Business Process Procedures - SAP Service Marketplace - …sapidp/... · Web view · 2014-08-07SAP AG Dietmar-Hopp-Allee 16 69190 Walldorf Germany Business Process ... Document

EHP7 for SAP ERP 6.0

February 2014

English

Period End Closing Financial Accounting (159)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Period End Closing Financial Accounting (159): BPD

Copyright

© 2014 SAP SE or an SAP affiliate company. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP SE or an SAP affiliate company.

SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE (or an SAP affiliate company) in Germany and other countries. Please see http://global.sap.com/corporate-en/legal/copyright/index.epx#trademark for additional trademark information and notices.

Some software products marketed by SAP SE and its distributors contain proprietary software components of other software vendors.

National product specifications may vary.

These materials are provided by SAP SE or an SAP affiliate company for informational purposes only, without representation or warranty of any kind, and SAP SE or its affiliated companies shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP SE or SAP affiliate company products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

In particular, SAP SE or its affiliated companies have no obligation to pursue any course of business outlined in this document or any related presentation, or to develop or release any functionality mentioned therein. This document, or any related presentation, and SAP SE’s or its affiliated companies’ strategy and possible future developments, products, and/or platform directions and functionality are all subject to change and may be changed by SAP SE or its affiliated companies at any time for any reason without notice. The information in this document is not a commitment, promise, or legal obligation to deliver any material, code, or functionality. All forward-looking statements are subject to various risks and uncertainties that could cause actual results to differ materially from expectations. Readers are cautioned not to place undue reliance on these forward-looking statements, which speak only as of their dates, and they should not be relied upon in making purchasing decisions.

© SAP SE Page 6 of 8

http://global.sap.com/corporate-en/legal/copyright/index.epx#trademark


Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options.

Cross-references to other documentation.

Example text Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

Example text Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools.

EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the ENTER key.

Example text Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

<Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.



ContentsPeriod End Closing Financial Accounting......................................................................................6

1 Purpose.................................................................................................................................. 6

2 Prerequisites.......................................................................................................................... 6

2.1 Master Data..................................................................................................................... 6

2.2 Roles............................................................................................................................... 7

3 Process Overview Table.......................................................................................................10

3.1 Scenario I: Process Day-End Closing...........................................................................10

3.2 Scenario II: Process Month-End Closing.......................................................................10

3.3 Scenario III: Process Year-End Closing........................................................................14

4 Process Steps......................................................................................................................16

4.1 Scenario I: Day-End Closing.........................................................................................16

4.1.1 Updating Exchange Rates......................................................................................16

4.1.2 Gaps in Document Number Assignment................................................................17

4.1.3 Invoice Numbers Allocated Twice..........................................................................18

4.1.4 Displaying the Compact Document Journal...........................................................18

4.2 Scenario II: Month-End Closing.....................................................................................20

4.2.1 Updating Exchange Rates......................................................................................20

4.2.2 Gaps in Document Number Assignment................................................................21

4.2.3 Invoice Numbers Allocated Twice..........................................................................22

4.2.4 Opening and Closing Posting Periods....................................................................22

4.2.5 Entering Recurring Entries.....................................................................................23

4.2.6 Posting Recurring Entries.......................................................................................26

4.2.7 Running Batch Input Session.................................................................................27

4.2.8 Automatic Clearing of GR/IR Account....................................................................28

4.2.9 Analyze GR/IR Clearing Accounts.........................................................................29

4.2.10 Automatic Clearing.................................................................................................30

4.2.11 Manual Clearing.....................................................................................................32

4.2.12 Posting Adjustment Entries....................................................................................33

4.2.13 Foreign Currency Revaluation................................................................................35

4.2.14 Posting Tax Payable (Posting Tax Amounts Manually)..........................................36

4.2.15 Advancing Return for Tax on Sales/Purchases......................................................38

4.2.16 EC Sales List..........................................................................................................40

4.2.17 Foreign Trade Regulation Reports Z4....................................................................42

4.2.18 Foreign Trade Regulation Reports Z5A..................................................................44

4.2.19 Comparative Analysis.............................................................................................45

4.2.20 Closing Previous Accounting Period......................................................................48

4.2.21 Balance Interest Calculation...................................................................................49



4.2.22 Further Valuations – Provisions.............................................................................53

4.2.23 Displaying the Document Journal...........................................................................60

4.2.24 Financial Statements..............................................................................................62

4.3 Scenario III: Year-End Closing......................................................................................65

4.3.1 Creating Factory Calendar for New Year...............................................................65

4.3.2 Carrying forward AP/AR Balances.........................................................................66

4.3.3 Carrying forward GL Balances...............................................................................67

4.3.4 Regrouping Receivables / Payables......................................................................68

4.3.5 Balance Confirmation Receivable..........................................................................70

4.3.6 Balance Confirmation Payable...............................................................................72

4.3.7 Final Closing and Releasing Financial Reporting...................................................75

4.3.8 Closing Previous Accounting Period......................................................................76

4.3.9 Displaying the Document Journal...........................................................................77

5 Appendix.............................................................................................................................. 79

5.1 Reversal of Process Steps............................................................................................79

5.2 Used Forms...................................................................................................................79



Period End Closing Financial Accounting

1 PurposeClosing operations are periodic tasks and can be subdivided in FI as follows:

Day-end closing

Month-end closing

Year-end closing

The closing operations component helps you prepare and carry out the activities required for day-end, month-end, and year-end closing. For this purpose, the system provides a series of standard reports that you can use to generate evaluations and analyses directly from all of the posted account balance. The system helps you carry out the following:

Creating the balance sheets and P&L statements

Document the posting data

No additional postings are required for day-end closing.

You can use the following evaluations for day-end closing and for documenting the posting data:

Compact-Document journal

Evaluation of the documents that have not been posted

To carry out the closing operations in G/L accounting, you first need to carry out the closing operations in the subledger accounting areas you are using. These include:

Accounts receivable and accounts payable accounting

Inventory accounting

Asset accounting

Year-end closing is split into two phases:

At the beginning of the new fiscal year, you open new posting periods and carry forward the balances from the previous year.

You then prepare and create the financial statements and document the business transactions using the balance audit trail.

The SAP System offers a range of reports with which you can carry forward balances into the new fiscal year. During this process, the profit and loss accounts are carried forward to one or more retained earnings accounts. The balances of the balance sheet accounts are simply carried forward into the new fiscal year. You do not have to create special opening financial statements.

Any postings you make in the old fiscal year automatically adjust the relevant carry-forward balance. You do not have to close the old fiscal year and carry out the closing postings before opening the new fiscal year.

As with month-end closing, you can create all the external reports required, document the posting data, and carry out the internal evaluations.

2 Prerequisites

2.1 Master Data



You have entered the master data required to go through the procedures of this scope item.

Master / org. data Value Master / org. data details Comments

Company Code 1000

G/L Accounts * all accounts required

Customer * all posted customers required

Vendor * all posted vendors required

Cost Center * all posted cost centers required

Material Master * all posted materials required

2.2 Roles

UseThe following roles must have already been installed to test this scope item in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scope item. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

PrerequisitesThe business roles have been assigned to the user who is testing this scope item.

Business Role Details Activity Transaction

SAP_NBPR_EMPLOYEE_S Employee (Professional User)

Assignment of this role is necessary for basic functionality.

Finance Manager (SAP_NBPR_FINACC_M)

Gaps in Document Number Assignment

S_ALR_87012342

Invoice Numbers Allocated Twice

S_ALR_87012341

Enter Recurring Entries

FBD1

Post Recurring Entries

F.14

Run Batch Input Session

SM35

Financial Statement S_ALR_87012284

or

S_PL0_86000028

Create Factory Calendar for New Year

SCAL

SAP_NBPR_DE_FINACC_M (Finance Manager

Post Tax Payable FB41

Advance Return for S_ALR_87012357



(Germany)) Tax on Sales/ Purchases

EC Sales List S_ALR_87012400

Foreign Trade Regulation Reports Z4

S_ALR_87012405

Foreign Trade Regulation Reports

S_ALR_87012162

SAP_NBPR_AP_CLERK_M (Accounts Payable Manager)

Manual Clearing F-44

SAP_NBPR_AR_CLERK_S

(Accounts Receivable Accountant)

Customer Balance Confirmation

F.17

SAP_NBPR_AP_CLERK_S

(Accounts Payable Accountant)

Vendor Balance Confirmation

F.18

SAP_NBPR_IT_ADMIN_S (IT Administrator (Professional User))

Part of EC Sales List SP01

SAP_NBPR_FINACC_S (General Ledger Accountant)

Update Exchange Rates

S_BCE_68000174

Display the compact document journal

S_ALR_87012289

Balance Interest Calculation

F.52

Open and Close Posting Periods

S_ALR_87003642 (OB52)

Automatic Clearing of GR/IR Account

F.13

Analyze GR/IR Clearing Accounts

F.19

Post Adjustment Entries

FB50

Foreign Currency Revaluation

FAGL_FC_VAL

Comparison Documents / Transaction Figures

FAGLF03

Further Valuations – Provisions : Assign Provisions

F107_PROV

Define Interest Rates OB42

Valuation of Provisions

F107

Display the document S_ALR_87012287



journal

Carry Forward AP/AR Balances

F.07

Carry Forward GL Balances

FAGLGVTR

Regrouping Receivables/Payables

FAGLF101

Financial Statement S_ALR_87012284



3 Process Overview Table

3.1 Scenario I: Process Day-End ClosingProcess step

External process reference

Business condition

Business role Transaction code

Expected results


Exchange rates for foreign currencies are updated each day or each month.

General Ledger Accountant (SAP_NBPR_FINACC_S)

S_BCE_68000174

New exchange rates are available in the system

Gaps in Document Number Assignment

Checklist to find gaps in the document number assignment across several ledgers


S_ALR_87012342 Checklist, if there are any gaps in document number lists


Checklist of documents assigned more than once


S_ALR_87012341 Checklist, if there are double invoice numbers

Display the compact document journal

Checklist of the most important data from the posted documents


S_ALR_87012289 Totals sheets, which indicate the debit / credit totals for each account type

3.2 Scenario II: Process Month-End ClosingProcess step


Business condition


Expected results


Exchange rates for foreign currencies are updated each day or each month.


S_BCE_68000174

New exchange rates are available in the system

Gaps in Document

Checklist to find gaps in


S_ALR_87012342 Checklist, if there are any



Process step


Business condition


Expected results

Number Assignment

the document number assignment across several ledgers

gaps in document number lists


Checklist of documents assigned more than once


S_ALR_87012341 Checklist, if there are double invoice numbers

Open and Close Posting Periods

Close Accounts Receivable, Accounts Payable and Asset sub-systems from posting into prior period; New accounting period is starting


S_ALR_87003642 (OB52)

No more A/P, A/R, MM or Asset postings can be made to the previous period.

New accounting period is open for posting so that transactions can be processed.

Enter Recurring Entries

Recurring documents for the period that were entered into system need to be processed.


FBD1 Batch input session is created with 'postings' for recurring documents that can be processed to post the required financial activity.

Post Recurring Entries

Recurring documents for the period that were entered into system need to be processed.


F.14 Batch input session is created with 'postings' for recurring documents that can be processed to post the required financial activity.

Run Batch Input Session

Post the recurring documents processed in prior step.


SM35 Accounting document(s) posted and recurring document(s) updated with processing



Process step


Business condition


Expected results

data ('next run on' and 'number of runs').

Automatic Clearing of GR/IR Account special process

GR/IR clearing accounts


F.13 For GR/IR accounts, the program tries to create a group of documents that can be cleared from a group of documents that cannot be cleared by successively omitting documents.

Analyze GR/IR Clearing Accounts

Analyze GR/IR Clearing Accounts and Display Acquisition Tax


F.19 analyzes goods receipt/invoice receipt (GR/IR) clearing accounts

Automatic Clearing of GR/IR Account

Clear the GR/IR account of ‘matching’ debit/credits to make analysis of ‘open item’ easier.


F.13 The GR/IR account is cleared with the correct purchase order and value quantity once the goods receipt and invoice receipt have been posted. This keeps the analysis of the GR/IR account at a manageable level.

