Accounting?

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Logistic Process Chain

Figure 60: Logistic Process Chain

The figure displays the logistic process chain “Purchase Requisition - Purchase Order - Goods Receipt - Invoice Receipt”. Expressed in transaction codes, this chain reads: ME51N – ME21N – MIGO – MIRO. Integration with Financial Accounting is provided, as in previous releases. Note: In relation to the logistics processes, there has been an enhancement with EHP4, business function FIN_GL_CI_2: Financial Accounting is now able to post invoice reductions, within transaction MIRO (Invoice Receipt) according to the exact cause, also for multiple account assignments. Before EHP4, the credit amount was distributed to all account assignments (of the purchase order).

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Refer to SAP Note 1264387 for the required Customizing settings: •

In Customizing of new General Ledger Accounting, choose Business Transactions → Document Splitting → Extended Document Splitting → Define Document Splitting Rule and in the detail screen for the header data ... [for example, for document splitting rule Vendor Invoice] ... in the Further subdivide document group box/frame, set the indicator For Each Logical Transaction.

• Hint: With the activation of business function LOG_MMFI_P2P, SAP changes (as of SP4 for SAP ERP 6.04) the standard document splitting rule 0300/0001 (business transaction Vendor invoice/business transaction variant Standard for document splitting method 0000000012) in the way, SAP Note 1264387 describes it. This means that all works fine if your document type for the invoice receipt (in SAP standard document type RE [Gross inv. receipt]) is assigned to the standard document splitting rule for vendor invoices (0300/0001). Option: With SP4 for SAP ERP 6.04, SAP also delivers document splitting rule 0300/0002 (business transaction Vendor invoice/business transaction variant Invoice Receipt (MIRO) with Retention) for document splitting method 0000000012. Business transaction variant 0002 also handles invoice reductions correctly. Beyond that invoice receipts with retention (with multiple account assignments) are treated correctly.

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Optional: Further Possibilities within the Logistic Process Chain ME21N - MIGO - MIRO

Figure 61: The Payment Processing Tab Page

Required business function: LOG_MMFI_P2P (MM, Integration of Materials Management and Financial Accounting). Hint: Business function LOG_MMFI_P2P can be activated if you still use classic G/L.

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Figure 62: Operate (Security) Retention in a Purchase Order

In case the purchase order has more than one item with, for example, different profit centers the document splitting assigns the correct characteristics to the FI follow-on documents, when posting goods receipt and invoice receipt. For more information, read SAP Note 1264387 and 1274173.

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Figure 63: Post GR and IR

Figure 64: Post IR after Maintaining the Document Type

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Document splitting information: To be also able to post an invoice receipt for a purchase order with more than one item and different characteristics (multiple account assignments), the document type for the invoice receipt, for example the RE (Gross invoice receipt) document type, should be assigned to the document splitting rule 0300/0002. Business transaction variant 0002 (Invoice Receipt [MIRO] with Retention) for business transaction 0300 (Vendor invoice) is delivered for document splitting method 0000000012 to cover that purpose. Note: For more information, read SAP Note 1274173. The maintenance of the document type for retention can also be started with transaction code OMR4.

Figure 65: Display FI Follow-on Documents

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Derive Profit Center and Segment from Material Master

Figure 66: Material Master and Goods Movements

The segments are derived from the profit center of the material master. The Profit Center characteristic is saved in the material master on the Costing 1 tab page (see figure) and on the (General) Plant Data/Storage 2 tab page. To achieve a “zero balance situation”, the system generates clearing lines if document splitting is active and set up accordingly, as you can see in the example. The partner objects of the balancing characteristics are also written to the clearing, expense, and balance lines of an FI document triggered from Materials Management. These partner objects are also saved in the FI totals record. Hint: SAP enables you to add two further SAP standard fields to totals table FAGLFLEXT, in case you want to analyze them in new General Ledger Accounting: • •

Field HRKFT (Origin group [as Subdivision of the Cost Element]). The field is placed in the Costing 1 tab. Field WERKS (Plant)

The two fields are initially not part of new G/L totals table FAGLFLEXT. For more information about adding fields to table FAGLFLEXT, see SAP Note 961295.

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Lesson Summary You should now be able to: • Recognize that applications related to FI are also “linked” with General Ledger Accounting (new).

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Lesson: (Actual) Profit Center Allocations (in FI) and the Subject of “Mapping Profit Center Accounting” Lesson Overview In this lesson you learn to execute profit center allocations in General Ledger Accounting (new). The lesson also covers the important subject of “Profit Center Accounting in the new General Ledger”, or the question about the mapping “location” of Profit Center Accounting. Hint: It discusses the aspects affecting your decision about how you want to portray Profit Center Accounting in future – in the (classic) EC-PCA as before or in new General Ledger Accounting. It does not make sense to run Profit Center Accounting in parallel and this is not always possible for technical reasons, at least not so that you end up with the same results in both applications/ledgers. This would obviously be the basic requirement for running both applications “in parallel”.


Understand, you must make a decision about “where” Profit Center Accounting is supposed to be mapped Perform profit center allocations in FI Get an overview of profit center reorganization

Business Example Since new General Ledger Accounting offers the (recommended) option of mapping Profit Center Accounting, the new G/L must also offer the functions that used to be used in classic Profit Center Accounting (EC-PCA). This also includes, for example, distribution and assessment (for profit centers).

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Lesson: (Actual) Profit Center Allocations (in FI) and the Subject of “Mapping Profit Center Accounting”

Profit Center Accounting in new G/L

Figure 67: SAP Note 826357

Hint: This detailed note for mapping – take the time to read it in full – states in short words: “If you keep using classic EC-PCA, you have to do without document splitting. That means document splitting is also not possible for other characteristics, not just for the Profit Center characteristic. If you want to represent Profit Center Accounting in new General Ledger Accounting in the future, you should really use document splitting.”

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Regarding the topic “Profit Center Accounting in the classic EC-PCA versus Profit Center Accounting in new G/L”, you can also try to call up SAP Note 1280060. However, at the time of writing this course, this note was still being created. Hint: It is also important to know that mapping Profit Center Accounting in the new G/L is in some cases different to mapping it in EC-PCA: •

•

General Ledger Accounting has to fulfill legal requirements. So, for example, in new G/L, you are not able to post single-sided documents. A fact that was possible in classic EC-PCA with transaction code 9KE0. In General Ledger Accounting you cannot work with secondary cost elements. Postings are only possible on “real” created accounts.

Note: Additional information about Profit Center Accounting in new General Ledger Accounting: With business function FIN_GL_CI_1, an authorization check for profit center is available. It is used in addition to the already existing checks for the company code or the ledger information. The (new) authorization has (only) an effect during posting, during the manual clearing of documents, and during document display. It uses the existing K_PCA authorization object. For more information, read SAP Note 1331317. You can control this option per controlling area in Customizing: Financial Accounting (New) → Financial Accounting Global Settings (New) → Authorizations → Activate Authorization Check for Profit Centers. Important: For reporting issues an authorization check for profit centers (and, for example, for ledgers and the company codes) is already available before Enhancement Package 3. Note: When talking about mapping possibilities of Profit Center Accounting with activated new General Ledger Accounting, the topic “Planning in FI” should not be ignored. AC210 deals with the planning subject in one of the next sections.

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Allocations in new General Ledger Accounting

Figure 68: Actual Allocation (in new G/L)

Note: Allocations are an alternative to much more time consuming manual posting transactions. A typical period-end closing, regarding allocations, may involve the following steps - Allocation sequence: 1.

2. 3.

Allocation of cost centers in Controlling. Those activities remain unchanged and are as important and necessary as before to allocate costs/expense accounts. End-of-period tasks in FI (for example, foreign currency valuation). Allocation of profit centers (and segments) in FI (in new General Ledger Accounting). Allocations in FI are not mandatory. If you do not need to allocate any profit center values, for example values on revenue or balance sheet accounts, you do not have to carry out that step. Caution: A profit center allocation in FI never leads to “movements” on CO objects, for example, on cost centers! No CO document is created, only an FI document. This is as well the case, even if you allocate expense accounts in FI.

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In case a profit center allocation leads also to a change of segments, the segments are allocated within the FI document. Hint: How are the allocations of the different components integrated with FI, in case new General Ledger Accounting is active? • • •

Actual allocations in CO-OM: Changes are also updated in the new G/L if CO -> FI real-time integration is active. Actual allocations in classic profit center accounting: No update in the new G/L – a pure EC-PCA document is generated. Actual allocations in new General Ledger Accounting: No integration into other components - a pure FI document is created.

Figure 69: Allocations – Cycle Segment Technique

The cycle segment technique described here applies to both, distribution and assessment. Periodic reposting is not used in new General Ledger Accounting. To represent the allocation relationship between the sender and receiver in the system, you have to make the following entries for each (allocation) segment: • • • •

144

From which objects do you allocate the costs – sender values? To which objects are you allocating the costs – receiver values? Which costs are you allocating? What is the basis for distributing the costs among the receivers – tracing factor?


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An (allocation) segment combines sender profit centers with receiver profit centers in accordance with the relationships described above. You group several segments together in a cycle. Caution: A cycle must always be assigned to a version – In new G/L, use version 1.

Figure 70: Allocation – Sender and Receiver Rules

You can combine sender and receiver relationships in accordance with the rules described above. Sender values can be either posted amounts, fixed amounts, or fixed rates. If you use posted amounts, you can use both planned and actual amounts. You can enter a percentage below 100%, which leaves a corresponding residual amount on the sending profit center. On the receiver side, you can define fixed amounts, fixed percentages, fixed shares, and variable shares, for example, statistical key figures as rules.

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Actual Distribution

Figure 71: Profit Center Distribution

Hint: *: The example with the electricity bill/costs is used as a relatively simple way of explaining which accounts are used to debit and credit a profit center for a distribution. In practice, the electricity costs would typically already be allocated to the different profit centers by the cost center allocations of CO (using the CO -> FI real-time integration). A nice example of profit center distribution (or also assessment), is the distribution/assessment of material stocks to different profit centers. This is necessary, for example, if a material in a plant is used by different profit centers. Since only one profit center can be stored in the material master, the stock values are allocated using the balance sheet account (or an assessment account) from the stored profit center to the others. Allocations (in the new G/L) are also used for distributions/assessments of revenue accounts. The receiver profit centers receive the values with the same account to which they were originally posted to the sender profit center. That is, the original account is used. - In the figure above, account 416100 and account 416110.

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Caution: (In standard) it is not possible to distribute open item managed or reconciliation accounts. To allocate such accounts, you have to use assessments. Hint: The profit center distribution in new General Ledger Accounting generates only an FI document. That means, the document is only stored in the FI tables. It does not generate a classic EC-PCA document. Note: As described before, it makes no sense to run Profit Center Accounting in the new G/L and in EC-PCA in parallel. Another reason: If you want to do that nevertheless, you have to execute allocations (and define cycles) any time in both applications. Surly that is no real option! Distributions can be reversed and repeated as often as necessary. The sender-receiver relationships are defined using the cycle segment technique.

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Actual Assessment

Figure 72: Profit Center Assessment

Hint: **: The example with the cafeteria invoices is used as a relatively simple way of explaining which accounts are used to debit and credit a profit center for an assessment. In practice, the cafeteria invoices would typically already be allocated to the different profit centers by the cost center allocations of CO (using the CO -> FI real-time integration). For the assessment, you can also use as examples (as in the preceding graphic) inventories, such as material stocks, fixed assets, heating oil, or profits. Caution: To execute a profit center assessment in new General Ledger Accounting, you have to define new assessment accounts. In the depicted example, account 499900 has been used as an example. The number of the new assessment accounts depends on the number of accounts you have to allocate, or at least on the number of the balance sheet items you touch with the assessment. The assessment account must not be a secondary cost element in CO. That means you cannot simply use the assessment cost elements (cost element category 42) from CO.

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On the receiver objects, you can no longer recognize the account with which the original invoices were posted. You therefore use the assessment if you do not want to allow the receiver side to see the original accounts. Hint: The profit center assessment in new General Ledger Accounting generates only an FI document. That means, the document is only stored in the FI tables. It does not generate a classic EC-PCA document. The document number is displayed in the basic list of the assessment. Note: As described before, it makes no sense to run Profit Center Accounting in the new G/L and in EC-PCA in parallel. Another reason: If you want to do that nevertheless, you have to execute allocations (and define cycles) any time in both applications. Surly that is no real option! Assessments can be reversed and repeated as often as necessary. The sender-receiver relationships are defined using the cycle segment technique.

Overview of a further Profit Center Function in new G/L Hint: The following figures give you a short overview of the EHP5 functionality Reorganization of Profit Centers. For time reasons, it is not possible to demonstrate the profit center reorganization in a more detailed way within course AC210. To gain a better insight of the Profit Center Reorganization functionality, visit SAP standard course AC612.

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Figure 73: Profit Center Reorganization (1)

Assumed, initial management decision of the above displayed example: Management decides to shift responsibilities. A new profit center needs to be created: Existing profit center A will be divided into profit centers A and B. Major effects of management decision: For cost centers, internal orders, fixed assets, payables, and many more SAP objects you must decide if they will remain assigned to the existing profit center A will or if they should be shifted to profit center B. Thus that decision means that the entire content or composition of a profit center will change. Note: As the above figure displays, it is not enough to change the profit center hierarchy or the master data of the profit centers. A profit center reorganization typically affects various SAP object types, as the profit center can be assigned to many of them. The combination, composition, and dependences of all the SAP object types in the context of the reorganization of profit centers is summarized in the derivation hierarchy. The assignment of the profit center in all objects of the derivation hierarchy has to be changed.

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A profit center reorganization can be: • •

•

Change of a profit center. Example: Profit center A is switched to profit center B Split of a profit center. Example 1: Profit center A is split in profit center B and profit center C. Example 2, as displayed in the figure: Profit center A is split in profit center A and profit center B. Merge of profit centers. Example: Profit center A and profit center B is merged to profit center C. Hint: The Reorganization of Profit Centers functionality enables and assists you in the execution of those changes.

Figure 74: Profit Center Reorganization (2)

To start the profit center reorganization Web Dynpro applications, you need to work with the SAP NetWeaver Business Client or alternatively with the SAP NetWeaver Portal. Hint: To get to know the Reorganization of Profit Centers functionality in more detail, you should visit SAP standard course AC612 (Profit Center Accounting in New General Ledger Accounting)

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Caution: As of January 2011, the reorganization of profit centers is embedded in the license model of SAP Landscape Transformation Software (SAP LT). Please contact for further information your account manager.

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Exercise 5: (Actual) Allocation of Profit Centers in new General Ledger Accounting Exercise Objectives After completing this exercise, you will be able to: • Configure, execute, and understand a profit center assessment in new General Ledger Accounting

Business Example If you decide to map Profit Center Accounting in new General Ledger Accounting, you probably also have to perform profit center (or segment) allocations (distributions and assessments). This is necessary, for example, to assess or distribute values on your stock and/or revenue accounts that were not covered by the CO allocations. Hint: Bear in mind that allocations in FI (as part of period-end closing) are typically executed after the allocations in CO. With active real-time integration CO –> FI, changes of FI characteristic (for example, changes of profit centers or functional areas) that resulted from a CO allocation (CO assessment or CO distribution), are already posted in Financial Accounting, via an FI follow-on document in.

Task: To execute a profit center allocation (in this exercise, an assessment of revenues) in new G/L, you must first carry out several preliminary tasks: 1.

Create an additional (a second) profit center master record with the ID PC##_2. As a template use your profit center PC## (in controlling area 1000). Maintain the following data for the new profit center: Analysis Period:

01/01 current year until 12/31/9999

Name:

PC_2, Group ##

Long Text:

Second Profit Center, Group ##

Person Respons.:

Group ##


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Department:

Training

Hierarchy Area:

H9500 (Training)

Segment:

Your SEG## segment

Activate your new profit center. 2.

Define a (new) assessment account in your company code AA##. As template, use account 800200 (revenues (for examples not ...)) of your company code AA## with the following additional data: 8002## (## = your group number)

New account number:

Tab page Type/Description: Account group:

General G/L account (GL)

P&L statement account:

Yes

Short text:

Assessmt. rev. ##

G/L account long text

Assessment account revenues/group ##

Tab page Control Data: Alternative account number:

Delete the existing entry - Leave blank

Save the new account. 3.

Create ... Hint: ... if you have not already done so in the optional exercise of the Document Splitting exercise ... ... in your company code AA##, customer 210##. You can use customer 1000 in company code 1000 as reference. Do not modify the Account Group input field. Fill in all the required-entry fields for the address data (for example, transportation zone 0000000001) and save your data.

4.

The last preliminary task is to create a new document type with the short description “U?”.


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Caution: The question mark is only a placeholder and you should replace it with the entry relevant for your group - see below: Group

01

02

03

04

05

06

07

08

09

Letter

A

B

C

D

E

F

G

H

I

Group

10

11

12

13

14

15

16

17

18

Letter

J

K

L

M

N

O

P

Q

R

Example: If you were group 05, you would create document type UE. The new document type U? is created using the SA document type as a template and should contain the following data: Name:

Assessment group ##

Reverse Document Type: U? Note: As reverse document type you can enter (the same) document type U? only, if you have saved the U? document type once beforehand. You should copy all other parameters from the template. Hint: If you create a new document type in a system with active new General Ledger Accounting and active document splitting, business transaction and business transaction variants for this new document type must be maintained simultaneously. To give you the chance to learn more about this, we are not executing that maintenance for the moment and come back to it later. Hint: Creating a new account, as in the previous exercise, requires subsequent activities as well, if document splitting is active - key word “item category classification”. In the training system, the item categories are maintained using account intervals and therefore the problem does not arise here. 5.

Enter an outgoing invoice for your customer 210## with the following data:


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Company code:

AA##

Customer:

210##


Today's date

Document type:

DR

Amount:

€ 660 (that is the gross amount)


Set

Tax code:

1O (Output tax 10%)

Text:

Revenue posting for segment ##

G/L account:

800200 (Not the new account!)


660 or simply “*”

Profit center

PC## (from the exercises of the Ledger Definition section.

If an info message appears, you can skip this message. Simulate and save the posting document. The SEG## segment is derived from profit center PC##. 6.

Call the Financial Statement Actual/Actual Comparison drilldown report, to verify whether the revenues have actually been sent to the PC## profit center. Enter the following data in the selection screen of the drilldown report: Currency Type:

10

Company Code:

AA##

FIS Annual Rep.Struc:

INT

Ledger:

0L

Reporting year:

Current fiscal year

Reporting period, from:

Current period

Reporting period, to:

Current period

Comparison Year:

Current year - 1


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Comparison period from:

Current period

Comparison period to

Current period

Output type:

You can choose – graphical or classic

Note: This exercise and the solution is based on the classic output type. So that you do not have to maintain the data the next time you call this drilldown report, you can save your entries as a variant before you execute the drilldown: Variant name:

VAR##

Description:

Variant group ##

Now execute the drilldown report. To check the revenue amount for profit center PC##, proceed as follows: Hint: The first time a user double-clicks a navigation characteristic, the system always displays some “initial documentation for hotspots”. Read this information and then choose Never display again. Navigate in the drilldown report, for example, like this: -> Change the FS Item/Account navigation characteristic with the Profit Center characteristic. -> Select the line with your PC## profit center, by clicking the hotspot, and then choose the Account Number navigation characteristic. Now you can see the revenues that were posted to your PC## profit center. Hint: The profit center is displayed at the top, centric, next to the other navigation characteristics. Proceed in the same way to check which values were posted to the/your SEG## segment. Note: If profit center PC## already displays more than € 600 for account 800200 (because you might have already posted other revenue), you can simply click the revenue amount and then choose Goto→ Line Items to go to the line item display. Continued on next page

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In this exercise we assume that the previously recorded revenues belong completely to SEG## segment but only 70% to the PC## profit center. The residual 30% of the revenues is now (within FI) assessed to the (new) profit center PC##_2 because they are assigned to it. Hint: To keep things clear, only the revenues are to be assessed now; the receivables are not assessed as well. Hence, create assessment cycle Z## with segment S##. Note: The following segments to be created, do not have anything to do with the FI characteristic Segment that you learned about on the first day of the training course. It is a technical object that is required for the “cycle segment technique” for allocations. Use the following data for the actual assessment cycle: Ledger:

0L

Cycle:

Z##

Start date:

01. of the current month

Do not use a template. Text:

Assessment cycle group ##

Iterative indicator:

This is not relevant in this example. You can either leave the indicator or remove it.

Company code:

AA##

Version:

1

The first segment (choose the Attach Segment button) should have the following data: Segment name:

S##

Segment text:

Segment ##

Assessment account:

8002## (new assessment account from a previous part of the exercise)

Sender values:


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Sender rule:

Posted Amounts

Share in %:

30

Receiver tracing factor: Receiver rule:

Fixed percentages

Senders/Receivers tab page: Sender – Account number:

800200 (Revenue)

Sender – Profit center:

PC##

Receiver – Profit center:

PC##_2

Sender Values tab page: -> Should be ok: 30% of the actual values Receiver Tracing Factor tab page: -> The PC##_2 profit center is displayed. Set the percentage (Portion/Percent input field) to 100. Save segment S## and complete the Z## cycle. The last step in this part of the exercise is to assign your assessment cycle Z## to a cycle run group. To do this, follow the menu path Goto → Cycle Run Group in the cycle header data. Overwrite the displayed run group 0000 with 00## and then choose Create Group. For the text, choose Cycle run group ##. Choose repeatedly Enter and save your data. Hint: A cycle flow group is required for the training course so that the individual groups do not lock each other. 8.

Now you can execute the assessment (in the test run) with the following data: Ledger:

0L

From Period:

Current period

To Period:

Current period

Fiscal year:

Current fiscal year Continued on next page

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Document type:

U? (from a preceding part of the exercise)

Cycle:

Z## (from a preceding part of the exercise)

Start date:


After the test run, look in the journal or the sender/receiver lists displayed, to see whether 30 percent of the revenues was allocated to the profit center PC##_2, using the new assessment account. If the results correspond, start the update run. Hint: Of course, the update run now returns an error – but that is exactly what we want to provoke – see exercise step 4. 9.

