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Copyright © 2003 Americas’ SAP Users’ Group
Special Ledger Splitter
Rana Toniolo, Walt Disney Company
Deniz Yenal, IBM Business Consulting Services
May 19, 2003
Objectives
Understand how Special Ledger Splitter works and the reporting implications
Demonstrate how Special Ledger Splitter is configured
Benefits/Limitations of implementing Special Ledger Splitter
Contents
Overview of The Walt Disney Company
Overview of Implementation
Review Business Requirements
Overview of Special Ledger Splitter
Configuration of Special Ledger Splitter
Benefits of Special Ledger Splitter
Considerations when Implementing Special Ledger Splitter
Limitations of Special Ledger Splitter
Overview of The Walt Disney Company
Overview of The Walt Disney Company
The Walt Disney Company’s (TWDC) principal activity is to provide entertainment and information, using its portfolio of brands to differentiate its content, services and consumer products
TWDC operates in four business segments: MEDIA NETWORKS, PARKS AND RESORTS, STUDIO ENTERTAINMENT and CONSUMER PRODUCTS
TWDC operates in the United States, Europe, Asia Pacific, Latin America and other countries
Overview of Implementation
Overview of Implementation
Implementation called “Project Tomorrowland”
Began September 2001 and will be completed by March 2004
Implementation of BW, FI, HR and BCS modules, includes all segments of TWDC in version 4.6C
Implemented business area and profit center accounting
Standardized chart of accounts for entire company
Standardized hierarchy structures across business segments
Goal is to maximize standardization and incorporate “best practices” within business processes
Global implementation covering 42 countries and 10 languages
Implementation Scope for TWDCEMEA Austria Belgium Czech Republic Denmark Finland France Germany Greece Hungary Israel Italy Netherlands Norway Poland Portugal South Africa Spain Sweden Switzerland Turkey United Kingdom
North America Canada Puerto Rico USA
Asia-Pacific Australia China Korea Hong Kong Japan Malaysia New Zealand Philippines Singapore Taiwan Thailand
Latin America Argentina Brazil Chile Colombia Mexico Peru Venezuela
Review Business Requirements
Business Requirements
Scenario:
Business Requirement is to have balanced business area balance sheet reporting
The business units within the 4 business segments are created as business areas.
Situation:
There are scenarios where standard FI-GL (General Ledger) does not populate business area on all line items of an accounting document in FI sub-modules (GL, A/R, AA, A/P) and or Special Ledger (SL)
Solution:
Special Ledger Splitter
Overview of Special Ledger Splitter
Special Ledger Splitter Overview
Splitter is an online Special Ledger functionality which performs two tasks:
Populates line items of a document to have specified field(s) populated in Special Ledger based on:
Relationships with the other line items in the document when the field is blank in FI.
Relationships with other documents, such as invoices and payment application against an invoice.
Balances the document based on the specified field, such as balancing the business areas for complete balance sheet reporting.
SL Splitter – Populating Blank Fields in SL
* FI DOCUMENT - Document Type DR (Customer Invoice)Post Key
GL Acct. Bus. Area Amount Notes
Dr. 120985 8,888 Account to be splitCr. 400001 101 1,000 Account used as basis
for splitCr. 400001 105 7,888 Account used as basis
for split
* SPECIAL LEDGER - Splitter (Z1 Ledger)Post Key
GL Acct. Bus. Area Amount Notes
Dr. 120985 101 1,000 Account split by Business Area/Profit Center
Dr. 120985 105 7,888 Account split by Business Area/Profit Center
Cr. 400001 101 1,000 Cr. 400001 105 7,888
Note: Accounting entries in bold characters denote items processed by the splitter.
SL Splitter – Balancing Document in SL
* FI DOCUMENT - Document Type DR (Customer Invoice)Post Key
GL Acct. Bus. Area
Amount Notes
Dr. 120985 105 2,000 Different Business Area
Cr. 120985 101 2,000 Different Business Area
* SPECIAL LEDGER - Splitter (Z1 Ledger)Post Key
GL Acct. Bus. Area
Amount Notes
Cr. 240010 * 105 2,000 Entry balances document by business area.
Dr. 240010 * 101 2,000 Entry balances document by business area.
Dr. 120985 105 2,000
Cr. 120985 101 2,000
* Account 240010 represents a designated balancing account.Note: Accounting entries in bold characters denote items processed by the splitter.
