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Chapter 14 Document/Account Maintenance
Errors discovered after a document has been posted can
becorrected by changing the document or by reversing it andposting
a corrected document. Additionally, accounts becomedifficult to
manage over time as large numbers of documentsare posted. The
process of clearing optimizes account
management. Chapter Objectives
Provide an understanding of document maintenance. Provide an
understanding of account clearing and how it
is used. Reverse incorrect documents Clear G/L, Customer, and
Vendor Accounts
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Document
DocumentDatabase
Changed
DocumentChange Rules
Change
Document
Changing a Document
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Document A
Document B
Reverse
PK Account Amount
40 123 150 USD50 456 150 USD
(Reversed by Document B)
PK Account Amount
40 456 150 USD50 123 150 USD
(Reference to Document A)
Reversing a Document
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True Reversal:Traditional Reversal:Transaction figures before
reversal
Account 1 debit credit
100 0
Account 2 debit credit
0 100
Transaction figures after reversal
Account 1 debit credit
0 100
Account 2 debit credit
100 0
Reversal
Account 1 debit credit
100 0
Account 2 debit credit
0 100
Account 1 debit credit
0 0
Account 2 debit credit
0 0
Reversal
Transaction figures after reversal
Transaction figures before reversal
Reversing a Document - True Reversal
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Negative Postings Additional Use
NEGATIVE POSTINGS ARE ALSO USED: for non-reversal postings
(negative posting indicator set for each line item individually)
in SD and MM
(no control over the negative posting indicator by a
user,defaulted automatically)
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Customer ABC
(1) 2,000.00
(2) 3,000.00
5,000.00 (3)
Can Be Cleared
Total of Debits (1) and (2) = Total of Credits (3)
Clearing Line Items
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1
Clearing an Account
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Standard criteria for breakdown (likecompany code, business
area)
OpenItems
PaymentItems
Customized criteria
Create Clearing
Document
Control of Clearing
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Customer
Cash disc. granted
Vendor Bank/Cash
Cash disc. taken
10,000 20,000
300 600
9,700
Clearing Customers Who Are Also Vendors
1 1
2A9,700
10,300
2B2A
2B 2B2A
10,000
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Company code Tolerance group Debit cl.dif. Crd cl.dif Debit %
Credit %
FI&& GLTG 1 1 .5 .5
FI&& 999 999 99 99
ORG/LTOLERANCE
GROUP
G/L ACCOUNTMASTERRECORD
G/L account - company code segment (FI&&)
Tolerance group: GLTG
ORTolerance group:
Tolerances for G/L Account Clearing
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Tolerances for G/L Account Clearing - (Continued)
The tolerances per user and per account control whether
thesystem:
Posts the differences automatically or
Issues an appropriate error message if the difference is
toolarge.
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Chapter 14 - Document Maintenance Chapter Summary Key Terms:
Document Change Rules Document Reversal Clearing
