12/6/2023

Closing Operations

Use
Closing operations comprise processes and functions that you perform at the end of the scal year.

Integration
You can process data both from other SAP application components as well as from external systems.

Features
Check / Count

The program Reconciliation of Receivables/Payables in Group (Cross-System) helps you to reconcile customer
documents and vendor documents of the affiliated companies in the group. It reads the open items of selected
companies for the key date speci ed, thereby helping you to identify those documents that are causing a difference.

 Note
For information about the customizing and con guration options for the intercompany reconciliation of receivables
and payables within a system , go to SAP Service Marketplace at the Internet address service.sap.com/erp-
nancials SAP FinancialAccounting FastClose MediaLibrary Documentation and see the document
Intercompany Reconciliation, Background Information & Customizing Guide .

The program Balance Reconciliation Between General Ledger and Materials Management assists you in reconciling the
stock in Materials Management with the balances in the respective balance sheet accounts in Financial Accounting. It
takes the stock values of Materials Management and compares them with the balances of the general ledger accounts
on the account assignment level.

Valuate

To create your nancial statements, you have to perform a foreign currency valuation . Foreign currency valuation covers
the following accounts and items:

Foreign currency balance sheet accounts, that is, the G/L accounts that you run in foreign currency.

The balances of the G/L accounts that are not managed on an open item basis are valuated in foreign currency.

Open items that were posted in foreign currency.

Open items that are open on the key date are valuated in foreign currency.

 Note
For more information, see Currency Translation .

You can create provisions for customer receivables that might not be paid.

Regroup

Before creating the balance sheet, you can analyze the GR/IR clearing account and perform any necessary correction
postings.

This is custom documentation. For more information, please visit the SAP Help Portal 2
 12/6/2023
Before creating the balance sheet, you can perform a rollup . You use a rollupto specify how data from one or several
source ledgers is "rolled up" (or summarized) into a rollup ledger . Since some ledgers may contain too much detailed
information for the creation of cumulative reports or irrelevant dimensions for the report in question, you can rst
summarize the information in a rollup ledger.

Before you can create your nancial statements, you have to order your receivables and payables according to their
remaining term so that they can be displayed correctly. You need to enter adjustment postings to do this.

Allocation

Before creating your balance sheet, you can use allocation to allocate amounts and quantities periodically from sender objects
to receiver objects.

Carry Forward

Balance carryforward involves carrying forward account balances into the new scal year.

Value Adjustment

If a particular receivable is doubtful or if it is unlikely you will ever recover it, you can post an individual value adjustment or write
the receivable off before creating your balance sheet.

Closing Cockpit

Use
The Closing Cockpit enables you to create a structured interface for executing transactions and programs that form part of
complex processes, such as closing processes. The structural layout supports processes within an organizational structure, such
as within the company code, as well as scenarios affecting multiple organizational structures.

The Closing Cockpit can be used as a tool in the following cases, in particular:

Activities recur periodically.

More than one person responsible is involved.

The activities are performed within a process that has a xed chronological sequence or is determined by dependencies.

The activities need to be supported by a shared, uniform interface for all involved.

The status of all periodic activities needs to be documented and made transparent and available for all involved.

The Closing Cockpit enables you to optimize your process ows by using its event-driven organization of activities, its overview
and monitoring options, as well as its analysis tools, all of which cover the entire process.

Integration
You can comfortably accomplish all of the closing tasks within a single ERP system.

If you nevertheless want to run the tasks of Closing Cockpit in multiple systems, you also can connect the SAP Central Process
Scheduling application by Redwood to the Closing Cockpit application. This enables you to centrally execute and control the
closing process in a distributed system landscape. Closing Cockpit contains the connectivity options required for this.

 Note

This is custom documentation. For more information, please visit the SAP Help Portal 3
 12/6/2023
This is an additional function that is only available when you have implemented SAP Central Process Scheduling (CPS). SAP
CPS is not a part of SAP ERP. However, Closing Cockpit provides a connection to SAP CPS .

For more information about the use, availability, and features of SAP Central Process Scheduling, go to SAP Service
Marketplace and see the Master Guide for SAP enhancement package 3 for SAP ERP 6.0 , or go to the Internet address
service.sap.com/process-scheduling .

Processing of task lists in Closing Cockpit is not only available in ABAP environments, but also as a Web application in SAP
NetWeaver Portal or SAP NetWeaver Business Client . For more information about the Web application of Closing Cockpit, see
the documentation for the Business Package for Closing Cockpit 1.51 .

Prerequisites
You have performed the required steps for con guring the Closing Cockpit .

If you want to manage and process your task lists using the Web application, you have made the related settings for the
Business Package for Closing Cockpit 1.51 .

Features
To support the closing process, the Closing Cockpit offers the following structural objects:

Hierarchies for displaying the organizational objects involved in the closing process

A task list template based on the organizational structure

A detail view of the characteristic values of the individual hierarchy levels used in the task list template.

Task lists that are derived from the task list template

A list display in which all tasks to be managed or executed from the respective task list are made available for processing
or for monitoring task progress

A monitor that shows a graphical representation of the critical paths as well as the processing periods and processing
sequence with their respective dependencies This function is also available in a Gantt diagram in the Web application.

Detailed information about the technical settings of tasks as well as for analyzing background programs (spool, job log
information)

Dependencies for displaying the conditions representing a prerequisite for processing the individual tasks

Connection options to SAP Central Process Scheduling, provided this has been implemented. See the note in the
Integration section.

Alternatively, you can launch Closing Cockpit within a Web application . You can perform the following activities in the ABAP
environment or in the Web application:

You can use the transaction Closing Cockpit (Manage Templates and Task Lists) (CLOCOC) to create the task list
templates and task lists, and to release the task lists. Alternatively, you can use transaction CLOCOT for editing and
releasing task lists.

You can use either the classic Closing Cockpit (CLOCO) transaction or the Closing Cockpit Web application to edit and
execute the task lists.

More Information

This is custom documentation. For more information, please visit the SAP Help Portal 4
 12/6/2023
For more information about con guring the Closing Cockpit, see the lower-level documentation structure on SAP Help Portal at
http://help.sap.com -> ERP Central Component Enhancement Package 5 -> SAP ERP Central Component -> Accounting ->
Financial Accounting -> General Ledger Accounting (FI-GL) (New) -> Periodic Processing -> Closing Operations -> Closing
Cockpit .

Con guring the Closing Cockpit

Purpose
You use this process to make the settings that allow you to use the Closing Cockpit for your closing activities.

Prerequisites
If you want to use the Closing Cockpit as a Web application, you need to have made the necessary settings for the con guration
of the Web application. For more information, see the documentation on Business Package for Closing Cockpit .

In order that tasks be included in the Closing Cockpit , all transactions required for the process to be represented (including Z
transactions, for example) need to be speci ed in table SCMATRANSACT. All programs to be applied must be registered in table
SCMAPROGRAMS.

 Note
For more information about including customer-speci c programs in the Closing Cockpit , see SAP Note 325118.

Process Flow
The following gure and sections provide an overview of the different con guration options that are possible and the sequence
in which the individual con guration steps need to be performed.

To be able to use the Closing Cockpit for automatic processes, you need to have con gured it. For the con guration, you
make the following settings:

You create a task list template

You assign tasks to the task list template (subfolders, transactions, programs, ow de nitions, notes)

You de ne dependencies using preceding activities

You derive a task list and release it for the application

To make these settings, go to the SAP Easy Access screen and choose Accounting → Financial Accounting →
General Ledger → Periodic Processing → Closing and start one of the following transactions:

Closing Cockpit (Manage Templates and Task Lists) (transaction CLOCOC)

Closing Cockpit ( Create Task List) (transaction CLOCOT)

 Note
If necessary, you can change the task attributes at a later time. To change an attribute for more than one task
at a time, you can conduct a mass change .

To apply the Closing Cockpit , go to the SAP Easy Access screen and choose Accounting → Financial Accounting →
General Ledger → Periodic Processing → Closing → Closing Cockpit (transaction CLOCO) or the Web application in the
SAP NetWeaver Portal or SAP NetWeaver Business Client .

This is custom documentation. For more information, please visit the SAP Help Portal 5
 12/6/2023
Process ow for con guring the Closing Cockpit:

Creating Organizational Hierarchies

Use
With the organizational hierarchy, the closing process can be organized into organizational structures. This means that, at the
company code level, for example, special features of the individual independent accounting units can be considered during
closing, to avoid applying identical process steps to all company codes.

The following organizational levels are delivered as standard:

Controlling Area

Company Code

Plant

Controlling Area/Company Code

Controlling Area/Plant

If required, you can create additional organizational levels.

This is custom documentation. For more information, please visit the SAP Help Portal 6
 12/6/2023

Prerequisites
The Closing Cockpit is con gured by making settings in Customizing. For this reason, you must also create the organizational
hierarchies of the Closing Cockpit in the corresponding Customizing system or client and then transport them.

Authorization for transaction CLOCOC and authorization object B_SMAN_WPL (activity = 02) must be assigned in your pro le.

Procedure
To con gure the Closing Cockpit , go to the SAP Easy Access screen and choose Accounting Financial Accounting General
Ledger Periodic Processing Closing Closing Cockpit (Manage Templates and Task Lists) (transaction CLOCOC).

Choose Template/Task List Organizational Hierarchies

The Create/Delete/Change/Display Closing H ierarchy dialog box appears.

Create New Organizational Level

If the delivered organizational levels are not sufficient to portray the organizational levels involved in the closing process, you
can add new organizational levels (such as pro t centers) as follows:

Choose Org Levels.

To add a new organizational level, choose with the quick info text Create

Enter an Org. Type and specify the text of the organizational object.

Org. Type : PRCTR

Org. Obj. Text : Pro t Center

Specify the properties for the organizational levels:

From the Org. Type selected, the system derives corresponding values for the parameters and selection options (such as
SAP_FAST_CLOSE_PRCTR_P for the parameters) and these values are generated automatically in table TVARV.

The entry selected in the Superordinate Org. Level eld has consequences for how the organizational object is subsequently
used in the organizational hierarchy. If you do not de ne any subordinate organizational level, the organizational object is only
available in the hierarchy as an “initial node”.

For the organizational level to be subsequently linked with valid values in the system, entries must be made in the elds Value:
Table/Field or Text: Table/Field

If you want to allow users to summarize Chart of Accounts Fiscal Year Variant Currency , or Valuation Area across the
organizational levels in the task list template, specify the tables and elds in the appropriate entry elds.

If, for each of the different values, you want the same substructure to be applied as the default within an organizational level,
de ne such defaults values under Subfolder

Create New Organizational Hierarchy

This is custom documentation. For more information, please visit the SAP Help Portal 7
 12/6/2023
If the delivered organizational hierarchies are not sufficient, or if you want to create new organizational hierarchies with new
organizational levels, choose New Org Hierarchy in the Create/Delete/Change/Display Closing Hierarchy dialog box.

In the Org. Hierarchy eld, enter a name for the new organizational hierarchy (such as Controlling Area/Company Code/Pro t
Center).

To assign new hierarchy levels to the new organizational hierarchy, select the organizational hierarchy and access the context
menu with the right-hand mouse button.

The levels that are offered as a substructure in the context menu depend on the superordinate organizational level of the
respective organizational object.

In the context menu (accessible via the secondary mouse button), you can add organizational hierarchies to those already
available or delete hierarchy levels from existing hierarchies.

Result
You have created new organizational hierarchies or adjusted existing organizational hierarchies for application in templates.

Creating Templates

Use
A template is used to structure the individual steps of a process. In this interface, the relevant activities are accessible in tasks
that are executed online or in background processing.

The scope of a template should not be determined by application-related aspects. Instead, its scope should be oriented towards
the overall process and the organizational units involved.

Procedure
When you call up the con guration of the Closing Cockpit (see Creating Organizational Hierarchies ), the display mode appears
as the default setting. To make changes, choose with the quick info text Display <-> Change (F2).

You start from the Change Closing Cockpit screen.