Manual Clearing

If documents cannot be cleared automatically. They can be cleared manually.

Accounts Payable Manager (SAP_NBPR_AP_CLERK_M)

F-44 Documents from accounts payable are cleared manually.

Post Adjustment Entries

Post adjustments to current financial data, like accruals, to


FB50 Make sure that the financial records represent the business



Process step


Business condition


Expected results

better represented the current financial situation.

activities, during the period, to the best capability possible.

Foreign Currency Revaluation

Foreign currency transactions need to be valuated at the current exchange rate.


FAGL_FC_VAL Foreign currency postings will be represented with 'current date valuation'.

Post Tax Payable

Finance reporting

SAP_NBPR_DE_FINACC_M (Finance Manager (Germany))

FB41

Advance Return for Tax on Sales/ Purchases

Finance reporting


S_ALR_87012357 Advance Return for Tax on Sales/ Purchases

EC Sales List

Finance reporting

SAP_NBPR_DE_FINACC_M (Finance Manager (Germany)) and SAP_NBPR_IT_ADMIN_S (IT Administrator (Professional User))

S_ALR_87012400 and SP01

Foreign Trade Regulation Reports Z4

Finance reporting


S_ALR_87012405

Foreign Trade Regulation Reports Z5A

Finance reporting


S_ALR_87012162

Compari-son Documents / Transaction Figures

Finance reporting


FAGLF03

Close Previous Accounting Period

‘Close’ previous accounting period so that no more financial posting can be made that would change the results reported.


S_ALR_87003642 (OB52)

No more G/L postings are allowed in the previous period.



Process step


Business condition


Expected results

Balance Interest Calculation


F.52 Balance Interest Calculation

Further Valuations - Provisions

Assignment of provisions


F107_PROV Provisions accounts for discounting are defined

Define Interest Rates

To discount the provisions, you have to create and define interest rates and interest types.


OB42 Interest rates and types are defined.

Assign and post provisions


FB50 Provisions are posted

Valuation of provisions

Valuate and discount provisions greater than one year.

Hauptbuchhalter (SAP_NBPR_FINACC_S)

F107 The provisions greater than one year are discounted

Display the document journal

List of the posted documents in the period


S_ALR_87012287 List of the posted documents in the period for documentation

Financial Statement

Finance reporting


S_ALR_87012284 or S_PL0_86000028

Financial Statements

Financial Statement: Actual/Actual Comparison

3.3 Scenario III: Process Year-End ClosingProcess step External

process reference

Business condition


Expected results

Create Factory Calendar for New Year


SCAL Factory Calendar is defined for the next year(s)

Carry Forward AP/AR Balances

Carry the A/P


F.07 Vendor AND



Process step External process reference

Business condition


Expected results

balances into the new fiscal year.

Customer balances have been carried into the new year.

Carry Forward GL Balances


FAGLGVTR Balance sheet accounts have balances for the new year and P/L account balances have been posted into retained earnings.

Regrouping Receivables/Payables


FAGLF101

Balance Confirmation Receivable

SAP_NBPR_AR_CLERK_S (Accounts Receivable Accountant)

F.17

Balance Confirmation Payable

Accounts Payable Accountant (SAP_NBPR_AP_CLERK_S)

F.18

Final Close and Release Financial Reporting

The company’s financial results need to be reported.


S_ALR_87012284

Financial results of the company are released.

Close Previous Accounting Period

Do not allow any more financial postings in the previous period because the results have been released.


S_ALR_87003642 (OB52)

No more financial postings are allowed in the previous period.

Display the Document Journal


S_ALR_87012287



4 Process Steps

4.1 Scenario I: Day-End Closing4.1.1 Updating Exchange Rates

UseIn this activity, you update exchange rates.

Procedure1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu

Accounting → Financial Accounting → General Ledger → Environment → Current Settings → Enter Translation Rates

Transaction code

S_BCE_68000174

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role General Ledger Accountant

(SAP_NBPR_FINACC_S)

Business role menu

General Ledger → Periodic Processing → Foreign Currency Valuation → Update Exchange Rates

2. On the Change View Currency Exchange Rates: Overview screen, choose New Entries.

3. Make the following entries:

Field name Description User action and values

Comment

ExRt Exchange Rate

EURX add 'EURX' ExRt entry for desired currency combinations

Valid from <validity dates>

Indir.quot (or Dir.quot.)

<number> Enter the exchange rate ratio here

From <foreign currency>

for example <USD>

To < local currency> in the EU <EUR>

You can copy existing records, select the line and copy (F6) and change the Valid from date and Indir.quot/Dir.quot. values to simplify the update.

The exchange rate is based on a ratio defined for currency combinations. The Indir.quot. field contains an exchange rate according to the indirect quotation method. The exchange rate gives the amount of the from currency that you get for a unit (10, 100, and so on) of the to currency. The Dir.quot. field contains an exchange



rate according to the direct quotation method. The exchange rate gives the price in the to currency that you have to pay for a unit (10, 100, and so on) of from currency.

4. Save your entries.

ResultNew exchange rates are available in the system.

4.1.2 Gaps in Document Number Assignment

UseYou can use this report to find gaps in the document number assignment across several ledgers.

The system recognizes and documents document numbers that have been assigned more than once in an interval.

Processing takes place at the level of company code, number range, and fiscal year. If you specify the document type as selection criteria, the program determines the relevant number range automatically.

Prerequisites

To execute this activity, documents have to be posted. For posting run the processes in the External Financial Accounting (102) scope item, in the General Ledger (156) scope item, in the Accounts Receivables (157) scope item, in Accounts Payables (158) scope item or in the Cash Management (160) scope item using the master data from these documents.



SAP ECC menu

Accounting → Financial Accounting → General Ledger → Information System → General Ledger Reports (New) → Document → General → Gaps in Document Number Assignment

Transaction code

S_ALR_87012342


Business role Finance Manager

(SAP_NBPR_FINACC_M)

Business role menu

General Ledger → Reporting → Documents → Gaps in Document Number Assignment

2. On the Gaps in document Number Assignment screen, make the following entries:

Field name Description User action and values Comment

Company Code 1000

Fiscal Year <current year>

Result



All documents for the number range interval specified are selected and the system checks whether there are gaps or document numbers that have been assigned more than once.

If there are mistakes a list of missing document numbers and document numbers assigned more than once is created.

4.1.3 Invoice Numbers Allocated Twice

UseThe program creates a list which displays all documents per account number of the vendor or the customer, which occur within a reference number repeatedly, that is if a duplicate invoice exists.

Prerequisites

To execute this activity, documents have to be posted. For posting run the processes in the Accounts Receivables (157) scope item or in the Accounts Payables (158) scope item using the master data from these documents.



SAP ECC menu

Accounting → Financial Accounting → General Ledger → Information System → General Ledger Reports (New) → Document → General → Invoice Numbers Allocated Twice

Transaction code

S_ALR_87012341



(SAP_NBPR_FINACC_M)

Business role menu

General Ledger → Reporting → Documents → Invoice Numbers Allocated Twice

2. On the Invoice Numbers allocated twice screen, make the following entries:


Company Code 1000


ResultA list of document numbers which are allocated twice is created.

4.1.4 Displaying the Compact Document Journal

UseThe compact document journal displays the most important data from the document headers and items in the form of a table for the documents selected. The list can be used as a compact journal and for reconciliation with the account balances (accounting reconciliation).



Prerequisites

To execute this activity, documents have to be posted. For posting run the processes in the General Ledger (156) scope item, in the Accounts Receivables (157) scope item or in the Accounts Payables (158) scope item using the master data from these documents.



SAP ECC menu

Accounting → Financial Accounting → General Ledger → Information System → General Ledger Reports (New) → Document → General → Compact Document Journal

Transaction code

S_ALR_87012289



(SAP_NBPR_FINACC_S)

Business role menu

General Ledger → Reporting → Document Journal → Compact Document Journal

2. On the Compact Document Journal screen, enter the required data.


Comment

Company Code

1000

Fiscal Year Current fiscal year

Ledger Choose the Ledger you are interested in. If you have only one ledger, the field isn’t necessary; respectively standard ledger <0L> is filled

General Selections

Reference Number

If necessary, enter the specified reference document numbers (see entry from example)

Execute (F8)

ResultA separate list is created for each document status (normal documents, recurring entry original documents, sample documents, statistical documents). The document status is indicated in the list header.



Totals sheets, which indicate the debit / credit totals for each account type (G/L accounts, customers, vendors) separately according to posting period, are put out for each company code at the end of the compact document journal.

4.2 Scenario II: Month-End Closing4.2.1 Updating Exchange Rates

UseIn this activity, you update exchange rates. The exchange rates can be maintained each day or every month-end at least.



SAP ECC menu

Accounting → Financial Accounting → General Ledger → Environment → Current Settings → Enter Translation Rates

Transaction code

S_BCE_68000174



(SAP_NBPR_FINACC_S)

Business role menu

General Ledger → Periodic Processing → Foreign Currency Valuation → Update Exchange Rates

2. On the Change View Currency Exchange Rates: Overview screen, choose New Entries.



Comment

ExRt Exchange Rate

EURX add 'EURX' ExRt entry for desired currency combinations

Valid from <validity dates>

Indir.quot (or Dir.quot.)

<number> Enter the exchange rate ratio here

From <foreign currency>

for example <USD>

To <local currency> For example <EUR>

You can copy existing records, select the line and copy (F6) and change the Valid from date and Indir.quot/Dir.quot. values to simplify the update.

The exchange rate is based on a ratio defined for currency combinations. The Indir.quot. field contains an exchange rate according to the indirect quotation method. The exchange rate gives the amount of the from currency that you get for a unit (10, 100, and so on) of the to currency. The Dir.quot. field contains an exchange



rate according to the direct quotation method. The exchange rate gives the price in the to currency that you have to pay for a unit (10, 100, and so on) of from currency.


ResultNew exchange rates are available in the system.

4.2.2 Gaps in Document Number Assignment

UseYou can use this report to find gaps in the document number assignment across several ledgers.The system recognizes and documents document numbers that have been assigned more than once in an interval.Processing takes place at the level of company code, number range, and fiscal year. If you specify the document type as selection criteria, the program determines the relevant number range automatically.

Prerequisites

To execute this activity, documents have to be posted. For posting run the processes in the External Financial Accounting(102) scope item, in the General Ledger (156) scope item, in the Accounts Receivables (157) scope item, in Accounts Payables (158) scope item or in the Cash Management (160) scope item using the master data from these documents.



SAP ECC menu

Accounting → Financial Accounting → General Ledger → Information System → General Ledger Reports (New) → Document → General → Gaps in Document Number Assignment

Transaction code

S_ALR_87012342



(SAP_NBPR_FINACC_M)

Business role menu

General Ledger → Reporting → Documents → Gaps in Document Number Assignment

2. On the Gaps in document Number Assignment screen, make the following entries:


Company Code 1000


Result



All documents for the number range interval specified are selected and the system checks whether there are gaps or document numbers that have been assigned more than once.

If there are mistakes a list of missing document numbers and document numbers assigned more than once is created.

4.2.3 Invoice Numbers Allocated Twice

UseThe program creates a list which displays all documents per account number of the vendor or the customer, which occur within a reference number repeatedly, that is if a duplicate invoice exists

Prerequisites

To execute this activity, documents have to be posted. For posting run the processes in the Accounts Receivables (157) scope item or in the Accounts Payables (158) scope item using the master data from these documents.



SAP ECC menu

Accounting → Financial Accounting → General Ledger → Information System → General Ledger Reports (New) → Document → General → Invoice Numbers Allocated Twice

Transaction code

S_ALR_87012341



(SAP_NBPR_FINACC_M)

Business role menu

General Ledger → Reporting → Documents → Invoice Numbers Allocated Twice

2. On the Invoice Numbers allocated twice screen, make the following entries:


Company Code 1000


ResultA list of document numbers that are allocated twice is created.

4.2.4 Opening and Closing Posting Periods

UseIn this activity, you close the posting periods and open the new accounting period.





