CUSTOMIZING CUSTOMER FIELDS

Purpose

You make Customizing settings to be able to perform reporting using customer fields.

Prerequisites

Before you create a customer field, you must always run a data backup.

Process Flow

No postings may occur at the time when the field is created and at the time of the transport to the

production system.

1. Defining the Coding Block

● Note that you can no longer delete a customer field from the coding block as easily (that is, not with

standard means).

● To avoid naming conflicts, the customer fields must have names falling within the customer

namespace. For more information about customer namespaces, see SAP Note 16466 and the related

notes.

In the first step, you have to include the customer field in the coding block. You do this in the following

IMG activity:

Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Fields →

Customer Fields → Edit Coding Block.

No posting transactions may be performed while you are including the customer field. We recommend

using the “light” mode. For this, you only need to make the following entries so that all necessary changes

to the dictionary and to the tables are performed automatically in the background:

● Collection (package)

● Field name

● Field description

● Data type

Character field (CHAR)

Character field with digits only (NUMC)

Depending on system performance, this may take some time. The system outputs the result in a log.

For detailed information, see the documentation on the IMG activity Edit Coding Block.

2. Changing the Field Status of a Customer Field

To be able to change and display a customer field in documents, you need to open it in the field status

groups.

To change the field status groups for the G/L account, perform the IMG activity under the following

path: Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Fields →

Define Field Status Variants. Customer fields are located in the subgroup Additional Account

Assignments. Depending on the G/L accounts that you want to use, you can open the customer field in all

field status groups or just in the relevant ones.

Besides the field status groups for G/L accounts, you also have to open the field in the field status for

the posting key. You do this in the following IMG activity:

Financial Accounting (New) → Financial Accounting Global Settings (New) → Document → Define

Posting Keys.

Since only G/L account items can have additional account assignments in the form of a customer field,

only the posting keys for G/L accounts can be used here. We recommend including the customer field in

the posting keys for G/L accounts as an optional field and using the field status groups for further control.

It may be possible to define the customer field as a required entry field for some of the G/L accounts

selected, and as an optional field for other G/L accounts. This option is particularly relevant if the

customer field is substituted partially. As an alternative to specifying required entry fields in the field

status, you can also use validation.

3. Creating Customer-Specific Totals Table (Optional)

If you want to use customer fields, you do not necessarily have to use a customer-specific table group.

We recommend that you use the standard totals table. However, your accounting concept dictates

whether, alongside the standard totals table, you also use a customer-specific totals table for selected

data (such as for selected company codes). In this case, we recommend using the standard totals table

FAGLFLEXT (or the corresponding industry-specific totals table, such as FMGLFLEXT in IS-PS) for the

leading ledger. For more information, see Totals Table.

To create a customer-specific table group, perform the following IMG activity:

Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Fields →

Customer Fields → Include Fields in Totals Table.

Under Extras in the menu, select the option Create Table Group. Here, you can copy a template table

(such as FAGLFLEXT) to a totals table in the customer namespace.

Note that, for a customer-specific table group, you cannot use the drilldown reports or the Report

Writer/Report Painter reports that are delivered as standard. Instead, you must always create your own

reports.

4. Including a Customer Field in the Totals Table

To include a customer field in the standard totals table or in a customer-specific totals table, perform the

following IMG activity:

Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Fields →

Customer Fields → Include Fields in Totals Table.

You can include more than one field in the totals table. Note, however, that each additional field increases

the data volume. Other than customer fields, you can also include standard fields in the totals table.

Ensure that you reach a decision on this in good time. For more information, see Customer Field.

5. Assigning Customer Fields to Ledgers

To update a customer field in the desired ledgers, you have to assign the field to your ledgers in the

following IMG activity:

Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Ledger →

Assign Scenarios and Customer Fields to Ledgers.

You can assign customer fields to the leading ledger as well as to non-leading ledgers. If, for example,

you portray group accounting in the leading ledger and only need the customer field for local purposes,

you can assign it just to the relevant non-leading ledger.

6. Setting Up Check on Customer Fields (Optional)

When you have included a customer field in the coding block, you can enter any information in this field -

but this data is not checked. Since a customer field is generally applied for specific structured data or a

limited number of characteristic values need to be entered, we recommend that you always run a check.

You have the following options for this:

Check Using a Validation

You can use a validation in Financial Accounting to check the entries or the substituted field contents.

This is useful if the validation rules are kept relatively simple and in a manageable number. You set up

the validation by performing the following IMG activity:

Financial Accounting (New) → Financial Accounting Global Settings (New) → Tools →

Validation/Substitution → Validation in Accounting Documents.

Here, you could choose between event 2 (document item) and event 3 (complete document).

Check Using a Check Table

Instead of performing a check using a validation, you can use a customer-specific, transparent table as a

check table containing all possible characteristic values. You can define the customer-specific table using

a table maintenance dialog. In this case, proceed as follows:

...