1. Choose Template/Task List → Create Template… .

2. De ne the ten-character technical key for your template.

3. Select one of the organizational hierarchies in the Closing Hierarchy eld.

4. Enter a description for the new template.

 Example
Template : ZCLOSE_M

Closing Hierarchy : Controlling Area/Company Code

Description : Closing Template (Month-End Closing)

This is custom documentation. For more information, please visit the SAP Help Portal 8
 12/6/2023

5. Specify a person responsible for the task list in the Responsible f.TList eld.

6. Select an Authorization Group .

 Note
You use the authorization object F_CLOCO for de ning an authorization group for Closing Cockpit and assigning
users.

7. If you want to use a Factory Calendar , specify one that suits your enterprise.

 Note
If you want the factory calendar to only be valid for speci c tasks, you can assign it at task folder level. For more
information, see Creating Task Folders in the Organizational Structure .

8. The time-dependent selection variables that are relevant for the template are now displayed in the template header.

9. Con rm your entries.

You also can import a task list from the Schedule Manager (CA) .

1. Choose Template/Task List Import Template from Schedule Manager .

2. In the dialog box, enter the data for the RFC connection, the task list to be imported, and the closing hierarchy.

Result
The system generates a proposal for a task list template in accordance with the selected hierarchies and using all
organizational objects available in the system (controlling areas with assigned company codes, including any subfolders
de ned).

Editing Organizational Levels in the Organizational Structure

Use
The individual organizational levels need to be linked to the values in the system for the system to be able to

Automatically and correctly derive the variables of the selection variants in background processing when the individual
programs are executed

Summarize the organizational units (such as scal year variant) using the relevant values in the task list template.

When new templates are created, these links are created automatically using the properties de ned in the organizational
hierarchies (tables/ elds) and using the closing hierarchy used in the template header. The links are then available as default
values in the task list template .

You should delete from the task list template any organizational objects that are not involved in the process (such as delivery
controlling areas) and check the values of the organizational structure, adding/adjusting any where necessary.

Prerequisites
The properties of the organizational hierarchies need to have been de ned in the area of the organizational levels (see Creating
Organizational Hierarchies ).
This is custom documentation. For more information, please visit the SAP Help Portal 9
 12/6/2023

Procedure
In the con guration transaction of the Closing Cockpit , access the Change <Template Name> screen

For it to be possible to edit the organizational levels, the organizational structure of the relevant template must be displayed. In
the desired task list or task list template, choose the relevant organizational structure.

To delete the default organizational hierarchies:

With the primary mouse button, you can use multiple selections.

To delete, choose Delete from the context menu.

To check the selection of the corresponding organizational objects for the relevant organization level, choose Characteristic
Values

Double-click the relevant organization level to call up the corresponding values.

To change individual values or to allow multiple selections for an organizational level, choose with the quick info text Change
Selection

The symbol designates those organizational objects that are assigned to the organizational level in question.

Creating subfolders manually

Select the organizational level to be structured and choose Create Subfolder in the context menu.

Select an organizational hierarchy and enter a description.

If you create a subfolder as a phase , make sure you do this only at the top hierarchy node. Only then is the selection option
linked to the phase available in the Closing Cockpit Web application.

Assigning organizational objects:

Double-click the new organizational level and choose the required organizational object from those offered in the detail screen
Characteristic Values

Choose with the quick info text Change Selection . The symbol designates the new organizational object to have been
assigned.

Result
The parameters of the variant variables can be derived automatically for the different organizational levels of the organization
structure. Furthermore, it is possible to summarize the values of the organizational levels within the organizational structures.

Creating Task Folders in the Organizational Structure

Use

This is custom documentation. For more information, please visit the SAP Help Portal 10
 12/6/2023
Task folders are used to arrange organizational levels into substructures in the task list template. You can store default values
for task folders as subfolders in the generic maintenance of the organizational levels (see Creating Organizational Hierarchies ).

Procedure
In the con guration transaction of the Closing Cockpit , access the Change <Template Name> screen .

For the creation of task folders to be possible, the organizational structure of the relevant template must be displayed. In the
desired task list or task list template, choose the relevant organizational structure.

1. In the organizational structure of the task list template, select the organizational level for which you want to create a
substructure of task folders.

2. In the context menu, choose Create Subfolder .

3. Select the desired hierarchy level in the Specify Hierarchy Level and Description dialog box. Depending on the closing
hierarchy you selected, the following hierarchy levels are available:

Operating concern

Controlling area

Company code

Phase

When Phase is the organizational type, you can use a roadmap in the Web application to select the tasks of the
task list by phases. However, this selection can be chosen only if the phase is created at the top hierarchy node.

Folder

When Folder is the organizational type, you can structure the tasks in your organizational structure any way you
want.

 Note
Folders and phases do not have values .

4. Enter an appropriate description and a person responsible for the task folder.

5. You can specify a factory calendar and assign it to the task folder if desired.

 Note
By default, the system copies the factory calendar that is assigned to the level of the task list template for each task
folder. If you additionally assign a speci c factory calendar to a task folder, the calendar of the task list template is not
considered.

Result
You have now organized the overall process in substructures of process steps at the organizational level and portrayed it in
folder form in the task list template.

Creating Tasks

Use

This is custom documentation. For more information, please visit the SAP Help Portal 11
 12/6/2023
You need to enter the individual activities that are to be performed as part of the overall process in the task list as a
transaction, a program, or, where necessary, a ow de nition.

In this way, users in the Closing Cockpit (transaction CLOCO) application can navigate directly to the required transaction or
background processing for programs and ow de nitions from the central interface.

Prerequisites
You have arranged all activities necessary for the planning process in chronological order and can portray these activities in the
SAP System as transactions, programs, and ow de nitions.

Procedure
In the con guration transaction of the Closing Cockpit, access the Change <Template Name> screen (see Creating
Organizational Hierarchies).

In the desired task list or task list template, choose the relevant organizational structure.

You can now create various tasks in the task folder:

1. Select the task folder or hierarchy folder that you want to assign tasks to.

2. In the context menu, choose Add Task....

3. The Closing Cockpit: Display/Create/Change Tasks dialog box appears.

You can choose various task types. These task types are described in the following sections:

Program: Programs with Program Variant (background processing)

Programs Without Program Variant (online)

Transaction: Online Transactions

Note: Notepad without ERP functionality

Flow de nition: Display ow in simpli ed form

Remote task: Edit Tasks from a Remote System

In addition, you can add one or more documents to a task (see Adding Documents to a Task).

4. When you assign the task to a user as the person responsible or as the person processing the task, you build the List
Display as follows:

In the list display, you use the functions Display Tasks (Person Processing) or Display Tasks (Person Responsible) to list
the relevant tasks and to make them available for processing by the assigned processor or for monitoring by the
assigned person responsible.

 Note
These elds are validated against the respective SAP users.

5. Con rm your entries.

6. Task scheduling:

In the graphic display of the Monitor, you can portray the planned runtime on the basis of the scheduling dates.

 Example
This is custom documentation. For more information, please visit the SAP Help Portal 12
 12/6/2023
If you schedule a runtime of 2 hours and 30 minutes to a given task, this is re ected in the Monitor. In this way, you
can schedule dates for closing operations.

If completion of the task has an essential deadline for closing operations, you can mark this activity as a critical path
so that it is displayed accordingly in the application (CLOCO).

7. Assignment to closing types:

You can use the Closing Type indicator to derive task lists from any template in order to lter out those tasks that are
relevant for the respective closing types (such as month-end closing or year-end closing). For this reason, it is important
that you assign tasks to at least one closing type.

 Note
You can create a central template for all closing types. Then you can assign how the individual tasks are used - for
example, Use in Month-End Closing, Use in Year-End Closing, or both. For example, when a task list is created for
year-end closing using this template, the task list contains only those tasks marked for this purpose.

8. Additional Fields

For a task, you can de ne additional customer-speci c elds that you want to edit in the closing template or the task list.
You have the option of lling these elds by means of a Business Add-In.

If you have con gured additional elds, the Additional Fields pushbutton appears in the Closing Cockpit:
Display/Create/Change Tasks dialog box. You can use this pushbutton to call the elds that you have con gured, and
the system then displays them in another dialog box for processing.

In the Web application of Closing Cockpit, you can also store Comments and information about Messages Sent in the Details for
a task.

You can use comments to take notes, which you can view even after closing on the Comments tab page in the details of a
task in the task list.

On the Messages Sent tab page, you also can check after closing whether messages were sent for a task and see their
subject lines.

For more information about the Web application, see the documentation for the Business Package for Closing Cockpit 1.51.

 Note
If necessary, you can change the task attributes at a later time. To modify an attribute for more than one task at a time, you
can make a mass change.

Result
You have entered all steps in the overall process in the task list template as a note, transaction, program (with or without
variant), or a ow de nition. Where necessary, you have entered comments and messages for the tasks.

Creating a Program with Variant as Task

Use
Standard programs are generally available for processing activities in the background. If these programs are included in the
task list template with corresponding parameters (that is, with a variant), you can later start batch processing directly from the
Closing Cockpit .

This is custom documentation. For more information, please visit the SAP Help Portal 13
 12/6/2023

Procedure
Subsequently, you can check the start, end, log, and spool list for background processing directly in the Detailed Information as
well as in the List Display in the Closing Cockpit (transaction CLOCO) application. From the Detailed Information , you can
analyze and repair background jobs containing errors.

You start from the dialog box Closing Cockpit: Display/Create/Change Tasks (see Creating Tasks ).

1. To store a program in the task list template within a task folder for periodic processing, choose Program .

Enter the program that you want to make available in the task list for background processing, changing the program
description if required. When editing tasks, you can create a variant for the selected program or assign an existing
variant.

2. To create a variant for the program, choose Create .

3. You can store the parameters Period from , Period to , and Fiscal Year as variables in the attributes of the variant so
that, in cases where changes are made during processing, adjustments do not need to be made in all program variants
used in the Closing Cockpit .

To enter parameters as variables, choose Attributes . Lock the parameters against changes.

4. To ensure that the valid values for the variables can later be determined automatically from the header information of
the derived task list and updated in table TVARV, you should assign for the program variants those variables in table
TVARV that are used in the header information of the task list template or the organizational levels.

 Example
Period : SAP_FAST_CLOSE_PERIOD_P

Fiscal year : SAP_FAST_CLOSE_GJAHR_P

5. Save your entries .

Creating a Program Without Variant

Use
You can include programs in the task list template even without a variant (speci ed values for the parameters).

The program can then be started and processed online in the task list of the Closing Cockpit application.

Procedure
You start from the dialog box Closing Cockpit: Display/Create/Change Tasks (see Creating Tasks ).

1. To store a program in the task list template within a task folder for periodic processing, choose Program .

2. Enter the program that you want to make available, changing the program description if required. If you do not link the
program to a variant with the corresponding parameters for background processing, the task is made available in the
same way as an online transaction.

3. Save your entries .

Creating Transactions as Tasks

This is custom documentation. For more information, please visit the SAP Help Portal 14
 12/6/2023

Use
You can include individual activities that are to be performed during a process as transactions in the task list template.

In this way, the transactions can subsequently be executed manually from within the task list. Users can then navigate from the
Closing Cockpit application directly to the required transaction.

Procedure
You start from the dialog box Closing Cockpit: Display/Create/Change Tasks (see Creating Tasks ).

1. To store a transaction in the task list template within a task folder for periodic processing, choose Transaction .

2. Enter the transaction code in the corresponding eld and change the description of the transaction if necessary.

3. Save your entries .

Creating Notes as Tasks

Use
Notes are used to simplify complex processes. For example, you can use a note to refer to necessary organizational preliminary
activities that cannot be portrayed in the system, or to communicate instructions to users regarding the parameters to use in
the transactions.

Once included in the task list, notes cannot be subsequently changed manually because they are linked to neither a transaction
nor a program. Notes serve solely as reminders.

In addition, you can add one or more documents to a task (see Adding Documents to a Task).

Procedure
You start from the Closing Cockpit: Display/Create/Change Tasks dialog box (see Creating Tasks).

1. To store a text in the task list template as a note applicable to periodic processing of a task folder, choose Notes.

2. Enter a text for the note (specifying the application where necessary).

3. Save your entries.

Creating Flow De nitions

Use
You use ow de nitions for multiple programs that are to be processed automatically without interruption. You combine such
programs with variants to form a logical ow chain with unique predecessor and successor relationships.