To be able to execute the update run, maintain the business transaction 0000 (unspecific posting) and the standard business transaction variant 0001 for your document type U?. Hint: As you may know, the business transaction 0000 with business transaction variant 0001 is not specified in more detail and is only customized rudimentarily by default. Nevertheless this BT/BTV combination is sufficient for splitting and posting the document correctly in automatic programs, for example, FI assessment, FI distribution, foreign currency evaluation, depreciation posing run, and so on. Reason: The processes or programs mentioned above are set up so that they only work if all the account assignment information is available, that is, all the document lines are assigned completely. Specifically: In the cycle (or in the segments) for the allocation, you have explicitly entered the sender and receiver profit center. Therefore, document splitting does not have to do anything (except in other cases/examples where it may have to generate a zero balance for each characteristic or create a company code clearing line). The BT/BTV 0000/0001 is sufficient for this.

10. Now start the update run for the FI assessment in the foreground. In the basic list that is then displayed, you can see the posted (FI) document number (top, left screen area). Note: It is not possible to drill down to the FI document from the results list.


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Make a note of the FI document number of the assessment and then display the FI document in a separate transaction. Take a look at the Entry View and the General Ledger View. 11. Are there additional accounting documents for the assessment document, for example, a document in classic Profit Center Accounting (EC-PCA)?

12. To finalize this task, verify the effect of the allocations in reporting (on the different characteristics). Execute the Financial Statement Actual/Actual Comparison drilldown report financial statement with your variant VAR##. Caution: Your new assessment account 8002## has not been assigned to a financial statement version so far and therefore is not directly displayed in the P&L statement. You can find it in the Accounts not assigned item. If you have not saved your own VAR## drilldown variant in one of the previous exercises, enter the following data in the selection screen for the drilldown: Currency Type:

10

Company code:

AA##


INT

Ledger:

0L

Reporting year:

Current fiscal year


Current period


Current period

Comparison Year:

Current year - 1


Current period


Current period

Output type:


Check whether the following items are correct:


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•

At company code level, account 8002## (your new assessment account) shows the value € 0.

•

At profit center level, the PC## profit center shows less revenues if you have a look on account 800200 and 8002## (€ 600 minus € 180). The PC##_2 profit center in contrast displays now revenues of € 180.

•

At segment level, the assessment has no effect (either) and should show a value of € 0 for account 8002##. The segment SEG## still displays revenues in an amount of € 600.


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Solution 5: (Actual) Allocation of Profit Centers in new General Ledger Accounting Task: To execute a profit center allocation (in this exercise, an assessment of revenues) in new G/L, you must first carry out several preliminary tasks: 1.

Create an additional (a second) profit center master record with the ID PC##_2. As a template use your profit center PC## (in controlling area 1000). Maintain the following data for the new profit center: Analysis Period:

01/01 current year until 12/31/9999

Name:

PC_2, Group ##

Long Text:

Second Profit Center, Group ##

Person Respons.:

Group ##

Department:

Training

Hierarchy Area:

H9500 (Training)

Segment:

Your SEG## segment

Activate your new profit center. a)

2.

In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Master Records → Profit Center → Individual Processing → Create

Define a (new) assessment account in your company code AA##. As template, use account 800200 (revenues (for examples not ...)) of your company code AA## with the following additional data: 8002## (## = your group number)

New account number:

Tab page Type/Description: Account group:

General G/L account (GL)

P&L statement account:

Yes

Short text:

Assessmt. rev. ##

G/L account long text

Assessment account revenues/group ##


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Tab page Control Data: Alternative account number:

Delete the existing entry - Leave blank

Save the new account.

3.

a)


b)

Enter the new account number in the G/L Account field and choose G/L Account → Create with reference.

c)

Proceed as described in the exercise text.

Create ... Hint: ... if you have not already done so in the optional exercise of the Document Splitting exercise ... ... in your company code AA##, customer 210##. You can use customer 1000 in company code 1000 as reference. Do not modify the Account Group input field. Fill in all the required-entry fields for the address data (for example, transportation zone 0000000001) and save your data. a)

4.


The last preliminary task is to create a new document type with the short description “U?”. Caution: The question mark is only a placeholder and you should replace it with the entry relevant for your group - see below: Group

01

02

03

04

05

06

07

08

09

Letter

A

B

C

D

E

F

G

H

I

Group

10

11

12

13

14

15

16

17

18

Letter

J

K

L

M

N

O

P

Q

R

Example: If you were group 05, you would create document type UE.


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The new document type U? is created using the SA document type as a template and should contain the following data: Name:

Assessment group ##

Reverse Document Type: U? Note: As reverse document type you can enter (the same) document type U? only, if you have saved the U? document type once beforehand. You should copy all other parameters from the template. Hint: If you create a new document type in a system with active new General Ledger Accounting and active document splitting, business transaction and business transaction variants for this new document type must be maintained simultaneously. To give you the chance to learn more about this, we are not executing that maintenance for the moment and come back to it later. Hint: Creating a new account, as in the previous exercise, requires subsequent activities as well, if document splitting is active - key word “item category classification”. In the training system, the item categories are maintained using account intervals and therefore the problem does not arise here.

5.

a)

In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Document → Document Types → Define Document Types for Entry View

b)

First select the template document type, then choose menu option Edit → Copy as.... Now enter the name of the new document type, choose Enter, and save. Now you can change the text and save again.

Enter an outgoing invoice for your customer 210## with the following data: Company code:

AA##

Customer:

210##


Today's date

Document type:

DR

Amount:

€ 660 (that is the gross amount) Continued on next page

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Set

Tax code:

1O (Output tax 10%)

Text:

Revenue posting for segment ##

G/L account:

800200 (Not the new account!)


660 or simply “*”

Profit center

PC## (from the exercises of the Ledger Definition section.

If an info message appears, you can skip this message. Simulate and save the posting document. The SEG## segment is derived from profit center PC##. a) 6.

In SAP Easy Access menu, choose Accounting → Financial Accounting → Accounts Receivable → Document Entry → Invoice

Call the Financial Statement Actual/Actual Comparison drilldown report, to verify whether the revenues have actually been sent to the PC## profit center. Enter the following data in the selection screen of the drilldown report: Currency Type:

10

Company Code:

AA##


INT

Ledger:

0L

Reporting year:

Current fiscal year


Current period


Current period

Comparison Year:

Current year - 1


Current period


Current period

Output type:


Note: This exercise and the solution is based on the classic output type. So that you do not have to maintain the data the next time you call this drilldown report, you can save your entries as a variant before you execute the drilldown: Continued on next page

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Variant name:

VAR##

Description:

Variant group ##

Now execute the drilldown report. To check the revenue amount for profit center PC##, proceed as follows: Hint: The first time a user double-clicks a navigation characteristic, the system always displays some “initial documentation for hotspots”. Read this information and then choose Never display again. Navigate in the drilldown report, for example, like this: -> Change the FS Item/Account navigation characteristic with the Profit Center characteristic. -> Select the line with your PC## profit center, by clicking the hotspot, and then choose the Account Number navigation characteristic. Now you can see the revenues that were posted to your PC## profit center. Hint: The profit center is displayed at the top, centric, next to the other navigation characteristics. Proceed in the same way to check which values were posted to the/your SEG## segment. Note: If profit center PC## already displays more than € 600 for account 800200 (because you might have already posted other revenue), you can simply click the revenue amount and then choose Goto→ Line Items to go to the line item display. a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Information System → General Ledger Reports (New) → Financial Statement / Cash Flow → General → Actual/Actual Comparisons → Financial Statement: Actual/Actual Comparison

b)

To save the entries as a variant before you execute the drilldown report, choose, in the selection screen of the drilldown report Goto→ Variants → Save As Variant...

c)

To change the FS Item/Account navigation characteristic with the Profit Center characteristic, click the blue bar with the text FS Item/Account in the left part of the screen and then click the Profit Center navigation characteristic in the upper left part of the screen. Continued on next page

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In this exercise we assume that the previously recorded revenues belong completely to SEG## segment but only 70% to the PC## profit center. The residual 30% of the revenues is now (within FI) assessed to the (new) profit center PC##_2 because they are assigned to it. Hint: To keep things clear, only the revenues are to be assessed now; the receivables are not assessed as well. Hence, create assessment cycle Z## with segment S##. Note: The following segments to be created, do not have anything to do with the FI characteristic Segment that you learned about on the first day of the training course. It is a technical object that is required for the “cycle segment technique” for allocations. Use the following data for the actual assessment cycle: Ledger:

0L

Cycle:

Z##

Start date:


Do not use a template. Text:

Assessment cycle group ##

Iterative indicator:

This is not relevant in this example. You can either leave the indicator or remove it.

Company code:

AA##

Version:

1

The first segment (choose the Attach Segment button) should have the following data: Segment name:

S##

Segment text:

Segment ##

Assessment account:

8002## (new assessment account from a previous part of the exercise)

Sender values:


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Sender rule:

Posted Amounts

Share in %:

30

Receiver tracing factor: Receiver rule:

Fixed percentages

Senders/Receivers tab page: Sender – Account number:

800200 (Revenue)

Sender – Profit center:

PC##

Receiver – Profit center:

PC##_2

Sender Values tab page: -> Should be ok: 30% of the actual values Receiver Tracing Factor tab page: -> The PC##_2 profit center is displayed. Set the percentage (Portion/Percent input field) to 100. Save segment S## and complete the Z## cycle. The last step in this part of the exercise is to assign your assessment cycle Z## to a cycle run group. To do this, follow the menu path Goto → Cycle Run Group in the cycle header data. Overwrite the displayed run group 0000 with 00## and then choose Create Group. For the text, choose Cycle run group ##. Choose repeatedly Enter and save your data. Hint: A cycle flow group is required for the training course so that the individual groups do not lock each other.

8.

a)

In SAP Easy Access menu Accounting → Financial Accounting → General Ledger → Periodic Processing → Closing → Allocation → Actual Assessment → Create

b)


Now you can execute the assessment (in the test run) with the following data:


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Ledger:

0L

From Period:

Current period

To Period:

Current period

Fiscal year:

Current fiscal year

Document type:

U? (from a preceding part of the exercise)

Cycle:

Z## (from a preceding part of the exercise)

Start date:


After the test run, look in the journal or the sender/receiver lists displayed, to see whether 30 percent of the revenues was allocated to the profit center PC##_2, using the new assessment account. If the results correspond, start the update run. Hint: Of course, the update run now returns an error – but that is exactly what we want to provoke – see exercise step 4. a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Periodic Processing → Closing → Allocation → Actual Assessment → Execute


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9.

To be able to execute the update run, maintain the business transaction 0000 (unspecific posting) and the standard business transaction variant 0001 for your document type U?. Hint: As you may know, the business transaction 0000 with business transaction variant 0001 is not specified in more detail and is only customized rudimentarily by default. Nevertheless this BT/BTV combination is sufficient for splitting and posting the document correctly in automatic programs, for example, FI assessment, FI distribution, foreign currency evaluation, depreciation posing run, and so on. Reason: The processes or programs mentioned above are set up so that they only work if all the account assignment information is available, that is, all the document lines are assigned completely. Specifically: In the cycle (or in the segments) for the allocation, you have explicitly entered the sender and receiver profit center. Therefore, document splitting does not have to do anything (except in other cases/examples where it may have to generate a zero balance for each characteristic or create a company code clearing line). The BT/BTV 0000/0001 is sufficient for this. a)

In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Classify Document Types for Document Splitting.

10. Now start the update run for the FI assessment in the foreground. In the basic list that is then displayed, you can see the posted (FI) document number (top, left screen area). Note: It is not possible to drill down to the FI document from the results list. Make a note of the FI document number of the assessment and then display the FI document in a separate transaction. Take a look at the Entry View and the General Ledger View. a)

Start update run: In SAP Easy Access, choose Accounting → Financial Accounting → General Ledger → Periodic Processing → Closing → Allocation → Actual Assessment → Execute

b)

Display document: In SAP Easy Access, choose Accounting→ Financial Accounting → General Ledger → Document → Display


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11. Are there additional accounting documents for the assessment document, for example, a document in classic Profit Center Accounting (EC-PCA)? Answer: No, since you executed the allocation directly in new General Ledger Accounting, there is only the FI document. There is no FI -> EC-PCA integration. 12. To finalize this task, verify the effect of the allocations in reporting (on the different characteristics). Execute the Financial Statement Actual/Actual Comparison drilldown report financial statement with your variant VAR##. Caution: Your new assessment account 8002## has not been assigned to a financial statement version so far and therefore is not directly displayed in the P&L statement. You can find it in the Accounts not assigned item. If you have not saved your own VAR## drilldown variant in one of the previous exercises, enter the following data in the selection screen for the drilldown: Currency Type:

10

Company code:

AA##


INT

Ledger:

0L

Reporting year:

Current fiscal year


Current period


Current period

Comparison Year:

Current year - 1


Current period


Current period

Output type:


Check whether the following items are correct:


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2011


•

At company code level, account 8002## (your new assessment account) shows the value € 0.

•

At profit center level, the PC## profit center shows less revenues if you have a look on account 800200 and 8002## (€ 600 minus € 180). The PC##_2 profit center in contrast displays now revenues of € 180.

•

At segment level, the assessment has no effect (either) and should show a value of € 0 for account 8002##. The segment SEG## still displays revenues in an amount of € 600.

a)


b)

Choose Goto → Variants → Get... to select the variants.


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Lesson Summary You should now be able to: • Understand, you must make a decision about “where” Profit Center Accounting is supposed to be mapped • Perform profit center allocations in FI • Get an overview of profit center reorganization

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Lesson: Planning and Planning Options

Lesson: Planning and Planning Options Lesson Overview There was a planning transaction in FI, even before the introduction of new General Ledger Accounting. Of course, when the new G/L is active, planning has to be considerably more diverse and offer a wider range of functions. The various planning options will be presented in the following sections.

Lesson Objectives After completing this lesson, you will be able to: • •

Describe various planning options Understand the integrated planning of the new General Ledger Accounting with CO

Business Example Since Profit Center Accounting should be mapped in new General Ledger Accounting, it is possible, and indeed necessary, than you will also want to enter corresponding planning data in FI. On the other hand, until now you have always conducted your planning in CO and then transferred the data to EC-PCA. Does such CO planning integration no longer exist with the new G/L? The following lesson will familiarize you with the various options.

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Planning in new General Ledger Accounting

Figure 75: Planning (in FI)

Hint: Some additional options for the “Planning” area, which were not included in the standard functions, were made available with Enhancement Package 3 (EHP3) and business function FIN_GL_CI_1 (New General Ledger Accounting). As soon as the slides show EHP functions, they are mentioned in the figures or the texts. Activate totals table: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Planning → Technical Help → Install Summary Table Import planning layouts: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Planning → Technical Help → Import Planning Layouts Set planner profile: In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Periodic Processing → Planning → Set Planner Profile Create a planning document type: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Planning → Define Document Types for Planning

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Define plan version: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Planning → Plan Versions → Define Plan Versions Assign plan version to a fiscal year: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Planning → Plan Versions → Fiscal-Year-Dependent Version Parameters → Assign Plan Version to Fiscal Year and Activate The transaction code for planning in new General Ledger Accounting, is GP12N * Then you can define or activate the writing of plan line items in a separate step – more information later in this course. Caution: Although not noted down in the figure above, Planning periods (of the posting period variant used in your company code) must also be defined: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Planning → Define Plan Periods.

Figure 76: Planning Layouts (for Planning in FI)

Caution: Planning (directly) in FI is always stored in combination with an account (see the planning scenarios on this slide). This means that “primary processes” can be planned without difficulty. It is consequently not possible to plan “secondary processes”, such as planning of activities, directly in FI.

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Overview of the following graphics: If you activate integrated planning from CO-OM and also planning integration for secondary cost elements (in the standard system with EHP3 or SAP Note 1009299), secondary plan processes are also transferred to the new G/L. There have always been standard drilldown reports, with which planning data on FI accounts could be conveniently evaluated, for example, a plan/actual comparison: In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Information System → General Ledger Reports (New) → Financial Statement/Cash Flow → General → Plan/Actual Comparisons → Financial Statement: Plan/Actual Comparison. When this drilldown report is started without a financial statement version being specified in the selection screen, the plan and actual values of the accounts are compared. If you do not specify a financial statement version, period values are always accumulated up to the chosen selection period. If you want to evaluate plan values for a single period (for example, only for the month of March), you must specify a financial statement version. With EHP3 other additional drilldown reports for planned and actual data for profit centers and segments were made available. These drilldown reports offer a selection according to cost element (and not just according to account) – for more information, please refer to the Reporting unit. Hint: If a segment is stored in a profit center master record, the planned values of the profit center are also stored automatically for that segment.

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Integrated Planning with CO

Figure 77: Integrated Planning from CO-OM to FI

Hint: Integrated planning from CO-OM to new General Ledger Accounting works only if you are working with a plan version with the same name in FI and CO. Example: CO plan values from CO plan version 0 are transferred only to an FI plan version 0. If planning is performed in CO using plan version 1, there must also be a plan version 1 defined and assigned in FI. In CO, the plan values are entered with the CO planner profile (such as SAPALL), used previously. It is also possible to transfer plan data from component CO-PA (Profitability Analysis) to new General Ledger Accounting – however, this transfer is not performed online, but only via a (periodic) program run. Note: * Integrated planning for secondary costs is provided in ECC 6.0 with EHP3 (or with SAP Note 1009299). There is more information in a following section.

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Figure 78: Integrated Planning from CO-OM to FI – Data Flow

Hint: The above example only works for the new G/L if the relevant scenarios are assigned to the ledgers (in the above example, this is the ledger 0L). Therefore: You also need scenario assignments to write plan data in the new G/L. If you do not have scenario assignments, only the account and the plan amount are saved. No additional characteristics are saved - In the figure, the profit center entity would not be saved) * Additional planning options (in the standard system): •

In new G/L, you can also write plan line items. This means that the plan values (for an account) are not only stored as totals in the table FAGLFLEXT, but a plan line item (with a plan document number) is also stored for each planned flow in the table FAGLFLEXP. Writing plan line items was not possible in planning for classic General Ledger Accounting.

Activating the plan line item update: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Planning → Plan Versions → Fiscal-Year-Dependent Version Parameters → Activate Line Items for Planning. You can see afterwards whether the action was successful in the fiscal-year-dependent version parameters.

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Advantages of plan line items: • •

You can navigate from the plan drilldown to the plan line items. New report for plan line items (with EHP3): Transaction code FAGLP03 – The output is the same list that is called when you navigate from the plan drilldown report. When you navigate from the drilldown report the periods are always aggregated in the list display. If you execute the report directly, you can decide on the selection screen whether you want to work without this period aggregation. The Period field is then also filled in the output.

•

Verify whether the planning document has (already) been transferred to FI with transaction code FAGL_CO_PLAN.

Plan Integration for Secondary Cost Elements

Figure 79: CO -> FI Integrated Planning for Secondary Cost Element

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*: The transaction code and the program for activating integrated planning for secondary cost elements is called FAGL_PLAN_ACT_SEC. Hint: You can already use the program FAGL_PLAN_ACT_SEC (and therefore also integrated planning for secondary cost elements) with mySAP ERP 2004 or SAP ERP 6.0 without Enhancement Packages. For more information, see SAP Note 1009299. • •

In mySAP ERP 2004, the program is supplied with support package 17. In SAP ERP 6.0, the program is supplied with support package 10.

Activating integrated planning for secondary cost types takes effect across the entire system. Configure account determination for Real-Time Integration CO->FI: In Customizing, choose Financial Accounting Global Settings (New) → Ledgers → Real-Time Integration of Controlling with Financial Accounting → Account Determination for Real-Time Integration → Define Account Determination for Real-Time Integration. After you activate integrated planning for secondary cost elements, secondary planning transactions are available for account determination for CO -> FI real-time integration. Examples: • • • •

RKP1 – Primary Cost Planning => transaction that has always been available RKP2 – Planning Activities RKP3 – Planning Secondary Costs RKPU – Plan Overhead Cost Assessment

If the assignment of reconciliation accounts to CO transactions is too “rough”, you can use substitution rules for a more detailed assignment (for example, assignment of a reconciliation account for each secondary element [and not only for each CO transaction].

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Figure 80: Integrated Planning to FI – Secondary Costs - Data Flow (1)

Find the CO plan assessment: In SAP Easy Access menu, choose Accounting → Controlling → Cost Center Accounting → Planning → Allocations → Assessment • •

CO Transaction for creating a CO plan assessment: KSU7 CO Transaction for executing a CO plan assessment: KSUB

To see what the result in FI looks like, please take a look as the next figure ...

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Figure 81: Integrated Planning to FI – Secondary Costs - Data Flow (2)

The relevant FI plan line item looks as follows in the specified master data constellation: Account

Amount

Profit center

Partner PC

499990

300

1402

1402

499990

-300

1402

1402

499990

200

1000

1402

499990

-200

1402

1000

In the drilldown report, implied on the figure (available with EHP3), you can also navigate to the cost element, in the example cost element 630000.

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Additional Information

Figure 82: Transferring Plan Data: Classic compared with new G/L

You can use plan data from the following components in controlling (CO) for planning in General Ledger Accounting (new): • •

Overhead Cost Controlling (CO-OM): Primary cost elements and secondary cost elements Profitability Analysis (CO-PA): Primary cost elements

The planning of primary and secondary cost elements is saved directly in new General Ledger Accounting. As a result, planning in Profit Center Accounting (EC-PCA) or in the special ledgers (FI-SL) is no longer required.

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Figure 83: Appendix on the Topic Planning (in FI)

Note: To use the explained additional options, activate business function FIN_GL_CI_1. Activate cumulative plan data entry for balance sheet accounts: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Planning → Activate Cumulative Plan Data Entry for Balance Sheet Accounts. What effect does this have: The period screen for planning in the new G/L (transaction code GP12N) displays the balance sheet change values for each period by default. However, if cumulative plan data entry is activated for balance sheet accounts, the system only displays the planned asset balance sheet values instead of the planned balance sheet change values for balance sheet accounts. Example: You have activated cumulative plan data entry and enter € 12,000.00 (with distribution key 2) for balance sheet account 11000 using transaction code GP12N. Afterwards you change to the period screen. The period screen displays € 12,000.00 for each of the periods from 1 to 12, in other words: You see a planned asset balance sheet value of € 12,000.00 in each period on the account. In periods 2 to 12, there were no changes to asset balance sheet value. If cumulative plan data entry for balance sheet accounts is not active, the period screen shows € 1,000.00 for each of the periods 1 to 12 if the same data is entered. This means that the asset balance increases by €1,000 in each period in the account.