SAP ECC menu

Accounting → Financial Accounting → General Ledger → Environment → Current Settings → Open and Close Posting Periods

Transaction code

S_ALR_87003642



(SAP_NBPR_FINACC_S)

Business role menu

General Ledger → Periodic Processing → Closing Periods → Open / Close Posting Periods

2. On the Change View: Posting Periods: Specify Time Intervals: Overview screen, make the following entries:

Field name

Description User action and values Comment

Variant 0010 variant for the company code

From per 1

<new period> New period for Account Types (A, D, K, M, S)

Year <actual year> or at the year-end <new year>

year for Account Types (A, D, K, M and S)

To period <the highest permitted posting period>

Year <the highest permitted posting year>


ResultNo more A/P, A/R or MM postings can be made to the previous period.

Account Type Description

+ Valid for all account types

A Assets

D Customers

K Vendors

M Materials

S G/L Accounts

4.2.5 Entering Recurring Entries

UseIn this activity, you enter recurring entries.





SAP ECC menu

Accounting → Financial Accounting → General Ledger → Document Entry → Reference Documents → Recurring Document

Transaction code

FBD1



(SAP_NBPR_FINACC_M)

Business role menu

General Ledger → Posting → Recurring Documents → Enter Recurring Entry

2. On the Enter: Recurring Entry: Header Data screen, make the following entries:


Comment

Company Code 1000

First run on <1st of current month>

Last run on <1st of next month>

Interval in months <select required interval>

for example 01

Run date <select required day>

for example 01

Run schedule

Transfer amounts in local currency

<select>

Copy texts <select>

Transfer tax amounts in local currency

<select>

Document Type SA

Currency EUR

Rate

Reference

Translatn Date

Document Header Text

Trading part BA

PstKy 40

Account <select account> for example 687000

SGL Ind




Comment

TType

3. Choose Enter.

4. On the Enter: Recurring Entry: Add G/L account item screen, make the following entries:


G/L Account

Company Code

Amount * for example 10000

Tax Code * for example V0 or V1

Calculate tax <select>

Business Area

Cost Center * for example 1101

Order

Profit Center

Network

Purchasing Doc

Quantity

Assignment

Text

PstKy 50

Account * for example 280000

SGL Ind

TType

5. Choose Enter.

6. On the Enter: Recurring Entry: Add G/L account item screen, make the following entries:

Field name

Description User action and values

Comment

Amount * for example 10000

Value Date

* for example first of current month

The value date is needed, in case of bank accounts with field status group YB05. In other cases, the value date is not necessary

7. Complete document details and choose Save.

ResultThe recurring entries are made.

4.2.6 Posting Recurring Entries



UseIn this activity, you post recurring entries. The system checks if the recurring posting exists in the system with a post date within the period being posted.

PrerequisitesTo execute this activity, recurring entries have to be entered. Run the processes in step 4.2.5.



SAP ECC menu

Accounting → Financial Accounting → General Ledger → Periodic Processing → Recurring Entries → Execute

Transaction code

F.14



(SAP_NBPR_FINACC_M)

Business role menu

General Ledger → Periodic Processing → Recurring Entries → Execute Recurring Entries

2. On the Create Posting Documents from Recurring Documents screen, make the following entries:


Comment

Company Code

1000

Fiscal Year <current fiscal year>

Settlement Period

<starting date>

for example <1st of current month>

Settlement Period to

<end date> for example <last day of current month>

Session Name

<select a name>

If required. If you do not assign a separate Batch input session name, the batch input session name SAPF120 is set by the program.

3. Choose Execute.

ResultA batch input session is created with postings for recurring documents that can be processed to post the required financial activity.

4.2.7 Running Batch Input Session

UseThis activity runs the batch input session.



PrerequisitesA batch input session must exist or be created.



SAP ECC menu Tools → Administration → Monitor → Batch Input

Transaction code SM35



(SAP_NBPR_FINACC_M)

Business role menu

General Ledger → Periodic Processing → Closing Preparation → Batch Input Monitoring

2. On the Batch Input: Session Overview screen, select a session to process and choose Process Session (F8).

3. On the Process Session Create screen, select a mode (Display errors only is preferred, but Process/foreground and Background also work), then choose Process or Enter.

Process/foreground: All the screens are displayed and must be confirmed with Enter

Display Errors Only: The documents are not posted in the foreground; only documents with errors are displayed, which you can correct.

Background: The documents are not posted in the foreground. Documents with errors remain in the session and can then be processed and corrected in the foreground.

Check manually whether all documents of a session were posted. You can see this in the session overview. If a session was processed in the foreground, the selection screen Session Successfully Processed displays after the posting. Confirm the selection screen with Enter.

4. Correct any errors that show during processing.

ResultAccounting documents are posted and recurring documents are updated with processing data (next run on and number of runs). To display a posted document, access the transaction choosing one if the following navigation options:


SAP ECC menu Accounting → Financial Accounting → General Ledger → Account → Display/Change Items (New)

Transaction code

FAGLL03

1. At the G/L Account Line Item Display G/L view enter G/L account and company code.

2. Choose Execute





(SAP_NBPR_FINACC_M)

Business role menu

General Ledger → G/L Account Processing → G/L Account Line Items

1. At the G/L Account Line Item Display G/L view enter G/L account and company code2. Choose Execute

4.2.8 Automatic Clearing of GR/IR Account

UseThis activity handles the automatic clearing of the GR/IR accounts. The purchase order number and item is used to compare documents.

Prerequisites

To execute this activity, documents in material management have to be posted. For posting run the processes in the Materials Management (104) scope item using the master data from these documents.



SAP ECC menu

Accounting → Financial Accounting → General Ledger → Periodic Processing → Automatic Clearing → Without Specification of Clearing Currency

Transaction code

F.13



(SAP_NBPR_FINACC_S)

Business role menu

General Ledger → Periodic Processing → Clearing → Automatic Clearing

2. On the Automatic Clearing screen, make the following entries:


Comment

Company Code

1000


Select G/L accounts

<select>

G/L Accounts

<select account> for example 293000, 447000

Not interval, but single values entry



Test run <deselect> You can select Test run to review the data that can be cleared without actually clearing the data

Posting Parameters

Clearing date

<last day of current fiscal year for year-end clearing>

for example 31/12/xxxx

Last day of month for month-end clearing

3. Choose Execute.

4. The system displays the message This program is a production run. Choose Enter.

ResultThe GR/IR account is cleared with the correct purchase order and value quantity once the goods receipt and invoice receipt have been posted. This keeps the analysis of the GR/IR account at a manageable level. The system generates a report showing the details of the documents not 'cleared' and 'cleared', with 'clearing' document information.

4.2.9 Analyze GR/IR Clearing Accounts

UseThis activity analyze GR/IR Clearing Accounts and Display Acquisition Tax.

The program analyzes goods receipt/invoice receipt (GR/IR) clearing accounts at a specified key date, and generates adjustment postings if necessary. These are needed to display the following business transactions correctly in the balance sheet:

Goods delivered, but not invoiced

Goods invoiced, but not delivered

The program selects all items in GR/IR clearing accounts that are open at the specified key date. If the open items per purchase order number and item in local currency do not balance out to zero, adjustment postings are created in a batch input session for these items. With a credit balance, the transaction is seen as delivered, but not invoiced. With a debit balance, the transaction is seen as invoiced, but not delivered.

Adjustment postings are created per company code, GR/IR clearing account, reconciliation account, and business area. All postings are reversed at the specified reverse posting date. If no date is entered, the program reverses the postings on the day after the key date.If you are using parallel local currencies, the balance in the first local currency also determines the transaction. If the balance in the first local currency is zero, the transaction key is determined from the parallel currency.



SAP ECC menu

Accounting → Financial Accounting → General Ledger → Periodic Processing → Closing → Reclassify → GR/IR Clearing

Transaction code

F.19





(SAP_NBPR_FINACC_S)

Business role menu

General Ledger → Periodic Processing → Clearing → Analyze Goods / Invoice Received Clearing Accounts

2. On the Automatic Clearing screen, make the following entries:

Field name


Comment

GL account

<select account>

for example 293000, 447000

Company Code

1000

Posting Parameters

Key date <key date for overview>

Documents which have not been cleared at this date, or whose clearing date is after this date, are included in the program run.

3. Select tab strip Postings and make the following entries:.


Comment

Create Postings

<select>

document date * document date of the batch input (for example last date of the month)

document type * document type of the posting (for example SA)

posting date * posting date of the posting (for example last day of the month

Reversal posting date

* posting date of the reversal (for example first day of the next month

4. Choose Execute.

5. A batch input with name RFWERE00 is created.

6. Start the batch input session as described in chapter 4.2.7 with using the session name RFWERE00.

ResultThe GR/IR account is cleared with the correct purchase order and value quantity once the goods receipt and invoice receipt have been posted. This keeps the analysis of the GR/IR account at a manageable level. The system generates a report showing the details of the documents not 'cleared' and 'cleared', with 'clearing' document information.

4.2.10 Automatic Clearing

UseThis program clears open items from customer, vendor and G/L accounts (in particular, GR/IR clearing accounts) automatically.

It selects all accounts specified in the value sets that have debit and credit postings.



Prerequisites

To execute this activity, open item documents have to be posted. For posting run the processes in the General Ledger (156) scope item, in the Accounts Receivables (157) scope item or in the Accounts Payables (158) scope item using the master data from these documents.



SAP ECC menu

Accounting → Financial Accounting → General Ledger → Periodic Processing → Automatic Clearing → Without Specification of Clearing Currency

Transaction code

F.13



(SAP_NBPR_FINACC_S)

Business role menu

General Ledger → Periodic Processing → Clearing → Automatic Clearing

2. On the Automatic Clearing Screen, make the following entries:


Comment

Company Code

1000


Posting Date <first actual month date>

<last actual month date>

Select Customers

<select>

Select vendors

<select>

Select G/L accounts

<select>

Test run <deselect> You can select Test run to review the data that can be cleared without actually clearing the data

Posting Parameters

Clearing date <last day of current fiscal year for year-end clearing>

for example 31/12/xxxx

Last day of month for month-end clearing



3. Choose Execute.

4. The system displays the message This program is a production run. Choose Enter.

ResultThis program clears open items from customer, vendor and G/L accounts automatically, if the condition for automatic clearing is fulfilled (Debit and Credit same amount, assignment is the same)

4.2.11 Manual Clearing

UseIf documents cannot be cleared automatically, (for example the assignment is not equal), they can be cleared manually.

Prerequisites

To use this activity, documents with open items have to be posted. Run the processes in scope item General Ledger (156), Accounts Receivable (157) or Accounts Payable (158) using the master data from this document

Run the processes in scope item General Ledger (156, chapter 4.13) or Accounts Receivable (157, Chapter 4.11. Documents from accounts payable also can be cleared manually.

The process for accounts payable is described as follows.



SAP ECC menu Accounting → Financial Accounting → Accounts Payable → Account → Clear

Transaction code

F-44


Business role Accounts Payable Manager

(SAP_NBPR_AP_CLERK_M)

Business role menu

Accounts Payable → Posting → Document Processing → Vendor Line Items (Homepage)

2. Only SAP NetWeaver Business Client (SAP NWBC): On All Vendor Line Items Open tab, select the relevant document number for the required vendor and choose Clear Vendor Items.

3. Only for SAP GUI: On the Clear Vendor: Header Data screen, enter the required data.


Comment

Account Enter Vendor. Enter the vendor account number for whom the invoice and credit memo was posted.



Company Code 1000

Additional Selections

Reference

4. Choose Enter.

5. On the Clear Vendor: Enter Selection Criteria screen, enter the required data.


Reference From

Reference interval to be taken into account

for example REF006

6. Choose Process Open Items.

7. Depending on your user settings, the open items you want to clear have to be activated first. To do this, mark the open items and choose Activate Items.

8. If discount has been calculated, delete the amounts which are defaulted in the respective column.

9. You have to specify the open items that are to be fully cleared, and the open items for which a residual item is to be created. Choose Residual Items and enter the residual amount for the invoice. As an alternative, you can also double-click the entry field, which causes the transaction to calculate the residual amount itself.

10. For some reasons, it makes sense not to allocate the residual amount to one item, but to post it to the account without allocation. To do so, use the field Difference Postings instead and enter the residual amount here.