When a ow de nition is executed (or scheduled to be executed), all of the related programs are processed by the system in the
speci ed sequence, and then the results are made available for analysis under Detailed Information

This is custom documentation. For more information, please visit the SAP Help Portal 15
 12/6/2023

To display the status of each ow de nition step during execution, you can go from the Detailed Information to the Work ow
Monitor.

Procedure
You start from the dialog box Closing Cockpit: Display/Create/Change Tasks (see Creating Tasks ).

To store a program in the task list template within a task folder for periodic processing, choose Flow De nition under task type

You can de ne ows with or without a worklist. For more information, see the documentation on the functions of the Schedule
Manager (CA) at Multilevel Worklist .

To create a new ow de nition, choose Create. Enter a 12-character technical key for the ow de nition as well as a
description. Assign the ow de nition to a speci c application, or use the application Entire R/3

Con rm your entries. By con rming, you call up the Work ow Builder

You can create a ow de nition using the following elements as steps:

with the quick info text Work ow : Start/End Work ow

with the quick info text Program : Assign Program with Variant

with the quick info text Flow De nition : Assign Flow De nition

with the quick info text User Decision : Assign User Decision

with the quick info text Fork: Assign Parallel Processing

You can delete any steps that you no longer require in the ow de nition. To do so, select the relevant symbol in the graphical
display.

Choose Edit Block Cut .

To create a new step, select the preceding step (or the initial step) in the structure in the graphical display.

Choose Edit Create.

The Select Task dialog box appears. In this dialog box, you can select the task for the ow de nition.

Examples for ow de nitions:

This is custom documentation. For more information, please visit the SAP Help Portal 16
 12/6/2023
Program with Variant

User Decision

Fork

Flow De nition

For more information about using ow de nition in the Schedule Manager (CA) , see Using the Flow De nition

Example: Flow De nition

1. To include a ow de nition within a ow de nition (see also Flow De nition ), choose the corresponding pushbutton and
enter the required parameters in the Flow De nition: Task Details screen, such as the following:

Field Name User Action and Values

Name Flow De nition for Assessment

Flow De nition 1-OM-CCA-1 (issued by the system)

2. Choose Back and return to processing the ow de nition.

3. Save your settings.

4. To activate the ow de nition, choose with the quick info text Activate (Ctrl + F3) .

5. Choose Back and return to the task list template.

Example: User Decision

1. To include a user decision in a ow de nition (see also Flow De nition ), choose the corresponding pushbutton and enter
the required parameters in the Flow De nition: Detail of User Decision screen, such as the following:

Field Name User Action and Values

Name Check of planned distribution by report

Message Title Check the planned distribution run of service cost centers

Message Recipient User

Message Priority 2 (very high)

2. Choose Back and return to processing the ow de nition.

3. Save your settings.

4. To activate the ow de nition, choose with the quick info text Activate (Ctrl + F3) .

Example: Fork

This is custom documentation. For more information, please visit the SAP Help Portal 17
 12/6/2023
1. To include a fork in the ow de nition (see also Flow De nition ), choose the corresponding pushbutton and enter the
required parameters in the Flow De nition: Fork Details screen, such as the following:

Field Name User Action and Values

Description Parallel Processing, Varying Cycle Size

Parallel Branches 3

2. Choose Back and return to processing the ow de nition.

3. Save your settings.

4. To activate the ow de nition, choose with the quick info text Activate (Ctrl + F3) .

Example: Program with Variant

1. To include a program with variant in the ow de nition (see also Flow De nition ), choose the corresponding pushbutton
and enter the required parameters in the Flow De nition: Task Detail screen, such as the following:

Field Name User Action and Values

Description Distribution of Managerial Costs to Cost Center

Program RKGALKSVB

Variant RKGALKSVB_001 (create where necessary with corresponding

parameters)

Job name TESTRKGALKSVB_001

Authorization check with WF Batch (default setting) or user

If errors, mail to: Work ow Initiator (default setting) or user

 Note
It is only possible to include programs in ow de nitions using input help. For customer-speci c programs to be
available for selection in the input help, they need to be entered in table SCMAPROGRAMS.

For information about using a ow de nition to include customer-speci c reports in background processing, see SAP
Note 325118.

2. Choose Back and return to processing the ow de nition.

3. Save your settings.

4. To activate the ow de nition, choose with the quick info text Activate (Ctrl + F3) .

Creating Remote Tasks Using SAP CPS

Use
In Closing Cockpit, you can create and schedule remote tasks for the purpose of processing tasks from other systems.

This is custom documentation. For more information, please visit the SAP Help Portal 18
 12/6/2023

To be able to centrally execute a close in Closing Cockpit in a distributed system landscape, the system requires a connection to
SAP Central Process Scheduling by Redwood (SAP CPS).

This is an additional function that is only available if you have implemented SAP Central Process Scheduling, in addition to SAP
ERP. Closing Cockpit provides a connection to SAP CPS.

Prerequisites
You have made all settings required for connecting to SAP CPS.

For more information about the use, availability, and features of SAP CPS, go to SAP Help Portal and see the Master Guide for
SAP enhancement package 3 for SAP ERP 6.0, or go to SAP Central Process Scheduling.

For users to be able to execute remote tasks, they also must be given authorizations for the respective activities. You have
assigned the authorization object S_BTCH_EXT with the respective activities to the users. The permissible activities are listed in
the authorization object.

With regard to authorization object S_BTCH_EXT, see SAP Note 1112590. If authorization for an RFC connection is missing, see
SAP Note 1106488.

Procedure
Choose Add Task, as described in Creating Tasks.

For the task type, select the remote task and add the following:

Select the name of the remote task.

The tasks must already exist in SAP CPS for them to be listed here.

If appropriate, select a Queue, provided your tasks are prioritized in SAP Central Process Scheduling.

On the detail screen of the remote task, specify the required value for the parameters of the task (optional).

This is custom documentation. For more information, please visit the SAP Help Portal 19
 12/6/2023
You might be able to make entries at this point, depending on how the individual tasks are con gured in SAP Central Process
Scheduling.

Result
You have created a remote task and assigned the corresponding authorizations needed for the activities to be able to schedule
and execute the task.

Adding Documents to a Task

Use
You can add one or more documents to any task.

Activities
To add one or more documents to a task, double-click the task.

1. Go to the Documents tab page.

2. Choose Create.

3. In the Create/Modify Document dialog box, choose the function Create New Document.

4. Enter a short description and the relevant le type or URL.

5. Repeat the above steps for any other documents that you want to add.

 Caution
Save the task. The documents that you have added are now displayed the next time that you call the task.

Conducting Mass Changes

Use
Changing of processes for closing operations can make it necessary to make the same change in multiple tasks. You can
perform mass changes within a template or a task list for the following task attributes:

ABAP environment (task list templates and task lists):

Role

Processor

Person responsible

Critical path

Offset / Time

Web application (task lists):

Blocked

This is custom documentation. For more information, please visit the SAP Help Portal 20
 12/6/2023
Role

Processor

Person responsible

Start date / start time

End date / end time

Status

Prerequisites
You have completely de ned the necessary tasks in the task list (see Creating Tasks ).

Procedure
1. Start maintenance of task list templates or task lists. To do this, on the SAP Easy Access screen, choose Accounting ->
Financial Accounting -> General Ledger -> Periodic Processing -> Closing -> Closing Cockpit (Manage Templates and
Task Lists) and open the desired task list.

 Note
To change attributes in task lists, you can alternatively use the CLOCOT transaction or the Web application.

2. Select the tasks in which you want to change the attributes. You can lter the task list using various criteria. To select
multiple tasks, keep the Ctrl key depressed while making selections.

3. If you conduct the change in the ABAP environment, place the cursor on the selection column of the task overview and, in
the context menu, choose the option for changing the selected attribute.

4. If you conduct the change in the Web application, choose the Mass Change pushbutton; then select the attribute you
want to change.

To change the status, choose the Set Status For pushbutton. To lock a task, in the context menu of the task, choose
Action -> Lock Task.

5. Enter the new attribute value and execute the change. If you change the status, you can also specify a reason for the
change.

Result
You have uniformly changed an attribute for all tasks that you selected.

Example

De ning Dependencies

Use
Programs and transactions that have been included in the task list template using chronological process steps as part of an
organizational structure frequently involve business-related or system-related dependencies that need to be portrayed for the
process ow to be processed smoothly.

This is custom documentation. For more information, please visit the SAP Help Portal 21
 12/6/2023
In the con guration of the Closing Cockpit (CLOCOC), you can display these predecessor relationships under Dependencies .
When you enter a relationship between programs and transactions here, this relationship is checked during subsequent
processing in the application (CLOCO), thereby ensuring the correct sequence is applied.

Prerequisites
You have already assigned the transactions and programs as tasks in the task list template (see Creating Tasks ).

Procedure
In the con guration transaction of the Closing Cockpit , access the Change <Template Name> screen.

1. To be able to de ne dependencies, choose Dependencies .

2. Select the task for which you want to de ne one or more (hierarchical) predecessor relationships.

 Note
The combination of relationships is managed from the standpoint of the successor. In this way, an activity can have
more than one predecessor.

3. If the selected task in the Dependencies detail screen appears, you can use drag and drop to assign to this activity any
same-level or hierarchical predecessor from the task list template.

Result
By creating dependencies in the Closing Cockpit application, you have ensured that programs and transactions can only be
scheduled or executed once the predecessor activities have been processed successfully (without errors).

Creating and Releasing a Task List

Use
To perform programs included in a task list, you need to specify variant values. With the separation of the task list template
from the task list, you can de ne the structured process ow as a generic template and then make a task list available for
processing with speci c parameter values.

The task list generated from the template automatically updates the time-related program parameters of the selection
variants when you enter corresponding header information in the task list.

Prerequisites
You have already completely assigned the transactions and programs as tasks in the task list template (see Creating Tasks).

Procedure
1. Use one of the following transactions to open task list processing:

CLOCOC ( SAP Easy Access Accounting Financial Accounting General Ledger Periodic Processing
Closing -> Closing Cockpit (Manage Templates and Task Lists) )

This transaction provides you with all the functions for processing and managing task lists and task list templates.

This is custom documentation. For more information, please visit the SAP Help Portal 22
 12/6/2023
CLOCOT ( SAP Easy Access Accounting Financial Accounting General Ledger Periodic Processing
Closing -> Closing Cockpit (Create Task List) )

You can use this transaction to create and release task lists. For example, you can use it if you want subprocesses
of different users to be processed using individual authorization pro les.

2. On the Change <template name> screen, choose Template/Task List Create Periodic Task List or Create
Multiple Task Lists .

3. From the current task list template, the system creates a task list of the same name. You enter values for the
parameters Key Date, Fiscal Year, and Posting Period.

On the basis of the closing type selected in the task list, the system transfers from the task list template to the task list
only those activities that are permitted in the task de nition for that particular closing type.

4. You can make last-minute adjustments to certain data items of a task in the task list prior to the release:

Person Responsible

Planned Duration

Planned Start

5. You must then release the task list so that you can use it in the ABAP application or Web application. To do this, select
the Released entry in the Status eld.

To preserve the history, any changes made subsequently to the task list template are not forwarded to the task lists of
the template in question.

 Note
You use the reports Create Task List (CREATE_TASKLIST) and Create Multiple Task Lists (CREATE_TASKLISTS) to
create, release, and then schedule task lists without calling up the Financial Closing Cockpit with the transaction Closing
Cockpit: Create Task List (CLOCOT).

Result
The con gured task list is available in the application in the Financial Closing Cockpit (transaction CLOCO) or in the Web
application Closing Cockpit.

Comparative Analysis

Use
During closing operations (at end of period, quarter, or year), you can compare the transaction gures with the total of the
posted documents. For this, the system runs the following checks:

The debit and credit transaction gures 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 gures 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

This is custom documentation. For more information, please visit the SAP Help Portal 23
 12/6/2023
item basis or for line item display.