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You can execute a balance carry forward for plan data in FI (only) if cumulative plan data entry is activated for balance sheet accounts. Transaction code FAGL_PLAN_VT. Path for BAPI and BAdI: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Planning → External Plan Data Transfer -> ...

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Exercise 6: Planning Exercise Objectives After completing this exercise, you will be able to: • Enter and analyze plan data in FI • In an optional section, you can also test CO -> FI integrated planning

Business Example How will planning for profit centers (or segments) be conducted, if Profit Center Accounting is mapped in the new G/L?

Task 1: Planning (in FI): In this exercise, you want to test whether you can enter plan values for a profit center in FI and later, optionally, whether plan values from CO appear in new General Ledger Accounting. 1.

To do this, you must first check the following in Customizing: Hint: This is a test exercise – please do not change the system configuration. Check whether there is a plan version, for which at least manual planning is allowed, for the leading ledger. Make a note of this plan version. If no version exists, please notify your course instructor. Hint: In the previous system demonstration, your trainer installed the totals table FAGLFLEXT (for planning) and imported the required system layout (from client 000) so that you do not have to execute these Customizing activities.

2.

Now try to enter planned values for your profit center PC## and your company code AA## manually from the FI application in the relevant plan version. When you (first) call the planning transaction GP12N, a planner profile is required: Enter the planner profile SAPFAGL and save this entry in your user master. During the (first) call, the system still requests the summary table in which your plan data is to be saved. Enter the summary table of the new general ledger – FAGLFLEXT. Continued on next page

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Now you can enter the plan data: Plan € 3,000, for example, for the spare parts account (404000), and profit center PC##, and company code AA##, in the current month. You can use the first planning layout 0FAGL–01 for this. Fill all fields (including the [Account number] to field) in the entry screen in accordance with the exercise requirements listed above and choose Overview Screen (the F5 button). Enter the plan amount and then save. 3.

Now check a plan drilldown report (PC group: plan/actual/variance) to see whether your plan values have been transferred to the PC## profit center. Enter the following data in the selection screen of the drilldown report: Currency Type:

10

Company Code:

AA##

Ledger:

0L

Controlling Area:

1000


INT

Plan Version:

The plan version in which the planned data was entered 

Fiscal year:

Current fiscal year

From period:

Current period

To period:

Current period

Output type:


Note: This exercise and solutions are based on the Classic output type. So that you do not have to maintain the data the next time you call this drilldown report, you can save your entries as a variant before you execute the drilldown report: Variant name:

VAR##

Description:

Variant group ##


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Start the drilldown report. Immediately, without you having to navigate, the planned values should be displayed in the structure. To see for which profit center the plan data was entered, you must navigate a few steps further. Hint: The drilldown report that you have just executed (the Profit Center Group: Plan/Actual/Variance drilldown report), is available only if you are working with Enhancement Package 3 (EHP3). This applies to all drilldown reports, you can find in the SAP Easy Access menu, in the Information System for new G/L, in the Reports for Profit Center Accounting and Reports for Segment Reporting folder. If you are not working with EHP3 (and activated business function FIN_GL_CI_1), these two folders are not proposed in your Easy Access menu. 4.

Try to call the plan line items for your planning process. Does this work?

5.

Since you have not saved any plan line items, you now want to do so. To do this, go to Customizing for the new G/L planning and activate the update of plan line items for the leading ledger, the plan version that you are using, your company code AA## and the current fiscal year. In this exercise, you do not want to save or enter an opening balance of the plan data that has already been entered. Caution: The indicator for updating plan line items is set in the fiscal year-dependent version parameters for your company code AA## and you can check it there after you have completed this exercise step. Setting the indicator works even though you have not maintained an entry in the fiscal year-dependent version parameters. Explanation: During the (first) manual planning in your company code (exercise step 2), this entry is generated automatically.

6.

Now you also need a planning document type. This is already defined in the training system – you should use the planning document type PO. However, you also need a number range (interval) to supply the plan line items. If you forget the configuration of the number range, the system issues the following message later in the planning transaction: “The number range interval 01 does not exist for the object FAGL_PL_LC AA##”. Therefore, create the following number range interval for your company code AA##:


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Year:

Current fiscal year

From Number:

0100000000

To Number:

0199999999

External number assignment:

No

Since maintaining the interval takes a long time getting used to, here is some help: -> Enter using group maintenance: Pencil and Groups pushbutton -> Choose the Maintain pushbutton (pencil icon) -> Enter your company code AA##. -> In the screen that now appears, you can add an interval – Insert Interval pushbutton. -> Maintain your new number range interval as described previously in the exercise. Save your data. 7.

Now try to enter planned values for (your) profit center PC## and company code AA## manually from the FI application again: Plan € 2,000, for example, for the Purchased Services account (account 417000) and the PC## profit center in the current month. You can use the first planning layout 0FAGL-01. Fill all fields in the entry screen according to the exercise requirements described above and then choose Overview Screen (F5). Enter the plan amount and then save. The system must now display the following information in the status line:“Plan data is posted to the ledger 0L with the document number 100000000.”.

8.

Now check again in the PC group: plan/actual/variance drilldown report, to verify whether your plan values have been transferred to the PC## profit center.


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Start your drilldown report with the selections of your VAR## variant and check your planned values by navigating accordingly. Hint: If you have not saved a variant, use the following selections:

9.

Currency Type:

10

Company Code:

AA##

Ledger:

0L

Controlling Area:

1000


INT

Plan Version:

The plan version in which the plan data was entered 

Fiscal year:

Current fiscal year

From period:

Current period

To period:

Current period

Output type:


Can you now navigate from the drilldown report to a plan line item?

Task 2: Optional: Integrated planning with CO 1.

To ensure that integrated planning exercise runs smoothly, we recommend that there is a planning version 0 with the following settings in the training system: In Customizing, choose Financial Accounting (new) → General Ledger Accounting (new) → Planning → Plan Versions → Define Plan versions. Ledger:

0L

Version:

0

Manual Planning:

X

Integrated Planning:

X

Version Description:

FI plan version 0 (or similar)

Hint: If there is no plan version 0, please inform your instructor.


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Now, after the check, start in the Controlling application the cost center planning transaction: In SAP Easy Access menu, choose Accounting → Controlling → Cost Center Accounting → Planning → Cost and Activity Inputs → Change. When the system prompts you, enter the CO planner profile SAPALL. We recommend that you work with the CO planning layout 1-101 and enter the plan data for your T-F05A## cost center as follows: Plan Version:

0

Planning period:

Current period/current year

Cost Element:

Direct labor costs (cost element 420000)

Using the Overview Screen button (F5), you navigate to the change mode of CO planning. Enter a planned cost fixed amount (this can be any amount you choose). Save your CO plan data. 2.

Since profit center PC## must be defined in the master data for the cost center T-F05A##, during correct CO-FI integrated planning, the CO planned value must also be displayed in the PC## profit center in FI. Verify (again) in the Profit Center Grp: Plan/Actual/Variance plan drilldown report. Start your drilldown report with the selections of your VAR## variant and check the planned values for your PC## profit center by navigating accordingly.

3.

In the executed drilldown report (available as of EHP3), you can also display CO cost elements or navigate to other CO (plan) reports. You can drill down from the FI plan line items to the CO plan line items (by double-clicking).

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Solution 6: Planning Task 1: Planning (in FI): In this exercise, you want to test whether you can enter plan values for a profit center in FI and later, optionally, whether plan values from CO appear in new General Ledger Accounting. 1.

To do this, you must first check the following in Customizing: Hint: This is a test exercise – please do not change the system configuration. Check whether there is a plan version, for which at least manual planning is allowed, for the leading ledger. Make a note of this plan version. If no version exists, please notify your course instructor. Hint: In the previous system demonstration, your trainer installed the totals table FAGLFLEXT (for planning) and imported the required system layout (from client 000) so that you do not have to execute these Customizing activities. a)

2.

In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Planning → Plan Versions → Define Plan Versions

Now try to enter planned values for your profit center PC## and your company code AA## manually from the FI application in the relevant plan version. When you (first) call the planning transaction GP12N, a planner profile is required: Enter the planner profile SAPFAGL and save this entry in your user master. During the (first) call, the system still requests the summary table in which your plan data is to be saved. Enter the summary table of the new general ledger – FAGLFLEXT. Now you can enter the plan data: Plan € 3,000, for example, for the spare parts account (404000), and profit center PC##, and company code AA##, in the current month. You can use the first planning layout 0FAGL–01 for this. Fill all fields (including the [Account number] to field) in the entry screen in accordance with the exercise requirements listed above and choose Overview Screen (the F5 button). Continued on next page

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Enter the plan amount and then save. a)

3.

In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Periodic Processing → Planning → Planned Values → Enter (New)

Now check a plan drilldown report (PC group: plan/actual/variance) to see whether your plan values have been transferred to the PC## profit center. Enter the following data in the selection screen of the drilldown report: Currency Type:

10

Company Code:

AA##

Ledger:

0L

Controlling Area:

1000


INT

Plan Version:

The plan version in which the planned data was entered 

Fiscal year:

Current fiscal year

From period:

Current period

To period:

Current period

Output type:


Note: This exercise and solutions are based on the Classic output type. So that you do not have to maintain the data the next time you call this drilldown report, you can save your entries as a variant before you execute the drilldown report: Variant name:

VAR##

Description:

Variant group ##


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Start the drilldown report. Immediately, without you having to navigate, the planned values should be displayed in the structure. To see for which profit center the plan data was entered, you must navigate a few steps further. Hint: The drilldown report that you have just executed (the Profit Center Group: Plan/Actual/Variance drilldown report), is available only if you are working with Enhancement Package 3 (EHP3). This applies to all drilldown reports, you can find in the SAP Easy Access menu, in the Information System for new G/L, in the Reports for Profit Center Accounting and Reports for Segment Reporting folder. If you are not working with EHP3 (and activated business function FIN_GL_CI_1), these two folders are not proposed in your Easy Access menu. a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Information System → General Ledger Reports (New) → Reports for Profit Center Accounting → Profit Center Group: Plan/Actual/Variance

b)

Saving drilldowns as a variant: In the drilldown selection screen, follow the menu path Goto → Variants → Save As Variant…

c)

Navigation: To do this, click the blue bar with the text FS Item/Account on the left-hand side of the screen, and then select the Profit Center navigation characteristic on the top left-hand side of the screen. The output screen changes. Now select the row with your PC## profit center at the left and click the Account Number navigation characteristic.

4.

5.

Try to call the plan line items for your planning process. Does this work? a)

Click the plan value in the Plan column and choose Goto → Call report... from the menu bar.

b)

In the dialog box that appears, choose the Plan Line Items FI program.

c)

Result: The system does not display a plan line item because no plan line items exist.

Since you have not saved any plan line items, you now want to do so. To do this, go to Customizing for the new G/L planning and activate the update of plan line items for the leading ledger, the plan version that you are using, your company code AA## and the current fiscal year. In this exercise, you do not want to save or enter an opening balance of the plan data that has already been entered.


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Caution: The indicator for updating plan line items is set in the fiscal year-dependent version parameters for your company code AA## and you can check it there after you have completed this exercise step. Setting the indicator works even though you have not maintained an entry in the fiscal year-dependent version parameters. Explanation: During the (first) manual planning in your company code (exercise step 2), this entry is generated automatically. a)

6.

In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Planning → Plan Versions → Fiscal-Year-Dependent Version Parameters → Activate Line Items for Planning

Now you also need a planning document type. This is already defined in the training system – you should use the planning document type PO. However, you also need a number range (interval) to supply the plan line items. If you forget the configuration of the number range, the system issues the following message later in the planning transaction: “The number range interval 01 does not exist for the object FAGL_PL_LC AA##”. Therefore, create the following number range interval for your company code AA##: Year:

Current fiscal year

From Number:

0100000000

To Number:

0199999999

External number assignment:

No

Since maintaining the interval takes a long time getting used to, here is some help: -> Enter using group maintenance: Pencil and Groups pushbutton -> Choose the Maintain pushbutton (pencil icon) -> Enter your company code AA##. -> In the screen that now appears, you can add an interval – Insert Interval pushbutton. -> Maintain your new number range interval as described previously in the exercise.


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Save your data.

7.

a)

Check the planning document type: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Planning → Define Document Types for Planning

b)

Maintain number range intervals: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Planning → Define Number Ranges for Plan Documents => Proceed as described in the exercise.

Now try to enter planned values for (your) profit center PC## and company code AA## manually from the FI application again: Plan € 2,000, for example, for the Purchased Services account (account 417000) and the PC## profit center in the current month. You can use the first planning layout 0FAGL-01. Fill all fields in the entry screen according to the exercise requirements described above and then choose Overview Screen (F5). Enter the plan amount and then save. The system must now display the following information in the status line:“Plan data is posted to the ledger 0L with the document number 100000000.”. a)

8.

In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Periodic Processing → Planning → Planned Values → Enter (New)

Now check again in the PC group: plan/actual/variance drilldown report, to verify whether your plan values have been transferred to the PC## profit center.


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Start your drilldown report with the selections of your VAR## variant and check your planned values by navigating accordingly. Hint: If you have not saved a variant, use the following selections:

9.

Currency Type:

10

Company Code:

AA##

Ledger:

0L

Controlling Area:

1000


INT

Plan Version:

The plan version in which the plan data was entered 

Fiscal year:

Current fiscal year

From period:

Current period

To period:

Current period

Output type:


a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Information System → General Ledger Reports (New) → Reports for Profit Center Accounting → Profit Center Group: Plan/Actual/Variance

b)

Choose Goto → Variants → Get... from the menu to select the variants.

Can you now navigate from the drilldown report to a plan line item? a)

Click the plan value in the Plan column and choose Goto → Call report... from the menu bar.

b)

In the dialog box that appears, choose the Plan Line Items FI report.

c)

Result: The system displays a plan line item.

Task 2: Optional: Integrated planning with CO 1.

To ensure that integrated planning exercise runs smoothly, we recommend that there is a planning version 0 with the following settings in the training system: In Customizing, choose Financial Accounting (new) → General Ledger Accounting (new) → Planning → Plan Versions → Define Plan versions. Continued on next page

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Ledger:

0L

Version:

0

Manual Planning:

X

Integrated Planning:

X

Version Description:

FI plan version 0 (or similar)

Hint: If there is no plan version 0, please inform your instructor. Now, after the check, start in the Controlling application the cost center planning transaction: In SAP Easy Access menu, choose Accounting → Controlling → Cost Center Accounting → Planning → Cost and Activity Inputs → Change. When the system prompts you, enter the CO planner profile SAPALL. We recommend that you work with the CO planning layout 1-101 and enter the plan data for your T-F05A## cost center as follows: Plan Version:

0

Planning period:

Current period/current year

Cost Element:

Direct labor costs (cost element 420000)

Using the Overview Screen button (F5), you navigate to the change mode of CO planning. Enter a planned cost fixed amount (this can be any amount you choose). Save your CO plan data. a) 2.

In SAP Easy Access menu, choose Accounting → Controlling → Cost Center Accounting → Planning → Cost and Activity Inputs → Change

Since profit center PC## must be defined in the master data for the cost center T-F05A##, during correct CO-FI integrated planning, the CO planned value must also be displayed in the PC## profit center in FI. Verify (again) in the Profit Center Grp: Plan/Actual/Variance plan drilldown report.


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Start your drilldown report with the selections of your VAR## variant and check the planned values for your PC## profit center by navigating accordingly.

3.

a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Information System → General Ledger Reports (New) → Reports for Profit Center Accounting → Profit Center Group Plan/Actual/Variance

b)

Choose Goto → Variants → Get... from the menu to select the variants.

In the executed drilldown report (available as of EHP3), you can also display CO cost elements or navigate to other CO (plan) reports. You can drill down from the FI plan line items to the CO plan line items (by double-clicking). a)

Display CO cost elements: Click FS Item/Account and the color of the navigation characteristics changes. Note: Maybe, choose Enter to skip the initial documentation for hotspots. After that, click Cost Element (in the Navigation area).

b)

Navigate to other CO (plan) reports: Click a planned value in the Plan column and choose Goto → Call up report... . Now select the corresponding report in the dialog box that appears.

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Lesson Summary You should now be able to: • Describe various planning options • Understand the integrated planning of the new General Ledger Accounting with CO

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Unit Summary You should now be able to: • Enter documents in Accounts Receivable, processed with document splitting • Enter Asset Accounting documents and derive profit center and segment • Perform post-capitalization of cash discounts for assets in real-time • Understand how follow-up costs can be distributed in CO online and decide whether this method would be good for your company • Configure and use the real-time integration of Controlling with Financial Accounting, and understand its meaning • Understand the meaning of a third period interval within the FI posting period maintenance • Recognize that applications related to FI are also “linked” with General Ledger Accounting (new). • Understand, you must make a decision about “where” Profit Center Accounting is supposed to be mapped • Perform profit center allocations in FI • Get an overview of profit center reorganization • Describe various planning options • Understand the integrated planning of the new General Ledger Accounting with CO

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Unit 5 Selected Periodic Processing Unit Overview This unit mentions programs, you have to start at period end closing and explains how the foreign currency valuation program and the depreciation run work, with activated new General Ledger Accounting.

Unit Objectives After completing this unit, you will be able to: • • •

Analyze and name the periodic tasks that will be no longer necessary when you use new General Ledger Accounting Configure and run a foreign currency valuation Execute a depreciation run

Unit Contents Lesson: (Selected) Periodic Processing .....................................206 Exercise 7: Foreign Currency Valuation (of Customer Receivables) 223

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Lesson: (Selected) Periodic Processing Lesson Overview • •

Using new General Ledger Accounting to accelerate period-end closing Foreign currency valuation (program FAGL_FC_VALUATION and FAGL_FCV)


Analyze and name the periodic tasks that will be no longer necessary when you use new General Ledger Accounting Configure and run a foreign currency valuation Execute a depreciation run

Business Example Since you saw repeatedly in the Integration and other related Issues ... unit, using new General Ledger Accounting can save you from performing  many periodic closing and reconciliation operations,  because the system performs them in real time. This accelerates period-end closing.

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Lesson: (Selected) Periodic Processing

Periodic Processing

Figure 84: Faster Period-End Closing

Hint: Following, find periodic processing tasks, you still have to execute but which have been changed slightly as a result of the activation of new General Ledger Accounting: • • • •

Balance carried forward (in FI) - program SAPFGVTR Sorting/Reclassification of receivables and payables - program FAGL_CL_REGROUP Flat-rate individual value adjustment - program SAPF107V And a check program: –

Reconciliation: program TFC_COMPARE_VZ

Those programs are not shown explicitly in AC210.

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Foreign Currency Valuation

Figure 85: Foreign Currency Valuation – Business Scenario

Note: The transfer of the profit center and segment in the vendor and tax line items shows that document splitting is active for the posting shown in the example.

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Figure 86: Programs to Post Documents in Foreign Currency

The first thing you notice, is that the selection screen of the program FAGL_FCV is easier to understand because of a better tab structure. Note: The new program can only be used in new General Ledger Accounting. In case you still have the classic G/L in use, you will work on with foreign currency valuation program SAPF100. You can execute the new G/L program for foreign currency valuation (FAGL_FC_VALUATION and FAGL_FCV), for example, in Accounts Payable Accounting: In SAP Easy Access menu, choose Accounting → Financial Accounting → Accounts Payable → Periodic Processing → Closing → Valuate → Foreign Currency Valuation of Open Items (New).

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Figure 87: Program FAGL_FCV

Before the first valuation run with EHP5, the system is checking entries in table FAGL_BSBW_HISTRY for the whole client. If for any company code a valuation is saved, the “old” transaction code FAGL_FC_VAL still starts “old” program FAGL_FC_VALUTION. As described in the figure you should start the new program with transaction code FAGL_FCV and save a valuation run in update mode. * Even if you start the program FAGL_FC_VALUATION with transaction code SA38 (after a productive run of the new program) the system will start the new program and information message number FR618 is displayed: “Program change in FAGL_FC_VALUATION: Valuation is being executed with FAGL_FCV Diagnosis: You have started the program FAGL_FC_VALUATION to perform a foreign currency valuation. Valuation history shows that one of the following conditions applies: - You have not yet run a valuation in the current client. - You have already run a valuation in update mode in the current client using the program FAGL_FCV. System Response: When the program FAGL_FC_VALUATION is launched, the system internally starts the program FAGL_FCV and executes the foreign currency valuation with the defined selection parameters using the program FAGL_FCV.”

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Caution: The information pop-up displayed in the figure (Message number FR621) is a customizable message and can be deactivated via transaction code OBA5.

Figure 88: Foreign Currency Valuation – Customizing (1)

Find the relevant paths: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Periodic Processing → Valuate → ... Note: The valuation areas to define should not be confused with the depreciation areas in Asset Accounting (FI-AA). Hint: These valuation areas are used if you want to model parallel accounting principles in the SAP system. If you only need the local valuation approach, as is assumed in this unit, then you will only have to define one valuation area. You can select the ID and name freely. Suggestion: LO – local valuation area * Outlook: The Parallel Financial Accounting section of AC210 provides information about mapping multiple valuation approaches.

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Account determination: To create valuation documents, expense, revenue, and correction accounts have to be defined: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Periodic Processing → Valuate → Foreign Currency Valuation → Prepare Automatic Postings for Foreign Currency Valuation -> Transaction Exchange Rate Dif.: Open Items/GL Acct -> select the settings for account 160000 of chart of accounts INT, for example. Hint: Although the foreign currency valuation program requires a valuation area, a “blank” entry for the valuation area is sufficient in account determination – that is, you define the accounts without a valuation area. For more information, see the Parallel Accounting unit. Program FAGL_FCV: The new number range interval is needed to (internally) count the update runs. But it is also displayed in the result screen of an update run. Only one interval per client is defined. The interval has to have number 01 and the number range should be as large as possible: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Periodic Processing → Valuate → Foreign Currency Valuation → Define Number Range Intervals for Valuation Run ID. Alternatively start transaction code FAGL_FCV_SNRO.