Special Ledger Splitter Overview (Cont.)
Results to the special ledger are posted REAL time, with the linking of the special ledger document to the FI document.
The configuration is done at the special ledger level. The same splitting rule can be applied to different ledgers to split by different fields, dependent on the use of the special ledger (i.e. business area or profit center).
The functionality exists to allow splitting on more than one field.
Reporting requirements will truly drive the use of implementing special ledger splitter.
Configuration of Special Ledger Splitter
SL Splitter High Level Implementation Steps
Identify business processes – Identify the type of accounts that will be posted to for each type of business scenario, such as Customer Invoicing.
Map document types to business processes – Identify the document types to be used.
Group accounts into item categories – Item categories will be used as the “base” and to be “edited” for the splitter (aka – split to /split from)
Identify accounts to be edited versus accounts to be used as base by document type.
SL Splitter Configuration – Menu Path
Transaction Code: GLFLEXSPL
Also accessible via the IMG: Financial Accounting Special Purpose Ledger Actual Posting Settings for Accounting Integration Document Splitting
Note that prior to release 4.5, the configuration is NOT accessible via the IMG.
SL Splitter Configuration (trans code: GLFLEXSPL)
SL Splitter Configuration – Item Category
Item Category
Allows the system to recognize how the document line items will be handled.
G/L accounts are assigned an item category via single assignment or an interval.
Example of some item categories: Customer, Vendor, Revenue and Expense.
The item category will dictate whether or not the field impacted by the splitter functionality will need to be split on or not.
SL Splitter Configuration – Item Category
SL Splitter Configuration – Accounting Transactions
Accounting Transactions (or Business Transactions) Represents an event that leads to postings that
impact financial data.
Accounting Transaction Variant Represents a special version of an accounting
transaction. The variant can limit the item categories that are
available for the specific business process or event.
Assign Document Type to Accounting Transaction Variant The relationship lets the system know the type of
accounting transactions and what item categories are allowed.
SL Splitter Configuration – Assignment of Document Type to Accounting Transaction Variant
SL Splitter Configuration – Account Determination
Accounting Determination
In order to balance the postings, an account needs to be designated for postings.
Postings to this account will only occur in Special Ledger, since splitter works to populate the balances in Special Ledger.
For reconciliation purposes, it is recommended that a separate account be set up that will only be posted to via the splitter processing, thus not allowing postings to this account directly in FI.
SL Splitter Configuration – Account Determination
SL Splitter – Balancing Document in SL
* FI DOCUMENT - Document Type DR (Customer Invoice)Post Key
GL Acct. Bus. Area
Amount Notes
Dr. 120985 105 2,000 Different Business Area
Cr. 120985 101 2,000 Different Business Area
* SPECIAL LEDGER - Splitter (Z1 Ledger)Post Key
GL Acct. Bus. Area
Amount Notes
Cr. 240010 * 105 2,000 Entry balances document by business area.
Dr. 240010 * 101 2,000 Entry balances document by business area.
Dr. 120985 105 2,000
Cr. 120985 101 2,000
* Account 240010 represents a designated balancing account.Note: Accounting entries in bold characters denote items processed by the splitter.
SL Splitter Configuration – Splitting Method
Splitting Method
Determines how document splitter will be executed. If you perform cross company code entries, use splitting
method 0000000002. The split method is assigned to the special ledger via
transaction GCL2
IMG menu path: Financial Accounting Special Purpose Ledger Basic Settings Master Data Maintain Ledgers.
SL Splitter Configuration – Splitting Method Assignment to Special Ledger
Go to transaction GCL2 (change ledger) to assign splitting method to special ledger.
Click on splitting method button
SL Splitter Configuration – Assign Split Fields
Assign fields that splitting functionality should be activated on, while in special ledger configuration.
SL Splitter Configuration – Splitting Rules
Configuring Splitting Rules
Assign splitting method to the accounting transaction and accounting transaction variant
Remember that document type assignment to accounting transaction and accounting transaction variant is done in another transaction.
Within the assignment, this is where the user designates what item category will be used as the “base” (which is used as the basis for the split) or to be “edited” (which splitting will be activated on).