1. In transaction SE11, define a check table in the repository.

2. Create a table in the customer namespace. Such a table can have the following simple structure (as

in the case of a Business Line):

Example: Check Table

Field Name Key Data Element Type Length Description

MANDT X MANDT CLNT 3 Client

BUSLINE X ZZBUSLINE(*) NUMC 3 Business Line

TEXT50 TEXT50 CHAR 50 Description

*) Note that you should use the data element from coding block maintenance.

3. If you want to use a multilingual check, you have to move the texts to a separate table.

4. You can store this table in the BSEG as a check table for your customer field and in the structure

CI_COBL under Foreign Key.

Search Help for Customer Fields

You can create a search help so that not only a check is performed on the customer field but a search

help also appears.

...

1. In transaction SE11, select the Search Help option. For this, select the elementary search help.

2. As the selection method, enter the check table you created previously.

3. As search help parameters, see the example below.

Example: Search Help Parameters

Parameter IMP EXP Data Element

BUSLINE X X ZZBUSLINE

TEXT50 TEXT50

4. In the Entry Help/Check tab page, enter the search help in structure CI_COBL.

7. Defining the Master Data Check

To perform planning and allocation in new General Ledger Accounting, you need to define a master data

check for customer fields. If you use a customer-specific check table, you can use it for this purpose. You

can base your entry on the existing entries delivered by SAP and copy a suitable entry to your customer

field. Specify your own table as the value table and text table. You define the master data check in the

following IMG activity:

Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Fields →

Customer Fields → Define Master Data Check.

8. Including Customer Fields in Enjoy Transactions

In the entry variants of the Enjoy transactions, you can choose up to five generic fields under the

technical name ACGL_ITEM_GEN-GEN_CH and occupy these fields with your customer fields.

...

1. Include the desired fields with the following IMG activity:

Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Fields →

Customer Fields → Include Customer Fields in Enjoy Transactions.

2. You can use the transaction and Screen Variants (SHD0) to show the fields. On the Screen Variant

tab page, specify the desired Enjoy transactions (FB50, FB60, and so on) as well as the screen variants.

3. In the field overview that appears, switch the desired generic fields in the Hidden column to visible by

deactivating the Hidden indicator.

For more information, see the documentation on the transaction SHD0. You call up the documentation by

choosing the Online Handbook pushbutton in the transaction.

9. Including Customer Fields in Document Splitting

Document splitting is used to split posting data according to specific document splitting criteria defined in

General Ledger Accounting. Typically, document splitting is used to create balance sheets at the profit

center level or used for segment reporting. Nevertheless, document splitting can also be applied to

customer fields. It can be used even to create balance sheets with customer fields.

If you decide to perform document splitting using customer fields, we recommend examining your

processes with regard to document splitting and drawing up a corresponding concept for those

processes. In some circumstances, incorrect or incomplete document splitting settings can negatively

effect General Ledger Accounting. See also SAP Note 891144.

As with the standard fields, you can use the Required Entry Field and Zero Balance options for customer

fields. You should use no more than two or three fields - standard fields and customer fields alike - for

document splitting. If you intend to use more fields for document splitting, you should seriously consider

whether you really need to create a complete balance sheet for all dimensions.

You make the document splitting settings under Financial Accounting (New) → General Ledger

Accounting (New) → Business Transactions → Document Splitting.

For more information on document splitting, see Document Splitting.

DOCUMENT SPLITTING

Purpose

Document splitting allows you to display documents using a differentiated representation. In the

representation, line items are split according to selected dimensions. In this way, you can draw up

complete financial statements for the selected dimensions at any time.

Using the document splitting procedure, you can also create a segmented display of a (partial) balance

sheet according to a set of legal requirements (for example, IAS) or according to areas of responsibility.

In addition, you can allocate at the time of posting additional costs (such as realized or valuated

exchange rate differences) to the CO account assignment objects to which the costs relate. Assets can

also be subsequently capitalized at the time of posting.

Implementation Considerations

You need to make settings in Customizing and other preparations for document splitting.

Integration

Document splitting has an effect on subsequent processes, such as closing operations, and on

processes in Controlling (CO).

Features

You can use the document splitting procedure to split up line items for selected dimensions (such as

receivable lines by profit center) or to effect a zero balance setting in the document for selected

dimensions (such as segment). This generates additional clearing lines in the document.

Document Splitting Process

For document splitting to be possible, the system classifies the individual line items as well as the

documents. This takes place using your settings in Customizing. Depending on how a document is

classified, the splitting rule selected for a document specifies how the document is split and for which line

items.

SAP delivers a set of standard splitting rules. You can also define your own rules.

For an example of the document splitting process, see Overview of Document Splitting Process.

Subfunctions of Document Splitting

The following functions are part of document splitting:

· Passive document splitting: Clearing and similar processes

The system creates a reference to existing account assignments. These account assignments are used

as the basis for line items to be split. The system applies all account assignments that you have defined

as document splitting characteristics in Customizing.

If you have set the Zero Balance Setting indicator for the document splitting characteristic, the system

then creates any necessary clearing lines to ensure that the characteristics produce a balance of zero in

each document.