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Caution: The (system) prerequisites shown in the figure must already be met when the vendor invoice (in a foreign currency) is posted. International context: The revenue account from currency valuation can also be defined as a cost element. In this case, negative costs would be posted to the corresponding CO object after a currency-related reduction of the payable. Note: You can drilldown from the line items of the CO report to the posted CO document, and from there back to the FI document.

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Figure 91: Valuation Run and Posted Documents

The FI entities from the original vendor invoice are transferred in the foreign currency valuation documents if document splitting is active. Caution: If document splitting is not active, the accounts are only supplied with the corresponding values, without attributes. The FI entities are not transferred in the correction and valuation posting. You can see, even a P&L statement for a characteristic (for example, for the profit center entity) would not be 100% complete without document splitting. Note: If the above example involved an original vendor invoice with various expense line items and different characteristic value assignments, the valuation documents are split, if document splitting is activated. Hint: * If you have to avoid reversal documents (during OI valuation), you must make additional configurations. For more information, see additional figures.

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Figure 92: Benefits of FAGL_FCV

Hint: SAP recommends to use program FAGL_FCV. In the past it was possible that the runtime of foreign currency valuation program FAGL_FC_VALUATION created problems. The test runs are also saved in the log. The logs can be displayed in the Outputs/Technical Settings tab page.

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Activate Delta Logic

Figure 93: Foreign Currency Valuation with Delta Logic (1)

Caution: The delta logic can be applied in both new General Ledger Accounting programs for foreign currency valuation: Program FAGL_FC_VALUATION and FAGL_FCV. Define delta valuation area: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Periodic Processing → Valuate → Activate Delta Logic. Note: You can also start the functions directly with view V_FAGL_FCV_DELTA. For more information about this, see SAP Notes 960661 and 1006684. These notes provide information about the support packages that provide the delta logic in the different ERP releases. Hint: * In some countries, a reverse posting is simply not allowed.

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The valuation differences are stored in the table FAGL_BSBW_HISTRY. Note: SAP Notes 960661 and 1006684 provide more information about this topic.


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* For SAP customers, still working with program FAGL_FC_VALUATION: The decision between a mid fiscal year valuation and a year-end closing valuation is made at the bottom of the Postings tab page. Hint: You can set an additional indicator in the same Customizing transaction: The Use Clearing Date for Reversal Date indicator. Why might you set this indicator? Note: Please read the following explanation again once the Parallel Accounting section has been discussed. In new G/L, when clearing a document in a foreign currency (in the example shown in AC210 this is clearing of a vendor invoice), in contrast to classic G/L accounting it is not possible to enter the actual realized exchange rate difference immediately. The reason for this is that the clearing document is entered in all ledgers of new G/L. The exchange rate difference to be realized may (often) be different in different ledgers. As a result, for clearing documents with foreign currency in the new G/L, the difference amount between the original invoice date and the clearing date is always displayed/posted as the realized exchange rate difference. The correct, realized exchange rate difference is then determined for each valuation area (first) during the next foreign currency valuation run (from the difference amounts recorded in the table FAGL_BSBW_HISTRY and the actual exchange rate on the clearing date) and posted against the realized exchange rate already entered. This (second) posting initially has the date of the valuation run, usually the end of the month, as the posting date. You can set the Use Clearing Date for Reversal Date indicator (CI.Datecolumn) to ensure that the posting date of the (correction) valuation run is the clearing date of the valuated item. Caution: The clearing date should only be used for the reversal posting if this is absolutely necessary because the program cannot ensure that the period to be used is open. If the period is closed, the system issues an error message and the posting is not carried out, rather it is saved in a batch input session.

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Depreciation Run

Figure 96: Program RAPOST2000 (and RAPOST2010)

Program RAPOST2000 posts depreciation for Asset Accounting in SAP release 4.7 and onwards. This program is the successor to program RABUCH00. Note: The main difference between programs RAPOST2000 and RABUCH00 is that the newer depreciation posting program no longer uses batch processing, but instead posts depreciation to the FI accounts immediately during the program run. Another interesting question is whether and how FI characteristics, such as the profit center and the segment, are passed on in the depreciation posting documents.

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Figure 97: Settings for the Depreciation Posting Run

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About account assignment types: •

Depreciation area 20 must have the Depreciation Run account assignment type if area 20 is the area for posting the cost-accounting values (depreciation/interest) to Controlling. In this case, the (cost-accounting) depreciation account is defined as a cost element, and requires a CO-relevant account assignment object, when posting depreciation. However, this account assignment object (such as cost center, order, or WBS element) can only be selected if the Depreciation Run account assignment type is specified for those CO entities. Hint: These settings for program RAPOST2000 are mandatory no matter if new General Ledger Accounting or any business function is active or not. Caution: If Segment Reporting for FI-AA is activated (possible with active business function FIN_GL_REORG_1), in addition the particular FI characteristics account assignment objects (profit center and segment) need to be defined.

•

Depreciation area 01 records book depreciation. –

–

2011

Without activated Segment Reporting in FI-AA: The system requires the Depreciation Run account assignment type for account assignment objects of Controlling even if the depreciation expense account is not defined as a cost element, which means these values are only posted in FI. This is the only way for the system to derive the profit center and then (possibly) the segment from the CO object for the book depreciation document. With activated Segment Reporting in FI-AA, as in AC210: The system does not require the Depreciation Run account assignment type for account assignment objects of Controlling. You have to define the Depreciation Run account assignment type explicit for the Profit Center and the Segment account assignment object.


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Important Customizing settings: •

•

Activate Segment Reporting: In Customizing, choose Financial Accounting (New) → Asset Accounting → Integration with General Ledger Accounting → Segment Reporting → Activate Segment Reporting. Specify Account Assignment Types for Account Assignment Objects: In Customizing, choose Financial Accounting (New) → Asset Accounting → Integration with General Ledger Accounting → Additional Account Assignment Objects → Specify Account Assignment Types for Account Assignment Objects. Hint: Only the actual amount posted to an account that is also defined as a (primary) cost element actually ends up in Controlling – both depreciation amounts end up in the leading ledger of new General Ledger Accounting.

As soon as document splitting is activated, the depreciation documents also have to meet the document splitting criteria, which means the corresponding accounts have to be defined as item categories: • • • •

Depreciation expense accounts, such as ordinary depreciation or unplanned depreciation. Cost-accounting expense accounts such as depreciation expenses or interest expenses. Clearing accounts for cost-accounting expenses. Note: Accumulated depreciation accounts are already defined as Asset item category. Note: FI-AA already takes care of splitting at entity level for depreciation documents.

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Exercise 7: Foreign Currency Valuation (of Customer Receivables) Exercise Objectives After completing this exercise, you will be able to: • Understand and start the program for foreign currency valuation

Business Example You will only run the local valuation in this unit; you will add an international valuation in the following unit.

Task: Foreign Currency Valuation (of Customer Receivables) Hint: You only need to conduct exercise step 1 if you have not already created customer 210## in the optional exercise in the Document Splitting exercise or in the exercise on allocation. 1.

Create a customer 210## in your company code AA##. You can use customer 1000 in company code 1000 as a template. Do not modify the Account group input field. Fill in all the required-entry fields for the address data (for example, transportation zone 0000000001) and save your data.

2.

Now enter a customer invoice (in USD) for your customer 210## for the amount of $ 5,000.00. This means you are creating an invoice for a (major) international customer in their currency. Assume also that the USD exchange rate was 0.83333 on the posting date. This corresponds to an EUR exchange rate of 1.20  (1 divided by 1.20 is 0.8333). Accordingly, the Euro is strong compared to the dollar, or alternatively: The dollar is relatively weak. Enter the following data in the posting transaction: Customer:

210##

Invoice date:

07.07. of the last year

Reference:

1##

Posting Date:

17.07. of the last year Continued on next page

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Amount:

5,000

Currency:

USD

Calculate tax Indicator:

Set

Hint: To simplify things, enter the document without taxes (tax code A0). Enter the values and switch to the Local currency tab. Check the (current) exchange rate (taken from table TCURR) and change it manually to /1.2, or 0.83333, in line with the assumptions made above. Hint: This process is very simple if you use the F4 help for the Exchange rate field, and then maintain the following entry: 1 EUR = 1.20000 X 1 USD ... And then apply the exchange rate with the F8 button. See the notes specified below. Hint: You can press Enter to skip any warning messages due to values that differ from the table exchange rate. Hint: Tip: If the Exchange rate field is not (or no longer) ready for input, you can specify the Euro-denominated amount of 4,166.67 in the Amount in LC field on the same tab page. You are now missing the revenue account/credit item for the posting: Enter G/L account 800200 in the lower section of the input screen and enter “*” to copy the amount of $ 5,000.00. Since you also want to/have to assign a segment account for the posting, enter the profit center you created – PC## – in the corresponding field. Simulate and save the document. 3.

Display the document again from the posting transaction. The profit center and the segment are passed on to the receivable line item in the general ledger view. You can choose the Display Currency button to display the amounts in Euro and U.S. dollar.

4.

Now enter a second invoice for the same customer.


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We now assume, however, that the invoice is posted later, at a time when the dollar is relatively strong (compared to the Euro) – use an EUR exchange rate of 0.80. This means a relatively strong USD exchange rate of 1.25 for this posting since 1 divided by 0.8 is 1.25. The procedure is otherwise exactly the same as for the second task step. Use the following data: Customer:

210##

Invoice date:

08.01. of the current year

Reference:

2##

Posting Date:


Amount:

4,000

Currency:

USD


Set

Note: To simplify things, enter the document without taxes again (tax code A0). Enter the values and switch to the Local currency tab. Change the displayed exchange rate manually to /0.8, or 1.25, in line with the above assumption. This process is very simple if you use the F4 help for the Exchange rate field, and then maintain the following entry: 1 EUR = 0.80000 X 1 USD And then apply the exchange rate with the F8 button. Caution: You can choose Enter to skip any warning messages due to values that differ from the table exchange rate. Hint: Tip: If the Exchange rate field is not ready for input, you can specify the Euro amount of 5,000 in the Amount in LC field on the same tab page. You are now missing the revenue account/credit item for the posting: Enter G/L account 800200 in the lower part of the entry screen and enter “*” to copy the amount of USD 4,000. Since you also want to/have to assign a segment, enter profit center 1000 in the corresponding field. Simulate and save the document. Continued on next page

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Now start a customer line item list for your customer 210## to display the posted open customer invoices. Optional: If you desire, you can change the layout (of the results list) to display the effective exchange rate (technical field name: 1-KURSE) and the reference field (technical field name: 1-XBLNR) field if these are not already displayed. Save your user-specific layout, L##, with name Layout Gr. ##.

6.

You now have to configure the system for foreign currency valuation. You first verify the accounts you want to post to. Start the appropriate Customizing transaction and perform the following activities: -> Select transaction KDF -> Select chart of accounts INT -> Position on G/L account 140000 (Trade Receivables) and double click the account number -> Take a look at the Valuation logical field group and check whether the following accounts are already stored: Valuation Loss 1:

Account 230 011

Valuation Gain 1:

Account 280 010

Balance sheet adjustment 1:

Account 140 099

Hint: This is an exercise to verify existing system settings – do not change the current configuration. Note: If you had to valuate foreign currency payables as well, you would also assign expense, revenue, and adjustment accounts to the payables account (for example, 160000). 7.

Since document splitting has been activated for your company code AA##, the expense, revenue, and correction accounts have to be defined as item categories for the foreign currency valuation. Verify whether the entries 230010, 230011, 280010 and 140099 already exist for chart of accounts INT. If this is not the case, please notify your course instructor. Hint: This is an exercise to verify existing system settings – do not change the current configuration.


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8.

To start the (new) foreign currency valuation run, you have to define a valuation area – regardless of whether or not, different valuation approaches are needed for parallel accounting. Caution: The valuation area you define now has nothing to do with depreciation areas in Asset Accounting; it is a valuation area that is defined in FI. Create a valuation area in Customizing. The ID of the new valuation area should have two letters. The first letter of every group is “L”. This “L” stands for “local” in our example. Select the second letter for your group from the following table: Group

01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18

Letter

A B C D E F G H I

J

K L M N O P Q R

Examples: Group 1 receives the letter “A”: The valuation area is therefore called “LA”. Group 5 receives the letter “E”: The valuation area is therefore called “LE”, and so on. Enter the following data for the new valuation area:

9.

Area:

L# (# stands for the second letter from the above table)

Valuation method:

Leave blank for now

Crcy type:

Company code currency

Add.curr.

Leave blank

FS Vers

Leave blank or enter INT

LongText:

Local valuation area group ##

Create (also) a valuation method in Customizing. It is needed to define how a run is to be valuated. Name your new valuation method L## and define it as follows: Description:

Local valuation for average rate, group ## 

Valuation Procedure:

Lowest Value Principle

Document Type:

SA

 Exchange Rate Type for Debit and Credit Balance:

M (Average Rate) for both Continued on next page

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Save your data. 10. Assign the new valuation method L## (retrospectively) to your new valuation area L# from a previous exercise step. Hint: Prior to SAP ERP, the valuation method was not entered in the application until the actual run. This is no longer possible in new General Ledger Accounting. 11. Verify if your instructor already defined a number range interval for the valuation run IDs. This is needed with Enhancement Package 5, to run program FAGL_FCV. Hint: This is an exercise to verify existing system settings – do not change the current configuration. 12. You have now configured all the settings for the actual foreign currency valuation, provided you only need to comply with one accounting principle and only want to valuate open items (as is assumed for this set of exercises). Start the valuation run, for example from the accounts receivable accounting application. As you will see in the SAP Easy Access menu, when new General Ledger Accounting is activated, you can no longer start the old valuation program SAPF100 (Foreign Currency Valuation of Open Items). You have to use the option Foreign Currency Valuation of Open Items (New). This is program FAGL_FC_VALUATION or program FAGL_FCV. Hint: In AC210, it will be program FAGL_FCV. Press Enter to skip the information message. You can start with a test run and continue with the production run. Enter the following data in the selection screen for the program: Company Code:

AA##

Valuation Key Date:

Last day of the previous month

Caution: If your AC210 training course takes place in January, use January 31 of this year as the key date. Valuation Area:

L#

Postings tab page: Continued on next page

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First, choose Execute Test Run To later run a production run, choose Post Valuation Immediately Hint: You do not need to specify a batch input session name, as you will not work with a batch session. Set the Determine Automatically check mark The program now needs to know which “objects” will be processed, regardless of whether this is a test or production run. Open Items: Subledger tab page: Set the Valuate Customer check mark. Output/Technical Settings tab page: Set the Save Log check mark and choose as the log name “FAGL_FCV_GR##” You can now start the program. Remain in the results list of the valuation run. Hint: Since this run is a “local” one, using the lowest value principle, only the open item is valuated, which is on the key date, no longer worth € 5,000.00, but instead € 4,000.00. In the example, this should be the second item – the document entered in the current year. After the test run, execute the production run. Exit the transaction. 13. When you examine the valuation or correction document in the log of the production run, you will see that the segment from the original customer invoice has been passed through to the documents from the valuation run. In the example, this should be the SEGB segment. If your documents have a different segment, don’t worry – you probably entered a different cost center for your customer invoice posting than the one specified in the exercise.


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14. Theoretical question: In the specified system configuration, a new valuation run always creates a reset document on the first of the following month. How can you change this system behavior?

15. Configure the system so that your FI valuation area L# is a valuation area that uses “delta logic”. 16. Then start the foreign currency valuation program in the test run again with the following settings: Company Code:

AA##

Valuation Key Date:

Last day of the current month

Caution: If your AC210 training course takes place in January, use February 28 of this year as the key date (in a leap year, use February 29). Valuation Area:

L#

Postings tab page: Choose Execute Test Run Set the Determine Automatically check mark The program now needs to know which “objects” will be processed, regardless of whether this is a test or production run. Open Items: Subledger tab page: Set the Valuate Customer check mark. Output/Technical Settings tab page: Set the Save Log check mark and choose as the log name “FAGL_FCV_GR##_Actual_Month” You can now start the program.


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17. Verify in the result screen of the test run whether only one posting would be carried out and, as a result, the cancellation posting is would not be executed.

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Solution 7: Foreign Currency Valuation (of Customer Receivables) Task: Foreign Currency Valuation (of Customer Receivables) Hint: You only need to conduct exercise step 1 if you have not already created customer 210## in the optional exercise in the Document Splitting exercise or in the exercise on allocation. 1.

Create a customer 210## in your company code AA##. You can use customer 1000 in company code 1000 as a template. Do not modify the Account group input field. Fill in all the required-entry fields for the address data (for example, transportation zone 0000000001) and save your data. a)

2.


Now enter a customer invoice (in USD) for your customer 210## for the amount of $ 5,000.00. This means you are creating an invoice for a (major) international customer in their currency. Assume also that the USD exchange rate was 0.83333 on the posting date. This corresponds to an EUR exchange rate of 1.20  (1 divided by 1.20 is 0.8333). Accordingly, the Euro is strong compared to the dollar, or alternatively: The dollar is relatively weak. Enter the following data in the posting transaction: Customer:

210##

Invoice date:


Reference:

1##

Posting Date:


Amount:

5,000

Currency:

USD


Set

Hint: To simplify things, enter the document without taxes (tax code A0). Continued on next page

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Enter the values and switch to the Local currency tab. Check the (current) exchange rate (taken from table TCURR) and change it manually to /1.2, or 0.83333, in line with the assumptions made above. Hint: This process is very simple if you use the F4 help for the Exchange rate field, and then maintain the following entry: 1 EUR = 1.20000 X 1 USD ... And then apply the exchange rate with the F8 button. See the notes specified below. Hint: You can press Enter to skip any warning messages due to values that differ from the table exchange rate. Hint: Tip: If the Exchange rate field is not (or no longer) ready for input, you can specify the Euro-denominated amount of 4,166.67 in the Amount in LC field on the same tab page. You are now missing the revenue account/credit item for the posting: Enter G/L account 800200 in the lower section of the input screen and enter “*” to copy the amount of $ 5,000.00. Since you also want to/have to assign a segment account for the posting, enter the profit center you created – PC## – in the corresponding field. Simulate and save the document. a) 3.


Display the document again from the posting transaction. The profit center and the segment are passed on to the receivable line item in the general ledger view. You can choose the Display Currency button to display the amounts in Euro and U.S. dollar. a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → Accounts Receivable → Document Entry → Invoice Choose Document → Display from the menu.

4.

Now enter a second invoice for the same customer. We now assume, however, that the invoice is posted later, at a time when the dollar is relatively strong (compared to the Euro) – use an EUR exchange rate of 0.80.


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This means a relatively strong USD exchange rate of 1.25 for this posting since 1 divided by 0.8 is 1.25. The procedure is otherwise exactly the same as for the second task step. Use the following data: Customer:

210##

Invoice date:


Reference:

2##

Posting Date:


Amount:

4,000

Currency:

USD


Set

Note: To simplify things, enter the document without taxes again (tax code A0). Enter the values and switch to the Local currency tab. Change the displayed exchange rate manually to /0.8, or 1.25, in line with the above assumption. This process is very simple if you use the F4 help for the Exchange rate field, and then maintain the following entry: 1 EUR = 0.80000 X 1 USD And then apply the exchange rate with the F8 button. Caution: You can choose Enter to skip any warning messages due to values that differ from the table exchange rate. Hint: Tip: If the Exchange rate field is not ready for input, you can specify the Euro amount of 5,000 in the Amount in LC field on the same tab page. You are now missing the revenue account/credit item for the posting: Enter G/L account 800200 in the lower part of the entry screen and enter “*” to copy the amount of USD 4,000. Since you also want to/have to assign a segment, enter profit center 1000 in the corresponding field. Simulate and save the document. a)



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5.

Now start a customer line item list for your customer 210## to display the posted open customer invoices. Optional: If you desire, you can change the layout (of the results list) to display the effective exchange rate (technical field name: 1-KURSE) and the reference field (technical field name: 1-XBLNR) field if these are not already displayed. Save your user-specific layout, L##, with name Layout Gr. ##.

6.

a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → Accounts Receivable → Account → Display/Change Line Items

b)

Enter your customer 210## and your company code AA##, and run the program to display the open items as of today’s date: Menu Program → Execute.

You now have to configure the system for foreign currency valuation. You first verify the accounts you want to post to. Start the appropriate Customizing transaction and perform the following activities: -> Select transaction KDF -> Select chart of accounts INT -> Position on G/L account 140000 (Trade Receivables) and double click the account number -> Take a look at the Valuation logical field group and check whether the following accounts are already stored:


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Valuation Loss 1:

Account 230 011

Valuation Gain 1:

Account 280 010

Balance sheet adjustment 1:

Account 140 099

Hint: This is an exercise to verify existing system settings – do not change the current configuration. Note: If you had to valuate foreign currency payables as well, you would also assign expense, revenue, and adjustment accounts to the payables account (for example, 160000).

7.

a)

In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Periodic Processing → Valuate → Foreign Currency Valuation → Prepare Automatic Postings for Foreign Currency Valuation

b)

Go through the same procedure as described for the task.

Since document splitting has been activated for your company code AA##, the expense, revenue, and correction accounts have to be defined as item categories for the foreign currency valuation. Verify whether the entries 230010, 230011, 280010 and 140099 already exist for chart of accounts INT. If this is not the case, please notify your course instructor. Hint: This is an exercise to verify existing system settings – do not change the current configuration. a)

8.

In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Classify G/L Accounts for Document Splitting

To start the (new) foreign currency valuation run, you have to define a valuation area – regardless of whether or not, different valuation approaches are needed for parallel accounting. Caution: The valuation area you define now has nothing to do with depreciation areas in Asset Accounting; it is a valuation area that is defined in FI. Create a valuation area in Customizing. The ID of the new valuation area should have two letters. The first letter of every group is “L”. This “L” stands for “local” in our example. Continued on next page

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Select the second letter for your group from the following table: Group

01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18

Letter

A B C D E F G H I

J

K L M N O P Q R

Examples: Group 1 receives the letter “A”: The valuation area is therefore called “LA”. Group 5 receives the letter “E”: The valuation area is therefore called “LE”, and so on. Enter the following data for the new valuation area:

9.

