FICO Reconciliation Tool

Reconciliation SAP FI, CO with CO-PA

SAP FICO-Reconcile Tool

Fast Month -End-Closing,Process reconcile SAP FI, CO < -> CO-PA

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Process reconcile SAP FI, CO < -> CO-PA

Nick Scherer, [email protected] M: +41 79 833 22 33

Closing Process Without FICO-Reconcile ToolCompany 1300

Local Closing ProcessCompany 1200Local Closing ProcessCompany 1100

Local Closing ProcessCompany 1000Local Closing Process

Goods Issue (COGS) USD 3.000

Company 2300Local Closing ProcessCompany 2200

Local Closing ProcessCompany 2100Local Closing ProcessPartner COPA

Local Closing Process

i.e. COGS USD 3.500

• Analysis of differences is very difficult

• Many different Excel lists must be created to find the differences

• Missing processes cannot be shown

• No communication and tracking supportbetween controller

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between controller and logistic

• Posting Period closed i.e. process posted in another period

• Processes partly reversed not shown,

• FI-GL, UKV, Reported by cost element

• CO-PA, Reported by value fields

• Etc.

Local ClosingFind differences not easy

COGS in FI/MM USD 3000(Goods Issue)COGS in CO-PA USD 3.500

Reconciliation with ICR-tool-kit• Enable analysis early in the

closing process• Avoid differences altogether• Navigation to the source

document

Closing Process with FICO-Reconcile Tool Company 1300


Local Closing ProcessCompany 1000Local Closing Process

Receivables 2000: EUR 5.000Payables 2000: USD 3.000




Receivables 1000: USD 3.500Payables 1000: EUR 3.000

USD 2.000




Receivables 2000: EUR 5.000Payables 2000: USD 3.000




Receivables 1000: USD 3.500Payables 1000: EUR 3.000

USD 2.000

Intercompany Reconciliation• Communicate with responsible

accountants• Post corrections




FI-GL-Account EUR 5.000CO-Cost Element U SD 3.500


Local Closing ProcessCompany 2100Local Closing ProcessPartner COPALocal Closing Process

Characteristic/ValuefieldsUSD 3.500 5.000

Reconciliation FI with CO-PA• Find differences in an easy way,

as part of local closing process• Navigate all relevant documents

per mouse click• Communication and tracking

functions available• Reconcile any time in the month

Monitoring value flow

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Local Closing ProcessesElimination of Differences

Goods issue Invoice in CO-PA

EUR 5.000 EUR 5.000USD 3.500 USD 3.500

• Monitoring value flow• Reconcile in local currency• Additional functionalities

Reconciliation Process flow with FICO-Reconcile Tool

Data Selection (1) Data Matching(2)

Data Presentation

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Communication(4)

Data Presentation

& Analysis(3)Post Corrections *

* Available through programming interface (BAdI) or Online posting in case of errors

New Functionality with FICO-Reconcile Tool

Agenda :

– Single Steps of FICO-Recon Tool– Supported Business Processes

– Data model

– Data selection– Automated matching and storage

– Data presentation and reconciliation

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– Communication- and tracking support– Availability

– Technical aspects

– Implementation (see last slide)

Steps of Reconcile with FICO-Reconcile Tool

– Retrieve relevant data from FI, CO-OM and CO-PA– Store relevant data in central system � Global Special Ledger– Assign documents automatically based on customizable business

rules (hard rules; e.g. same reference, Sales Order, Material-number and so on)

– Access central system (local or group accountants, controller)– Find matching documents using customizable business rules (soft

rules; e.g. same document date, local currency and amount)

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rules; e.g. same document date, local currency and amount)– Assign matching documents– Communicate with other users by e-mail and workflow– Enhancement of functionality possible through BAdI (e.g. posting of

correction documents in operative and/or reconciliation system)– Posting from FI,CO can be overtaken Online and in Batch into the

Special Ledger– Postings in CO-PA can be overtaken in Batch or start the TC:

FBICS2 - GL Accounts: Select Documents into the Ledger.