11. Choose Post (Ctrl+S) to save your entries. The document overview is being displayed now, and you are asked to update the highlighted line item. Choose the residual item by double-click and enter a describing text for the line item. Choose Post (Ctrl+S) to finally post the document.

ResultThe open items selected in the account have been cleared. If a difference is determined, a residual item or a new open item is created.

4.2.12 Posting Adjustment Entries

UseIn this activity, you post adjustment entries. Review financial results and make adjustment postings for accruals or any 'missing' financial information that is identified.



SAP ECC menu

Accounting → Financial Accounting → General Ledger → Document Entry → Enter G/L Account Document

Transaction code

FB50





(SAP_NBPR_FINACC_S)

Business role menu

General Ledger → Posting → Posting → Post G/L Account Document



Comment

Company Code 1000

Document date <enter date> for example <today>

Currency EUR

Posting Date <enter date> for example <today>

Reference

Doc Header Text

G/L Account <G/L account> for example 288000

D/C S (Debit)

Amount in doc curr.

<enter amount> for example 1000

G/L Account <enter G/L account> for example 680000

D/C H (Credit)

Amount in doc curr.

<enter amount> for example 1000

Cost center <enter cost center> for example 1101

Order Optional

Tax code <enter tax code> for example V1 for Germany tax 19%

Calculate tax <select>

3. Choose Post.

ResultMake sure that the financial records represent the business activities, during the period, to the best capability possible.

Debited Accounts Credited Accounts

Various G/L accounts, with cost centers, internal orders and/or assets

Various G/L accounts with cost centers, internal orders and/or assets

4.2.13 Foreign Currency Revaluation

UseThe total difference of all the open account items is posted to a balance sheet adjustment account, thereby retaining the original account balance. The gains or losses from exchange rate fluctuations from the valuation are entered as offsetting entries in separate expense and revenue accounts for exchange rate differences. If you perform an update run and enter a session name



for the batch input session, you can run the session after it has been created. For more information, refer to the Running Batch Input Sessions Business Process Documentation.

PrerequisitesThe exchange rate table has entries for currencies. The valuation method(s) are defined.

Note: According to the new law Bilanzrechtsmodernisierungsgesetz (BilMoG) in Germany the open items in foreign currency have to be valuated with two valuation methods from the beginning of the year 2010:

From remaining life of up to one year the historical cost principle and the implementing principle do not apply. The valuation procedure has to be Always evaluate.

From a remaining life of more than one year the valuation procedure ‘strict lowest value principle’ has to be used.

The remaining life is determined by the date which is entered as Baseline Date for Due Date Calculation. This date is used as the valuation key date for the foreign currency valuation. The difference of this date in comparison to the posting date defines the remaining life.

The valuation method ‘BILM’ is created with these settings and assigned to the valuation area <YB> which is used in the following procedure.

The adjustment account for each customer and vendor reconciliation account exist. The account determination must be defined. Accounts exist for unrealized exchange rate differences and realized exchange rate differences.


Be aware that the documents have to be posted in other currencies (not in EUR).



SAP ECC menu

Accounting → Financial Accounting → General Ledger → Periodic Processing → Closing → Valuate → Foreign Currency Valuation (New)

Transaction code

FAGL_FC_VAL



(SAP_NBPR_FINACC_S)

Business role menu

General Ledger → Periodic Processing → Foreign Currency Valuation → Foreign Currency Valuation



2. When starting the foreign currency valuation newly in a client an information is displayed with message number FR621. Confirm this message and proceed with next step.

3. On the Foreign Currency Valuation screen, make the following entries:


Comment

Company Code 1000

Valuation Key Date

<last day of the previous month>

Key date for the foreign currency valuation

Valuation Area YB

4. Choose the Postings tab.

5. Select the Post Valuation Immediately checkbox. Select Determine Automatically checkbox in section “Posting Parameters”.

6. In the Batch Input Session Name field, you can enter a name for the batch input session. If you do not specify a name, the system automatically applies the name FAGL_FC_VALU.

7. In the section Posting Parameters, set the parameter Determine Automatically.

8. Choose the Open Items Subledger tab.

9. Select the Valuate vendors and Valuate customers checkboxes.

10. Choose the Open Items: G/L Accounts tab

11. Select the Valuate G/L Accounts checkbox.

12. Choose the G/L Account Balances tab.

13. Select the Valuate G/L Account Balances checkbox. Select the Reverse Postings checkbox for G/L Account Balance Valuation.

14. Choose Execute.

ResultForeign currency postings in the system are represented in the financial statements with current date valuation. Two types of documents are posted:

1) 'Reporting' period document(s) to represent 'revaluation'.

2) 'Next' period documents to 'reverse' the first posting(s).

The system generates a Foreign Currency Valuation report showing the details of what accounts, by document, were 'revaluated'. The document data includes Amount in FC, Amount in loc. cur., Exch.rate (original), Exch.rate (new), Posting Date and New Difference.

The Gain/Loss Unrealized Foreign Currency Revaluation account gets debits and credits based on gain/loss determination. The Adjustment accounts for AR and/or AP (Domestic, Foreign and/or Intercompany) get the 'off-set' amount posted to Gain/Loss account.

4.2.14 Posting Tax Payable (Posting Tax Amounts Manually)

UseThe general ledger accounting menu contains general reports that you can use to create the advance return for tax on sales/purchases and the annual tax return in list form. You then transfer this data to the tax office form. The data is evaluated via the documents.

The output tax account cannot normally be posted directly, which means that a transfer posting for the account balance cannot be made directly to the tax payable account. SAP ERP provides the following options for transfer postings:



You can generate a batch input session for this transfer posting by means of the advance return for tax on sales/purchases.

You can post the tax amounts to a tax payable account manually by means of the Post Tax Payable function. The amounts for the advance return for tax on sales/purchases for which a transfer posting has been made will still not be taken into account in the following month because the document created does not contain any tax specifications.

This transaction does not cover the taxation procedure for plants abroad or cross-company code transactions (delta Customizing).

Prerequisites




SAP ECC menu

Accounting → Financial Accounting → General Ledger → Periodic Processing → Closing → Report → Post Tax Payable

Transaction code

FB41


Business role Finance Manager (Germany)

(SAP_NBPR_DE_FINACC_M)

Business role menu

General Ledger → Periodic Processing → Reporting → Post Tax Payable

2. On the Post Tax Payable: Header Data screen, make the following entries:


Document Date

<document date> for example <actual date>

Type SA

Company Code

1000

Posting Date <posting date> for example <actual date>

Currency EUR

PstKy 40

Account <Tax on sales and purchases (tax payable)>

for example 262100 (Chart of account YIKR)

<Enter>

Amount <enter amount> for example 1000

PstKy 50



Account <Payables to tax office> for example 482900 (chart of account YIKR)

<enter>

Amount <enter amount> for example 1000

Tax Code <tax code without tax procedure>

for example V0

Post

ResultYou have posted the tax amounts to a tax payable account manually.

4.2.15 Advancing Return for Tax on Sales/Purchases

UsePosting via report (RFUMSV00): (as recommended by SAP)

The report creates the advance return for tax on sales/purchases and, if required, a batch input session for making an automatic transfer posting for the tax payable.

When the system creates a batch input session for the tax payable transfer posting, a document is prepared for each company code selected. In this document, one item for posting to the tax account and one item for posting to the tax payable account is created for each tax account.

If required, the report starts filling in the form for advance return for tax on sales/purchases (function not covered/delta Customizing). It provides the tax balances for each company code, the tax on sales/purchases code, transaction key, total/debit/credit indicators, and the selected period in tabular form. The subsequent print report uses these tables to determine the data required for the printout.

You can set the output lists to suit your requirements. You can use the ABAP List Viewer function to arrange the lists accordingly.

Prerequisites

To execute this activity, documents have to be posted. For posting run the processes in the General Ledger (156) scope item, in the Accounts Receivables (157) scope item or in the Accounts Payables (158) scope item using the master data from these documents.



SAP ECC menu

Accounting → Financial Accounting → General Ledger → Reporting → Tax Reports → General → Advance Return for Tax on Sales/Purchases → Advance Return for Tax on Sales/Purchases

Transaction code

S_ALR_87012357






Business role menu

General Ledger → Periodic Processing → Reporting → Advance Return for Tax on Sales/Pur.

2. On the Advance Return for Tax on Sales/Purchases screen, make the following entries.


Comment

Company Code 1000

Fiscal Year <actual fiscal year>

Current fiscal year

Posting Date 01.xx.yy – 30.xx.yy

xx = current month

yy = current year

Further Selections:Fiscal Period

Enter the month for which you want to create the tax return for tax on sales/purchases.

Tax Payable Posting:Batch Input Session Required

Blank for test run

for update run

The system creates a list in both the test run and update run.

If batch input session required:Postings Document Type

SA

Posting Date 30.xx.yy xx = actual month

yy = actual year

Usually the last day in the month on which the report has to be created.

Due Date of the Tax Payable

<Any date after the fiscal period end>

10th of the following month (for example)

Execute (F8)

3. If running the batch input session:

For information on running a batch input session, refer to the descriptions in the Running Batch Input Sessions Business Process Documentation.

Due to new tax regulations in Germany you have to send your advance return for tax on sales / purchases electronically to the German authorities. For more information see SAP Note 751603 Electronic advance return for tax on sales/purchases by Elster 2 (Germany) or https://websmp205.sap-ag.de/elster-fin. There SAP offers two possibilities. You can use the SAP Business Connector or you use the SAP Exchange Infrastructure (XI) a component of SAP NetWeaver 04.

Due to these settings in SAP Basis, we deliver a manual workaround. Just use the functionality described above using transaction code S_ALR_87012357. Afterwards you open the electronic


https://websmp205.sap-ag.de/elster-fin


form offered by German authorities and retype manually the figures you have got with transaction code S_ALR_87012357 respectively Report RFUMSV00.

ResultThe receivable or payable vis-à-vis the tax office is posted to the Tax on sales and purchases (tax payable) account.

You can post the amount from account <Tax on sales and purchases (tax payable)> to other accounts:

- Receivables from tax authorities- Payables to tax office

4.2.16 EC Sales List

UseThe tax authorities use the EC sales list to provide information for other EU member states.

All companies must send an EC sales list to the tax authorities responsible, which provides information on the tax-exempt goods deliveries and movements to registered companies conducted within the EU during the reporting period.

If you have activated the appropriate indicator in the document entry screen, you can also document triangular deals in the EC sales list.

Forms and TextsThe structure of the EC sales list itself is defined in a SAPScript form. F_ASL_DE is recommended for the German EC sales list (this form is approved by the German tax authorities). The form F_ASL_DE_LISTE is also available. This prints both the data required for the notification and the customer address data. You have to activate Also Read Address Data for this purpose.

The notification includes standard documents whose output tax code has been set as EU indicators with the values 1 or 3 in the system settings.

If the customer VAT registration number is not given in the document, the system outputs a detailed error message. In this case, the information is no longer provided in the notification.

Preparing EC Sales ListsFor the EC sales lists it is a prerequisite that in customer master data the fields Country (tab Address) and VAT registration number (tab Control Data) must be filled. The master data used by Best Practices fulfills this prerequisite. When posting the document (set automatically copied), the data (Country and VAT registration number) is copied from the customer master data into the document.

You can see it in transaction FB70 or FB75. Go to tab Detail. The fields Reporting country and VAT registration number are filled automatically. Furthermore, the documents must have been posted with output tax code A6 or A7.

PrerequisitesTax-relevant documents (EU) should be posted.

If required, you can request a line item display, which lists the information to be reported at document level and carries out the following summation:

Total per subcontracting indicator

Total per customer VAT registration number

Total per company code



Customer invoices with a VAT registration number and output tax code A6 or A7 must be posted in the system.

To execute this activity, run the processes in the Sales Order Processing: Sale from stock (109) using the master data from this document.



SAP ECC menu

Accounting → Financial Accounting → General Ledger → Reporting → EC Sales List → General → EC Sales List

Transaction code

S_ALR_87012400




Business role menu

General Ledger → Periodic Processing → Reporting → EC Sales List

2. On the EC Sales List screen, make the following entries.


Comment

Company Code

1000


Current fiscal year

Reporting Quarter

<Required quarter and year>

for example If you have posted the documents on October enter 4/current FY (FY=Fiscal Year)

Output Tax Code

A6 To A7, B5

Select Goods Delivery

Select Service

Line Item Display

If you activate this option, all the line items are printed.