Area:

L# (# stands for the second letter from the above table)

Valuation method:

Leave blank for now

Crcy type:


Add.curr.

Leave blank

FS Vers


LongText:

Local valuation area group ##

a)

In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Periodic Processing → Valuate → Define Valuation Areas

b)

Proceed as described in the exercise text and save your data at the end.

Create (also) a valuation method in Customizing. It is needed to define how a run is to be valuated. Name your new valuation method L## and define it as follows: Description:

Local valuation for average rate, group ## 


Lowest Value Principle

Document Type:

SA

 Exchange Rate Type for Debit and Credit Balance:

M (Average Rate) for both


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Save your data. a)

In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Periodic Processing → Valuate → Define Valuation Methods

b)

Save your data.

10. Assign the new valuation method L## (retrospectively) to your new valuation area L# from a previous exercise step. Hint: Prior to SAP ERP, the valuation method was not entered in the application until the actual run. This is no longer possible in new General Ledger Accounting. a)

In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Periodic Processing → Valuate → Define Valuation Areas

11. Verify if your instructor already defined a number range interval for the valuation run IDs. This is needed with Enhancement Package 5, to run program FAGL_FCV. Hint: This is an exercise to verify existing system settings – do not change the current configuration. a)

In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Periodic Processing → Valuate → Foreign Currency Valuation → Define Number Range Intervals for Valuation Run ID

12. You have now configured all the settings for the actual foreign currency valuation, provided you only need to comply with one accounting principle and only want to valuate open items (as is assumed for this set of exercises). Start the valuation run, for example from the accounts receivable accounting application. As you will see in the SAP Easy Access menu, when new General Ledger Accounting is activated, you can no longer start the old valuation program SAPF100 (Foreign Currency Valuation of Open Items). You have to use the option Foreign Currency Valuation of Open Items (New). This is program FAGL_FC_VALUATION or program FAGL_FCV. Hint: In AC210, it will be program FAGL_FCV. Press Enter to skip the information message. You can start with a test run and continue with the production run. Continued on next page

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Enter the following data in the selection screen for the program: Company Code:

AA##

Valuation Key Date:

Last day of the previous month

Caution: If your AC210 training course takes place in January, use January 31 of this year as the key date. Valuation Area:

L#

Postings tab page: First, choose Execute Test Run To later run a production run, choose Post Valuation Immediately Hint: You do not need to specify a batch input session name, as you will not work with a batch session. Set the Determine Automatically check mark The program now needs to know which “objects” will be processed, regardless of whether this is a test or production run. Open Items: Subledger tab page: Set the Valuate Customer check mark. Output/Technical Settings tab page: Set the Save Log check mark and choose as the log name “FAGL_FCV_GR##” You can now start the program. Remain in the results list of the valuation run. Hint: Since this run is a “local” one, using the lowest value principle, only the open item is valuated, which is on the key date, no longer worth € 5,000.00, but instead € 4,000.00. In the example, this should be the second item – the document entered in the current year. After the test run, execute the production run. Exit the transaction. a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → Accounts Receivable → Periodic Processing → Closing → Valuate → Foreign Currency Valuation of Open Items (New) Continued on next page

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13. When you examine the valuation or correction document in the log of the production run, you will see that the segment from the original customer invoice has been passed through to the documents from the valuation run. In the example, this should be the SEGB segment. If your documents have a different segment, don’t worry – you probably entered a different cost center for your customer invoice posting than the one specified in the exercise. a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → Accounts Receivable → Periodic Processing → Closing → Valuate → Foreign Currency Valuation of Open Items (New)

b)

Skip the information message

c)

(Immediately) choose the Output/Technical Settings tab page and choose the Log List button. All logs are now displayed.

d)

Optional: To limit the display to the logs of your user, you can leave (with the F3 button) the logs display and select (next to the Log List button) the Restrict Log List check box. Choose the Log List button again. In the Display Logs selection screen, fill in the program name “FAGL_FCV” and your user name and choose Execute.

e)

Select the production run and choose the Display Log button.

f)

Choose the “X” Postings button. Position the cursor on the document number of the posting document from the last day of the previous months and choose the Display Document button. The document is displayed first in U.S. dollars, the document currency – but the corrections are only recorded in the local currency. To see the Euro-denominated correction amount, choose the Display Currency button.

g)

Have a look on the posted FI entities.

14. Theoretical question: In the specified system configuration, a new valuation run always creates a reset document on the first of the following month. How can you change this system behavior? Answer: You can define the valuation area as a valuation area that uses “delta logic”. 15. Configure the system so that your FI valuation area L# is a valuation area that uses “delta logic”. a)

In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Periodic Processing → Valuate → Activate Delta Logic

b)

Set the check mark in the + column for your valuation area L#. Continued on next page

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16. Then start the foreign currency valuation program in the test run again with the following settings: Company Code:

AA##

Valuation Key Date:

Last day of the current month

Caution: If your AC210 training course takes place in January, use February 28 of this year as the key date (in a leap year, use February 29). Valuation Area:

L#

Postings tab page: Choose Execute Test Run Set the Determine Automatically check mark The program now needs to know which “objects” will be processed, regardless of whether this is a test or production run. Open Items: Subledger tab page: Set the Valuate Customer check mark. Output/Technical Settings tab page: Set the Save Log check mark and choose as the log name “FAGL_FCV_GR##_Actual_Month” You can now start the program. a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → Accounts Receivable → Periodic Processing → Closing → Valuate → Foreign Currency Valuation of Open Items (New)

b)

Fill in the needed information according to the exercise text.

17. Verify in the result screen of the test run whether only one posting would be carried out and, as a result, the cancellation posting is would not be executed. Answer: In the result screen, you can see (at the top) that only one posting would be carried out. You can then navigate to the simulation for this document by choosing the “X” Postings button.

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Lesson Summary You should now be able to: • Analyze and name the periodic tasks that will be no longer necessary when you use new General Ledger Accounting • Configure and run a foreign currency valuation • Execute a depreciation run

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Unit Summary

Unit Summary You should now be able to: • Analyze and name the periodic tasks that will be no longer necessary when you use new General Ledger Accounting • Configure and run a foreign currency valuation • Execute a depreciation run

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Unit 6 Parallel Accounting Unit Overview In new General Ledger Accounting different accounting principles can (still) be mapped using the “Accounts Solution”. In addition to accounts, however, the new G/L also lets you use different ledgers to save the different valuation approaches – this is called the “Ledger Solution (in new General Ledger Accounting)”. This unit explains in detail how to configure and use the ledger solution (in new G/L). Note: In case you also want to learn more about the accounts solution in new General Ledger Accounting, visit SAP standard course AC207 (Parallel Accounting and Reporting).

Unit Objectives After completing this unit, you will be able to: • • • • • •

Understand the ledger solution (in new G/L) and how to model parallel accounting principles Define, configure, and use non-leading ledgers Explain when and how to use ledger groups Understand the purpose of a posting period check for non-leading ledgers Understand the option of clearing specific to ledger groups and assess whether using this option makes sense in your case Understand the integration of the ledger solution (in new General Ledger Accounting) with Asset Accounting

Unit Contents Lesson: Parallel Accounting ...................................................246 Exercise 8: Exercises to understand the Ledger Solution (in new General Ledger Accounting) ..............................................275

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Lesson: Parallel Accounting Lesson Overview • • • • • • •

Ledger solution (in new General Ledger Accounting) Ledger groups Posting to ledger groups Posting period check for non-leading ledgers Clearing specific to ledger groups Ledger solution (in new General Ledger Accounting) and entering different valuation amounts, for example in foreign currency valuation Ledger solution (in new General Ledger Accounting) and the Asset Accounting component (FI-AA)

Lesson Objectives After completing this lesson, you will be able to: • • • • • •

Understand the ledger solution (in new G/L) and how to model parallel accounting principles Define, configure, and use non-leading ledgers Explain when and how to use ledger groups Understand the purpose of a posting period check for non-leading ledgers Understand the option of clearing specific to ledger groups and assess whether using this option makes sense in your case Understand the integration of the ledger solution (in new General Ledger Accounting) with Asset Accounting

Business Example The main consequence of parallel accounting is that company financial statements have to be created according to different accounting principles. This is because a local view (for example U.K. GAAP in Great Britain or HGB [German Commercial Code] in Germany) is no longer sufficient by itself in a globalized world of creditors (for example banks and shareholders) and business partners. An internationally respected standard is in increasing demand. It is therefore very important that an ERP system can map parallel accounting approaches. One option in the SAP ERP system is the “Ledger Solution (in new General Ledger Accounting).”l

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Lesson: Parallel Accounting

Examples of internationally respected accounting principles: • •

IFRS U.S. GAAP Hint: In new General Ledger Accounting different accounting principles can (still) be mapped using the “Accounts Solution”. In addition to accounts, however, the new G/L also lets you use different ledgers to save the different valuation approaches – this is called the “Ledger Solution (in new General Ledger Accounting)”.

Ledger Solution (in new General Ledger Accounting)

Figure 98: Parallel Accounting - SAP Mapping Options

With activated new General Ledger Accounting, different accounting principles can still be modeled using the “Accounts Solution”. Hint: In addition to accounts, however, the new G/L also lets you use different ledgers to save the different valuation approaches – this is called the “Ledger Solution (in the new General Ledger Accounting)”.

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Caution: However, do not confuse the ledger solution (in new G/L) with the Special Ledger (FI-SL) solution. The special ledger approach was available in SAP release 4.7, but it is nowhere near as functional and uniform as the ledger solution in the new General Ledger Accounting. Which valuation approach should you model? We would like to emphasize that SAP generally considers the ledger solution and the accounts solution as equivalent. For more information, see SAP Note 779251.

Figure 99: Defining Non-Leading Ledgers

An important question to decide is which accounting rule will be modeled in the leading ledger: SAP recommends that existing customers who upgrade to SAP ERP do not change the leading view as well. Such a change of the leading view should always be dealt with in a separate project, as before. Caution: The leading ledger is the (only) ledger that is integrated with CO. The use of non-leading ledgers also makes it possible, for example, to use different fiscal year variants within one company code (also see the following figures).

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Figure 100: Activating Non-Leading Ledgers

In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Ledger → Define and Activate Non-Leading Ledgers. Note: An additional non-leading ledger could be interesting for a company not just to map parallel accounting but also if the (same) company code is supposed to be mapped with different fiscal year variants. For example: The leading ledger uses FY variant K4, while the non-leading ledger uses FY variant V9. The SAP system did not previously allow you to use different FY variants within a company code within G/L. Only the Special Ledger component (FI-SL) featured these options.

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Caution: For information about configuring different fiscal year variants in a non-leading ledger and simultaneously using the Asset Accounting component, see SAP Note 844029. Note: You use different posting period variants (see assignment in the screenshot), if every accounting principle has to take into account its own “time frames”. Hint: If you do not maintain alternative values, the system adopts the settings of the leading ledger.

Figure 101: Scenario Assignment (for Non-Leading Ledgers)

The provided scenarios are assigned to the (non-leading) ledgers in Customizing: Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Ledger → Assign Scenarios and Customer Fields to Ledgers. A non-leading ledger can be assigned one (standard) scenario, several scenarios, or even all six scenarios at once. Hint: The decision as to how many scenarios to assign depends solely on which “facts”/“business aspects” you want to model in the corresponding (non-leading) ledger.

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Figure 102: More than one General Ledger View

Foreign Currency Valuation To demonstrate how different values in different accounting principles are posted with the ledger solution in new G/L via the usage of programs, we examine, exemplary, the foreign currency valuation. Hint: In one of the following sections we also demonstrate the manual posting of documents with different valuation amounts.

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Figure 103: Valuation Differences – Example: Foreign Currency Valuation

Define valuation methods: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Periodic Processing → Valuate → Define Valuation Methods. In an SAP ERP system, the valuation methods are linked with the (FI) valuation areas: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Periodic Processing → Valuate → Define Valuation Areas. A valuation area is assigned exactly one valuation method – but the same valuation method can be assigned to multiple valuation areas. Note: In releases up to and including release 4.7, the valuation method is not assigned until you start the actual foreign currency valuation program (program SAPF100).

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Figure 104: Valuation Area - Accounting Principle - Ledger Group

The figure shows how you can determine which valuation approach (values from different valuation areas) is used to post in which ledger: • • • • •

In addition to the leading ledger, you need (of course) at least one non-leading ledger. You define valuation areas (in FI): See step 1. on the figure. You define accounting principles (AP): See related to step 2. on the figure. You then assign an accounting principle to the valuation areas: See step 2. on the figure. In turn, you link the accounting principles with the corresponding ledgers: See step 3. on the figure.

You also define which valuation method (for example, lowest value principle or general valuation) will be used for each valuation area in Customizing: See step 1. on the figure. Note: To complete the Customizing activities for foreign currency valuation, the figure is missing the account determination maintenance, in which expense, revenue, and balance sheet adjustment accounts are stored: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Periodic Processing → Valuate → Foreign Currency Valuation → Prepare Automatic Postings for Foreign Currency Valuation. -> Transaction KDF.

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Caution: Since the same accounts are posted to in the different ledgers in the ledger solution (in new G/L), it is enough to define the account determination only for the valuation area “Blank” in foreign currency valuation. ** In practice, you may have to create several local valuation areas because your local valuations may be not the same from a valuation point of view.

Figure 105: FC Valuation – Example Figures (Customer LI)

The system derives the posted accounts (account 280010 and 140099) from the account determination (for valuation area “Blank”) of transaction Exchange Rate Difference OI/G/L Account (KDF). The valuation document generated by the foreign currency program is reversed with the same program, on the first day of the next month, as long as you do not make any further settings/configurations. For details see the Selected Periodic Processing section. • Note: An (additional) valuation run for a local valuation area (such as a valuation area for the rules of the German Commercial Code) does not register a revaluation in this case. The original customer document updates the amount 0.00 for the corresponding valuation area.

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The correction document illustrated in the slide is only posted to non-leading ledger N1. Therefore, to post the document, you have to assign a number range interval to the corresponding document type in the Entry View of the ledger: In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Document → Document Types → Define Document Types for Entry View in a Ledger.

Figure 106: Option: Defining Ledger Groups

Path: In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Ledger → Define Ledger Group. Hint: The ledger group is option for simplifying and/or accelerating the work in certain cases. No customer should be forced to create their own ledger groups. Caution: However, a new ledger group is created automatically for each ledger in the new G/L. This new ledger group contains the relevant ledger and has the same name as it.

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Manual Posting to a Specific Ledger (Group)

Figure 107: Ledger Groups – Special Transactions

If the Ledger Group field is filled, the document is posted only to the ledgers of the ledger group. Caution: If the ledger group only consists of one or more non-leading ledgers, you have to define “document types for Entry View in a ledger”: In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Document → Document Types → Define Document Types for Entry View in a Ledger. The document number ranges must not already be in use by a document type, which can be used to post to all ledgers. Hint: FB50L and FB01L postings (with filled ledger group) - ledger group-specific postings -, are always entered without tax and posting to an OI-managed balance sheet account is not possible. See also the Ledger Group-Specific Clearing section.

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In General Ledger View, in the case of ledger group-specific postings it is only possible to display the ledgers of the selected ledger group. Note: Documents posted only to a non-leading ledger or a ledger group that consists of only non-leading ledgers are not stored in table BSEG. Instead you can analyze them in table BSEG_ADD.

Posting Periods Check for Non-Leading Ledgers

Figure 108: Ledger-Specific Period Check

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Figure 109: Ledger-Specific Period Check 2

After selecting the check box, the posting to all ledgers (transaction code FB50) with a posting date in March (see preceding graphic) is rejected. The functionality is available after activating business function FIN_GL_CI_2.

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Clearing Specific to Ledger Groups

Figure 110: Clearing Specific to Ledger Groups

Figure 111: Clearing Specific to Ledger Groups - Prerequisites

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Figure 112: Clearing Specific to Ledger Groups – Conditions

* You should use a new account for the new functions whenever possible.If you are unable to create a new account for some reason, take the following into account: •

If the account does not have line item management or open item management, and has already been posted, proceed as follows: a) First generate the line items using the report RFSEPA01. b) Set the indicator for ledger group-specific clearing subsequently using the program FAGL_SWITCH_TO_OPEN_ITEM (or transaction code FAGL_ACTIVATE_OP).

•

If the account has line item management or open item management and the account has already been posted, you can set the indicator for this account immediately or at a later stage using the program FAGL_SWITCH_TO_OPEN_ITEM (transaction code FAGL_ACTIVATE_OP).

• Hint: For more information, see SAP Note 175960.

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Additional information about conversion program FAGL_SWITCH_TO_OPEN_ITEM: •

• •

•

•

The program can only be started for one account. If you want to maintain several accounts, you can use the transaction for mass maintenance for G/L accounts (Transaction code OB_GLACC12). You can only execute the program successfully if the above conditions (1. 7.) have been fulfilled for the relevant account. On the program screen, depending on the “target” you can set the Specific to Ledger Group radio button, to use the new function for the account or the Standard radio button if you want the account to be (only) a “normal” open item managed account. The conversion date (the Switch on input field) is also important so that it is clear which line items should be converted into open items. On the basis of the total of line items before the conversion date, an open item is created with a default account assignment and posted to a (technical) interim account (Account for Transfer Posting field). Here again, depending on your “objectives”, you can set the Perform Reposting check mark to post the OI generated by the system (with default account assignment) from the interim account back to the original, now ledger group-specific/OI-managed account.

From a technical point of view, when you create “ledger group-specific managed accounts”, the entries in the tables BSIS and BSAS are transferred to the new tables FAGLBSIS and FAGLBSAS or new entries are created in the FAGL tables.

Figure 113: Clearing Specific to Ledger Groups (Demo, Part 1)

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* Additional information about the consolidation transaction type: •

•

•

•

If you decide to use the Preparation for Consolidation new G/L scenario and you have assigned this to one or more ledgers in new General Ledger Accounting, the consolidation transaction type ( technical name RMVCT) is saved in the individual table and totals table in the new G/L. The characteristic consolidation transaction type originates from the component EC-CS (Enterprise Controlling – Consolidation). It is valuated using the totals table GLT3 (Summary Data Preparations for Consolidation). SAP provides the following consolidation transaction types for mapping provisions processes: – 500 = Provisions - opening balance – 520 = Provisions allocation – 540 = Provisions utilization – 560 = Write-off provisions – 570 = Provisions transfer Using these consolidation transaction types and the Report Painter tool, it is now relatively easy to generate a provisions history sheet, based on the totals table FAGLFLEXT.

Figure 114: Line Item Display (1)

To obtain a better overview, it makes sense to display the Ledger Group field next to the Ledger field in the line item display.

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* Additional information about posting the availment: •

•

• •

•

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Since the same amount should/must be posted in all ledgers, you may want to enter the availment with a customer-defined ledger group that contains all the ledgers (for example ledger group ALL). In this case, a document would be posted to all the ledgers. However, in the Ledger Group field (see the screenshots for the individual item display before and afterwards), the document for the ledger 0L contains the ledger group ALL instead of the ledger group 0L. The document for the ledger N1 contains the ledger group ALL instead of the ledger group N1. However, clearing works later on (see the slide after next) if the ledger groups are identical or if the amounts of the ledger group have a balance of zero. It is not sufficient if the amounts of a ledger have a balance of zero. After all, the transaction is called Clearing Specific to Ledger Groups!


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Execute transaction code FB1SL (after you activate the business function FIN_GL_CI_1): In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Account → Clear - Specific to Ledger Groups. When you try to call the standard transaction code F-03 to clear a “ledger group specific” account - in SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Account → Clear - the system displays a dialog box with the following information: “Clearing specific to ledger group only with transaction code FB1SL or FB05L. Diagnosis: The Clearing Specific to Ledger Groups indicator is set for account ####. Clearing on accounts with this indicator can only be performed with the transactions FB05L (Post with Clearing for Ledger Group) and FB1SL (Clear G/L Account for Ledger Group).”

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Figure 119: LI Display after Clearing - Ledger 0L

Note: The General Ledger View shows if the provision expense posting and the resolution posting of different characteristics was assigned, depending on the document splitting configuration and clearing lines.

Figure 120: LI Display after Clearing - Ledger N1

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Figure 121: Additional Information about Clearing Specific to Ledger Groups

You can still use the command field to start the classic transaction for posting with clearing (transaction code FB05) if you want to carry out clearing when you post to an account that has only “normal” open item management. It does not work for accounts with the Clearing Specific to Ledger Groups indicator set. Pure clearing for (only) open item-managed G/L accounts is also still available: In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Account → Clear or call transaction code F-03. Hint: Menu path for automatic clearing for accounts with the Clearing Specific to Ledger Groups indicator (transaction code F13L): In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Periodic Processing → Automatic Clearing → G/L Accounts - Specific to Ledger Groups. Like the name of the transaction code F13L (“Automatic Clearing Specific to Ledger Groups”) already indicates, this works only for General Ledger accounts. Other balance sheet accounts, for example, reconciliation accounts, cannot be supplied with the Clearing Specific to Ledger Groups indicator. The program is an enhancement/adjustment of the standard clearing program SAPF124. Note: Information to the above figure with the test run: During the update run, the Clearing Document column is filled with the relevant document numbers.

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Ledger Solution (in new G/L) and Asset Accounting Hint: Since Asset Accounting has already been discussed in previous sections and therefore asset balance sheet values already exist in the training system, in the course (for reasons of simplicity) it will still be assumed that depreciation area 01 represents local regulations. To understand the logic of the ledger solution (in new G/L) in conjunction with Asset Accounting, that is absolutely no problem. Caution: In practice, the ledger solution (in new G/L) generally only makes sense if in FI-AA the international (often also the leading) valuation approach is mapped in depreciation area 01.

Figure 122: Integration with FI-AA – Example Figures (1)

Note: In the example of the figure, “non-integrated” processes are displayed. Of course, the acquisition and retirement transactions can, at any time, also be posted “integrated” (with a vendor and customer).