To access comparative analysis, go to the SAP Easy Access menu and choose Accounting Financial Accounting General
Ledger Periodic Processing Closing Check/Count Reconciliation (New).

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

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

Features
Input

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

General Selections

Enter the Fiscal Year , Company Codes , and Posting Periods , and, where applicable, a Ledger .

 Note
Perform the comparative analysis for all ledgers sharing a common scal year variant. If you also have a ledger with a
non-calendar scal 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 1 in your day ledger.

Parallel Processing

To speed up processing of the documents, you can opt for parallel processing. In this way, the documents are divided into
packages. You specify how many documents should be combined in a package. 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 eld. Parallel processing is
performed automatically if you enter a number greater than 1 .

Entry View or General Ledger View

You have the option of running the comparative analysis on the documents in the entry view or on those in the general
ledger view:

Entry View

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

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 eld is available and you can restrict the comparative analysis to a speci c ledger.

At the same time, you can select a comparison of single documents for the documents in the general ledger view.
This function compares the documents in the general ledger view against those in the entry view before running

This is custom documentation. For more information, please visit the SAP Help Portal 24
 12/6/2023
the check with the transaction gures. This is the most comprehensive check, but also the most time-consuming.

Output

The 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 .

Upper Half of the Screen

Only differences are displayed in the top half of the screen:

Entry View

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

General Ledger View

The differences are grouped by ledger, whereby the leading ledger is listed rst. If you 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 Comparison

You can display success messages for each G/L account. To do this, choose Success Messages .

General Ledger View with Single Document Comparison

Additionally, the system displays error messages at the single document level (for example, if an amount in the general
ledger view does not match the corresponding amount in the entry view).

Reconciling Group G/L Accounts in the Group (Cross-System)

Use
The program supports you with automatic and interactive substeps during the reconciliation of intercompany transactions of
affiliated companies within the group that were posted to G/L accounts.

The program covers the following process steps:

This is custom documentation. For more information, please visit the SAP Help Portal 25
 12/6/2023

Overview of Process Steps

Intercompany reconciliation distinguishes between the following processes:

Process 001

Reconciliation of Open Items in General Ledger

Process 002

Reconciliation of G/L Account Line Items

Process 003

Reconciliation of Open Items in Accounts Receivable and Accounts Payable

Processes 001 and 003 usually relate to the reconciliation of payables and receivables within the group. Depending on your
business processes, it may be useful to use processes 001 and 003 separately or to integrate the open items of one process
into the other process. Both variants are supported. You can use process 002 to reconcile accounts that are not managed on an
open-item basis. Usually, postings to revenue and expense accounts are reconciled in this process. For more information, see
the documentation on the Customizing activities.

Prerequisites

This is custom documentation. For more information, please visit the SAP Help Portal 26
 12/6/2023
In the Customizing settings for the group structure, you have assigned the company codes to the corresponding
companies.

For relevant G/L items, a trading partner was assigned during posting, or the number of the trading partner is stored in
the master data of the G/L accounts.

In Customizing, you have made the relevant settings:

To make the Customizing settings for General Ledger Accounting, use the following menu path:

If you use classic General Ledger Accounting:

Financial Accounting General Ledger Accounting Business Transactions Closing Check/Count Cross-
System Intercompany Reconciliation

If you use new General Ledger Accounting:

Financial Accounting (New) General Ledger Accounting (New) Periodic Processing Check/Count Cross-
System Intercompany Reconciliation

Business Add-Ins

You can implement the following Business Add-Ins (BAdIs) to tailor the functions in the process to your needs.

FB_ICRC_001(Intercompany Reconciliation: Exits for G/L Open Items)

You nd this BAdI in Customizing under the following paths:

If you use classic Financial Accounting:

Financial Accounting General Ledger Accounting Business Transactions Closing Check/Count Cross-
System Intercompany Reconciliation Preparations in the Sender System Open Item Reconciliation De ne
Enhancements .

If you use new Financial Accounting:

Financial Accounting (New) General Ledger Accounting (New) Periodic Processing Check/Count Cross-
System Intercompany Reconciliation Preparations in the Sender System Open Item Reconciliation De ne
Enhancements .

FB_ICRC_002 (Intercompany Reconciliation: Exits for Open G/L Accounts)

You nd this BAdI in Customizing under the following paths:

If you use classic Financial Accounting:

Financial Accounting General Ledger Accounting Business Transactions Closing Check/Count Cross-
System Intercompany Reconciliation Preparations in the Sender System G/L Account Reconciliation
De ne Enhancements .

If you use new Financial Accounting:

Financial Accounting (New) General Ledger Accounting (New) Periodic Processing Check/Count Cross-
System Intercompany Reconciliation Preparations in the Sender System G/L Account Reconciliation
De ne Enhancements .

FB_RC_ASSIGNMENT (Reconciliation: Exits Processed During Document Assignment)

You nd this BAdI in Customizing under the following paths:

If you use classic Financial Accounting:

This is custom documentation. For more information, please visit the SAP Help Portal 27
 12/6/2023
Financial Accounting General Ledger Accounting Business Transactions Closing Check/Count Cross-
System Intercompany Reconciliation Preparations in the Reconciliation System Data Assignment De ne
Enhancements .

If you use new Financial Accounting:

Financial Accounting (New) General Ledger Accounting (New) Periodic Processing Check/Count Cross-
System Intercompany Reconciliation Preparations in the Reconciliation System Data Assignment De ne
Enhancements .

FB_RC_PRESENTATION (User Interface for Reconciliation: Exits)

You nd this BAdI in Customizing under the following paths:

If you use classic Financial Accounting:

Financial Accounting General Ledger Accounting Business Transactions Closing Check/Count Cross-
System Intercompany Reconciliation Preparations in the Reconciliation System Data Reconciliation
De ne Enhancements .

If you use new Financial Accounting:

Financial Accounting (New) General Ledger Accounting (New) Periodic Processing Check/Count Cross-
System Intercompany Reconciliation Preparations in the Reconciliation System Data Reconciliation
De ne Enhancements .

Process
1. Start the data selection.

2. Where applicable, check the status of the data selection.

3. Start the automatic assignment.

4. Check the status of the reconciliation run.

5. Reconcile the remaining items interactively.

Alternatively, you can skip the automatic assignment in the reconciliation process if running the program with large
volumes of data would take too long. In such cases, perform the automatic assignment during manual assignment
instead. You make the Customizing setting for this in the activity De ne Reconciliation Process Attributes (using the
Selection Strategy eld).

6. You make any necessary adjustment postings.

7. Repeat steps 1 to 6 until no further differences are found or the differences are within the tolerances dictated by your
group guidelines.

 Note
Typically, you schedule the data selection and the automatic assignment to occur in jobs at regular intervals. In the case of
large volumes of data, the automatic assignment can take a relatively long time because the open items of all business
relationships need to be processed. Alternatively, you can integrate the automatic assignment of items into interactive
reconciliation. With interactive reconciliation, the system checks when selecting a business relationship whether data
selection has been performed for one of the trading partners involved since the last automatic assignment. If this is the
case, the program performs automatic assignment, but only for the data relating to the select business relationship.
Consequently, the response time for selecting a business relationship the rst time after data selection is slightly greater.
However, you do not need to wait for a long-running process before the data can be analyzed. In most cases, the program
perform the automatic assignment of the data of a single business relationship sufficiently quickly for this to be the better
solution. This holds particularly true when you only want to analyze business relationships with a relatively low volume of

This is custom documentation. For more information, please visit the SAP Help Portal 28
 12/6/2023
data. You make the Customizing setting for this in the activity De ne Reconciliation Process Attributes (using the
Assignment Mode eld).

Result
The intercompany transactions of the group are reconciled.

Reconciliation of Open Items

The reconciliation of open items that are between affiliated companies in the group and that are posted to G/L accounts covers
the following steps:

Open Items: Data Selection

Open Items: Starting Automatic Assignment

Reconciling Open Items Interactively

Open Items: Data Selection

Use
You can select open items posted between business partners within the group, whether the items are from other SAP systems
or non-SAP systems. Data selection is a preparatory process step in which the system selects the data to be reconciled from
the accounts of the operational systems of the companies to be reconciled and then transfers that data to the reconciliation
database.

 Recommendation
Make the data selection using background processing.

During the closing phase, we recommend scheduling background processing to be executed at least once a day.

You can schedule background processing by choosing System Services Jobs Job De nition , or by using the
Schedule Manager or the Closing Cockpit.

Using data selection, you can estimate the data volume to be processed further for the reconciliation and resolve any errors
that occurred.

Integration
The entire process for cross-system intercompany reconciliation comprises the following process steps (some of which are
mandatory, others optional):

This is custom documentation. For more information, please visit the SAP Help Portal 29
 12/6/2023

Overview of Process Steps

Prerequisites
You have made the necessary Customizing settings for the sender and reconciliation systems.

To make the Customizing settings for Accounts Receivable and Accounts Payable, use the following menu path:

If you use classic Financial Accounting:

Financial Accounting Accounts Receivable and Accounts Payable Business Transactions Closing Count
Cross-System Intercompany Reconciliation

If you use new Financial Accounting:

Financial Accounting (New) Accounts Receivable and Accounts Payable Business Transactions Closing Count
Cross-System Intercompany Reconciliation

Features
Using the scal year variant stored in Customizing for the reconciliation process and the details entered in the selection screen,
the system automatically determines the relevant key date to be applied in selecting the open items. The system then applies

This is custom documentation. For more information, please visit the SAP Help Portal 30
 12/6/2023
this key date to select the open items for the speci ed companies and stores the open items in the reconciliation database.
Within the reconciliation database, the system stores the dataset by period in separate data areas.

The system outputs a list containing the number of data records transferred for each trading partner. Using this list, you can
estimate the volume of data to be processed further and view any errors in the data selection so that you can resolve them.

Activities
You can schedule execution in background processing (see above).

1. On the SAP Easy Access screen, choose the following paths:

Accounting Financial Accounting Accounts Receivable or Accounts Payable Periodic Processing Closing
Check/Count Cross-System Intercompany Reconciliation Select Documents

2. In all screen areas, you specify the criteria to be applied for selecting data for the reconciliation.

3. Choose .

The system transfers the selected open items to the reconciliation database and outputs a log containing the number of
data records transferred for each trading partner.

Open Items: Starting Automatic Assignment

Use
After the operational data has been transferred to the reconciliation database, start the automatic assignment of the data
records.

This is custom documentation. For more information, please visit the SAP Help Portal 31
 12/6/2023

Overview of Process Steps

 Note
For more information about the preceding data selection, see Open Items: Data Selection.

Prerequisites
You have made the necessary Customizing settings for the sender and reconciliation systems.

To make the Customizing settings for General Ledger Accounting, use the following menu path:

If you use classic General Ledger Accounting:

Financial Accounting General Ledger Accounting Business Transactions Closing Check/Count Cross-System
Intercompany Reconciliation

If you use new General Ledger Accounting:

Financial Accounting (New) General Ledger Accounting (New) Periodic Processing Check/Count Cross-
System Intercompany Reconciliation

To make the Customizing settings for Accounts Receivable and Accounts Payable, use the following menu path:

If you use classic Financial Accounting:

This is custom documentation. For more information, please visit the SAP Help Portal 32
 12/6/2023
Financial Accounting Accounts Receivable and Accounts Payable Business Transactions Closing Count
Cross-System Intercompany Reconciliation

If you use new Financial Accounting:

Financial Accounting (New) Accounts Receivable and Accounts Payable Business Transactions Closing Count
Cross-System Intercompany Reconciliation

Procedure
You can schedule a run to be performed in background processing (for recommendations concerning scheduling runs in
background processing, see Reconciling G/L Accounts in the Group (Cross-System)).

1. On the SAP Easy Access screen, choose the following paths:

To reconcile documents for open items in G/L accounts:

Accounting Financial Accounting General Ledger Periodic Processing Closing Check/Count

Intercompany Reconciliation: Open Items Cross-System Intercompany Reconciliation Assign Documents
Automatically

To reconcile documents for open items in customer and vendor accounts:

Accounting Financial Accounting Accounts Receivable or Accounts Payable Periodic Processing

Closing Check/Count Cross-System Intercompany Reconciliation Assign Documents Automatically

2. In all screen areas, enter the data that you want to assign automatically.

3. Choose .

The system analyzes the selected data records using the rules de ned in Customizing.