Also Read Address Data

If you activate this option, all the address data is read and printed out. Caution: this increases the program runtime.

SAPScript Form Output

Output Per Tax Number




Comment

Execute (F8)

Output Device <your printer name>

This field appears in a Pop-Up, if an output device is not in your master record

Print Review Push the button

The name of the form used (F_ASL_DE) is already displayed here. The authorities have approved this form for use.

3. A list can be output indicating missing VAT registration numbers in the documents. You can print this out by clicking the printer icon. The form is also made available in the printer spooler. To display this form, access the transaction choosing one of the following navigation options:


SAP ECC menu Tools → CCMS → Print → Output Controller

Transaction code SP01


Business role IT Administrator (Professional User)

(SAP_NBPR_IT_ADMIN_S)

Business role menu IT Administration → Administration → Print → Output Controller

4. On the Output Controller Spool request selection screen, make the following entries.


Comment

Created by Your user name

Execute (F8)

Spool request number

Spool Number

<Spool Number> Select the Spool No. with the Title EC Sales List: form

Display Contents (F6)

ResultYou have created a form for the EC sales list.

4.2.17 Foreign Trade Regulation Reports Z4In Germany, receivables and payables vis-à-vis non-resident companies must be reported to the state central bank responsible separately according to partners and non-resident companies. The totals are displayed according to countries and currencies. The customer and vendor line items open on a key date contain further sub-divisions.

Executing Report Z4

Use© SAP SE Page 6 of 8


You can use the report to generate attachment Z4 in accordance with German foreign trade regulations. The data in attachment Z1 can also be reported with attachment Z4. You must obtain permission from the state central bank to print the form on an IT printer.

The following restrictions apply with regard to creating the reports:

1. Cross-company-code transactions are not taken into account.

2. The reporting transactions are determined from the documents selected by means of the posting or CPU date.

3. The system uses a special method to determine the state central bank indicator and the country from the documents.

PrerequisitesBefore you can print Z4 reports, the following prerequisites must be fulfilled:

1. The link between general ledger accounts and bank accounts must be defined either by entering a house bank ID and account ID in the G/L account master record, or by entering the general ledger account in Customizing for the house bank account ID.

2. The bank charges account must be maintained.

3. The state central bank indicator must be activated.

4. In the corresponding field selection strings for the posting key and G/L accounts / reconciliation accounts, the SCB/Supplying Country fields must be activated in the Foreign Payments group.

5. In Global Data of the reporting company code, the following parameters under Additional Data must be maintained:

FTR: Trade of Reporting Comp., Accounting Clerk, Reporting Number, Federal State, Reporting Company Address, Accounting Clerk’s Tel. No., Approval, SCB Details

6. In the country definitions, you have to enter the short name for the foreign trade statistics and the associated key number as an alternative country key.

A line item list is output along with attachment Z4 for the FTR Foreign Trade Payments (the goods numbers are not currently maintained).



SAP ECC menu

Accounting → Financial Accounting → General Ledger → Reporting → Foreign Trade Regulations → Germany → Foreign Trade Regulation Reports Z4

Transaction code

S_ALR_87012405




Business role menu

General Ledger → Periodic Processing → Reporting → German Foreign Trade Regulations Z4

2. On the Foreign Trade Regulation Reports Z4 screen, make the following entries:




Comment

Company code

1000


Current Fiscal Year

Reporting Year

<current fiscal year>

Current Fiscal Year

Reporting Period

The period where the documents are posted

Print line items

Output Reports

Select Z1

Select Z4

Execute (F8)

Further notes are available via Program Documentation.

ResultThe program generates supplement Z4 in accordance with the foreign trade regulations.

4.2.18 Foreign Trade Regulation Reports Z5ASchedule Z 5A, sheet 2 of the German foreign trade regulations stipulates that receivables and payables in respect of non-resident companies, (divided between associated and non-associated non-resident companies) are to be reported on this form to the respective state central bank, for forwarding to the German Central Bank.

Executing Report Z5A

UseOn the form (in accordance with attachment Z 5A, sheet 2 of the German foreign trade regulations), receivables and payables vis-à-vis non-resident companies must be reported to the state central bank responsible separately according to partners and non-resident companies.

A report is only necessary if the total receivables or payables exceed the exemption free limit. The receivables and payables are each sub-divided according to maturities of up to one year and more than one year, as well as down payments. The totals are displayed for each country.

PrerequisitesYou have to specify additional company code information in the system settings.

Report on diskThe report data is placed in a sequential file. Missing alternative country keys are reported.

If an error occurs, you have to correct the country table and restart the report.You have to obtain a PC program from the central bank that enables you to create or correct a report on your PC.





SAP ECC menu

Accounting → Financial Accounting → Accounts Payable → Reporting → Germany → German Foreign Trade Regulations Report Z5a

Transaction code

S_ALR_87012162




Business role menu

General Ledger → Periodic Processing → Reporting → German Foreign Trade Regulations Z5A

2. On the German Foreign Trade Regulations Report Z5A screen, make the following entries:


Comment

Report in euro

Key date < for example 31.12.xx; xx = current year

Company code 1000

Exemption Free Limit

3000 in Thousands

Change or modify as required

Line Item List If required

Execute (F8)

ResultThe regulation list is generated.

4.2.19 Comparative Analysis

UseDuring closing operations (month-end, end-of-quarter, or year-end closing), you can compare the transaction figures with the total of the posted documents. For this, the system runs the following checks:

The debit and credit transaction figures of the G/L accounts, customer accounts, and vendor accounts are compared with the debit and credit totals of the posted documents. You can perform this comparison for documents in the entry view or for those in the general ledger view.

If you perform the check on documents in the general ledger view and you use document splitting, the system simultaneously checks whether the balance is actually zero in the documents for the characteristics for which you have made a zero balance setting.

The debit and credit transaction figures of the G/L accounts, customer accounts, and vendor accounts are compared with the application indexes (secondary indexes). The system uses application indexes for accounts managed on an open item basis or for line item display.



PrerequisitesTo be able to perform the comparative analysis, you need authorization for the desired company codes (authorization object F_BKPF_BUK).

Close the posting periods for which you perform the comparative analysis. This ensures that no changes are made to the transaction figures or documents during reconciliation. Such changes would cause the report to terminate.



SAP ECC menu

Accounting → Financial Accounting → General Ledger → Periodic Processing → Closing → Check/Count → Reconciliation (New)

Transaction code

FAGLF03



(SAP_NBPR_FINACC_S)

Business role menu

General Ledger → Periodic Processing → Reporting → Reconciliation

2. On the Comparison: Documents / Transaction Figures screen, make the following entries:



Company Code 1000

Ledger 0L leading ledger

Entry ValuesYou can use selection criteria to restrict the comparative analysis. You have the following options for this:

General SelectionsEnter the desired Fiscal Year, Company Codes, and Posting Periods, and, where applicable, a Ledger.

Perform the comparative analysis for all ledgers sharing a common fiscal year variant. If you also have a ledger with a non-calendar fiscal year variant or a day ledger, you should reconcile these ledgers separately.

This is necessary because the system always selects the period in the relevant ledger. For example, if you reconcile period 1, this is the month of January in your leading ledger but January 01 in your day ledger.

Parallel ProcessingTo speed up processing for the documents concerned, you can opt for parallel processing. In this way, the documents concerned are divided into the desired number of packages. You specify how many documents should be combined in a lot. The system processes the



packages in parallel (that is, simultaneously) on different application servers that you have grouped together in a server group.

If you do not want to use parallel processing, enter 1 in the Number of Parallel Steps field. Parallel processing is performed automatically when you enter a number greater than 1 in the Number of Parallel Steps field.

Entry View or General Ledger ViewYou have the option of running the comparative analysis on the documents in the entry view or on those in the general ledger view:

o Entry View

The documents in the entry view are used for the reconciliation.

o General Ledger View

The documents in the general ledger view are used for the reconciliation. If you set the General Ledger View indicator, the Ledger field is available and you can restrict the comparative analysis to a specific ledger.

At the same time, you can select a comparison of single documents for the documents in the general ledger view. With this function, the system compares the documents in the general ledger view against those in the entry view before running the check with the transaction figures. This is the most comprehensive check, but also the most time-consuming.

ResultThe screen displaying the results of the comparative analysis is divided into two parts. In both parts, you can use the functions of the SAP List Viewer (ALV), such as for sorting. For more information on the functions, see the documentation in the SAP Library under SAP NetWeaver Application Platform ABAP Technology UI Technology Controls & Control Framework for SAP GUI SAP List Viewer.

Top Half of the ScreenOnly differences are displayed in the top half of the screen:

Entry ViewThe differences are grouped by currency type and account type. The display therefore contains G/L accounts and subledger accounts.

General Ledger ViewThe differences are grouped by ledger, whereby the leading ledger is listed first. If you additionally perform a single document comparison and choose Subledger Accounts, the differences for subledger accounts are also displayed.

Lower Half of the Screen General ledger view without single document comparisonYou can display success messages for each G/L account. To do this, choose Success Messages.

General ledger view with single document comparisonAdditionally, you receive an error message at the single document level (for example, if an amount in the general ledger view does not match the amount in the entry view).

4.2.20 Closing Previous Accounting Period

Use


http://aiokeh.wdf.sap.corp:1080/SAPIKS2/contentShow.sap?IWB_INDUSTRY=SEM-BW&RELEASE=600&_CLASS=IWB_GLOS&_LOIO=3526B5ACAFAB52B9E10000009B38F974&TMP_IWB_TASK=DISPLAY&_SLOIO=2D830E405C538F5CE10000000A155106&LANGUAGE=EN&_SEQNUM=340&_SCLASS=IWB_STRUCT


In this activity, you close the previous accounting period.



SAP ECC menu


Transaction code

S_ALR_87003642



(SAP_NBPR_FINACC_S)

Business role menu



Field name


Var Posting Period Variant

<posting period variant from the company code>

for example <0010> for company 1000

From period 1

<from period> Update to the new period for all remaining Account Types

Year <year> Update to the year for all remaining Account Types


ResultNo more G/L postings are allowed in the previous period.



A Assets

D Customers

K Vendors

M Materials

S G/L Accounts

V Contract Accounts

4.2.21 Balance Interest Calculation

Overview

Use



The report RFSZIS00 (transaction F.52) creates an interest scale (account balance interest calculation) for G/L accounts. The system generates a list for which you can set the level of detail to be displayed. You can create a log to check why no interest has been calculated for an account.

The interest calculation data in the G/L account master records is only updated when you select the Update Master Record field and specify a session name for the batch input in the Session Name field.

You can post the interest by means of batch input.

PrerequisitesThe interest is controlled via the interest indicator in the master record. You have to enter an indicator that is defined in the interest calculation type, where it is assigned an S as the interest calculation type. In this table, you can also define whether the interest terms are stored under the interest calculation indicator or under the account number, where it then acts as an interest calculation indicator. This enables you to define account-specific interest terms.

Procedure

Process FlowYou can set parameters so that interest is posted to the batch input session. If you set the Interest Splitting flag, a posting is created for the minus debit and minus credit interest of the past period with post-entered value dates, the debit and credit interest of the past period with post-entered value dates, and the debit and credit interest of the calculation period. If you do not set the Interest Splitting flag, only the total interest is posted.

ResultAn interest scale is displayed for each account. The form used for this is defined in the system with the interest indicator. You can also call up an interest rate overview. When the calculation is complete, the debit and credit interest is printed separately. The summarization level enables you to choose the level of detail. The system can print a log enabling you to track the progress of the interest calculation. You should only request a log for one or just a small number of G/L accounts. Always specify, therefore, the required account numbers in the Accounts for Additional Log fields.

Account Balance Interest Calculation

UseTo make an Account Balance Interest Calculation the relevant accounts have to be assigned with an interest indicator.

PrerequisitesTo carry out the account balance interest calculation for balance sheet accounts, you have to maintain the master records (accounts). You have to enter the interest calculation indicator and the interest calculation frequency in the relevant master records. You should enter the value date for postings. The master record must contain a corresponding field status group, such as YB05 (the value date is a required entry).