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Hint: The FI accounts that are posted to in the ledger solution in new General Ledger Accounting are exactly the same ones in each depreciation area. The values can still differ, however, because they are saved in different (General) Ledger. The asset values are updated in all the ledgers simultaneously during a posting – see also the Acquisition column in the graphic. Note: Of course, a document will only be created in the delta depreciation area for an acquisition posting if different APC values have to be entered. Hint: Quite frequently, however, the delta depreciation area is required for retirement postings, namely always when different useful lives are used “locally” and “internationally”. Therefore, the FI document from the delta depreciation area is not informative in itself (see the retirement posting for depreciation area 60 in the above figure).

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You can only read it together with the values of area 30 (also see next figure). However: This is only true for the view in General Ledger itself - colleagues in the Asset Accounting department always see the correct values when they analyze valuation area 30. Note: Imagine that an IFRS approach is mapped in depreciation area 30 (and 60) and you now additionally have to observe the US accounting principles. In that case you need an area “US GAAP” (for example area 31) and an additional delta area (for example depreciation area 61 [area 31 minus area 01]).


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Remarks to the figure: 1.

2.

3.

Like previously described, the values of the “leading” depreciation area are (also) posted in the non-leading ledgers. Branching from the Asset Explorer (for the group depreciation area 30) to the FI document therefore (only) pulls up the real-time document from depreciation area 01, naturally with the values of area 01. If you want to see the correct international values in the Asset Explorer, you have to examine the transaction line items in the lower section of the tool, not in the FI document. With SAP ERP, the correct gains and losses from asset retirements (for the group depreciation area), and thus the overall correct values, are always shown here. 1. and 2. assume that the delta depreciation area is posted periodically (program RAPERB2000). Note: If you decide on “direct posting” for this depreciation area, you can navigate from the Asset Explorer in the group and delta area directly to the delta FI document. Hint: Bear in mind that the delta depreciation area is only required for the correct valuation approach for assets in new General Ledger Accounting. In subledger FI-AA (and the associated tables) the correct values are always immediately displayed. Thus the asset reporting/asset information system always displays the correct values as you call up your reports per depreciation area. Caution: The depreciation area (table ANKB - the XAFBE field), which reflects the local approach (in the above example, depreciation area 30) must never be deactivated in the ledger solution in new G/L. Not even if the area should not or must not have any values, for example, in the mapping of leasing assets. Such a situation must be mapped with special transaction types that only post to area 01.

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Figure 125: Wizard for Setting Up Parallel Accounting in FI-AA

This transaction, which is new in mySAP ERP 2004, enables you to quickly and easily define the delta valuation area, which is prerequisite in the ledger solution (in the new General Ledger Accounting). Caution: If you prefer to continue using the account solution, you do not need the wizard. To start the wizard, the following data has to be defined in the system: • • • •

Depreciation area 01 Depreciation area to model the parallel accounting rule (for example area 30) Leading ledger Non-leading ledger

Start the wizard for Asset Accounting: In Customizing, choose Financial Accounting (New) → Asset Accounting → Valuation → Depreciation Areas → Set Up Areas for Parallel Valuation.

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Figure 126: Integration with FI-AA – System Configuration

Maintain account assignment types: In Customizing, choose Financial Accounting (New) → Asset Accounting → Integration with the General Ledger → Additional Account Assignment Objects → Specify Account Assignment Types for Account Assignment Objects. Configure program RAPERB2000: In Customizing, choose Financial Accounting (New) → Asset Accounting → Integration with the General Ledger → Post APC Values Periodically to the General Ledger → Specify Document Type for Periodic Posting of Asset Values.. Define a new document type for the entry view of the corresponding ledger: In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Document → Document Types → Define Document Types for Entry View in a Ledger. Maintain item types: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Classify G/L Accounts for Document Splitting. Classify the document type for periodic values postings with a business transaction and business transaction variant: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Classify Document Types for Document Splitting -> Assign document splitting rule 0000/0001.

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Exercise 8: Exercises to understand the Ledger Solution (in new General Ledger Accounting) Exercise Objectives After completing this exercise, you will be able to: • Explain and configure the ledger solution in new General Ledger Accounting as an alternative display option for parallel accounting in an SAP system • Clarify the procedure and posting logic of the ledger solution (in new G/L), using foreign currency valuation as an example • Posting and clearing specific to ledger groups

Business Example The main consequence of parallel accounting is that company financial statements have to be created according to different accounting principles. This is because a local view (for example U.K. GAAP in the Great Britain or HGB [German Commercial Code] in Germany) is no longer sufficient by itself in a globalized world of creditors (for example banks and shareholders) and business partners. An internationally respected standard is in increasing demand. It is therefore important that an ERP system can map parallel accounting approaches. One option in the SAP ERP system is the ledger solution (in new General Ledger Accounting).

Task 1: Ledger solution in the new General Ledger Accounting - Preparations and initial tests 1.

To map parallel accounting in the SAP ERP system, you can define additional (non-leading) ledgers in addition to the leading ledger. Create a non-leading ledger for an international valuation approach. Hint: In case you use the ledger solution (in new G/L), SAP recommends that the leading ledger represents the international valuation approach. Due to the fact that AC210, for comprehension reasons, started with only one ledger, we assumed at the beginning of the course that we only have to map one accounting principle, a local one. Therefore in the leading ledger of AC210 a local valuation approach is mapped.


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In this exercise, your new ledger should have a two-digit ID: The ID starts with “N” and has one more letter, which is derived as follows: Group 1 receives the letter “A”: Thus the new non-leading ledger would be named “NA”. Group 2 receives the letter “B”: Thus, this new non-leading ledger would be named “NB”, and so on. Select the letters for the other groups as follows: Group

01

02

03

04

05

06

07

08

09

Letter

A

B

C

D

E

F

G

H

I

Group

10

11

12

13

14

15

16

17

18

Letter

J

K

L

M

N

O

P

Q

R

Specify the following data for the ledger definition: Ledger name:

Non-leading ledger, group ##

Totals table:

FAGLFLEXT

Leading check mark:

Do not set

Choose Enter an read the text of the appearing information message FAGL_MIG220. Caution: In AC210 we want to learn how the ledger solution (in new G/L) works. Therefore we ignore that in practice the assistance of the SAP General Ledger Migration Service is needed, if you want to add a non-leading ledger. But it is important that you keep it in mind. You learn about the SAP General Ledger Migration Service in the Migration unit. Again, choose Enter and save your data and read also the information message FAGL_LEDGER_CUST016. 2.

In the next step, you must activate the new non-leading ledger N# for your company code AA##. Hint: Your new non-leading ledger should (initially) not work with different fiscal year variants and/or different currencies and/or different variants of the posting periods. Therefore no additional entry (apart from the company code) is needed. Continued on next page

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Caution: We already recognized in the previous exercise step that in practice an SAP General Ledger Migration Service is needed to add a non-leading ledger. Since we do not use that service in AC210, you have to choose the No button in the appearing Consistency Check dialog box. That means, we assume that the company codes AA## are not productive. Otherwise it is not possible to save the assignment of the non-leading ledger to your company code AA##. 3.

In your non-leading ledger N#, you want to map Segment Reporting and a profit and loss statement based on Cost of Sales Accounting. Assign these two scenarios to your ledger N# and save the data.

4.

Now post a G/L account document to your company code AA##. Enter this purchase of office supplies with cash. To do so, use accounts: 405200 (consumption office supplies) 100000 (petty cash) The gross amount of € 66 is to be entered with today's date, currency Euro, and 10% VAT. Choose cost center T-F05A## as the CO-relevant account assignment. Before posting, simulate the two General Ledger Views.

5.

Display the document. You should now be able to display ledger N#, in addition to the leading ledger 0L, in the General Ledger View.

Task 2: Optional task: Foreign currency valuation with the ledger solution (in new General Ledger Accounting) Hint: Enter different amounts in the different ledgers (due to valuation differences). To do so, use the foreign currency valuation again for your two open customer items (from the exercise in a previous section). Since the ledger solution (in new General Ledger Accounting) posts different valuation accounts to different ledgers, but to the same accounts, the account determination as you maintained it in the previous exercise is suffice.


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You must create an additional valuation area (in FI) and an additional valuation method. To carry out the foreign currency valuation, you also need accounting principles. 1.

Create an additional valuation area. The ID of the new valuation area should have two letters. The first letter of every group is “I”. The “I” stands for “International” in this example. Select the second letter for your group from the following table: Group

01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18

Letter

Z B C D E F G H I

J

K L M N O P Q R

Examples: Group 1 receives the letter “Z”: The ledger would therefore be called “IZ”. Group 5 receives the letter “E”: The ledger would therefore be called “IE”. Enter also the following data for the new ledger:

2.

3.

Valuation Area:

I# (# stands for the second letter from the above table)

Valuation method:

Leave blank for now

Currency Type:


Additional currency:

Leave blank

FS Version:


Long Text:

International valuation area, group ##

Create a valuation method in Customizing. Name your new valuation method I## and define it as follows: Description:

International valuation for average rate, group ## 


Always evaluate

Document Type:

SA

Exchange Rate Type for Debit and Credit Balance:

M

Assign your new valuation method I## (subsequently) in your new valuation area I#. Continued on next page

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4.

To uniquely define which valuation area posts to which ledger, you now have to define the accounting principles (AP). Create the two following accounting principles: - LO## with the description Local AP, Group ## and - IA## with the description International AP, Group ## Note: Here again, the hash keys stand (of course) for your group/computer number.

5.

You need two (types of) assignments: First you combine the accounting principles with the corresponding ledgers: Acc. principle LO##

<=>

Ledger 0L

Acc. principle IA##

<=>

Ledger N#

Then the valuation areas must be linked with the accounting principles: (Local) valuation area L# (from previous section)

<=>

Acc. principle LO##

(International) valuation area I#

<=>

Acc. principle IA##

Hint: You have now clearly defined which valuation approach posts to which ledger (of new G/L). 6.

To carry out the international valuation, you have to make a further system setting:


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Since a run for the international valuation posts exclusively to the non-leading ledger N#, you must assign a number range interval to the relevant document type (according to the valuation method, the SA document type) for the Entry View of the non-leading ledger N#. Hint: However, you cannot define the same interval (interval 01) that is already defined in document type SA. This is to ensure that there are no gaps in the leading ledger. In light of this, create a new number range interval for your company code AA## using the following values: No.

Year

From Number

To Number

30

9999

3000000000

3099999999

Current Number

External

7.

Assign the new interval to document type SA for the Entry View in ledger N#.

8.

You can now execute the foreign currency valuation run. First remind yourself of the steps from the previous section and the specified prerequisites: -> You have two open customer invoices that were entered in US Dollar. If you cannot remember the postings, call a customer line item list for your customer 210##. -> The current USD -> EURO exchange rate is 1. -> You already ran the local valuation run on the last day of the previous month in the preceding exercise. You can start it again, but without result. -> Due to the lowest value principle, your valuation run only valuated one of the two customer items. Call the foreign currency valuation program (possibly an information message still reminds you that you are using program FAGL_FCV) and enter the following data: Company Code: AA## Valuation Key Date:

Last day of previous month

Caution: If the AC210 training course takes place in January, use January 31 of the current year as the key date. Continued on next page

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Valuation Area:

I#

Postings tab page: First, choose Execute Test Run To later run a production run, choose Post Valuation Immediately Hint: You do not need to specify a batch input session name, as you do not work with a batch session. Set Determine Automatically check mark The program now needs to know which “objects” you want to process, regardless of whether this is a test or production run. Open Items: Subledger tab page: Set the Valuate Customer check mark. Optional: You may also save the log again. Now start the program. Since you ran this program with an international approach, note that both open items are evaluated: One, as in the local valuation, with a devaluation (expense of EUR 1,000) and the other with a revaluation (revenue). 9.

After the production run, call the posted valuation documents.

10. If you can see a posting amount of 0.00, it is displayed in US Dollar. To display the euro-denominated values, click the Display Currency button. You can see in the Entry View that the segments (and profit center) were taken from the original customer invoices. When you switch to the General Ledger View, the system immediately shows the document only (and correctly) in the non-leading ledger N#. Look at the two document numbers.


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11. Question: Why is the characteristic Profit Center also saved and displayed in the non-leading ledger?

12. Question: Why is a reverse posting document automatically posted?

Task 3: Posting and clearing for specific ledger groups 1.

Change the settings in account 89000 in your company code AA## in a way that in the end the account 89000 is an account with indicator Clearing Specific to Ledger Groups.

2.

Use transaction Enter G/L Account Document for Ledger Group (transaction code FB50L) to post the following two documents (for reserves/provisions) in your company code AA##: -> Local reserves (provisions) in the amount of € 2,000, only in the leading ledger 0L. -> International reserves (provisions) in the amount of € 1,000, only in your non-leading ledger N#. Note: Just to make sure that you post the correct documents, here are the two accounting records: First document - in ledger 0L: Account 476300 to account 89000. Second document - in ledger N#: Account 476300 to account 89000. When entering the posting data, also consider the following aspects: - The (document) currency is (in both cases) Euro (EUR) - Document Date (in each case): 01.01.CY (CY = Current Year) - Posting Date (in each case): 01.01.CY (CY = Current Year). - Regarding both documents, assign the T-F05B## cost center in the expense line.


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Optional: In the line of the balance sheet account 89000, you may maintain in each document a consolidation transaction type. Choose transaction type 520. Simulate and post each document and write down the document number. First document number: ______________________ Second document number: ___________________________ 3.

Now display both documents and switch to the General Ledger View. Is each document posted only to the correct ledger (group)?

4.

Verify, in the (new) G/L account line item display, if in the different ledgers (ledger 0L and ledger N#), different values are displayed as open items for account 89000 of your company code AA##.

5.

Create account 270000 (Gain from availment) in your company code AA##, with template: Use account 270000 in company code AA00 as reference.

6.

Post a gain from availment in the amount of € 2,000, only in ledger 0L. Use again transaction FB50L. Note: Just to make sure that you create the correct document, here is the accounting record: Leading ledger 0L: Account 89000 to account 270000. When entering the posting data, also consider the following aspects: - The (document) currency is: Euro (EUR) - Document date and posting date: Today - Assign profit center 1402 to the P&L line. - Optional: In the line of balance sheet account 89000, you may maintain the consolidation transaction type. Choose transaction type 540.

2011

7.

Clear account 89000 in your company code AA##, specific to ledger group 0L.

8.

Verify, in the (new) G/L account line item display, if in the different ledgers (ledger 0L and ledger N#), different values are displayed for account 89000 in your company code AA##. If you have executed all prior exercise steps correctly, in ledger 0L no open items exist anymore. To display the cleared items of ledger 0L, in the selection screen of the (new) G/L account line item display, choose All Items. In ledger N#, the open item in the amount of € 1000 is still displayed.


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Solution 8: Exercises to understand the Ledger Solution (in new General Ledger Accounting) Task 1: Ledger solution in the new General Ledger Accounting - Preparations and initial tests 1.

To map parallel accounting in the SAP ERP system, you can define additional (non-leading) ledgers in addition to the leading ledger. Create a non-leading ledger for an international valuation approach. Hint: In case you use the ledger solution (in new G/L), SAP recommends that the leading ledger represents the international valuation approach. Due to the fact that AC210, for comprehension reasons, started with only one ledger, we assumed at the beginning of the course that we only have to map one accounting principle, a local one. Therefore in the leading ledger of AC210 a local valuation approach is mapped. In this exercise, your new ledger should have a two-digit ID: The ID starts with “N” and has one more letter, which is derived as follows: Group 1 receives the letter “A”: Thus the new non-leading ledger would be named “NA”. Group 2 receives the letter “B”: Thus, this new non-leading ledger would be named “NB”, and so on. Select the letters for the other groups as follows: Group

01

02

03

04

05

06

07

08

09

Letter

A

B

C

D

E

F

G

H

I

Group

10

11

12

13

14

15

16

17

18

Letter

J

K

L

M

N

O

P

Q

R

Specify the following data for the ledger definition:


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Ledger name:

Non-leading ledger, group ##

Totals table:

FAGLFLEXT

Leading check mark:

Do not set

Choose Enter an read the text of the appearing information message FAGL_MIG220. Caution: In AC210 we want to learn how the ledger solution (in new G/L) works. Therefore we ignore that in practice the assistance of the SAP General Ledger Migration Service is needed, if you want to add a non-leading ledger. But it is important that you keep it in mind. You learn about the SAP General Ledger Migration Service in the Migration unit. Again, choose Enter and save your data and read also the information message FAGL_LEDGER_CUST016. a)

In Customizing, choose Financial Accounting (New) → Financial Accounting Basic Settings (New) → Ledgers → Ledger → Define Ledgers for General Ledger Accounting. Choose Edit → New Entries.

2.

b)


c)

Result: The new ledger N# and a ledger group with the same name is automatically created.

In the next step, you must activate the new non-leading ledger N# for your company code AA##. Hint: Your new non-leading ledger should (initially) not work with different fiscal year variants and/or different currencies and/or different variants of the posting periods. Therefore no additional entry (apart from the company code) is needed. Caution: We already recognized in the previous exercise step that in practice an SAP General Ledger Migration Service is needed to add a non-leading ledger. Since we do not use that service in AC210, you have to choose the No button in the appearing Consistency Check dialog box.


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That means, we assume that the company codes AA## are not productive. Otherwise it is not possible to save the assignment of the non-leading ledger to your company code AA##.

3.

4.

a)

In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Ledger → Define and Activate Non-Leading Ledgers.

b)

In the Determine Work Area: Entry dialog box, enter your new non-leading ledger N# and choose Enter

c)

Choose Edit → New Entries.

d)

Enter your company code AA## in the Company Code column. Leave the other columns blank for this exercise.

e)

Choose Enter and in the appearing dialog box, choose the No button.

f)

Save your data.

In your non-leading ledger N#, you want to map Segment Reporting and a profit and loss statement based on Cost of Sales Accounting. Assign these two scenarios to your ledger N# and save the data. a)

In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Ledger → Assign Scenarios and Customer Fields to Ledgers.

b)

Select ledger N# and double-click the Scenarios entry in the dialog structure.

c)


d)

Select the Segment Reporting and the Cost-of-Sales Accounting scenario.

e)

Confirm the information message and save your data.

Now post a G/L account document to your company code AA##. Enter this purchase of office supplies with cash. To do so, use accounts: 405200 (consumption office supplies) 100000 (petty cash) The gross amount of € 66 is to be entered with today's date, currency Euro, and 10% VAT. Choose cost center T-F05A## as the CO-relevant account assignment.


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Before posting, simulate the two General Ledger Views. In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Posting → Enter G/L Account Document.

a)

Enter the needed data as described in the exercise text.

5.

b)

Switch to the Details tab page and set the Calculate Tax check box.

c)

Choose Document → Simulate General Ledger: Ledger 0L is displayed

d)

Choose the Ledger button and select your non-leading ledger N#. Choose Enter and the values of your non-leading ledger are displayed.

e)

Go back with the F3 button and save your document.

Display the document. You should now be able to display ledger N#, in addition to the leading ledger 0L, in the General Ledger View. a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Posting → Enter G/L Account Document.

b)

Choose Document → Display from the menu.

c)

Choose General Ledger View to display the leading ledger 0L

d)

Choose Other Ledger to display the non-leading ledger N#.

Task 2: Optional task: Foreign currency valuation with the ledger solution (in new General Ledger Accounting) Hint: Enter different amounts in the different ledgers (due to valuation differences). To do so, use the foreign currency valuation again for your two open customer items (from the exercise in a previous section). Since the ledger solution (in new General Ledger Accounting) posts different valuation accounts to different ledgers, but to the same accounts, the account determination as you maintained it in the previous exercise is suffice. You must create an additional valuation area (in FI) and an additional valuation method. To carry out the foreign currency valuation, you also need accounting principles. 1.

Create an additional valuation area. The ID of the new valuation area should have two letters. The first letter of every group is “I”. The “I” stands for “International” in this example. Select the second letter for your group from the following table: Continued on next page

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Group

01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18

Letter

Z B C D E F G H I

J

K L M N O P Q R

Examples: Group 1 receives the letter “Z”: The ledger would therefore be called “IZ”. Group 5 receives the letter “E”: The ledger would therefore be called “IE”. Enter also the following data for the new ledger:

2.

Valuation Area:

I# (# stands for the second letter from the above table)

Valuation method:

Leave blank for now

Currency Type:


Additional currency:

Leave blank

FS Version:


Long Text:

International valuation area, group ##

a)

In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Periodic Processing → Valuate → Define Valuation Areas.

b)


c)

Enter the data as described in the exercise text.

Create a valuation method in Customizing. Name your new valuation method I## and define it as follows: Description:

International valuation for average rate, group ## 


Always evaluate

Document Type:

SA

Exchange Rate Type for Debit and Credit Balance:

M

a)

In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Periodic Processing → Valuate → Define Valuation Methods.

b)

Choose Edit → New Entries. Continued on next page

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c) 3.

4.

You do not need to fill in any other fields for this exercise.

Assign your new valuation method I## (subsequently) in your new valuation area I#. a)

In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Periodic Processing → Valuate → Define Valuation Areas.

b)

Maintain the valuation method.

To uniquely define which valuation area posts to which ledger, you now have to define the accounting principles (AP). Create the two following accounting principles: - LO## with the description Local AP, Group ## and - IA## with the description International AP, Group ## Note: Here again, the hash keys stand (of course) for your group/computer number.

5.

a)

In Customizing, choose Financial Accounting (new) → Financial Accounting Global Settings (new) → Ledgers → Parallel Accounting → Define Accounting Principles.

b)

Choose Edit → New Entries and define the new accounting principles as described in the exercise.

c)

Save your data.

You need two (types of) assignments: First you combine the accounting principles with the corresponding ledgers: Acc. principle LO##

<=>

Ledger 0L

Acc. principle IA##

<=>

Ledger N#

Then the valuation areas must be linked with the accounting principles:


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(Local) valuation area L# (from previous section)

<=>

Acc. principle LO##

(International) valuation area I#

<=>

Acc. principle IA##

Hint: You have now clearly defined which valuation approach posts to which ledger (of new G/L). a)

Combine of accounting principles with ledgers: In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Parallel Accounting → Assign Accounting Principle to Ledger Groups. Choose Edit → New Entries in the menu and link the two new accounting principles with the ledgers as described in the exercise. Save your data.

b)

Link valuation areas (from FI) with accounting principles: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Periodic Processing → Valuate → Assign Valuation Areas and Accounting Principles. Choose Edit → New Entries in the menu and link the two new accounting principles with the valuation areas as described in the exercise. Save your data.