Result
The system outputs a log with the number of analyzed and successfully assigned data records.

Reconciling Open Items Interactively

Prerequisites
You have made the necessary Customizing settings for the sender and reconciliation systems.

To make the Customizing settings for General Ledger Accounting, use the following menu path:

If you use classic General Ledger Accounting:

Financial Accounting General Ledger Accounting Business Transactions Closing Check/Count Cross-System
Intercompany Reconciliation

If you use new General Ledger Accounting:

Financial Accounting (New) General Ledger Accounting (New) Periodic Processing Check/Count Cross-
System Intercompany Reconciliation

To make the Customizing settings for Accounts Receivable and Accounts Payable, use the following menu path:

If you use classic Financial Accounting:

This is custom documentation. For more information, please visit the SAP Help Portal 33
 12/6/2023
Financial Accounting Accounts Receivable and Accounts Payable Business Transactions Closing Count
Cross-System Intercompany Reconciliation

If you use new Financial Accounting:

Financial Accounting (New) Accounts Receivable and Accounts Payable Business Transactions Closing Count
Cross-System Intercompany Reconciliation

You have transferred operation data to the reconciliation database and have run the automatic assignment.

Context
After the automatic assignment, you can interactively reconcile any remaining, unresolved documents and trigger any
necessary adjustment postings.

Overview of Process Steps

Procedure
1. On the SAP Easy Access screen, choose the following paths:

To reconcile documents for open items in G/L accounts:

This is custom documentation. For more information, please visit the SAP Help Portal 34
 12/6/2023
Accounting Financial Accounting General Ledger Periodic Processing Closing Check/Count
Intercompany Reconciliation: Open Items Cross-System Intercompany Reconciliation Reconcile Documents
Manually

To reconcile documents for open items in customer and vendor accounts:

Accounting Financial Accounting Accounts Receivable or Accounts Payable Periodic Processing

Closing Check/Count Cross-System Intercompany Reconciliation Reconcile Documents Manually .

2. In all screen areas, enter the data that you want to reconcile interactively.

3. Choose .

The system analyzes the selected data records and groups them in object groups as de ned in Customizing.

On the following screen, the left screen area displays a tree structure that you can minimize or restore using . The
tree structure shows the companies, with their partners beneath them, and then the relevant object groups beneath
them (for example, Open Items).

To change the view, you use the following functions:

Symbol Meaning

The system shows or hides pairs of companies without

business relationships. No actions are required for the
corresponding business relationships.

The system shows or hides pairs of companies without

variances. No actions are required for the corresponding
business relationships.

The system shows or hides pairs of companies without

differences. The total contains no variances, but there are still
documents that are not assigned to a business transaction. To
check that all business transactions have been reconciled, you
should analyze the documents in detail.

The system shows or hides pairs of companies with

differences. Analyze the differences and make adjustment
postings.

The system outputs the information of the tree structure in a

list. You can structure the list according to your requirements
( lters, totals, subtotals, and so on) as well as send it by mail.

You can also de ne your user default settings:

You can adjust the standard width of the structure tree to meet your requirements.

You can de ne a tolerance value and an associated currency. If the difference of an object subgroup is below the
tolerance value that you have de ned, the system does not include the subgroup in the program run. Any change
to the tolerance value does not take effect until you restart the program.

You can de ne a standard recipient for sent messages (for example, yourself if you want to receive a copy of any
correspondence).

4. In the tree structure, select one of the object groups. The system displays the open items of the selected pair of business
partners.

This is custom documentation. For more information, please visit the SAP Help Portal 35
 12/6/2023

Screen Areas

You can use the following main functions for interactive reconciliation:

Symbol Meaning

After you have selected the affected items, you use this symbol
to assign them to one another.

The assignment of open items corresponds to the assignment

of documents to a document group that needs to correspond to
a business transaction. A document group can contain any
number of documents (for example, outgoing invoices,
incoming invoices, and adjustment postings).

If the balance of the document group is not zero, the group

appears in the lower screen area.

If the balance of the document group is zero, it is no longer

displayed here (with the default settings).

 Note
However, you can also show document groups that balance
to zero in the lower screen area.

This is custom documentation. For more information, please visit the SAP Help Portal 36
 12/6/2023

Symbol Meaning

After you have selected one of the rules de ned in

Customizing, the system proposes a list of suitable data
records for assignment.

 Note
The suggested document groups do not always balance to
zero.

For more information about the display, see the examples

below.

In the list of proposals, you can use to assign selected data

records to a business transaction. If you want to make such an
assignment, the system assigns the corresponding data
records to a new document group irrespectively of the
temporary document group displayed.

You can use to delete the selected data records from the
display of proposed assignments. The corresponding data
records remain in the worklist. At any time, you can return to
the main display. Any proposals that have not been con rmed
remain in the worklist.

Based on the Customizing settings made, you can set the

different processing statuses and communication statuses.

When processing dispute cases, you can contact the relevant

processor. For this, you can use templates that you can adapt
to your requirements (available in different languages). You
choose the relevant recipient from the database of contact
persons.

In this way, you prepare the adjustment postings.

 Example
You use a rule that checks whether the document date, transaction currency, and transaction currency amount
match. The program proposes the following document groups:

Group Company Partner Document Date Currency Amount

T0000001 C1000 C2000 December 31, EUR 5,000

2015

C2000 C1000 December 31, EUR -5,000

2015

C2000 C1000 December 31, EUR -5,000

2015

T0000001 EUR

T0000002 C1000 C2000 January 1, 2016 EUR 5,000.00

C1000 C2000 January 1, 2016 EUR 5,000.00

C2000 C1000 January 1, 2016 EUR -5,000

T0000002 EUR 5,000

This is custom documentation. For more information, please visit the SAP Help Portal 37
 12/6/2023
You select the rst two data records and assign them to each other using . You then analyze the remaining data
records and establish that the document date was incorrect in the third document. You therefore select the third and
fourth data records and assign them to each other.

You can use to delete the selected data records from the display of proposed assignments. The corresponding
data records remain in the worklist.

If you select data records from one or more of the temporary document groups proposed and con rm the proposals
using , the system assigns the selected data records to new document groups in accordance with the proposal.

 Example
You use a rule that checks whether the document date, transaction currency, and transaction currency amount
match. The system proposes the following document groups:

Group Company Partner Document Date Currency Amount

T0000001 8,000

C2000 C1000 December 31, EUR –8,000

2015

T0000001 EUR 0.00

T0000002 C1000 C2000 January 1, 2016 EUR 8,000

C2000 C1000 January 1, 2016 EUR –8,000

T0000002 EUR 0.00

You select all data records and use to assign them to one another. In this way, you produce two separate document
groups. If you had assigned the documents using , all documents would have been assigned to the same document
group.

 Note
You can use an enhancement to set up additional main functions. Such functions then also appear in the toolbar of
the standard functions. You can use the same enhancement to deactivate individual standard functions.

5. To adjust the list of open items to meet your requirements, you can use to set a user-de ned view.

The standard display shows only selected standard functions of the ALV grid. To use the standard functions (such as sort
or set lter), call the context menu for the header of the columns displayed or choose (for example, the function for
exporting data in the display). You can also use to de ne whether the system displays all standard functions of the
ALV grid in the application toolbar.

You can use the following functions:

You can display the original document in the source system. This function is only available if the original document
comes from an SAP system and if you have set up the corresponding RFC connection.

You can create public and private notes and attachments.

You use to remove the assignment of documents to document groups.

You can adjust the size of the lower screen area for unassigned items.

Results

This is custom documentation. For more information, please visit the SAP Help Portal 38
 12/6/2023
Document groups with a difference amount are displayed in the lower screen area. For such groups, you can usually identify the
reason for the difference (for example, incorrect transaction currency, incorrect amount, or missing document on one side of
the business relationship). Document groups without difference amounts are not displayed with the standard settings.

 Note
In the lower screen area, you can also display document groups without differences.

In the case of documents that you cannot reconcile within a period, you can post any prepaid/deferred items to reduce the
differences at month end.

Reconciliation of G/L Accounts Without Open Item Management

The reconciliation of G/L accounts that relate to affiliated companies in the group and that are not managed on an one-item
basis covers the following steps:

G/L Accounts: Data Selection

G/L Accounts: Starting Automatic Assignment

Reconciling G/L Accounts Interactively

G/L Accounts: Data Selection

Use
You can reconcile G/L accounts that are not managed on an one-item basis (for example, accounts for reconciling expenses and
revenues). In a preparatory process step, you have the system select the data to be reconciled.

 Recommendation
During the closing phase, we recommend scheduling background processing to be executed at least once a day.

You can schedule background processing by choosing System Services Jobs Job De nition , or by using the
Schedule Manager or the Closing Cockpit.

Using data selection, you can estimate the data volume to be processed further during reconciliation and resolve any errors
that occurred.

Make the data selection using background processing.

Integration
The entire process for cross-system intercompany reconciliation comprises the following process steps (some of which are
mandatory, others optional):

This is custom documentation. For more information, please visit the SAP Help Portal 39
 12/6/2023

Overview of Process Steps

Prerequisites
You have made the necessary Customizing settings for the sender and reconciliation systems.

To make the Customizing settings, use the following menu path:

If you use classic General Ledger Accounting: Financial Accounting General Ledger Accounting Business
Transactions Closing Check/Count Cross-System Intercompany Reconciliation

If you use new General Ledger Accounting: Financial Accounting (New) General Ledger Accounting (New) Periodic
Processing Closing Check/Count Cross-System Intercompany Reconciliation

In particular, you have de ned a special purpose ledger in which the system only posts line items for which the trading partner is
speci ed and that are posted to accounts that you want to reconcile (expense and revenue accounts).

Features
The system uses the criteria speci ed to transfer the data to the reconciliation database. It then outputs a list containing the
number of data records transferred for each trading partner. Using this list, you can estimate the volume of data to be
processed further and view any errors in the data selection so that you can resolve them.

This is custom documentation. For more information, please visit the SAP Help Portal 40
 12/6/2023

Activities
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger Accounting Periodic
Processing Closing Check/Count Intercompany Reconciliation: Open Items Select Documents .

2. In all screen areas, you specify the criteria to be applied for selecting data for the reconciliation.

 Recommendation
If you implement the reconciliation process during the current scal year, we recommend building the dataset
gradually (such as on a monthly basis) to avoid performance problems. You can control this using Latest Document
Entry Date.

3. Choose .

The system determines the desired dataset and transfers the data from the operational systems to the reconciliation
database. The system outputs a log listing the number of data records for each trading partner.

G/L Accounts: Starting Automatic Assignment

Use
After the operational data has been transferred to the reconciliation database, start the automatic assignment of the data
records.

This is custom documentation. For more information, please visit the SAP Help Portal 41
 12/6/2023

Overview of Process Steps

 Note
For more information about the preceding data selection, see G/L Accounts: Data Selection.

Prerequisites
You have made the necessary Customizing settings for the sender and reconciliation systems.

To make the Customizing settings for General Ledger Accounting, use the following menu path:

If you use classic General Ledger Accounting:

Financial Accounting General Ledger Accounting Business Transactions Closing Check/Count Cross-System
Intercompany Reconciliation

If you use new General Ledger Accounting:

Financial Accounting (New) General Ledger Accounting (New) Periodic Processing Check/Count Cross-
System Intercompany Reconciliation

This is custom documentation. For more information, please visit the SAP Help Portal 42
 12/6/2023

Procedure
You can schedule a run to be performed in background processing (for recommendations concerning scheduling runs in
background processing, see Reconciling G/L Accounts in the Group (Cross-System)).

1. On the SAP Easy Access screen, choose the following paths:

Accounting Financial Accounting General Ledger Periodic Processing Closing Check/Count

Intercompany Reconciliation: Open Items Cross-System Intercompany Reconciliation Assign Documents
Automatically

2. In all screen areas, enter the data that you want to assign automatically.

 Caution
It is only possible to reconcile data interactively if it has previously been analyzed using automatic assignment.