To execute this activity, documents on accounts with interest calculator have to be posted. For posting run the processes in the General Ledger (156) scope item, using accounts with an interest calculator.





SAP ECC menu

Accounting → Financial Accounting → General Ledger → Periodic Processing → Interest Calculation → Balances

Transaction code

F.52



(SAP_NBPR_FINACC_S)

Business role menu

General Ledger → Periodic Processing → Interest Calculation → G/L: Acct Bal.Interest Calculation

2. On the G/L Account Interest Scale screen, make the following entries:


Comment

G/L Account Selection

Chart of Accounts

YIKR

G/L Account <account with interest indicator>

for example 165000

Company Code 1000

Selection Using Search Help

Here you can use the match code to carry out an advanced search for the G/L accounts.

Further Selections

Calculation Period

01.yy.zz – 31.yy.zz

yy = actual monthzz = current year

Interest Calculation Indicator

02 If you have not selected any G/L accounts, all the accounts with interest calculation indicator 02 are selected.

Output Control

Summarization Level (0-3)

1 The summarization level controls the list output. 1 means that all the posting items on a value date (asset value date) are output in one row and separated according to debit and credit. If you want a different list output, you can read the control by positioning the cursor in the field and pressing F1.

Date of Last Interest Run

The system only evaluates this if the Date of Last Interest Run has not been maintained in the master record.



This date helps you decide whether items have to be treated as value dates in the past (value dates in the past are items that were not posted until the last interest run was complete, but that have to be assigned to a period that has already been calculated depending on the value date).

This date does not have to be set for the first interest run.

See notes

Reference Date (1,2,3)

1 or 2 or 3 1 = Value date2 = Document date3 = Posting date

Posting Control

To carry out a test run without triggering postings, do not make any entries here. For the update run with the interest postings, enter the following data:

See notes

Post Interest Settlements

Post Also if Val. Date in Past

Update Master Record

This ensures that the date of the last interest run is entered in the account master record. This date will be automatically included in the next run and, if required, entered again during posting.

Session Name <name of the session>

In this field, you can assign a session name of your choice for the run. For example RFSZIS00

Caution: When you run the session, you must enter this name.

Posting Date of Session

Document Date of Session

Value Date of Session

31.yy.zz yy = actual monthzz = actual year

Posting Period 01

Reference Data

Assignment Number

Posting Segment Text

In these fields, you can enter additional posting information.

Additional Log



Accounts for additional log

<select account with indicator>

for example 165000

Date of Last Interest RunIf you activate Update Master Record for this run and the following runs, the corresponding field in the master record is set when you import the batch input session and automatically included in the next run. If you do not activate this checkbox, you have to specify the date of the last interest run as of the second run to take into account any value dates in the past.

If interest was calculated for items using a non-SAP program and postings included up to a specific day, you have to set the date of the last run or maintain the master record accordingly in the first run.

If the field in the master record is maintained via batch input (Update Master Record), you have to take the following into account: if the report was executed between midnight and 06:00 (defined as a constant in the report), the system enters the date of the previous day in Date of the Last Interest Run in the master record.

Additional LogIf you activate this checkbox, the system displays a list of all the steps that resulted in the selection of a particular account and its items.

The following information, for example, is provided:

Why interest has not been calculated for an account

Why certain items have not been selected

How the interest calculation period has been defined for each account

Which items were treated as value dates in the past

If any interest rate changes have been found

How many items have been evaluated for each account

Since the additional log prints a wide range of information, you should use the Accounts for Additional Log fields to restrict the printout to just a few accounts.

In our example, enter 165000 (for test purposes).

Posting ControlIn test mode, you can carry out and test the interest calculation run as often as required. The postings and update in the master record are not carried out for the interest calculation date until the sessions created are run.

For information on running a batch input session, refer to the descriptions in the Running Batch Input Sessions Business Process Documentation.

To check the posted documents, call up the line item journal for the current FY and select account with indicator. For more information, see the Document Journal Business Process Documentation.

ResultProgram RFSZIS00 generates an interest scale (account balance interest calculation) for G/L accounts in local currency, and outputs a list. You can control how detailed this list is.



4.2.22 Further Valuations – Provisions

4.2.22.1 Assigning Provisions

UseThe accounts must be assigned to the calculation method and the provision's content.

This step is required before starting the execution of the valuation program. If the entries already exist they can be checked for correctness.

PrerequisitesAccounts for provisionsTo discount provisions, the accounts should be created with following important features:

Account Management in Company Code:

o Open Item Management

o Line Item Display

Field Status Group: YB65 (Provisions (transa.type obligatory)) Consolidation transaction type is obligatory and the due date is necessary.

Assignment number:

o In this field you must put the provisions content (in the example the <DISCOUNT BILMOG>), that is documented in the following description.

Following accounts for provisions can be used in the chart of account YIKR:

Provision account Description

370000 Pension provision

380000 Corporation tax provisions

381000 Corporate income tax provision

382000 Capital gains tax provision

383000 Foreign withholding tax provision

384000 Provisions for other income and revenue tax

385000 Provision for deferred taxes

389000 Other tax provisions

390000 Other provisions

391000 Provisions for guarantees

393000 Provisions for indeterminate payables

397000 Provisions for imminent losses and pending transt.

398000 Provisions for aborted plant maintenance

399000 Provision according §249Abs.2

Procedure1. Access the activity using one of the following navigation options:




SAP ECC menu

Accounting → Financial Accounting → General Ledger → Periodic Processing → Closing → Valuate → Assign Provisions

Transaction code

F107_PROV



(SAP_NBPR_FINACC_S)

Business role menu

General Ledger → Periodic Processing → Other Valuation → FI Provisions

2. On the Change View Provisions: Overview screen, choose New Entries.

3. On the New Entries: Overview of Added Entries screen, make the following entries:

Provisions Content Name

DISCOUNT BilMoG Discounting Provisions BilMoG


5. Select line DISCOUNT BILMOG and choose Details

6. On the Determine Work Area Entry screen, make the following entries:

Chart of Accounts Provision Content Valuation Area

YIKR Discount BilMoG YB

7. Select Enter.

8. On the Change View Details: Overview screen, choose New Entries and make the following entries:

G/L Account

Crcy type/val. CalcMethod Description

370000 10 Company code currency

YBLT Long Term Provisions (BilMoG)

















391000 10 Company code YBLT Long Term Provisions



G/L Account

Crcy type/val. CalcMethod Description

currency (BilMoG)










ResultYou have defined the accounts for a provision content for your discounting.

4.2.22.2 Defining Interest Rates

UseTo discount the provisions, you have to create and define interest rates and interest types.

The discounting provisional interest rates are defined from the Deutsche Bundesbank in accordance to the discounting regulation order (RückAbzinsV).

The discounting provisional interest rates in this document are only example interest rates. The current interest rates are published by the Deutsche Bundesbank and can be consulted on the corresponding internet side.

You can correct the interest rates from the SAP ECC menu.



SAP ECC menu

Accounting → Financial Accounting → Accounts Receivable → Environment → Current Settings → Enter Interest Rates

Transaction code

OB42

You can also use transaction S_ALR_87001320.



(SAP_NBPR_FINACC_S)

Business role menu

General Ledger → Periodic Processing → Other Valuation → Enter Interest Rates

2. On the Change View Interest Rates: Overview screen, enter the required data.

Int Crcy Valid from Debit Cred. Comment



ID % %

Y0 EUR <actual date>

5,000 5,000 Change the debit % and credit % values





… EUR … … … …

You have to define own interest types depending on your provision duration.


ResultYou have defined the interest rates for your discounting provisions.

4.2.22.3 Post a provision

UseIn this step, you perform General Ledger postings on the provision accounts that can be discounted by the valuation run.



SAP ECC menu

Accounting → Financial Accounting → General Ledger → Document Entry → Enter G/L Account Document

Transaction code

FB50



(SAP_NBPR_FINACC_S)

Business role menu

General Ledger → Posting → Posting → Post G/L Account Document

2. If a dialog box appears, enter the following data (if not already defaulted by the system):


Company Code 1000

3. Choose Enter.

To change the company code, choose Edit Change Company Code.

4. On the Enter G/L Account Document: Company Code 1000: screen, make the following entries:

Field name Description User action and Comment



values

Document Date

<current data> for example today

Posting Date <current data> for example today

Currency EUR for example EUR for domestic currency

5. Enter the following data for the first line item:


Comment

G/L Account GL Account Feeding of provisions (ZKR) for example, 699110

D/C Debit

Amount in Document Currency

<amount> for example 10000

6. Enter the following data for the other line items:


Comment

G/L Account <provision account>

for example 370000

D/C Credit

Amount in Document Currency

* Amount from the last step or enter < * >

Assignment No. DISCOUNT BilMoG

the provisions content

The value DISCOUNT BilMoG in the Assignment No. is relevant for the valuation run to retrieve the provision content defined previously.

7. Double-click the field G/L Account 370000.

8. Enter the following data for the other line items:


Due on Date of the provision for example actual date

9. Select Menu.

10. On the coding block, make the following entries:


Transactn type 520

11. Choose Continue.

12. Choose Back.

13. To post the document, choose Post (Ctrl+S).

14. Repeat steps 1 to 13 and post another provision with the same data. Adopt the Due On Date with following data:

Field Description User action and Comment



name values

Due on Date of the provision for example actual date + 13 months

ResultYou posted provision postings that are considered by the following valuation run.

4.2.22.4 Valuation of Provisions



SAP ECC menu

Accounting → Financial Accounting → General Ledger → Periodic Processing → Closing → Valuate → Further Valuations

Transaction code

F107



(SAP_NBPR_FINACC_S)

Business role menu

General Ledger → Periodic Processing → Other Valuation → FI Valuation Run

2. On the Valuation Run: Initial Screen, enter the required data.


Comment

Run date <actual date> actual run date

Identification prov1 own identification (f.e. <prov1> or any other id)

3. Choose Maintain.

4. On the Valuation Parameters screen, enter the required data.

Field name


Comment

Key date <actual date> actual key date Documents which have not been cleared at this date, or whose clearing date is after this date, are included in the program run.

Val. Method

Valuation Method

10 Val. Method of BilMoG

Currency type

10 Company code currency

Valuation Area

YB Valuation area best practice

Target CoCode

1000 Company code

Postings <select>



Error sessn

F107-<Identification –ID>

Posting Date

<last day of the actual month>

last day of the period

Posting per.

<actual month> period

Document type

SA

Rev.post date

<first day of the next month>

first day of the next period

Rev.post period

<next month> period

Document type

SA

5. Choose Selection Options.

6. On the FI Valuation Program (Individual Value Adjustment Discounting) screen, enter the required data.


Comment

Company Code

1000

G/L accts Select

G/L accts

370000

380000

381000

382000

383000

384000

385000

389000

390000

391000

393000

397000

398000

399000

Choose Multiple Selection and enter the single values of the provision accounts you want to discount

7. Choose Copy (F8).

8. On the FI Valuation Program (Individual Value Adjustment Discounting) screen, choose Execute (F8).




10. On the Valuation Run: Initial Screen, choose Dispatch.

11. On the Schedule Valuation Run screen, enter the required data:


Start Date <actual date> actual start date

Start immediate. <select> select button

12. Choose Dispatch (Enter)

13. On the Valuation Run: Initial Screen, choose Enter.

14. Wait if the valuation run is finished (check with pressing enter). On the Valuation Run: Initial Screen, choose Forward (F6).

15. On the Schedule Transfer Run screen, enter the required data:


Start Date <actual date> actual start date

Start immediate. <select> select check box

16. Wait if the transfer run is finished (check with pressing enter). On the Valuation Run: Initial Screen, choose Display.

ResultThe provisions greater than one year are discounted.

The discounted documents are posted.

You can find the list of the documents posted with Edit → Valuation transfer → Display log.

4.2.23 Displaying the Document Journal

UseThe document journal is created once every month and contains all the document postings for a particular posting period. It is printed on paper with an official notarial stamp. The document journal contains the most important data from the document header and document items.

Prerequisites

To execute this activity, open item documents have to be posted. For posting, run the processes in the General Ledger (156) scope item, in the Accounts Receivable (157) scope item or in the Accounts Payable (158) scope item using the master data from these documents.