6.

To carry out the international valuation, you have to make a further system setting: Since a run for the international valuation posts exclusively to the non-leading ledger N#, you must assign a number range interval to the relevant document type (according to the valuation method, the SA document type) for the Entry View of the non-leading ledger N#. Hint: However, you cannot define the same interval (interval 01) that is already defined in document type SA. This is to ensure that there are no gaps in the leading ledger. In light of this, create a new number range interval for your company code AA## using the following values:


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No.

Year

From Number

To Number

30

9999

3000000000

3099999999

a)

Current Number

External

In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Document → Document Number Ranges → Documents in Entry View → Define Document Number Ranges for Entry View. -> Fill-in company code AA## -> Choose the Change Intervals button -> Choose the Insert Intervals button

b) 7.

8.

Create the new interval as described in the exercise.

Assign the new interval to document type SA for the Entry View in ledger N#. a)

In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Document → Document Types → Define Document Types for Entry View in a Ledger.

b)

In the Determine Work Area: Entry dialog box, enter your new non-leading ledger N# and choose Enter.

c)

Choose menu path Edit → New Entries and assign to the SA document type, the new number range interval 30.

d)

Save your entry.

You can now execute the foreign currency valuation run. First remind yourself of the steps from the previous section and the specified prerequisites: -> You have two open customer invoices that were entered in US Dollar. If you cannot remember the postings, call a customer line item list for your customer 210##. -> The current USD -> EURO exchange rate is 1. -> You already ran the local valuation run on the last day of the previous month in the preceding exercise. You can start it again, but without result. -> Due to the lowest value principle, your valuation run only valuated one of the two customer items. Call the foreign currency valuation program (possibly an information message still reminds you that you are using program FAGL_FCV) and enter the following data:


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Company Code: AA## Valuation Key Date:

Last day of previous month

Caution: If the AC210 training course takes place in January, use January 31 of the current year as the key date. Valuation Area:

I#

Postings tab page: First, choose Execute Test Run To later run a production run, choose Post Valuation Immediately Hint: You do not need to specify a batch input session name, as you do not work with a batch session. Set Determine Automatically check mark The program now needs to know which “objects” you want to process, regardless of whether this is a test or production run. Open Items: Subledger tab page: Set the Valuate Customer check mark. Optional: You may also save the log again. Now start the program. Since you ran this program with an international approach, note that both open items are evaluated: One, as in the local valuation, with a devaluation (expense of EUR 1,000) and the other with a revaluation (revenue).

9.

a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → Accounts Receivable → Periodic Processing → Closing → Valuate → Foreign Currency Valuation of Open Items (New).

b)

Take all other information from the exercise text.

After the production run, call the posted valuation documents. a)

Press the X Postings button in the results list after the update run. Place the cursor on the document number of the posting document and choose Display Document.


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10. If you can see a posting amount of 0.00, it is displayed in US Dollar. To display the euro-denominated values, click the Display Currency button. You can see in the Entry View that the segments (and profit center) were taken from the original customer invoices. When you switch to the General Ledger View, the system immediately shows the document only (and correctly) in the non-leading ledger N#. Look at the two document numbers. a)

Take all other information from the exercise text.

11. Question: Why is the characteristic Profit Center also saved and displayed in the non-leading ledger? Answer: The Pprofit Center characteristic is displayed because you assigned the Segment Reporting scenario to your non-leading ledger N#. Since the segment characteristic is derived from the profit center characteristic by default, this is automatically saved when the Segment Reporting scenario is assigned. You can verify this in the SAP system, namely in the fields assigned to a scenario: In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Fields → Display Scenarios for General Ledger Accounting. Confirm the two information messages and select the Segment Reporting scenario. You see that the PRCTR (profit center) field is also updated. 12. Question: Why is a reverse posting document automatically posted? Answer: There is automatically a reset document because you have not defined the (new) international valuation area I# as a valuation area with delta posting logic.


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Task 3: Posting and clearing for specific ledger groups 1.

2.

Change the settings in account 89000 in your company code AA## in a way that in the end the account 89000 is an account with indicator Clearing Specific to Ledger Groups. a)


b)

Enter account 89000 and your company code AA## and select Change

c)

Select the Control data tab

d)

Choose indicator Only balances in local currency

e)

Deactivate indicator Open item management and indicator Line item display and activate the indicator Clearing Specific to Ledger Groups

f)

Save your changes

Use transaction Enter G/L Account Document for Ledger Group (transaction code FB50L) to post the following two documents (for reserves/provisions) in your company code AA##: -> Local reserves (provisions) in the amount of € 2,000, only in the leading ledger 0L. -> International reserves (provisions) in the amount of € 1,000, only in your non-leading ledger N#. Note: Just to make sure that you post the correct documents, here are the two accounting records: First document - in ledger 0L: Account 476300 to account 89000. Second document - in ledger N#: Account 476300 to account 89000. When entering the posting data, also consider the following aspects: - The (document) currency is (in both cases) Euro (EUR) - Document Date (in each case): 01.01.CY (CY = Current Year) - Posting Date (in each case): 01.01.CY (CY = Current Year). - Regarding both documents, assign the T-F05B## cost center in the expense line. Optional: In the line of the balance sheet account 89000, you may maintain in each document a consolidation transaction type. Choose transaction type 520. Simulate and post each document and write down the document number. First document number: ______________________ Continued on next page

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Second document number: ___________________________

3.

4.

a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Posting → Enter G/L Account Document for Ledger Group

b)

Maintain the entries as described in the exercise text and especially do not forget to maintain the Ledger Group field with the correct ledger (group).

c)

Simulate and post each document and write down the document number.

Now display both documents and switch to the General Ledger View. Is each document posted only to the correct ledger (group)? a)

One solution to display the document: Stay in the Enter G/L Account Document for Ledger group screen and choose Document → Display.

b)

Choose General Ledger View and have a look at the Ledger Group field in the top of the display. A switch to another ledger is not possible.

c)

To change to the other document choose in the menu bar of the document display Document → Other Document ... and fill in the other document number

Verify, in the (new) G/L account line item display, if in the different ledgers (ledger 0L and ledger N#), different values are displayed as open items for account 89000 of your company code AA##. a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Account → Display/Change Items (New)

b)

Fill in the data according to the exercise text. Leading ledger 0L is the displayed default value. To switch to ledger N#, in the selection screen of the (new) G/L account line item display, press the Choose Ledger button and maintain ledger N#. Choose Enter and start the line item display again.


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5.

Create account 270000 (Gain from availment) in your company code AA##, with template: Use account 270000 in company code AA00 as reference. a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Master Records → G/L Accounts → Individual Processing → Centrally

b)

Fill in the new account 270000 and your company code AA##

c)

Choose Create with Template and enter:

d) 6.

AC210

Field Name

Value

G/L Account

270000

Company Code

AA00

Save your data

Post a gain from availment in the amount of € 2,000, only in ledger 0L. Use again transaction FB50L. Note: Just to make sure that you create the correct document, here is the accounting record: Leading ledger 0L: Account 89000 to account 270000. When entering the posting data, also consider the following aspects: - The (document) currency is: Euro (EUR) - Document date and posting date: Today - Assign profit center 1402 to the P&L line. - Optional: In the line of balance sheet account 89000, you may maintain the consolidation transaction type. Choose transaction type 540. a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Posting → Enter G/L Account Document for Ledger Group

b)

Maintain the entries as described in the exercise text and especially do not forget to maintain the Ledger Group field with ledger (group) 0L.

c)

Simulate and post the document.


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7.

8.

2011

Clear account 89000 in your company code AA##, specific to ledger group 0L. a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Account → Clear - Specific to Ledger Groups

b)

Enter the following data: Field Name

Value

Account

89000

Clearing date

Today

Period

Current period

Ledger Group

0L

Company Code

AA##

c)

Choose Enter. All open items are already activated.

d)

Simulate and post the document.

Verify, in the (new) G/L account line item display, if in the different ledgers (ledger 0L and ledger N#), different values are displayed for account 89000 in your company code AA##. If you have executed all prior exercise steps correctly, in ledger 0L no open items exist anymore. To display the cleared items of ledger 0L, in the selection screen of the (new) G/L account line item display, choose All Items. In ledger N#, the open item in the amount of € 1000 is still displayed. a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Account → Display/Change Items (New)

b)

Fill in the data as described in the exercise text. Leading ledger 0L is the displayed default value. To switch to ledger N#, in the selection screen of the (new) G/L account line item display, select Choose Ledger and maintain ledger N#. Choose Enter and start the line item display again


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Lesson Summary You should now be able to: • Understand the ledger solution (in new G/L) and how to model parallel accounting principles • Define, configure, and use non-leading ledgers • Explain when and how to use ledger groups • Understand the purpose of a posting period check for non-leading ledgers • Understand the option of clearing specific to ledger groups and assess whether using this option makes sense in your case • Understand the integration of the ledger solution (in new General Ledger Accounting) with Asset Accounting

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Unit Summary

Unit Summary You should now be able to: • Understand the ledger solution (in new G/L) and how to model parallel accounting principles • Define, configure, and use non-leading ledgers • Explain when and how to use ledger groups • Understand the purpose of a posting period check for non-leading ledgers • Understand the option of clearing specific to ledger groups and assess whether using this option makes sense in your case • Understand the integration of the ledger solution (in new General Ledger Accounting) with Asset Accounting

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Unit Summary

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Unit 7 Reporting Unit Overview This unit explains how to evaluate and report data in new General Ledger Accounting


Use various drilldown reports (based on totals table FAGLFLEXT) as the standard analysis tool in new General Ledger Accounting Use the program RFBILA00 for different ledgers and for new characteristics Understand the concept of the origin object type and the associated (new) functions

Unit Contents Lesson: Reporting ..............................................................302 Exercise 9: Data Evaluation in new General Ledger Accounting ....321

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Lesson: Reporting Lesson Overview •

• • •

Comparison of data in classic and new General Ledger Accounting, though in AC210 this is only a simple example. In practice, such a comparison makes sense as part of a migration project (migration from classic to new General Ledger Accounting). Use of (standard) drilldown reports The line item display and the balance display in new General Ledger Accounting New reporting options with EHP3 and EHP4 and EHP5


Use various drilldown reports (based on totals table FAGLFLEXT) as the standard analysis tool in new General Ledger Accounting Use the program RFBILA00 for different ledgers and for new characteristics Understand the concept of the origin object type and the associated (new) functions

Business Example Software must always be measured by the degree to which entered data can be analyzed and reported on using standard resources. Now familiarize yourself with the reporting options offered in new General Ledger Accounting.

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Lesson: Reporting

Reporting

Figure 127: Reporting: Data Source

Path: In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Tools → Deactivate Update of Classic General Ledger (GLT0). Additional information about the Write Classic General Ledger indicator: Any update of the classic General Ledger Accounting tables should be deactivated after a certain time, for example, after you run and verify the first end-of-period closing. If you update the tables of both, classic and new General Ledger Accounting, you will generate too many unneeded and redundant data records. Caution: The Customizing activity should always be executed as part of an implementation or migration project.

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Figure 128: Comparing Different Ledgers

Path: In Customizing, choose Financial Accounting (New) → Financial Accounting Global Settings (New) → Tools → Compare Ledgers. In contrast to CO, actual data in FI, is written to Version 1. Note: You can also use this transaction code (GCAC) to compare leading and non-leading ledgers.

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Lesson: Reporting

Figure 129: Financial Statement

Hint: SAP recommends to save frequently used program as variants to save time.

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Drilldown Reporting

Figure 130: Financial Statements – An Alternative

Hint: Defining suitable (selection) variants can save you lots of time when maintaining the selection screen of drilldown reports. Note: Drilldown reports also enables you to save your selected data. The next time you want to report exactly the same entities or accounts, or periods you can choose if you want to select newly from the database or if you want to proceed with the saved data. The display of the already saved data is considerably quicker. To reorganize the saved reporting data, choose FGIY.

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Lesson: Reporting

Figure 131: Fin. Statement Actual/Actual Comparison (1)

You can choose, via the output type, in the selection screen, whether you want to execute the drilldown report with “graphical report output” or as a “classic drilldown report”.

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Figure 132: Fin. Statement Actual/Actual Comparison (2)

Hint: The result of both output types is, of course, identical when the selection is the same.

Figure 133: Navigation in Drilldown Reporting

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The program's flexibility also lets you “drill down” to an individual Financial Accounting document: Execute drilldown reporting, navigate to the result you want to display and choose the RRI (Report-Report Interface) button and choose Line Items. From the line item display you can “drill down” to the FI document. Note: “Drilling down” is not possible in program RFBILA00.

Figure 134: Execute Drilldown Reports for new General Ledger Accounting

Note: Transaction code FGI0 also displays all defined selection variants. An execution is possible. Drilldown reporting has not been used in financial accounting only since SAP ERP or new General Ledger Accounting. To display an overview of FI drilldown reports that you can also use with the classic G/L, execute transaction code FSI0.

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Figure 135: New Drilldown Reporting with EHPs

Hint: If, after you implemented Enhancement Package 3 or 5 in report type 002 (Reporting for Table FAGLFLEXT), only the “old” drilldown reports are displayed, you must first import the new drilldown reports from client 000: Start the import with transaction code FGI0 and choose menu path Environment → Import reports. Execute the program with source client 000. In the dialog box that is then displayed, select the report type Reporting for Table FAGLFLEXT. The system displays the new objects. Select them all and execute them (in background). After you activated business function FIN_GL_CI_1, you can find the new drilldown reports to analyze Profit Center Accounting and Segment Reporting in the SAP Easy Access menu: In the Information System folder of General Ledger, choose the General Ledger Reports (New) folder. With activated business function FIN_GL_CI_1, you will also find the new program FAGL_PLAN_ITEMS_GL to display plan line items: In the Information System folder of General Ledger, choose General Ledger Reports (New) → Line Items → Display Plan Line Items. The transaction code for this program is FAGLP03.

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The new drilldown report to compare ledgers, is only available after the activation of business function FIN_GL_CI_3. You can also start it in the SAP Easy Access menu: In the Information System folder of General Ledger, choose General Ledger Reports (New) → Financial Statement/Cash Flow → General → Actual/Actual Comparisons → Financial Statement: Ledger Comparison. Hint: To obtain more information about the new ledger comparison, read SAP Note 1465948. Note: In addition, EHP3 provides a migration tool to transfer Report Writer or Report Painter reports, based on table GLPCT (totals table for classic Profit Center Accounting [EC-PCA]), to new General Ledger Accounting. After the report migration you can use these Report Painter/Writer reports, now based on table FAGLFLEXT. Path: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Information System → Report Writer/Report Painter Reports → Transfer of Reports from Profit Center Accounting → Transfer Reports. Transaction code: FAGL_RMIGR

Figure 136: The G/L Account - Balances Drilldown Reporting

Note: It is beneficial to use the classic drilldown report output type to display the G/L account balances.

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You can branch from to the originally posted documents. Caution: The transaction code to display G/L account balances has also been redesigned in SAP ERP – transaction code FAGLB03 - see next figure.

Figure 137: G/L Account Balance Display (New)

Path for maintaining the characteristics that can be selected dynamically: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Information System → Define Balance Display. Start the G/L account balance (new) display: In SAP Easy Access menu, choose: Accounting → Financial Accounting → General Ledger → Account → Display Balances (New).

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Transaction code: FAGLB03 Note: Even if you deactivated the old menu paths with program RFAGL_SWAP_MENU_OLD, transaction code FS10N, the classic balance display, is still displayed. On the other hand, if you have not assigned the Business Area scenario, you will automatically be “redirected” to the new transaction code FAGLB03, when you start the classic balance display transaction code FS10N. In that case the new G/L totals table FAGLFLEXT is read. If you have the Business Area scenario assigned, you can use the classic transaction code FS10N to read the data still from he classic totals table GLT0. Preconditions: - User parameter CLASSIC_BAL_FS10N is active - Table GLT0 is still updated. For more information, see also SAP Note 1155999.

Figure 138: Line Item Display (New)

Start the transaction code to display G/L account line items: In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Account → Display/Change Items (New). Transaction code FAGLL03 Caution: * It is only a display of line items for accounts without the Line item display check mark. It does not mean that these accounts are also (technically) treated like accounts with the Line item display check mark.

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Figure 139: Payables/Receivables According to General Ledger Account Assignments

The standard General Ledger Accounting account assignments of this drilldown report, are the Profit Center and Segment entity. The ledger is selected in the drilldown selection screen. Hint: The requirement for such a drilldown originates from (classic) Profit Center Accounting (EC-PCA), where it is possible to use the report group 8A99 (Profit Center: Receivables) and 8A98 (Profit Center: Payables) to structure receivables or payables accounts by profit center once the values have been transferred successfully to EC-PCA. Start those drilldown reports: • •

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Transaction code FGI0 → Report type 003 and 004 In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Information System → General Ledger Reports (New) → Line Items → Open Items


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Figure 140: Drilldown Examples - Payables by G/L Account Assignment

Of course, you can also select a single vendor and drilldown by profit center at any time. The screenshots show the Classic drilldown report output type. Note: What's missing is the display of the document numbers that make up the individual amounts. You can do so, for example, using the Object list output type. For more information, see the next figure.

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Figure 141: Object List Output Type

Note: You could also use the Object list output type to process the results from the last two figures, such as “Payables sorted by Profit Center” or “Payables per Vendor”.

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Reading from the Archive

Figure 142: Reading from the Archive

Required business function: FIN_GL_CI_3 (New General Ledger Accounting 3). It is particularly useful to archive totals records when you want to avoid performance problems with large numbers of records in the totals table. You can use this new function to read totals records in new General Ledger Accounting from the archive for reporting purposes. Before EHP5 reading from archive was only possible for line item table FAGLFLEXA, for example in transaction FAGLL03 (G/L Account Line Item Display G/L View).

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The (Type of) Origin Object Field

Figure 143: The Origin Object Navigation Characteristic

Caution: To work with the origin object (type) characteristic, you must first add (standard) field Origin Object Type (EC-PCA) (field name ZZHOART) to table FAGLFLEXT and assign the field to at least one ledger. The described functionality is possible as of EHP3, business function FIN_GL_CI_1. Hint: In the delivered standard drilldown reports in which you want to evaluate the Origin Object characteristic, you need to “make it available as the characteristic to be selected”. * If you furthermore want the Select CO Reports for Origin Object program to appear as a possible branch of the report-report interface (RRI), you have to assign the ABAP program FAGL_RRI_RECON_CO in the report assignment of the drilldown report: Choose, for example transaction code FGI0 → Change the drilldown report and choose the Options tab → Choose the Report Assignment button.

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Caution: The mentioned program FAGL_RRI_RECON_CO is only available as of EHP4, business function FIN_GL_CI_2. “RRI” stands for “Report Report Interface”.

Figure 144: Report Report Interface for CO reconciliation - (CO) Receiver Reports

The displayed receiver reports are the associated standard reports for overhead costs orders. Hint: To be able to call these receiver reports for the overhead cost order object (and also for other standard CO origin objects) from the RRI, you must upload the receiver reports once. Upload default entries for the receiver reports: In Customizing, choose Financial Accounting (New) → General Ledger Accounting (New) → Information System → Drilldown Reports (G/L Accounts) → Report Report Interface for CO Reconciliation → Change Report Report Interface for Reconciliation with Controlling.

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Caution: This path is only available as of EHP4, business function FIN_GL_CI_2. Note: The Origin Object information is not only stored for actual processes. You can also work with the Origin Object characteristic in drilldown reports with plan data.

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Exercise 9: Data Evaluation in new General Ledger Accounting Exercise Objectives After completing this exercise, you will be able to: • Call up financial statements for company codes, segments, or profit centers. You will not only be able to configure the program RFBILA00 properly. You will also be able to use the new FI drilldown reports.

Business Example Software must always be measured by the degree to which entered data can be analyzed and reported on using standard resources. First acquaint yourself with how data is evaluated in New General Ledger Accounting, for example using the drilldown technique.

Task 1: Exercises for evaluating data in new General Ledger Accounting with the “classic” program RFBILA00: 1.

Call the balance sheet/profit and loss program RFBILA00 and display the financial statements for your company code AA## and ledger 0L. Enter the following data on the selection screen: Chart of accounts:

INT

Company code:

AA##

Ledger:

0L or leave blank

Financial statement version:

INT

Reporting year:

Current fiscal year

Reporting periods:

1 to 16

Comparison year:

Previous year

Comparison periods:

1 to 16

List output:

For example, ALV Tree Control Continued on next page

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2.

Optional: If you want, you can save your selection data in the RFBILA00 mask as a report variant. Save it as variant VAR## with the meaning (description) Variant for company code AA##.

3.

Start program RFBILA00 again with the same parameters, but now try to (only) create financial statements for your SEG## segment.

4.

Remain in your segment financial statement for segment SEG## and write down the amount on the Spare Parts account (404000) as an example. Note: In one of the next exercises, you will check whether the new FI drilldown report returns the same result. Amount on the Spare Parts account: ____________________________

5. Caution: The following three task steps only make sense if you have already conducted the first and the second exercise tasks from the Parallel Accounting section. Start program RFBILA00 again with the same parameters, but without dynamic selection and for your non-leading ledger N#. You should now only see € 60 that results from the G/L account posting (purchase of office supplies) from an exercise in Unit 6. 6.

Why don’t you see the expense/revenue from the foreign currency valuation?

7.

Therefore, select the following values in the selection screen for RFBILA00: Chart of accounts:

INT

Company code:

AA##

Ledger:

N#


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INT

Reporting year:

Current fiscal year

Reporting periods:

Previous Month to Previous Month

Caution: If the course takes place in January of a year, choose “From January to January” for the reporting periods of the current year. Comparison year:

Previous year

Comparison periods:


List output:

For example, ALV Tree Control

Task 2: Exercises for evaluating data in new General Ledger Accounting with standard drilldown reporting: 1.