3. Choose .

The system analyzes the selected data records using the rules de ned in Customizing.

Result
The system outputs a log with the number of analyzed and successfully assigned data records.

Reconciling G/L Accounts Interactively

Prerequisites
You have made the necessary Customizing settings for the sender and reconciliation systems.

To make the Customizing settings for General Ledger Accounting, use the following menu path:

If you use classic General Ledger Accounting:

Financial Accounting General Ledger Accounting Business Transactions Closing Check/Count Cross-System
Intercompany Reconciliation

If you use new General Ledger Accounting:

Financial Accounting (New) General Ledger Accounting (New) Periodic Processing Check/Count Cross-
System Intercompany Reconciliation

You have transferred operation data to the reconciliation database and have run the automatic assignment.

Context
After the automatic assignment, you can interactively reconcile any remaining, unresolved documents and trigger any
necessary adjustment postings.

This is custom documentation. For more information, please visit the SAP Help Portal 43
 12/6/2023

Overview of Process Steps

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger Periodic Processing
Closing Check/Count Intercompany Reconciliation: Open Items Cross-System Intercompany Reconciliation
Reconcile Documents Manually

2. In all screen areas, enter the data that you want to reconcile interactively.

3. Choose .

The system analyzes the selected data records and groups them in object groups as de ned in Customizing.

On the following screen, the left screen area displays a tree structure that you can minimize or restore using . The
tree structure shows the companies with their partners beneath them, and then the relevant object groups beneath
them.

 Note
Dependent on the Customizing settings, the system displays two or more (additionally de ned) object groups.

To change the view, you use the following functions:

This is custom documentation. For more information, please visit the SAP Help Portal 44
 12/6/2023

Symbol Meaning

The system shows or hides pairs of companies without

business relationships. No actions are required for the
corresponding business relationships.

The system shows or hides pairs of companies without

variances. No actions are required for the corresponding
business relationships.

The system shows or hides pairs of companies without

differences. The total contains no variances, but there are still
documents that are not assigned to a business transaction. To
check that all business transactions have been reconciled, you
should analyze the documents in detail.

The system shows or hides pairs of companies with

differences. Analyze the differences and make adjustment
postings.

The system outputs the information of the tree structure in a

list. You can structure the list according to your requirements
( lters, totals, subtotals, and so on) and send it by mail.

You can also de ne your user default settings:

You can x the width of the structure tree.

You can de ne a tolerance value and an associated currency. If the difference of an object subgroup is below the
tolerance value that you have de ned, the system does not include the subgroup in the program run. Any change
to the tolerance value does not take effect until you restart the program.

You can de ne a standard recipient for sent messages (for example, yourself if you want to receive a copy of any
correspondence).

4. In the tree structure, select one of the object groups. The system displays the data records of the selected pair of
companies.

Screen Areas

You can use the following main functions for interactive reconciliation:

This is custom documentation. For more information, please visit the SAP Help Portal 45
 12/6/2023

Symbol Meaning

After you have selected the affected data records, you use this
symbol to assign them to one another.

The assignment of data records corresponds to the assignment

of documents to a document group that should correspond to a
business transaction. A document group can contain any
number of documents (for example, outgoing invoices,
incoming invoices, and adjustment postings).

If the balance of the document group is not zero, the group

appears in the lower screen area.

If the balance of the document group is zero, it is not displayed

any more.

 Note
However, you can also show document groups that balance
to zero in the lower screen area.

After you have used this symbol to select one of the rules
de ned in Customizing, the system proposes a list of suitable
data records for assignment.

 Note
The suggested document groups do not always balance to
zero.

In the list of proposals, you can use to assign selected data

records to a business transaction. If you want to make such an
assignment, the system assigns the corresponding data
records to a new document group irrespectively of the
temporary document group displayed. For this reason, you
must analyze all assignment proposals before you accept the
proposed assignments. The suggested document groups do
not always balance to zero.

You can use to delete data records from the proposed

assignments displayed. The corresponding data records
remain in the worklist. At any time, you can return to the main
display. Any proposals that have not been con rmed remain in
the worklist.

In accordance with the Customizing settings, you use this to

identify the different processing statuses for documents in the
list.

When processing dispute cases, you can contact the relevant

processor. For this, you can use templates that you can adapt
to your requirements (available in different languages). You
choose the relevant recipient from the database of contact
persons.

In this way, you prepare the adjustment postings.

 Example
You use a rule that checks whether the document date, transaction currency, and transaction currency amount
match. The program proposes the following document groups:

This is custom documentation. For more information, please visit the SAP Help Portal 46
 12/6/2023

Group Company Partner Receipt Date Currency Amount

T0000001 C1000 C2000 December 31, EUR 5,000

2015

C2000 C1000 December 31, EUR -5,000

2015

C2000 C1000 December 31, EUR -5,000

2015

T0000001 EUR

T0000002 C1000 C2000 January 1, 2016 EUR 5,000

C1000 C2000 January 1, 2016 EUR 5,000

C2000 C1000 January 1, 2016 EUR -5,000

T0000002 EUR 5,000

You select the rst two data records and assign them to each other using . You then analyze the remaining data
records and establish that the document date was incorrect in the third document. You therefore select the third and
fourth data records and assign them to each other. If you select data records from one or more of the temporary
document groups proposed and con rm the proposals (using ), the system then assigns the selected data records
to new document groups in accordance with the proposal.

 Example
You use a rule that checks whether the document date, transaction currency, and transaction currency amount
match. The system proposes the following document groups:

Group Company Partner Document Date Currency Amount

T0000001 8,000

C2000 C1000 December 31, EUR –8,000

2015

T0000001 EUR 0.00

T0000002 C1000 C2000 January 1, 2016 EUR 8,000

C2000 C1000 January 1, 2016 EUR –8,000

T0000002 EUR 0.00

You select all data records and use to assign them to one another. In this way, you produce two separate document
groups. If you had assigned the documents using , all documents would have been assigned to the same document
group.

 Note
You can use an enhancement to set up additional main functions. Such functions then also appear in the toolbar of
the standard functions. You can use the same enhancement to deactivate individual standard functions.

5. To simplify the list of data records, you can use to set lters, sort data, or de ne a user-de ned view.

You can use the following functions:

This is custom documentation. For more information, please visit the SAP Help Portal 47
 12/6/2023
You can display the original document in the source system. This function is only available if the original document
comes from an SAP system and if you have set up the corresponding RFC connection.

You can create public and private notes and attachments.

You use to remove the assignment of documents to document groups.

You can adjust the size of the lower screen area for unassigned items.

The standard display shows only selected standard functions of the ALV grid. You access the standard functions (such as
sort or set lter) in the context menu for the header of the displayed columns or using (for example, export). You can
also use to de ne whether the system displays all standard functions of the ALV grid in the application toolbar.

Results
Document groups with a difference amount are displayed in the lower screen area. For such groups, you can usually identify the
reason for the difference (for example, incorrect transaction currency, incorrect amount, or missing document on one side of
the business relationship). Document groups without difference amounts are not displayed with the standard settings.

 Note
In the lower screen area, you can also display document groups without differences.

For documents that you cannot reconcile within a period, you can create prepaid/deferred items.

Examples: Automatic Assignment

With automatic assignment, documents with an identical reference number are assigned to each other (independently of the
Customizing settings). You then check the assignments and make any necessary adjustment postings.

The currencies differ

The partner document was posted with a different currency. You can use the communication functions to contact partner
company C2000 regarding reversing document 200000023 and reposting it with the correct currency and amount.

Group Company Partner Document Currency Amount Display Amount

number currency

2002 C1000 C2000 100000021 EUR 1,000.00 EUR 600.00

C2000 C1000 200000023 USD -1,500.00 EUR -1,250.00

2002 EUR -250.00

Amount Split Across Multiple Line Items

Group Company Partner Document number Currency Amount

2003 C1000 C2000 100000025 EUR 1,000.00

C2000 C1000 100000020 EUR 600.00

C2000 C1000 100000021 EUR 400.00

2002 EUR 0.00

This is custom documentation. For more information, please visit the SAP Help Portal 48
 12/6/2023

No Partner Documents for a Business Transaction

Group Company Partner Document number Currency Amount

2004 C1000 C2000 1000000121 EUR 1,000.00

C1000 C2000 1000000129 EUR 1,350.00

C1000 C2000 100000037 EUR 430.00

2004 EUR 2,780.00

Company C1000 has posted multiple documents for the same business transaction. The partner company has not posted any
documents yet.

Results of Automatic Assignment

Use
For the process ow and the results of automatic assignment, the following applies:

Prerequisites
You have de ned assignment rules in Customizing and started automatic assignment.

Features
Object Groups

Automatic assignment does not consider the assignment of documents to object groups; consequently, all documents of a
business relationship are analyzed. If you use multiple object groups, this can mean that the program splits document groups
across these object groups during interactive assignment.

 Example

Group Company Partner Document Currency Amount

2003 C1000 C2000 1000000121 EUR 500

2003 C1000 C2000 1000000127 EUR 1,350

2003 C2000 C1000 2000000342 EUR -500

If document C1000 1000000127 is assigned to a different object group to documents C1000 1000000121 and C2000
2000000342, document C1000 1000000127 is displayed in the Assigned Data Records screen area.

Exception

In the Customizing activity De ne Reconciliation Process Attributes, you can set the assignment mode to During Interactive
Reconciliation in the Data Assignment screen area. Making this setting has the following effects:

If you select an object group during interactive reconciliation, the program checks whether data selection has changed data
since the last automatic assignment. In the case of changes (or if you have not performed automatic assignment), the program

This is custom documentation. For more information, please visit the SAP Help Portal 49
 12/6/2023
analyzes the data records in automatic assignment and makes assignments to document groups using the rules for automatic
assignment. For this, the system only considers documents that the selected object group contains.

Automatic Assignment After Manual Assignment

Automatic assignment does not delete any assignments that were made either manually or in previous assignment runs.
However, documents are added to existing document groups.

This means that, if speci c automatic assignments were incorrect and you have deleted an assignment manually, automatic
assignment reinstates the original assignment. You can prevent this by changing the original documents so that the program
does not assign them to each other and then repeating data selection.

Alternatively, you can create a new assignment rule for automatic assignment, using the condition GRREF = GRREF (same
document group number). If you give this new rule an ID that ensures that the program rst processes this rule during
automatic assignment, no existing document groups are changed. However, this has the disadvantage that any adjustment
documents that were posted to eliminate differences are not added to existing document groups.

 Example
In automatic assignment, you use the rule that prevents changes to existing document groups. You use an automatic
assignment rule that assign documents with the same reference number to a document group.

Group Company Partner Reference number Currency Amount

2005 C1000 C2000 100145 1000 2015 EUR 1,000

C2000 C1000 100145 1000 2015 EUR –800

2005 EUR 200,00

The analysis of the business transaction establishes that the invoice reduction has been correctly applied. Company C1000
now posts a credit memo for EUR 200 and uses the correct reference number. Due to the rule relating to the same
document group number, the adjustment document is not assigned to the existing document group.

Document Groups with One Document

There are several reasons for there being document groups consisting solely of one document:

Other documents are assigned to another object group.

The other documents that were previously part of the document group have been cleared in the meantime and have
consequently been deleted from the data selection.

Nevertheless, these data records still appear as assigned because such document groups assist you in identifying the reasons
for differences (for example, a payment was posted by only one of the trading partners).

Sequence of Documents in Document Groups

The sequence of documents within a document group is purely coincidental. If two data records appear in the same row in the
Assigned Data Records screen area, this does not signify a stronger assignment than for the rest of the data records.

 Example

Group Company Document Currency Amount Partner Document Currency Amount

2003 C1000 1000000127 EUR 1,350 C2000 2000000342 EUR -500

This is custom documentation. For more information, please visit the SAP Help Portal 50
 12/6/2023

Group Company Document Currency Amount Partner Document Currency Amount

2003 C1000 1000000121 EUR 500 C2000 2000000343 EUR -1,000

2003 C1000 1000000129 EUR 1,000

Examples: Assignment Proposals

Use
With interactive assignments, you analyze the assigned and non-assigned documents from automatic assignment. To assign
documents to each other interactively, you can use assignment rules to generate assignment proposals.