Supported Business Processes

– Reconciliation of Open Items at key date – GL accounts with open item management– Customer/vendor accounts with open item management

– Reconciliation of documents according to posting date– GL accounts with posting in FI,CO-OM and CO-PA �� FICO-

Reconcile Tool

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Data Model

�Mandatory characteristics– Company – Partner company

– Document Number

– Transaction currency– Amount in transaction currency

– Local currency

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– Amount in local currency

�Additional characteristics– Any additional document characteristics

– Material number– Sales Order– Sales Order item– Purchase Order / Item– …

– Any customer definable characteristics

Data Selection with SAP-Integration

�SAP Integration– Data selection across SAP systems– Access via RFC (Remote Function Call)

– Function modules for data selection are available for– 4.6C– R/3 Enterprise– SAP ERP

– Components for data selection

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– Components for data selection– FI – Documents– FI – Open Items on GL accounts – FI – Open Items from sub-ledgers– BAdI’s to select Data from outside of FI and SAP-Sy stem

– Automatic derivation of– Company from company code– Group account from operative account

Data Selection from Non-SAP Systems

�Non-SAP systems– SAP provides a programming interface for the data selection of documents

and/or balances– Pull principle

– Data selection program calls customer specific data selection logic (BAdI)*– Data selection program stores data in ICR(#) database– Example: Read from legacy system

– Push principle– Non-SAP application calls SAP function module

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– Non-SAP application calls SAP function module– SAP function module stores data in ICR(#) database– Example: customer creates web transaction for supplying data

– (*) BAdI = Business Add In � ABAP Objects– (#) ICR = Intercompany Reconciliation

Data Selection & Storage, in FICO-Reconcile Tool

Control tables• RFC destinations• Last selection. Customizing

FI-SL Global Ledger I2Tables: FBICRC002AFBICRC002T

FBICRC002_DATA_SEL

This program is normally executed daily in Batch-processing.

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Reconciliation System 1st process

BSEG

BKPF

Online Posting from FI, MM, SD, CO-OM, into Ledger I2

Postings from FI, MM, SD, CO-OM, to CO-PA are extracted by TC: FBICS2 Into Ledger I2

CO-PALine-items

CO-OM

CO-PC

BAdI-Meth:SUPPLY_OTHER_DATA

SAP Online-postingprogram‘s

U-exitZGIVU000

GL Accounts: Reconcile Documents in FICO-Reconcile Tool

Company xxxxx Unassigned Data Records (here are always Data from FI, legal entity)

Line items not matched in the previos process.Must be matched and treated manually

TreeCompany andDifferences

Partner COPA Unassigned Data Records(here are always data from CO-PA)

Line items not matched in the previos process.Must be matched and treated manually

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FBICRC002_DATA_RECBAdI-Meth.CHANGE_DATA_TABLEID_EVENT ‚5‘

FI-SL Global Ledger I2Tables: FBICRC002AFBICRC002T

Assigned Data Recordsthis Area normally is not shown to the key-user as it is empty according to ALV-GRID filter.Behind are:A) Assigned data records with 0 differences � from Standard MatchingB) Assigned data records with small differences (Tolerance) � from BAdI-Matching

This Transaction FBICR2 can be started any time by the User. It is the only User-transaction to control and match the items in both area‘s.

Data Selection – Further Aspects

�Pre-requisites– Data delivery from the source systems contains global characteristics

�Standard validations– Valid companies

– Valid group accounts

�Customer specific validations– SAP provides BAdI

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– SAP provides BAdI

– User-exit

– Examples for customer specific validations

– Valid combinations of company/profit center

– Valid characteristics for any sub-assignments

– . . .

�Monitoring– Storing of logs for data selection per company

– Information: date, time, user, …

Data Storage

� Technical aspects

� Documents are stored in reconciliation system using standard FI-SL functionality (2 Tables: Line-items and sum items)

� Standard reporting tools for FI-SL are available fo r reconciliation data:– Report Writer / Report Painter

– Drill-down reporting

– Data export to SAP Business Information Warehouse

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– Data export to SAP Business Information Warehouse

� Functional aspects

� Changes to documents will not be overwritten by new data selection– Reconciliation of Open Items

– Data selection program determines whether document has been transferred before – only new documents are added; cleared documents are deleted.