SL Splitter Configuration – Splitting Rules
SL Splitter Configuration – To Be “Edited” Item Categories
SL Splitter Configuration – “Base” Item Categories
SL Splitter – Populating Blank Fields in SL
* FI DOCUMENT - Document Type DR (Customer Invoice)Post Key
GL Acct. Bus. Area Amount Notes
Dr. 120985 8,888 Account to be splitCr. 400001 101 1,000 Account used as basis
for splitCr. 400001 105 7,888 Account used as basis
for split
* SPECIAL LEDGER - Splitter (Z1 Ledger)Post Key
GL Acct. Bus. Area Amount Notes
Dr. 120985 101 1,000 Account split by Business Area/Profit Center
Dr. 120985 105 7,888 Account split by Business Area/Profit Center
Cr. 400001 101 1,000 Cr. 400001 105 7,888
Note: Accounting entries in bold characters denote items processed by the splitter.
Benefits of Special Ledger Splitter
Special Ledger Splitter – Benefits
Balances are posted real time in Special Ledger.
No additional batch job needs to be processed to get information posted in Special Ledger.
Ability to split on multiple fields in Special Ledger.
For example, if the business requirement is to have balanced business area AND profit center balance sheets, the special ledger splitter functionality allows the configuration of multiple fields.
The standard SAP delivered, business area clearing program (Program SAPF180) only handles the balancing of business areas.
Special Ledger Splitter – Benefits (cont.)
Link of Special Ledger document to FI accounting document.
Since the results of special ledger splitter are real time, there is a direct link from the initial FI accounting document in special ledger. This allows an audit trail for the users to view the results of the posting.
Considerations when Implementing Special Ledger Splitter
Special Ledger Splitter – Consideration
There are certain fields that must exist in the special ledger to activate special ledger splitter functionality (see appendix for those specific fields).
In the special ledger field movement configuration, no user exit can be assigned to a field that has been designed to split.
Did not run the standard SAP delivered, Business Area Clearing program in FI (Program Name: SAPF180).
Did not want to duplicate the real time postings that special ledger splitter already posted.
Special Ledger Splitter – Consideration (cont.)
Splitter functionality should not be activated, when there are postings that already exist in the special ledger.
Future transactions that read documents that have already been posted prior to the activation of splitter will short dump.
For example, invoices posted prior to activation of splitter and then a payment application on those invoices would short dump or reversing documents prior to splitter activation.
Rebuilding of the special ledgers is recommended if splitter functionality is activated.
Special Ledger Splitter – Consideration (cont.)
There are no standard delivered reports in special ledger to allow for the reporting of balances in special ledger.
Created report painter/writer reports.
BW extraction performed from the special ledgers.
End User Training
Additional training on reporting and transaction processing is a mitigating factor to many of the “drawbacks”.
Reporting – Awareness of the differences between FI and Special Ledger is critical to deterring the correct report to use.
Transaction Processing – Transactions need to be “logical business scenarios” and have all relevant fields populated.
Limitations of Special Ledger Splitter
Special Ledger Splitter – Limitations
Splitter assumes that one document represents a single business transaction.
If users post multiple transactions within a single document, there may be balances posted to business areas that are not correctly associated.
Original Result
ACCT AMT BA ACCT BA AMT
DR EXP1 100 A A/P 1 A <25>
CRA/P 1 <100> BLANK A/P 1 B <75>
DR EXP2 100 B
DR EXP3 200 B A/P 2 A <75>
CRA/P 2 <300> BLANK A/P 2 B <225>
Special Ledger Splitter – Limitations (cont.)
Accounts that were posted to via splitter will not reconcile between FI and Special Ledger at a level lower than company code.
Splitter will populate the balancing and splitting entries ONLY in Special Ledger. This means that standard FI reports will not always reconcile to the balance in Special Ledger by your field to be split (in our example, business area).
Difficulty in reconciling the special ledger balancing account (in our example, the 240010 account) in special ledger.
Custom designed a report to ensure that the balancing between the business areas net to zero, since this is basically an intercompany type of transaction.
Special Ledger Splitter – Limitations (cont.)
If using Consolidations within SAP, there were problems with the derivation of the trading partner and trading partner business area activity in Special Ledger.
Custom developed a program that finds the incorrect postings and posts the correct trading partner and trading partner business area in Special Ledger.
Appendix
SL Configuration Requirements to Activate Splitting
The Special Ledger must manage line items.
The line item table must have the following fields at the end of the field list:
WSL
RWCUR
BELNR
BUZEI
LINETYPE
XSPLITMOD
See OSS note 396621 for specifics.
Questions?
Copyright © 2003 Americas’ SAP Users’ Group
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Session Code: 1604