Depending on your settings in Customizing, you can use different rules to create assignment proposals. On the basis of these
rules, you can generate assignment proposals in the interactive assignment and either accept, modify, or reject the proposals.

Documents with the Same Transaction Currency, Amount, and Document Date

You use this rule to assign documents to each other when their reference number has not been posted correctly and when they
have not been assigned by the automatic program run.

The program run uses these settings to create the following assignments, for example:

Group Company Partner Document Date Currency Amount

T0000003 C1000 C2000 December 31, 2015 EUR 1,000

C1000 C2000 December 31, 2015 EUR 1,000

T0000003 EUR 2,000

This document assignment is not useful; it was created as a result of the assignment of all documents that were posted by the
same organizational unit and have identical values in all elds contained in the rule. This rule is necessary in cases such as
follows:

Group Company Partner Document Date Currency Amount

T0000004 C1000 C2000 December 31, 2015 EUR 1,500

C1000 C2000 December 31, 2015 EUR 1,500

C2000 C1000 December 31, 2015 EUR -1,500

T0000004 EUR 1,500

The system cannot determine which of the pair of documents posted by C1000 is the document that needs to be assigned to
the documents that was posted. You have to analyze the documents using additional details and then decide which assignment
is correct.

Documents with the Same Transaction Currency and the Same Amount

You can use this rule to make assignments between documents for which the reference number was not posted correctly and
that consequently could not be assigned during automatic assignment.

Documents with the Same Amounts and Different Transaction Currencies

This is custom documentation. For more information, please visit the SAP Help Portal 51
 12/6/2023
You can use this rule to make assignments between documents for which the partner document was posted with the wrong
transaction currency. During posting, the system proposes a default value for the transaction currency. If the user does not
overwrite this default value, the document contains the incorrect transaction currency.

More Information
For more information, see the documentation on the Customizing activities.

Utility Programs

Use
The selection screens offer the following utility programs that you can use to assist you with your reporting:

List of Totals Records

You use this utility program to obtain an overview of the balances between affiliated companies. Furthermore, you can
use this program to send balance con rmations or to communicate any large differences to those responsible for
reconciliation.

List of Documents

You can use this utility program to display documents (for example, to check whether speci c documents were included
in a data selection).

Delete Transaction Data

You can use this utility program to delete from the reconciliation system any transaction data that you no longer require
and to set balances to zero. You do not need to have created any special purpose ledger for this.

Delete Transaction Data and Index Tables

You can use this utility program to delete from a reconciliation system any transaction data - including index tables - that
you no longer require for a special purpose ledger or for an entire table group of ledgers. For this utility program, you
need to have created a special purpose ledger. For more information, see the program documentation.

Recalculate Totals

You can use this utility program to recalculate totals when inconsistencies arise between totals records and documents.
This program is executed automatically after data selection. You can also use this program if differences between the
totals data and the document data occur, for example, as a result of transaction data having been deleted.

Development of Differences

You can use this utility program to check how differences have developed over time.

Features
Development of Differences

You can use this utility program to create snapshots of the current differences and then compare those snapshots against
those created previously.

Creation of Snapshots

To create a snapshot of current differences, proceed as follows:

This is custom documentation. For more information, please visit the SAP Help Portal 52
 12/6/2023
1. In all screen areas, enter the data for which you want to create a snapshot.

2. Select the Calculate Current Differences checkbox.

3. Choose .

 Recommendation
Create snapshots on a regular basis. You could, for example, add the creation of snapshots as a step in the job chain for
performing data selection and automatic assignment.

 Note
The amounts for snapshots are translated, using the current exchange rate, from the transaction currency to the default
display currency de ned in Customizing. The translated amount is entered into the snapshot. On the selection screen of this
program for analyzing the development of differences, you can specify a display currency for the current program run. The
program uses the current exchange rate to translate the snapshot amounts into the speci ed display currency.

Analysis of Snapshots

Once you have created one or more snapshots, you can analyze them in detail. For this, proceed as follows:

1. In all screen areas, specify the snapshots that you want to analyze.

2. Do not select the Calculate Current Differences checkbox.

3. Choose .

 Example
You would like to analyze the development of differences for a speci c business relationship within a given period. On the
selection screen, you specify the company, the trading partner, the year, and the period, and you then choose .

The program shows you all existing snapshots corresponding to the criteria speci ed. The different columns show the
development of the differences. Alongside each amount column, there is a column containing a symbol denoting how the
difference has changed. For more information, see the eld documentation.

 Note
In the Navigate column, there is an arrow for the last relevant entry of a business relationship. When you select this arrow,
the program calls up interactive reconciliation for the selected business relationship with the corresponding parameters
(year, period, and display currency).

You can use the standard functions for the ALV Grid to adapt the layout to your requirements. Note that the changes calculated
for the differences are based on the original sequence of the data records and are not adapted to the current display.

Furthermore, you can use the following functions:

If you have the relevant authorization, you can delete individual snapshots.

You can navigate to the display of the current status of the selected companies. From there, you can navigate to the log
display screen.

With , you can use a message template to send the selected data records to the default contact person of the
relevant companies or trading partners.

With , you can use a stored message template to send the selected data records to any recipient.

This is custom documentation. For more information, please visit the SAP Help Portal 53
 12/6/2023

Activities
To call these programs, choose the Utility Programs pushbutton in the selection screen of one of the programs for
intercompany reconciliation.

Comparing Balances in General Ledger Accounting Against

Stocks in Materials Management

Use
During year-end closing, you need to ensure that the stocks in Materials Management match the balances of the assigned
balance sheet accounts in new General Ledger Accounting. This function enables you to make a direct comparison between the
values at the account level and account assignment level and assists you in determining the source of any differences.

 Note
Differences at the account assignment level can arise if you change the assignment of an account assignment to a material
without transferring the relevant stocks accordingly. To clear such differences, contact Support.

Integration
If the material ledger is activated in the selected company code, the system uses the material ledger to determine the stocks in
Materials Management. If the material ledger is not activated, the system determines the stocks directly from the stock data in
Materials Management.

 Note
The system determines the stocks in Materials Management for the current point in time and without locking the individual
materials. Consequently, if stock values and stock quantities are updated or postings are made to G/L accounts during the
evaluation, differences could appear in the evaluation log.

Prerequisites
Account assignments for stock postings (as well as for special stocks) are derived from the material (standard logic as
per SAP Note 530578).

The posting periods (start and end date) selected for the speci ed ledger are structured identically in new General
Ledger Accounting and Materials Management.

A unique assignment to a G/L account assignment is speci ed in the materials master of the materials to be evaluated.

For evaluations at the account level, you have the following authorizations:

Accounting Document: Authorization for Company Codes

Accounting Document: Display Authorization for G/L Accounts

General Ledger Accounting: Display Authorization for Ledgers

Depending on which G/L account assignments are activated in the ledger speci ed and consequently applied in the
balance comparison, you have the following authorizations:

Accounting Document: Display Authorization for Business Areas

General Ledger Accounting: Display Authorization for Segments

This is custom documentation. For more information, please visit the SAP Help Portal 54
 12/6/2023
Authorization Check on Area of Responsibility (Pro t Center)

Features
Balances are compared using a company code for a speci ed scal year and a speci ed ledger in General Ledger Accounting.
You can restrict the selection further by specifying posting periods or G/L accounts. If the material ledger is not activated in the
company code speci ed, you can only compare balances for the following posting periods:

Current posting period

Previous posting period

Last posting period of the previous year

Determining Stock Values and Balances

The system determines the stocks in Materials Management and the balances in new General Ledger Accounting for the local
currencies used in the material master. The following stock types are considered for the stocks:

Material Stock Valuation

Order Balance Valuation

Project Balance Valuation

Subcontracting Balance Valuation

Depending on which account assignments are activated in the speci ed general ledger, the system additionally differentiates
the values at the level of the following G/L account assignments:

Business area

Pro t center

Segment

If necessary, you can apply additional G/L account assignments in the evaluation. You de ne G/L account assignments in
Customizing for Financial Accounting (New) under General Ledger Accounting (New) Tools Customer Enhancements
Business Add-Ins (BAdIs) Master Data Enhancement for Balance Reconciliation Between General Ledger and Materials
Management .

Displaying the Evaluation Log

The system compares the values determined for the stocks in Materials Management against the balances in new General
Ledger Accounting at the G/L account level as well as at the level of the relevant G/L account assignments.

To display further details, you can navigate from the evaluation log to the G/L Account Balance Display or to the display screen
for material master data.

 Note
You can either display the evaluation log directly or alternatively run the balance comparison in the background and save for
the log to be displayed later. It is useful to save the log in cases when you want to evaluate previous posting periods at a
later date.

Activities

This is custom documentation. For more information, please visit the SAP Help Portal 55
 12/6/2023
To compare stocks against balances, go to the SAP Easy Access screen and choose Accounting Financial Accounting
General Ledger Periodic Processing Closing Check/Count Balance Reconciliation: General Ledger Accounting -
Materials Management .

Foreign Currency Valuation

Use
To create your nancial statements, you have to perform foreign currency valuation. Foreign currency valuation covers the
following accounts and items:

Foreign currency balance sheet accounts , that is, the G/L accounts that you manage in foreign currency.

The balances of the G/L accounts that are not managed on an open item basisare valuated in foreign currency.

Open items that were posted in foreign currency.

Open items that are open on the key date are valuated in foreign currency.

In foreign currency valuation, you have the following options:

You can perform the valuation in local currency (that is, company code currency) or a parallel currency (for example,
group currency).

You can also use different valuation methods (for example, lowest value principle).

If you translate additional currencies from the local currency, foreign currency valuation automatically performs a
currency translation in accordance with FASB 52 (US GAAP).

 Caution
You can only perform a valuation run once for each valuation area for a speci c key date.

Prerequisites
You have made the following settings in Customizing:

You have de ned exchange rates.

For more information, see Exchange Rates .

You have made the settings in Customizing for new General Ledger Accounting under Financial Accounting (New) General
Ledger Accounting (New) Periodic Processing Valuate

De ne Valuation Methods

You have de ned a valuation method here.

De ne Valuation Areas

Here, you have de ned a valuation area and assigned a valuation method to it.

Assign Accounting Principle to Valuation Area

If you are using parallel ledgers, you have assigned to the valuation area an accounting principle that is also assigned to
a ledger group.

This is custom documentation. For more information, please visit the SAP Help Portal 56
 12/6/2023
The exchange rate differences from the parallel valuation are posted in this valuation area. If you perform parallel
valuation with a different valuation method to the rst valuation, you do not have to reverse the postings of the rst
valuation. This information is then available for subsequent closing operations, for example Transferring and Sorting
Receivables and Payables

Foreign Currency Valuation Prepare Automatic Postings for Foreign Currency Valuation

Here, you have de ned the expense and revenue accounts for exchange rate differences from valuations. For payables
and receivables accounts, you additionally need to have de ned the nancial statements adjustment accounts.

Features
Foreign currency valuation comprises the following functions:

Valuating Foreign Currency Balance Sheet Accounts

Valuation of Open Items in Foreign Currencies

Saving the exchange rate differences determined from the valuation per document

Posting account assignments in valuation documents:

If you use document splitting , the valuation documents are posted with the account assignments that you have
de ned in Customizing as document splitting characteristics.

For balance valuation, you can de ne additional account assignment characteristics. These characteristics are
always updated (even if you do not use document splitting). You de ne the additional account assignment
characteristics in Customizing for foreign currency valuation under De ne Additional Account Assignments for
Balance Valuation . For more information, refer to the documentation on this IMG activity.

Performing the required adjustment postings

 Note
The following topics describe how you perform foreign currency valuation using a program and how you post valuation
differences. You can also make these postings manually. From the SAP Easy Access screen, choose Accounting
Financial Accounting General Ledger Document Entry Valuate Foreign Currency.