– Reconciliation of documents

– Delta selection (only newly posted documents are tr ansferred)

Data Selection, Storage, Presentation, Analysis

To sum up– Select data from operative systems (e.g. as scheduled

background job from SAP systems and flat file upload for non SAP systems)

– Store data in central Reconciliation System (ERP2005)– Assign documents automatically using customizable rules (e.g.

matching reference numbers)– Present data to accountants responsible for reconciling

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– Present data to accountants responsible for reconciling differences (local accountants or group accountants –depending on organizational structures)

– Using communication tools like e-mail – Store communication or process status to specific problem

processes– Replacing completely the Account-based CO-PA– Accelerate closing and reconcile process significan t

Data Presentation: User Interface

Hide / Show the following slides depending on optio ns:

� SAP iTutor available in same folder

� Live Demo in the system

� Use slides

� SAP iTutor for FICO-Reconcile Tool not available at this moment

� See next slides as an overview

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Omya SAP -CC

Data Presentation: User Interface Functions

Data Presentation: User Interface Layout

Unassigned documents of selected Unassigned documents of selected

Differences to bereconciled perpartner

Unassigned documents of selected company; flexible layout to show any information contained in Reconciliation DB

Unassigned documents of selected partner; flexible layout to show any information contained in Reconciliation DB

Assigned documents for selected business relationship

Data Presentation and Reconciliation Functionality

Functionalities

� Assign documents / delete assignments

� Set status (e.g. communication and processing statu s)

� Find matching documents using customizable rules

� Correct transaction or local currency and amount ma nually

� Correct amount, wrong transaction or local currency manually

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� Correct amount, wrong transaction or local currency manually

� …

� Communication support

� Template based mails

� Contact person database

� Customer specific functions through BAdI

� Standard functions can be deactivated

Availability

�The new functionality is contained in mySAP ERP 200 5.

�mySAP ERP 2004 is generally available as of 1st Mar ch 2005.

�Customers need a license for mySAP ERP or mySAP Bus iness Suite. This may imply a change of contract from SAP R/3 or

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Suite. This may imply a change of contract from SAP R/3 or R/3 Enterprise to mySAP.

Technical Aspects

�Reporting– Report Writer / Report Painter– Drill-down reporting

– Export to BW

– A new FI-SL Global Ledger is a must for FICO-Recon- Tool

�User interface

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�User interface– SAPGUI for Windows

– SAPGUI for HTML

�Assignment to component – ECC 5.0 (= ERP Core Component) – Functionality is not contained in an isolated BW/SEM installation

Service Portfolio in the ICR-environment from SPC

� ICR-003: Intercompany reconciliation for Customer / Vendor

� ICR-003: Implementation of NON-SAP companies, custo mer/Vendor

� ICR-002: Reconcile FI, CO-OM with CO-PA, as an Add- on Solution with several BAdI’s �� FICO-Reconciliation Tool

� ICR-001: Any matching issue with external or internal SAP Data

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� ICR-001: Any matching issue with external or internal SAP Data

� Nick Scherer, SPC Scherer & Partner GmbH - over 20 ye ars of SAP-Business Consulting experience in many different Business Proc esses.

� Further information under http://www.spc4saparis.ch / �� ‚Project Experience‘

Implementation scenario for FICO-Reconcile Tool

� Live demo with this FICO-Reconcile Tool

� Analyze your System environment

� Analyze process flow from FI-GL, MM, SD to CO-PA

� Create offer for implementation

� Implementing, testing, training the solution and pr oviding to the Customer with the documentation

� For more information and question, please ask

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� For more information and question, please ask – Nick Scherer

– Raebeweg 8

– CH-6402 Merlischachen– Switzerland

– M: +41 79 833 22 33

– E: [email protected]– I: www.spc4saparis.ch