SAP ECC menu

Accounting → Financial Accounting → General Ledger → Information System → General Ledger Reports (New) → Document → General → Document Journal

Transaction code

S_ALR_87012287





(SAP_NBPR_FINACC_S)

Business role menu

General Ledger → Reporting → Document Journal → Document Journal

2. On the Document Journal screen, enter the required data.


Comment

Company Code 1000


Ledger Choose the Ledger you are interested in

General Selections

Posting Date

From - To

<first day of the month> to <last day of the month>

Reference Number

If necessary, enter the specified reference document numbers (see data from example)

Further Selections

G/L Account If necessary, enter the data from the example

Controlling the Program flow

Test run Note: For Germany it is not necessary to make an update, so the test run button should be activated

Output Control: List

Line Items Pages Only

Execute (F8)

Test Run:This option controls whether or not a test run takes place.

If Test run is active, the system only generates a log. Data is neither updated nor changed in the database.

If Test run is not activated, the system updates data in the database.

For Germany it is not necessary to make an update.



If no balance carry forward as yet is started, the starting date must be the first period of the year (a message appears on the dialog screen)

If the posting date is not the date of the first month a warning appears:

<You should select documents as of xx.xx.xxxx. Otherwise journal incomplete>

You can ignore this with Enter, because for Germany no run is stored in table TRVOR.

ResultA list is created based on the parameters entered in the selection screen. You can choose between different levels of detail and summation levels, number items consecutively, or output the alternative account number instead of the number specified in the document.

The posting key and, where appropriate, the special G/L indicator is printed for each document item. If the document item is posted as a negative item, ‘-‘ is added to the posting key.

4.2.24 Financial Statements

UseThe report creates the balance sheet and profit and loss statements for a user-defined reporting period within a fiscal year with absolute and relative comparisons for a comparison period.

With this report, you can create as many balance sheets and profit and loss statements as required, based on different grouping principles which you define. You determine how the balance sheet and P+L are created using the financial statement version that you specify in the Fin.stat.version field.

Meanwhile there are two possibilities to show the financial statement.

One alternative is to show the financial statement with the old report RFBILA00 (transaction: S_ALR_87012284 - Financial Statement). The other alternative is to show the financial statement with a new drilldown report (transaction: S_PL0_86000028 - Financial Statement: Actual/Actual Comparison).

The drilldown report is much more flexible. Selection by standard characteristics is possible directly in the entry screen.

PrerequisitesYou have already made the preparatory postings for the balance sheets and P&L statements and valuated the foreign currency balance sheet accounts and open items in foreign currencies.

Every new account must be included in the financial statement version.

Alternative 1: Report RFBILA00 (transaction: S_ALR_87012284)



SAP ECC menu

Accounting → Financial Accounting → General Ledger → Information System → General Ledger Reports (New) → Financial Statement / Cash Flow → General → Actual/Actual Comparisons → Financial Statement

Transaction code

S_ALR_87012284


sapevent:DOCU_LINK%5CGL:fiscal_year

sapevent:DOCU_LINK%5CGL:profit_and_loss_statement

sapevent:DOCU_LINK%5CGL:balance_sheet




(SAP_NBPR_FINACC_M)

Business role menu

General Ledger → Periodic Processing → Reporting → Balance Sheet/P+L Statement

2. On the Balance Sheet/P+L Statement screen, make the following entries:


Chart of accounts YIKR

Company code 1000

Ledger 0L

Financial statement version YIKR

Language DE or

EN

Reporting year

Comparison year

FY (Fiscal Year)

FY – 1 (Previous Year)

List output Classic List

ALV Grid Control

ALV Tree Control

ResultA financial statement version contains items that are particularly relevant to the financial statement report and general ledger information system.

The retained earnings or losses and the P&L results are calculated by the report that creates the balance sheet and P&L statement. Under Accounts Not Assigned, the report also lists the accounts that have not been assigned to an item in the financial statement version.

The retained earnings or losses are determined from the asset accounts, liabilities, and owner’s equity accounts, as well as the accounts that could not be assigned. The balance of all the other accounts is derived from the P&L result.

The report for creating balance sheets and P&L statements does not make any postings; it only calculates the balance sheet and P&L result and displays this in the balance sheet and P&L statement.

It is possible to create a financial statement for specified Profit Centers or Segments using the same transaction. To do so, choose - on the selection screen – Edit Dynamic Selections (Shift+F4). In the appearing window, mark Profit Center and/or Segment and transfer the selected field with the Copy selected button into the selection screen on the right. Here you now are able to select the Profit Center or Segment you want to report.

Alternative 2: Transaction: S_PL0_86000028 - Financial Statement: Actual/Actual Comparison

Use



With the transaction S_PL0_86000028 the financial statement can be shown as a drill-down list.



SAP ECC menu

Accounting → Financial Accounting → General Ledger → Information System → General Ledger Reports (New) → Financial Statement / Cash Flow → General → Actual/Actual Comparisons → Financial Statement: Actual/Actual Comparison

Transaction code

S_PL0_86000028



(SAP_NBPR_FINACC_M)

Business role menu

General Ledger → Periodic Processing → Reporting → Fin. Statements: Act/Act Comparison

2. On the Selection: Fin.statement: Actual/Actual comparison screen, make the following entries:


Comment

Currency type 10

Company code 1000

FIS Annual Rep. Struc

Financial statement version

YIKR

Ledger 0L

Reporting Year <actual year>

Reporting Period frm <from period> for example 01

Reporting Period to <to period> for example 12

Comparison Year <actual year> - 1

Comparison Per. From

<from period> for example 01

Comparison per to <to period> for example 12

Execute (F8)

ResultThe financial statement is shown.

It is possible to create a financial statement for Profit Centers or Segments using the same transaction.



4.3 Scenario III: Year-End Closing4.3.1 Creating Factory Calendar for New Year

UseThis activity creates a factory calendar for the new year (for the next years). This is done annually or once for all the next years. Factory calendar is used by manufacturing to help schedule work based on 'working' days defined in the factory calendar.



SAP ECC menu Logistics → Sales and Distribution → Master Data → Others → Billing Schedule

Transaction code

SCAL



(SAP_NBPR_FINACC_M)

Business role menu

General Ledger → Periodic Processing → Closing Preparation → Maintain Factory Calendar

2. On the SAP Calendar: Main Menu screen, make the following entries:


Holiday Calendar <select>

<Choose Change>

3. Select the ID 08 or another entry and choose Change.

4. Make sure that the To year field is at least two years in the future.


A dialog box informs you that the automatic recording of customizing changes does not include the holiday and factory calendar. All changes made to the holiday or factory calendar must be transported manually.

6. Choose Back twice.

7. Select Factory Calendar and choose Change.

8. Select the ID 01 and choose Change.

9. Make sure that the To year field is at least two years in the future.


11. Choose Back twice.

ResultThe factory calendar is available for at least two years in the future so that manufacturing can look into the future during planning.

4.3.2 Carrying forward AP/AR Balances© SAP SE Page 6 of 8


UseWe recommend that you run the program at the beginning of the new fiscal year. If the program is already run at the end of the last fiscal year, postings that are posted after this to the last fiscal year, do not result in automatic adjustment of the balance carried forward because it is not a posting to a previous year. In such a case, it is necessary to run the program again after these postings to carry forward the postings entered later.



SAP ECC menu

Accounting → Financial Accounting → Accounts Payable → Periodic Processing → Closing → Carry Forward → Balance Carryforward

Transaction code

F.07



(SAP_NBPR_FINACC_S)

Business role menu

General Ledger → Periodic Processing → Carry Forward → G/L: Balance Carryforward A/R and A/P

2. On the Carry Forward Receivables/Payables screen, make the following entries:


Company Code 1000

Carry forward to fiscal year <current fiscal year +1>

Select Customers <select>

Select vendors <select>

Test run <deselected>

Detail log <selected>

3. Choose Execute.

4. The system generates the Carry Forward Receivables/Payables for the year Update run report. The report shows the number of Vendor records that had a balance carried forward during this run.

ResultVendor and Customer balances have been carried into the new year.

4.3.3 Carrying forward GL Balances

UseWe recommend that you run balance carried forward programs at the start of the new fiscal year. Once the balance carryforward has been performed, the system automatically updates the new year with any financial postings that occur in a prior period.

As a system check, you can specify a profit and loss account type in the master record of every profit and loss account. This is a key under which you define a retained earnings account for each chart of accounts.





SAP ECC menu

Accounting → Financial Accounting → General Ledger → Periodic Processing → Closing → Carrying Forward → Balance Carryforward (New)

Transaction code

FAGLGVTR



(SAP_NBPR_FINACC_S)

Business role menu

General Ledger → Periodic Processing → Carry Forward → Balance Carry Forward G/L

2. On the Balance Carryforward screen, make the following entries:


Ledger 0L

Company code 1000

Carry forward to fiscal year <new year>

Test run Deselected

3. Choose Execute. The system generates the Balance carryforward ledger for the year update report. The report contains a general overview report, but also contains options to show balance sheet account breakdown and retained earnings accounts posting.

ResultDuring this process the profit and loss accounts are carried forward to one or more retained earnings accounts. The balances on the balance sheet accounts are simply carried forward into the new fiscal year.

4.3.4 Regrouping Receivables / Payables

General Information

UseYou have to carry out adjustment postings in the following cases:

Sorted list according to remaining terms

Vendors with a debit balance and customers with a credit balance Modified reconciliation accounts or partners (VBUND)

The system processes all accounts that are maintained via open item management. For each transfer posting created, a reset posting is also included in the session. For customer or vendor reconciliation accounts, the system posts to an adjustment account.

The report regroups the receivables and payables in accordance with the required sort method (“4th EU directive”, for example) and carries out transfer postings. You can define your own sort methods. In the standard system, SAP ships the remaining terms of the 4th EU directive in sort method EG93. This directive supports the following sorted list:



Receivables – less than 1 year and more than 1 year

Payables – less than 1 year, 1- 5 years, and more than 5 years

The credit balance of a customer account must be displayed as a payable, while the debit balance of a vendor account must be displayed as a receivable (vendors with a debit balance and customers with a credit balance). In cases such as these, the report carries out the relevant adjustment postings.

The report carries out adjustment postings for modified reconciliation accounts or special G/L accounts. During this, the items in the old reconciliation accounts are assigned to the new accounts.

PrerequisitesIf the sorted list is to be executed taking into account the foreign currency adjustments, you first have to valuate the foreign currencies using the new transaction FAGL_FC_VAL. The sort method must be available (EG93).

To display the receivables and payables in the balance sheet according to remaining terms, you have to make transfer postings. The system leaves the receivables or payables with the shortest remaining term in the previous reconciliation account, and makes transfer postings to separate G/L accounts for the receivables or payables with longer remaining terms. When a transfer posting is made to a separate G/L account, the offsetting entry is made to an adjustment account for the previous receivables or payables account. The receivables or payables account is displayed on the balance sheet along with the adjustment account.

You have to create adjustment accounts and target accounts for each of the postings.

The credit balance of a customer account must be displayed as a payable, while the debit balance of a vendor account must be displayed as a receivable (vendors with a debit balance and customers with a credit balance). In cases such as these, the report carries out the relevant adjustment postings.

To enable the report to make the adjustment postings for regrouping the receivables and payables for modified reconciliation accounts, you have to define the adjustment accounts and the posting keys for these postings in the system.

To execute this activity, receivable and payable documents have to be posted with less and more than 1 year open items. For posting, run the processes in the Sales Order Processing: Sale from stock (109) scope item or in the Accounts Payable (158) scope item using the master data from these documents with corresponding item days.