Now call the financial statement for your company code AA## and ledger 0L, with the FI drilldown report Financial Statement: Actual/Actual Comparison. You can start this report from the SAP Easy Access menu or with transaction code FGI0. Hint: It is up to you whether you want to use the Classic drilldown report or the Graphical report output output type. Of course, to compare the two, you can also try both output types in succession and then decide which one you prefer.

2.

Optional: Since you already know, you can use (selection) variants to considerably simplify data entry for the drilldown reports.

3.

Now try to create a segment financial statement, starting from the displayed company code financial statement (therefore, do not go back and select again). Display a financial statement, first for segment SEGA and after that for segment SEG##.

4.

What is the amount in the Spare parts account (404000) in the segment financial statement for segment SEG##? Continued on next page

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Amount on the Spare Parts account: ____________________________ 5.

Does the amount correspond with the amount from the previous exercise?

6.

Start the Ledger Comparison drilldown report to compare the values of your company code AA## in ledger 0L and ledger N#. Use the following parameters: Parameter

Value

Currency Type:

10

Company Code:

AA##

FIS Annual Reporting Structure:

INT

Ledger:

0L

Fiscal year:

Current year

From period:

01

To period:

12

Comparison Ledger:

N#

Comparison Year:

Current year

Comparison Period from:

01

Comparison Period to:

12

Output type:

Choose the output type you prefer

Hint: In ledger N# you can only see a few values as we did not migrate the values of the first days of the course into the non-leading ledger. Note: The Ledger Comparison drilldown report is available after the activation of business function FIN_GL_CI_3. 7.

Optional: Take a look at one or the other standard drilldown report, supplied by SAP in transaction FGI0.


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Start, for example, the drilldown report entitled Segment: Plan/Actual/Variance or the drilldown with the description Payables: Profit Center for your company code AA## and use the suitable navigation steps to obtain detailed information on the dataset of your company code AA## and other FI characteristics. Note: You can test which output type (graphical or classic) you prefer.

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Solution 9: Data Evaluation in new General Ledger Accounting Task 1: Exercises for evaluating data in new General Ledger Accounting with the “classic” program RFBILA00: 1.

Call the balance sheet/profit and loss program RFBILA00 and display the financial statements for your company code AA## and ledger 0L. Enter the following data on the selection screen:

2.

Chart of accounts:

INT

Company code:

AA##

Ledger:

0L or leave blank


INT

Reporting year:

Current fiscal year

Reporting periods:

1 to 16

Comparison year:

Previous year

Comparison periods:

1 to 16

List output:


a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Information System → General Ledger Reports (New) → Financial Statement / Cash Flow → General → Actual/Actual Comparisons → Financial Statement

b)

Enter the data as specified in the exercise.

Optional: If you want, you can save your selection data in the RFBILA00 mask as a report variant. Save it as variant VAR## with the meaning (description) Variant for company code AA##. a)

Go from the balance sheet called in step 1 back to the selection screen of the program and choose Goto → Variants → Save as Variant…

b)

Enter the missing data as specified in the exercise. Continued on next page

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3.

Start program RFBILA00 again with the same parameters, but now try to (only) create financial statements for your SEG## segment. a)

On the selection screen for program RFBILA00, choose Edit → Dynamic Selections. Additional input options appear. Scroll down to the bottom right area of the screen that appears. Enter SEG## in the Segment field.

b) 4.

Start the report again.

Remain in your segment financial statement for segment SEG## and write down the amount on the Spare Parts account (404000) as an example. Note: In one of the next exercises, you will check whether the new FI drilldown report returns the same result. Amount on the Spare Parts account: ____________________________ a)

If you started the financial statement with the ALV tree control, you will have to expand the structure down to the Spare Parts account: node Profit and loss statement → Raw materials and consumables → INT 3051000 → Expired cost of raw materials → 404000 Spare Parts

5. Caution: The following three task steps only make sense if you have already conducted the first and the second exercise tasks from the Parallel Accounting section. Start program RFBILA00 again with the same parameters, but without dynamic selection and for your non-leading ledger N#. You should now only see € 60 that results from the G/L account posting (purchase of office supplies) from an exercise in Unit 6. a)


b)

Enter the following data on the selection screen: Chart of accounts:

INT

Company code: AA## Ledger:

N#


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INT

Reporting year: Current fiscal year

6.

Reporting periods:

1 to 16

Comparison year:

Previous year

Comparison periods:

1 to 16

List output:


Why don’t you see the expense/revenue from the foreign currency valuation? Answer: This is because your selection is for the whole year and the foreign currency valuation is canceled again on the first of the following month. Therefore, the balance is EUR 0.00 for the selected reporting period and is not displayed.

7.

Therefore, select the following values in the selection screen for RFBILA00: Chart of accounts:

INT

Company code:

AA##

Ledger:

N#


INT

Reporting year:

Current fiscal year

Reporting periods:


Caution: If the course takes place in January of a year, choose “From January to January” for the reporting periods of the current year.


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Comparison year:

Previous year

Comparison periods:


List output:


a)


b)

Please enter the required data in accordance with the description in the exercise.


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Task 2: Exercises for evaluating data in new General Ledger Accounting with standard drilldown reporting: 1.

Now call the financial statement for your company code AA## and ledger 0L, with the FI drilldown report Financial Statement: Actual/Actual Comparison. You can start this report from the SAP Easy Access menu or with transaction code FGI0. Hint: It is up to you whether you want to use the Classic drilldown report or the Graphical report output output type. Of course, to compare the two, you can also try both output types in succession and then decide which one you prefer. a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Information System → General Ledger Reports (New) → Financial Statement / Cash Flow → General → Actual/Actual Comparisons → Financial Statement: Actual/Actual Comparison. Enter the following data on the selection screen: Currency Type:

10 (company code currency)

Company code: AA## Ledger:

0L


INT

Reporting Year: Current fiscal year Reporting Period from:

1

Reporting Period to:

16

Comparison Year:

Previous year

Comparison Per. from:

1


16


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2.

3.

Optional: Since you already know, you can use (selection) variants to considerably simplify data entry for the drilldown reports. a)

On the selection screen for the drilldown report, choose Goto → Variants → Save as Variant…

b)

Enter a short description and name of your choice.

Now try to create a segment financial statement, starting from the displayed company code financial statement (therefore, do not go back and select again). Display a financial statement, first for segment SEGA and after that for segment SEG##. a)

Solution with the classic drilldown report output type: Click the FS Item/Account characteristic. Maybe, choose Enter to skip the initial documentation for hotspots.

4.

b)

Then click the navigation characteristic Segment. The two characteristics FS Item/Account and Segment have changed places.

c)

Click the hash mark next to row Segment A. The navigation characteristics are highlighted in orange.

d)

Now select the FS Item/Account navigation characteristic (again). The result is the segment financial statement for Segment A.

e)

You can click the magnifying glass next to the Segment navigation characteristic to select the other segments.

What is the amount in the Spare parts account (404000) in the segment financial statement for segment SEG##? Amount on the Spare Parts account: ____________________________ a)

5.


Does the amount correspond with the amount from the previous exercise? Answer: This must be the case if you have conducted all exercise steps in the manner specified.

6.

Start the Ledger Comparison drilldown report to compare the values of your company code AA## in ledger 0L and ledger N#. Use the following parameters:


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Parameter

Value

Currency Type:

10

Company Code:

AA##

FIS Annual Reporting Structure:

INT

Ledger:

0L

Fiscal year:

Current year

From period:

01

To period:

12

Comparison Ledger:

N#

Comparison Year:

Current year

Comparison Period from:

01


12

Output type:

Choose the output type you prefer

Hint: In ledger N# you can only see a few values as we did not migrate the values of the first days of the course into the non-leading ledger. Note: The Ledger Comparison drilldown report is available after the activation of business function FIN_GL_CI_3.

7.

a)

In SAP Easy Access menu, choose Accounting → Financial Accounting → General Ledger → Information System → General Ledger Reports (New) → Financial Statement/Cash Flow → General → Actual/Actual Comparisons → Financial Statement: Ledger Comparison.

b)

Fill in the data as described in the exercise text.

Optional: Take a look at one or the other standard drilldown report, supplied by SAP in transaction FGI0.


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Start, for example, the drilldown report entitled Segment: Plan/Actual/Variance or the drilldown with the description Payables: Profit Center for your company code AA## and use the suitable navigation steps to obtain detailed information on the dataset of your company code AA## and other FI characteristics. Note: You can test which output type (graphical or classic) you prefer. a)

Call transaction code FGI0 and expand the report type folders 002 (Reporting for Table FAGLFLEXT), 003 (Payables According to General Ledger Account Assignments) and 004 (Receivables According to General Ledger Account Assignments).

b)

For example, start the drilldown 0SAPBSPL-13, (Segment: Plan/Actual/Variance) for your company code AA##, the ledger 0L and the current period and navigate to the values for your SEG## segment. Hint: There is no specific task to fulfill here, simply “play” with the drilldowns.

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Lesson Summary You should now be able to: • Use various drilldown reports (based on totals table FAGLFLEXT) as the standard analysis tool in new General Ledger Accounting • Use the program RFBILA00 for different ledgers and for new characteristics • Understand the concept of the origin object type and the associated (new) functions

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Unit Summary You should now be able to: • Use various drilldown reports (based on totals table FAGLFLEXT) as the standard analysis tool in new General Ledger Accounting • Use the program RFBILA00 for different ledgers and for new characteristics • Understand the concept of the origin object type and the associated (new) functions

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Unit 8 Migration Unit Overview After the upgrade to SAP ERP, existing SAP customers still work on with classic General Ledger Accounting. To be able to use new General Ledger Accounting you first have to perform a migration project. This unit provides you with the basic information about new General Ledger migration. Hint: In addition to migration scenarios to migrate from classic to new General Ledger Accounting, SAP also offers scenarios for subsequent implementation of further functionality within already activated new General Ledger Accounting. Those possibilities are mentioned as well.


Consider the important factors before a migration to new G/L and make informed decisions based on them Outline the components of the SAP General Ledger Migration service Differentiate between different migration scenarios

Unit Contents Lesson: Migration ...............................................................338

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Lesson: Migration Lesson Overview • • • • •

Distinction between the terms “Legacy Data Transfer” and “Migration” Important points to consider before you migrate data to new General Ledger Accounting The phase model for migration The SAP General Ledger Migration service Standard migration scenarios


Consider the important factors before a migration to new G/L and make informed decisions based on them Outline the components of the SAP General Ledger Migration service Differentiate between different migration scenarios

Business Example An existing SAP customer has to keep working with the classic General Ledger initially after the technical upgrade to SAP ERP. An existing customer wanting to take advantage of the features of the new G/L first has to migrate from classic G/L to new G/L. Note: We will now outline the conditions for such a migration.

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Basic Information about new General Ledger Migration

Figure 145: Legacy Data Transfer Versus Migration

In the case of both, migration and a new system implementation with subsequent legacy data transfer, you have to initiate a separate project with the corresponding project phases for the procedure. Hint: This implementation project or new G/L project will have to address and resolve both technical and process-related aspects. It is not just a table swap. With regard to the default configuration of an SAP system and the activation of the new G/L, read SAP Note 756146.

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Figure 146: Migration is a Project

* The term “project content” stands for the precise description of the initial situation. For example: • • • •

Which SAP components do you already use/have you been using so far? Are you required to portray your accounting figures according to more than one set of accounting principles (using parallel accounting)? .... What does your target configuration in new general ledger accounting look like: – – –

Which FI characteristics would you like to use in the new G/L? Do you want to produce a profit and loss statement according to cost of sales accounting or period accounting? ...

Summary – Implementation of new General Ledger Accounting for an existing customer: • •

•

340

The technical upgrade to ERP is a separate project that you first need to finish. The next project is then the “Implementation of new General Ledger Accounting”. Part of this project deals with the migration of data from classic General Ledger Accounting. The aim of a migration project should not be, to implement simultaneously a chart of accounts changeover or any other similar, complex system behavior. These would be other, separate projects. For more information about this topic contact SAP at [email protected].


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Figure 147: Migration = Migration of all Company Codes

Figure 148: The Phase Model for Migration

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More information about posting material for phase 1: All FI documents for phase 1 that will be used later in document splitting (phase 2) should undergo a check to determine whether the postings can be used with “new G/L”. This makes it much easier to subsequently post the documents during the migration. Hint: This “check” takes place in the system using Validation of Document Splitting. To make the migration phase model “easier to visualize”, here is an example with concrete figures: Assume that the fiscal year is the calendar year and that the current date is March 23 of the year 200X. This leads to the following recommendations: • • • •

Recommended migration date: January 1, 200X+1 Earliest possible migration date: January 1, 200X Sample activation date for the new G/L if the recommended migration date is selected: May 1, 200X+1 Activation date of the document splitting validation (with the corresponding scenario selection): As soon as possible - no later than January 1, 200X+1

Now assume the following case: Today's Date: October 23, 200X. The recommendations now are: •

Recommended migration date: January 1, 200X+1 Note: Depending on the migration scenario and depending on whether the new G/L and migration Customizing have or have not been implemented, January 1, 200X+2 may be a better date

• • •

Earliest possible migration date: January 1, 200X – This date is only a theoretical option. Sample activation date of the New General Ledger Accounting: May 1, 200X+1 or May 1, 200X+2 Activation date of the document splitting validation (with the corresponding scenario selection): As soon as possible - no later than January 1, 200X+1 or January 1, 200X+2

More information about posting material for phase 0: If you are using migration scenarios 3 or 5, document splitting (using a BAdI) must be post-processed for OIs in phase 0.

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Figure 149: Interaction – SAP Supports the Customer

Hint: It is clear that SAP is not using the SAP General Ledger Migration service to carry out the entire new G/L project. The service will only support the customer project. * The consulting services that may be required in this case are not included in the SAP General Ledger Migration service.

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Figure 150: Obligatory SAP General Ledger Migration Service – Components

Detailed information about the components mentioned above: • •

•

SAP General Ledger Migration service: SAP service for migrating data from the classic General Ledger to the new General Ledger Accounting. Service session for scenario validation and system analysis (SV): Service event designed to check whether the migration package ordered by the customer matches the customer's business scenario. To do this, SAP extracts the required information from the customer system and evaluates the data in one of its own systems. New G/L Migration Cockpit: User interface enabling the customer to perform the migration, consisting of the “Migration Monitor” and the “Process Tree”: –

•

Migration Monitor: Process monitor in which you can see the status and results of the migration. – Process Tree: The process tree resembles an IMG and maps all the steps to be carried out. These depend on the package and are thus put together on a scenario basis. In this way, the customer receives tailor-made guidance through the migration process. Service session for test validation (TV): Service event comprising technical plausibility checks in the migrated data.

The SAP General Ledger Migration service ensures the quality of a project for migration to the new G/L and minimizes possible risks connected with the project. As described, the service sessions verify the approach to the project and

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the performance of the data migration and therefore contribute to ensuring data consistency after the migration. The Migration Cockpit simplifies handling the migration and makes the process considerably less complex. Hint: Previous experience with migration projects (as of January 2011, over 200 SAP customers worldwide had already migrated to new General Ledger Accounting) has shown that the SAP General Ledger Migration service is an important factor for the success of the project.

Figure 151: More Information about new G/L Migration Possibilities

On the web page, you can find all information you need to know before the start of a migration to new G/L. Note: There is a PDF file, called “Overview Presentation: SAP General Ledger Migration”, which briefly explains the most important things. Hint: SAP offers standard course AC212 (Migration to new General Ledger Accounting). Within the course the migrations scenarios 1 - 5 are explained in detail and migrations in the SAP system are carried out.

2011


345

Unit 8: Migration

AC210

* Additional information for subsequent implementation of further functionality within new G/L: • •

Important requirements for scenario 6, 7, and 8: New General Ledger Accounting must already be live. SAP General Ledger Migration service is required. –

•

SAP Note 1378630 explains, why a subsequent implementation of a non-leading ledger requires the service Required Enhancement Packages or business functions: -Note: Read SAP Note 1330451, to learn more about the topic “Changing the leading accounting principle”.

346


2011

AC210

Lesson: Migration

Lesson Summary You should now be able to: • Consider the important factors before a migration to new G/L and make informed decisions based on them • Outline the components of the SAP General Ledger Migration service • Differentiate between different migration scenarios

2011


347

Unit Summary

AC210

Unit Summary You should now be able to: • Consider the important factors before a migration to new G/L and make informed decisions based on them • Outline the components of the SAP General Ledger Migration service • Differentiate between different migration scenarios

348


2011

AC210

Course Summary

Course Summary You should now be able to: • •

2011

Understand the logic and possibilities of new General Ledger Accounting (Abbreviation: “new G/L” or “FI-GL (new)”) Configure and operate General Ledger Accounting (new)


349

Course Summary

350

AC210


2011

Index A

C

AC207 (Parallel Accounting and Reporting), 245 AC212 (Migration to new General Ledger Accounting), 345 AC612, 151 Account Assignment Object (FI-AA), 92, 221 Account Assignment Type (FI-AA), 92, 221 Accounting Principle, 211, 253 Accounts Solution (in new G/L), 247 Activating new G/L, 12 Additional new G/L Planning Options with EHP3, 186 Authorization Check for Profit Center, 142

Changing Scenario Assignments, 18 Check Posting Periods when posting from CO to FI, 119 Comparing Different Ledgers, 304

B Business Function, 24 Business Function FIN_GL_CI_1, 142, 310–311, 318 Business Function FIN_GL_CI_2, 26, 120, 257, 318 Business Function FIN_GL_CI_3, 310, 317 Business Function FIN_GL_REORG_1, 90, 150 Business Function LOG_MMFI_P2P, 132, 134 Business Function related to new G/L, 24

2011

D Data Entry View, 17 Defining Non-Leading Ledgers, 248 Depreciation Run, 219 Display the Segment Entity, 23 Document Simulation – Expert Mode, 56 Document Splitting Activation, 51 Document Splitting - Business Transaction, 54 Document Splitting - Business Transaction Variant, 54 Document Splitting - Item Category, 54 Document Splitting Motivation, 47 Document Splitting - Online Distribution of Follow-Up Costs, 111 Document Splitting - Steps, 49 Document Splitting Characteristics, 50 Document Splitting Logic, 54 Document Splitting Method, 54, 61 Document Splitting Rule, 54


351

Index

AC210

Document Splitting Wizards, 62 Drilldown Reporting, 306

Migration Tool to transfer Report Writer Reports, 311

E Enhancement Package, 24 Entry View, 17

New General Ledger Accounting - Basic Funcionality, 3

F

O

FI-AA, 88 Fixed Asset Accounting, 88 Foreign Currency Valuation, 208, 252 Foreign Currency Valuation with Delta Logic, 216

Origin Object, 318

G G/L Account Balance Display (New), 312 General Ledger Migration, 339 General Ledger View, 17, 251 General Ledger View Simulation, 53

H HOART, 318

I Integrated Planning from CO-OM to FI, 179

L Leading Ledger, 14 Ledger Comparison, 310 Ledger Group, 255 Ledger Solution (in new G/L), 247 Ledger Solution (in new G/L) and Asset Accounting, 268 Ledger-Specific Period Check, 257 Line Item Display (New), 313 Logistic Process Chain, 132

M Migration Cockpit, 344 Migration Tool to transfer Report Painter Reports, 311

352


N

P Payables According to General Ledger Account Assignments, 314 Phase Model for Migration, 342 Plan Integration for Secondary Cost Elements, 182 Plan Version 1, 179 Planning in new G/L, 176 Post-Capitalization of Cash Discount to Asset, 95 Posting Periods Check for Non-Leading Ledgers, 257 Profit Center Accounting in new G/L, 141 Profit Center Allocation in new G/L, 143 Profit Center Assessment in new G/L, 148 Profit Center Assignment Monitor, 26 Profit Center Distribution in new G/L, 146 Profit Center Reorganization, 150 Program FAGL_FC_VALUATION, 208 Program FAGL_FCV, 208, 252 Program FAGL_FCV - Log, 215 Program FAGL_RRI_RECON_CO, 318

2011

AC210

Index

Program FAGL_SWITCH_TO_OPEN_ITEM, 260 Program RAPOST2000, 219 Program RFBILA00, 305 Program RFSEPA01, 260

R Reading from the Archive, 317 Real-Time Integration Variants, 115 Real-Time Integration of Controlling with Financial Accounting, 114 Receivables According to General Ledger Account Assignments, 314

S SAP General Ledger Migration service, 343 SAP Landscape Transformation Software (SAP LT), 151 Scenario Assignment, 16–19 Segment, 20 Segment Derivation, 21–22 Segment Reporting (in FI-AA), 90 Set Up Areas for Parallel Valuation, 272 Subsequent Implementation of further Functionality, 18, 345

T Table FAGLBSAS, 261 Table FAGLBSIS, 261 Table FAGLFLEXP, 180 Table FAGLFLEXT, 15 TCode 1KE4, 26 TCode F13L, 267 TCode FAGL_ACTIVATE_OP, 260 TCode FAGL_ACTIVATION, 12, 341

2011

TCode FAGL_EHP4_T001B_COFI, 120 TCode FAGL_PLAN_ACT_SEC, 182 TCode FAGL_RMIGR, 311 TCode FAGLB03, 312 TCode FAGLCOFITRACEADMIN, 117 TCode FAGLL03, 313 TCode FB01L, 256 TCode FB05L, 267 TCode FB1SL, 265 TCode FB50L, 256 TCode FGI0, 309 TCode GCAC, 304 TCode GP12N, 176 TCode ME21N, 132 TCode ME51N, 132 TCode MIGO, 132 TCode MIRO, 132 TCode MIRO - Invoice Reduction, 132 TCode MIRO - Payment Processing Tab Page, 134 TCode MIRO - Security Retention, 134 TCode SFW5, 24 Type of Origin Object, 318

U User Parameter CLASSIC_BAL_FS10N, 312

V Valuation Area, 211, 253 Valuation Method, 211, 253

W Who is able to use new G/L?, 11 Wizard to Set up Parallel Accounting in FI-AA, 272 Write Classic General Ledger, 303


353

Index

AC210

Z ZZHOART, 318

354


2011

Feedback SAP AG has made every effort in the preparation of this course to ensure the accuracy and completeness of the materials. If you have any corrections or suggestions for improvement, please record them in the appropriate place in the course evaluation.

2011


355

IHC AC210

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