· Active document splitting: Splitting a document

In this subfunction, the line items are split according to the settings in Customizing (the classification of

the document and the splitting rule assigned to the document).

· Subsequent processes:

¡ Clearing, such as realized exchange rate differences

For example, you can also use the CO account assignments relating to the costs to post the

realized exchange rate differences occurring in this subsequent process.

¡ Closing operations, such as foreign currency valuation

You can perform closing operations according to the document splitting characteristics defined.

Document Splitting Simulation

During document entry, you can simulate the postings to be generated. From the simulation in the

general ledger view, you can call the expert mode. In the expert mode, you obtain detailed information

about the split document as well as about the document splitting rules applied. Furthermore, it allows you

to view the Customizing settings for document splitting specific to the business transaction.

For more information, see Simulating Documents in the General Ledger View.

Displaying the Split Document

You can display a document as follows:

· In its original form in the entry view

· Split from the view of a ledger in the general ledger view and with the generated clearing lines

How the document is displayed in the general ledger view depends on whether the ledger to which you

want to post contains the document splitting characteristics to be applied in document splitting.

For more information, see Document Display.

Limitations

You can only use document splitting for documents that can be uniquely assigned to a business process.

The relevant relationship is unclear when there are multiple business processes within one document

(see also active document splitting).

Example

Examples of a Unique Business Process with Document Splitting

Example 1: Invoice

A vendor invoice is entered with the following items:

Posting Key Account Segment Amount

31 Payables 100.00-

40 Expense 0001 40.00

Posting Key Account Segment Amount

40 Expense 0002 60.00

Document splitting then creates the following document in the general ledger view:

Posting Key Account Segment Amount

31 Payables 0001 40.00-

31 Payables 0002 60.00-

40 Expense 0001 40.00

40 Expense 0002 60.00

Example 2: Payment

The payment for the above vendor invoice then contains the following items when entered (PK = posting

key):

PK Account Segment Amount

50 Bank 95.00-

25 Payables 100.00

50 Cash Discount Received 0001 2.00-

50 Cash Discount Received 0002 3.00-

Document splitting then creates the following document in the general ledger view:

PK Account Segment Amount

50 Bank 0001 38.00-

50 Bank 0002 57.00-

25 Payables 0001 40.00

25 Payables 0002 60.00

50 Cash Discount Received 0001 2.00-

50 Cash Discount Received 0002 3.00-

Symptom8 g" i1 _1 E, Q; U! ` * G- R h7 s; Y, f4 l2 e, S

A list appears in transactions OXK3/OXK4 (Maintain User-Defined Coding Block Fields) when you select the

'Field information' function key, in which the following lines are output highlighted in color under the heading

'Control table entries':6 t7 Z$ o, j9 c+ S0 L

BB133 'Entry missing in control table &'1 A! S8 p) `, q. `. l4 y+ _

Additional key words( x2 y1 { |7 z# c

SAPLKACC, coding block5 p- e( n, C) q. y

Cause and prerequisites/ ] ^4 F- F; s; o 8 t. V% x- k4 x$ }

Different causes are possible:! A! {' W z/ ~

1. The entries in control tables TMODP and T162X are affected These tables are language-specific and only

contain entries in the language, in which the field was included in the coding block., W6 }# A5 a' j( U1 M$ N # c0 w8 B# P' |; a

2. The entries in the control table T162X are affected This table is client-specific and only contains entries in

the client, in which the field was included in the coding block.

3. Here, you are dealing with entries in other control tables or you are logged on with the correct language

and in the correct client.# k& H! ?$ C7 f& m: q! l1 g8 n; I1 H) D

Solution' F' ?% b6 w+ {/ e: k # K7 I4 t6 }* F9 Q$ n) w

1. The names of the field groups for field selection control are stored in TMODP and T162X. Entries in

foreign languages are only needed here if you want to make FI or MM Customizing settings of the field

selection in another language. In this case, the tables have to be translated, otherwise, log on with the

language, in which the field was included in the coding block.

2. The table entry in T162X should, if it is really needed (see 1.), be transported into the client (see Note

36534).; F0 Y4 r8 i U, ^! R+ s& k. R, G

3. If, due to the missing table entries, a desired function with the customer-specific account assignment

fields is not possible, for example, the usage in validation/substitution or the maintenance of field selection

control, the missing table entries can be created later in Transaction OXK3:2 X* M2 j: q' H% F

Switch to expert mode via 'Acct assignment fld -> Expert mode'.! i' s v; h! |* p, t4 X* e7 s2 w" U

Then choose 'Acct assignment fld -> Add control entries'.

All entries are now created in the control tables again, where the modification numbers available for the

field from tables TCOBM and TCOBF are used.2 D$ s ]1 X8 p. t. ^, }/ G ; V% y0 ~/ I- U

Caution: If the table entry is missing in TCOBM and the field has already been used in user-defined

subscreens or the table entry is missing in TCOBF and the field has already been used in field status variants,

this subsequent creation is not possible: in this case, contact the SAP Hotline.