Regrouping



SAP ECC menu

Accounting → Financial Accounting → Accounts Payable → Periodic Processing → Closing → Reclassify → Sorting/Reclassification (New)

Transaction code

FAGLF101





(SAP_NBPR_FINACC_S)

Business role menu

General Ledger → Periodic Processing → Reclassify → Sorted List/Regrouping

2. On the Balance Sheet Supplement – OI – Analysis screen, make the following entries:


Comment

Company Code 1000

Balance Sheet Key Date

31.12.current FY

Sort Method SAP (sorted list to 93 EU directive)

Valuation Area YB

Postings

Generate Postings

Batch Input Session Name

FAGL_CL_REGR

Document Date 31.12.current FY

Document Type SA

Posting Date 31.12.current FY

Posting Period 12

Reversal Posting Date

01.01.current FY + 1

Reverse Posting Period

01

Post in Transaction Currency

Selections

Account Type D to K

Vendor

Customer

Parameters <activate> Partner Grouping and Changed Reconciliation Account should always be activated

Execute (F8)

The list displayed contains all the relevant postings that must be considered for regrouping. By choosing Postings, you can view the posting records for the regrouped receivables/payables.

If you have started an update run, you can run the batch input session. For more information, see the Running Batch Input Sessions Business Process Documentation.



ResultAfter you have run the session, you can call up the compact document journal. For more information, see the section Compact Document Journal in this document. Enter the following selections:


Posting Date 31.12.current FY to 01.01.current FY +1

Further Selections

Parked Documents Deactivate

Dynamic Selections (Shift+F4)

Choose the appropriate session names.

Execute

4.3.5 Balance Confirmation Receivable

UseYou can use balance confirmations to check that receivables and payables vis-à-vis your business partners are correct. There may be discrepancies that have to be clarified with the business partner, or individual value adjustments that have to be posted.

When you confirm balances, notify your business partner of the individual amounts to confirm. Ask for a confirmation, irrespective of whether any discrepancies exist or not.

Prerequisites

Balances confirmations can be printed for customers and vendors.

To execute this activity, receivable documents have to be posted. For posting, run the processes in the Sales Order Processing: Sale from stock (109) using the master data from these documents.

Forms and TextsStandard texts:

Letter header YB_HEADERSender details YB_SENDERSignature YB_SIGNFooter YB_FOOTER

You have to define forms in the system for the letter and reply, as well as for each list and the evaluation.

Reply YB_F130_CONFIRM

Check list YB_F130_LIST_02

Results table YB_F130_RESULT_02

Error List YB_F130_ERROR_02

For each company code, you have to define at least one form set with letters and replies to vendors, one form for the check list, and one form for the error list in the system.



Print report: SAPF130K / SAPF130D



SAP ECC menu

Accounting → Financial Accounting → Accounts Receivable → Periodic Processing → Closing → Check/Count → Balance Confirmation: Print

Transaction code

F.17


Business role Accounts Receivable Accountant

(SAP_NBPR_AR_CLERK_S)

Business role menu

Accounts Receivable → Periodic and Closing Activities → Custumer Balance Confirmation

2. On the Customer Balance Confirmation screen, make the following entries:


Customer <select Customer>

Company Code 1000

Reconciliation Key Date

31.12.current FY

Further Selections

Individual Customers

Output Control

Sort Variant for Correspondence

<select K1, K2, or K3> for example K2

Line Item Sorting <select sort variant> for example P4

Confirmation Procedure

<blank>

Date of Issue <date of the letter to a customer>

No Reply <select> or <not select> you can select or deselect this flag in a way you want (or not) a reply

Date for Reply <Latest Date up until Which a Reply Should Take Place>

Reply To <address id> for example 100 (for company 1000)

Print Control

Printer for Form Set <your printer name>

Printer for Check <your printer name>



List

Printer for Results Table

<your printer name>

Printer for Error List

<your printer name>

Printer for Selections

Execute (F8)

Prerequisite: You have to maintain the reply and company code address details. Choose ID 100 as the reply address for company code 1000 to print the example.

You also have to maintain the company code address ID (enter manually to define the appropriate company data). If this address is not maintained in the company code, the program terminates. You have to maintain the address in Customizing.

ResultA letter and reply is output for each customer. A check list, results table and, where appropriate, an error list is output for each company code. A selection cover sheet can be output for each report run.

4.3.6 Balance Confirmation Payable

UseYou can use balance confirmations to check that receivables and payables vis-à-vis your business partners are correct. There may be discrepancies that have to be clarified with the business partner, or individual value adjustments that have to be posted.

When you confirm balances, notify your business partner of the individual amounts to confirm. Ask for a confirmation, irrespective of whether any discrepancies exist or not.

Prerequisites

Balances confirmations can be printed for customers and vendors.

To execute this activity, payable documents have to be posted. For posting, run the processes in the Accounts Payable (158) scope item using the master data from these documents.

Forms and TextsStandard texts:

Letter header YB_HEADERSender details YB_SENDERSignature YB_SIGNFooter YB_FOOTER



You have to define forms in the system for the letter and reply, as well as for each list and the evaluation.

Reply YB_F130_CONFIRM

Check list YB_F130_LIST_02

Results table YB_F130_RESULT_02

Error List YB_F130_ERROR_02

For each company code, you have to define at least one form set with letters and replies to vendors, one form for the check list, and one form for the error list in the system.

Print report: SAPF130K / SAPF130D



SAP ECC menu

Accounting → Financial Accounting → Accounts Payable → Periodic Processing → Closing → Check/Count → Balance Confirmation: Print

Transaction code

F.18


Business role Accounts Payable Accountant

(SAP_NBPR_AP_CLERK_S)

Business role menu

Accounts Payable → Periodic and Closing Activities → Vendor Balance Confirmation

2. On the Vendor Balance Confirmation screen, make the following entries:


Vendor <select Vendor>

Company Code 1000

Reconciliation Key Date

31.12.current FY

Further Selections

Individual Vendors

Output Control

Sort Variant for Correspondence

<select K1, K2, or K3> for example K2

Line Item Sorting <select sort variant> for example P4

Confirmation Procedure

<blank>

Date of Issue <date of the letter to a customer>

No Reply

Date for Reply <Latest Date up until Which a Reply Should Take Place>




Reply To <address id> for example 100 (for company 1000)

Print Control

Printer for Form Set <your printer name>

Printer for Check List <your printer name>

Printer for Results Table

<your printer name>

Printer for Error List <your printer name>

Printer for Selections

Execute (F8)

Prerequisite: You have to maintain the reply and company code address details. Choose ID 100 as the reply address for company code 1000 to print the example.

You also have to maintain the company code address ID (enter manually to define the appropriate company data). If this address is not maintained in the company code, the program terminates. You have to maintain the address in Customizing.

ResultA letter and reply is output for each vendor. A check list, results table and, where appropriate, an error list is output for each company code. A selection cover sheet can be output for each report run.

4.3.7 Final Closing and Releasing Financial Reporting

UseThe report creates the balance sheet and profit and loss statements for a user-defined reporting period within a fiscal year with absolute and relative comparisons for a comparison period.

With this report, you can create as many balance sheets and profit and loss statements as required, based on different grouping principles which you define. You determine how the balance sheet and P+L are created using the financial statement version that you specify in the Fin.stat.version field.

PrerequisitesYou have already made the preparatory postings for the balance sheets and P&L statements and valuated the foreign currency balance sheet accounts and open items in foreign currencies.

Every new account must be included in the financial statement version.



SAP ECC Accounting → Financial Accounting → General Ledger → Information


sapevent:DOCU_LINK%5CGL:fiscal_year

sapevent:DOCU_LINK%5CGL:profit_and_loss_statement

sapevent:DOCU_LINK%5CGL:balance_sheet


menu System → General Ledger Reports (New) → Financial Statement / Cash Flow → General → Actual/Actual Comparisons → Financial Statement

Transaction code

S_ALR_87012284



(SAP_NBPR_FINACC_S)

Business role menu

General Ledger → Periodic Processing → Reporting → Balance Sheet/P+L Statement

2. On the Balance Sheet/P+L Statement screen, make the following entries:


Chart of accounts YIKR

Company code 1000

Ledger 0L

Financial statement version YIKR

Language DE or

EN

Reporting year

Comparison year

FY (Fiscal Year)

FY – 1 (Previous Year)

List output Classic List

ALV Grid Control

ALV Tree Control

Execute (F8)

ResultA financial statement version contains items that are particularly relevant to the financial statement report and general ledger information system.

The retained earnings or losses and the P&L results are calculated by the report that creates the balance sheet and P&L statement. Under Accounts Not Assigned, the report also lists the accounts that have not been assigned to an item in the financial statement version.

The retained earnings or losses are determined from the asset accounts, liabilities, and owner’s equity accounts, as well as the accounts that could not be assigned. The balance of all the other accounts is derived from the P&L result.

The report for creating balance sheets and P&L statements does not make any postings; it only calculates the balance sheet and P&L result and displays this in the balance sheet and P&L statement.

It is possible to create a financial statement for specified Profit Centers or Segments using the same transaction. To do so, choose - on the selection screen – Edit Dynamic Selections (Shift+F4). In the appearing window, mark Profit Center and/or Segment and transfer the selected field with the Copy selected button into the selection screen on the right. Here you now are able to select the Profit Center or Segment you want to report.



4.3.8 Closing Previous Accounting Period

UseIn this activity, you close the previous accounting period.



SAP ECC menu


Transaction code

S_ALR_87003642



(SAP_NBPR_FINACC_S)

Business role menu



Field name


Var Posting Period Variant

<posting period variant from the company code>

for example <0010> for company 1000

From period 1

<from period> Update to the new period for all remaining Account Types

Year <year> Update to the year for all remaining Account Types


ResultNo more G/L postings are allowed in the previous period.



A Assets

D Customers

K Vendors

M Materials

S G/L Accounts

V Contract Accounts

4.3.9 Displaying the Document Journal

Use© SAP SE Page 6 of 8


The document journal is created once every month and contains all the document postings for a particular posting period. It is printed on paper with an official notarial stamp. The document journal contains the most important data from the document header and document items.

If the document journal was not created each month, you can create it at the year-end.

Prerequisites

To execute this activity, open item documents have to be posted. For posting, run the processes in the General Ledger (156) scope item, in the Accounts Receivable (157) scope item or in the Accounts Payable (158) scope item using the master data from these documents.



SAP ECC menu

Accounting → Financial Accounting → General Ledger → Information System → General Ledger Reports (New) → Document → General → Document Journal

Transaction code

S_ALR_87012287



(SAP_NBPR_FINACC_S)

Business role menu

General Ledger → Reporting → Document Journal → Document Journal

2. On the Document Journal screen, make the following entries:


Comment

Company Code 1000

Fiscal Year Current fiscal year

Ledger

General Selections

Posting Date

From - To 01.01.FY – 31.12.FY

Reference Number

Further Selections

G/L Account If necessary, enter the data from the example

Controlling the Program flow

Test run




Comment

Output Control: List

Line Items Pages Only

Execute (F8)

Test Run:

This option controls whether or not a test run takes place.

If Test run is active, the system only generates a log. Data is neither updated nor changed in the database.

If Test run is not activated, the system updates data in the database.

If no balance carryforward as yet is started, the starting date must be the first period of the year (a message appears on the dialog screen)

ResultA list is created based on the parameters entered in the selection screen. You can choose between different levels of detail and summation levels, number items consecutively, or output the alternative account number instead of the number specified in the document.

The posting key and, where appropriate, the special G/L indicator is printed for each document item. If the document item is posted as a negative item, ‘-‘ is added to the posting key.



5 Appendix

5.1 Reversal of Process StepsIn the following section, you can find the most common reversal steps, which you can take to reverse some of the activities described in this document.

Automatic Clearing of GR/IR Account special process

Transaction code (SAP GUI)

F.13

Reversal:

Transaction code (SAP GUI)

FBRA


(SAP_NBPR_FINACC_S)

Business role menu

General Ledger G/L Account Processing Reset Clearing

Comment On the Reset Cleared Items screen enter the clearing document, company code and fiscal year and choose Enter.

5.2 Used Forms

UseIn some of the activities of this business process, forms are used. The following table provides details on these forms.

Common form name

Form type Used in process step

Output type

Technical name

Check List SAPScript forms

4.3.5 / 4.3.6 NEU YBDE_F130LIST02

Result List SAPScript 4.3.5 / 4.3.6 NEU YBDE_F130RESUL02

Confirm List SAPScript 4.3.5 / 4.3.6 NEU YBDE_F130CONFIRM

Error List SAPScript 4.3.5 / 4.3.6 NEU YBDE_F130ERROR02