Activities
You can use either program FAGL_FC_VALUATION or program FAGL_FCV for foreign currency valuation. Not only does
program FAGL_FCV comprise all of the functions offered by program FAGL_FC_VALUATION , it also offers additional functions.

To use program FAGL_FC_VALUATION, go to the SAP Easy Access screen and choose Accounting Financial
Accounting General Ledger or Accounts Receivable/Accounts Payable Periodic Processing Closing Valuate
Foreign Currency Valuation (New).

To use program FAGL_FCV for the rst time, you execute it directly (transaction FAGL_FCV ). Once you have performed
the program in an update run in a given client, the system automatically launches program FAGL_FCV the next time
that program FAGL_FC_VALUATION is called.

 Caution
It is not possible to use both programs concurrently in the same client.

For more information on the individual functions and on using the programs, see the program documentation.

This is custom documentation. For more information, please visit the SAP Help Portal 57
 12/6/2023

Valuation Methods

De nition
Cross-chart of accounts speci cation that contains the valuation approach to be used for performing a foreign currency
valuation as part of the closing operations, for example, according to the lowest value principle.

Use
To perform a foreign currency valuation in new General Ledger Accounting, you need to have speci ed in Customizing which
valuation method is applied.

You de ne valuation methods in the Implementation Guide for Financial Accounting (New)underGeneral Ledger Accounting
(New) Periodic Processing Valuate De ne Valuation Methods .

Structure
In a valuation method, you make the following speci cations for the foreign currency valuation:

The valuation procedure to be used, for example, lowest value principle

How the exchange rate differences determined should be posted, for example, which document type should be used

The basis on which the exchange rate should be determined, for example, which exchange rate type should be used.

Integration
Under the above path in Customizing, you assign a valuation method to a valuation area.

 Note
For more information, see Foreign Currency Valuations .

Valuating Foreign Currency Balance Sheet Accounts

Use
Your foreign currency balance sheet accounts are valuated as part of the foreign currency valuation:

The balance, that is, the foreign currency balance of the G/L account managed in the foreign currency, forms the basis of
the valuation for each foreign currency and foreign currency balance sheet account.

The result of the valuation is posted to the valuated account or to an adjustment account.

The exchange rate pro t or loss from the valuation is posted as an offsetting posting to a separate expense or revenue
account for exchange rate differences.

 Example
The balance of your xed term deposit account (foreign currency balance sheet account) has a balance of 1,000 USD
and 1,700 EUR (see the following gure, 1 ). An exchange rate devaluation occurs at the time of the valuation. The
account balance is now valuated with an exchange rate of 1.6300. The valuation programs posts the exchange rate

This is custom documentation. For more information, please visit the SAP Help Portal 58
 12/6/2023
difference to the xed term deposit account and to the account for exchange rate differences (see following gure, 2
).

 Note
As a result of the valuation, a difference arises in your local currency. However, only postings in the foreign currency
speci ed in the master record (account currency) can be made to foreign currency balance sheet accounts. The
exchange rate difference is therefore posted with a foreign currency amount of zero and a local currency amount
equal to the exchange rate difference.

Prerequisites
To valuate your foreign currency balance sheet accounts, you need to de ne your expense and revenue accounts for exchange
rate differences. You can group your foreign currency balance sheet accounts and de ne for each group expense and revenue
accounts for exchange rate differences.

You group the accounts using an exchange rate key in the master record of the foreign currency balance sheet accounts. In
Customizing, assign the expense and revenue accounts for exchange rate differences to this exchange rate difference key.

Make this setting in the Implementation Guide for Financial Accounting (New) under General Ledger Accounting (New)
Periodic Processing Valuate Foreign Currency Valuation Prepare Automatic Postings for Foreign Currency Valuation.
(For more information, see also under "Example").

 Note
For more information on the Customizing settings, see Foreign Currency Valuation .

Features
You have the following options when de ning the expense and revenue accounts for exchange rate differences:

If you perform parallel valuations with different valuation methods, you can also use your account determination from
the valuation of open items in foreign currency for a speci c G/L account. To do this, enter the G/L account in the

This is custom documentation. For more information, please visit the SAP Help Portal 59
 12/6/2023
account determination for the valuation of open items in foreign currency. If you have implemented parallel ledgers, the
balance of the account is read from the ledger in question and valuated.

You can reset the valuations. By doing so, you recreate the status before the valuation run, that is, all valuations posted
are set to zero by an inverse posting. To reset the valuations, enter the same selection criteria for the valuation run to be
reset and set the Reset Valuations indicator.

 Note
However, the valuations are only reset when a valuation is performed for the same key date and with the same
valuation area. If an item is not valuated for that key date, it is not possible to reset the valuation for the item.

You can subsequently reverse the valuation of the balances. For this, set the Reverse Postings indicator.

Activities
To perform foreign currency valuation and to post the valuation difference, go to the SAP Easy Accessscreen and
chooseAccounting Financial Accounting General Ledger Periodic Processing Closing Valuate Foreign Currency
Valuation (New) or call program FAGL_FCV.

To subsequently reverse the postings generated during foreign currency valuation, select the same report.

In the area For G/L Account Balance Valuation on the Foreign Currency Valuation selection screen, set the Reverse
Postings indicator. (This indicator does not affect how open items are valuated).

To perform foreign currency valuation manually, go to the SAP Easy Access screen and choose Accounting Financial
Accounting General Ledger Posting Valuate Foreign Currency.

For more information about the available programs, see Foreign Currency Valuation .

Example
Customizing for exchange rate difference using exchange rate difference key

You want to analyze the exchange rate pro ts and losses arising on foreign currency balance sheet accounts and securities
accounts in USD separately. To do this, you create in Customizing separate expense and revenue accounts for exchange rate
differences for these USD accounts. You create a joint expense account and joint revenue account for exchange rate differences
for all other currencies. You can include the currency and the type of asset (for example, foreign exchange or security) in the
exchange rate difference key.

Exchange rate difference key Description

1USD Foreign exchanges in USD

1 Foreign exchanges in other currencies

2USD Securities in USD

2 Securities in other currencies

This example would require the following IMG entries in the activity Prepare Automatic Postings for Foreign Currency Valuation
in the process Exch. Rate Diff. using Exch. Rate Key :

This is custom documentation. For more information, please visit the SAP Help Portal 60
 12/6/2023

Valuation of Open Items in Foreign Currencies

Use
All open items in foreign currency are valuated during foreign currency valuation:

The individual open items of an account in foreign currency form the basis of the valuation, that is, every open item of an
account in foreign currency is valuated individually.

The total difference from all the open items in an account is posted to a nancial statement adjustment account. The
account therefore retains its original balance.

The exchange rate pro t or loss from the valuation is posted as an offsetting posting to a separate expense or revenue
account for exchange rate differences.

 Example
You have posted a receivable in the amount of 1,000 USD, at an exchange rate of 1.7000. The local currency is EUR.
The system saves the receivable in local currency in the customer and receivables accounts (1,700 EUR) (see
following gure, 1 ).

An exchange rate devaluation occurs at the time of the valuation, and the exchange rate is now 1.6300. The
receivable of EUR 1,700 remains on the receivables account. The program posts the reduction to the receivable (70
EUR) to a nancial statement adjustment account and the exchange rate difference to the account for exchange rate
differences from the valuation as an offsetting posting (see following gure, 2 ).

The receivables account and the relevant nancial statement adjustment account are reported in one item in the
nancial statements. This means that the amount of the receivable in the nancial statements is the valuated
amount (1,630 EUR).

This is custom documentation. For more information, please visit the SAP Help Portal 61
 12/6/2023

Prerequisites
To valuate your foreign currency balances, you must de ne certain accounts. You de ne these accounts per reconciliation
account:

Expense and revenue accounts to which the exchange rate differences from the valuation are posted

A nancial statement adjustment account , reported in one nancial statement item with the valuated account. The
valuation is therefore not performed in the account itself but posted instead to a separate account. This is necessary
because the accounts for receivables and payables, for example, are only updated by postings to the customer and
vendor accounts. However, valuation must be performed in the G/L account area for the relevant reconciliation
accounts.

You de ne the required accounts in the Implementation Guide under Financial Accounting (New) General Ledger
Accounting (New) Periodic Processing Valuate Foreign Currency Valuation Prepare Automatic Postings for Foreign
Currency Valuation.

 Note
When valuating open items, you can con gure account determination according to the currency type. In this way, currency
gains in the local currency and in the group currency are posted to separate accounts, for example.

Features
You have the following options for valuating open items in foreign currency:

Saving the exchange rate difference per valuation area

In addition to the posting, the exchange rate differences are saved per document. This information is then available for
subsequent evaluations, for example for Transferring and Sorting Receivables and Payables

Unrealized exchange rate differences

This is custom documentation. For more information, please visit the SAP Help Portal 62
 12/6/2023
When you valuate open items in foreign currency, the exchange rate difference determined is posted as an
unrealized exchange rate difference.

Realized exchange rate differences

For an incoming payment, that is, when you are clearing open items, the current exchange rate is determined.
Since the exchange differences that were not realized are reversed, the full exchange rate difference is posted as
realized.

Resetting exchange rate difference postings

You can reset the valuations. By doing so, you recreate the status before the valuation run, that is, all valuations posted
are set to zero by an inverse posting. To reset the valuations, enter the same selection criteria for the valuation run to be
reset and set the Reset Valuations indicator.

 Note
However, the valuations are only reset when a valuation is performed for the same key date and with the same
valuation area. If an item is not valuated for that key date, it is not possible to reset the valuation for the item.

Reversing exchange rate difference postings

The posted exchange rate differences are automatically reset on the speci ed reversal date or reversal period by an
inverse posting after the valuation run.

Activities
To perform a foreign currency valuation, go to the SAP Easy Access screen and choose Accounting Financial Accounting
General Ledger or Accounts Receivable/Accounts Payable Periodic Processing Closing Valuate Foreign Currency
Valuation (New) or call program FAGL_FCV . For more information about this program, see Foreign Currency Valuation .

Currency Translation

Use
You can translate your account balances from local currency into group currency. The translation is performed in accordance
with FASB 52 (US GAAP) or IAS. However, you can also perform the currency translation for other currency types.

Integration
In General Ledger Accounting, you can only perform a currency translation as part of the foreign currency valuation .

Prerequisites
You have performed a foreign currency valuation and have made all the settings for it in Customizing (see Foreign
Currency Valuation ).

You have de ned account determination for the translation in Customizing for Financial Accounting (New) . To do this, in
the Implementation Guide for Financial Accounting (New),chooseGeneral Ledger Accounting (New) Periodic
Processing Valuate Foreign Currency Valuation De ne Account Determination for Currency Translation .

On the basis of the nancial statement version, you can de ne different exchange rate types for each nancial
statement item and thereby different exchange rates for the valuation.

This is custom documentation. For more information, please visit the SAP Help Portal 63
 12/6/2023

Features
The account balances are translated from local currency into group currency.

Activities
To perform a currency translation, from the SAP Easy Access screen, choose Accounting Financial Accounting
General Ledger/Accounts Receivable/Accounts Payable Periodic Processing Closing Valuate Currency
Translation of Balances.

In the general selection data, enter a valuation area (for translation into group currency, for example, enter the valuation
area with your group currency).

Multi Currency Accounting

Use
You can use Multi Currency Accounting (MCA) to manage all accounts in their original currency and can make central valuations
of FX position accounts rather than in the individual balance sheet accounts. The FX positions document the currency risk and
show currency uctuations separately from operational pro ts and losses.

You can:

Transform your foreign currency pro ts and losses in the functional currency to the corresponding FX positions.

Use one or more FX position(s) to control currency exposure in the different company codes.

Valuate FX positions for all non-functional currencies.

The system creates the MCA balance sheet based on the balances in the original currency.

You can maintain the general ledger in up to three currencies.

The balance sheet currency (functional currency) is the currency in which the FX positions are to be valuated. For example, in
countries where there is high in ation, the bank may want to use the local currency for the balance sheet but another, more
stable currency for the valuation of all FX transactions. You can use a third currency for group reporting purposes.

The functional currency is the currency in which the bank has its FX positions and against which the bank valuates these
FX positions.

The concept of the functional currency means that the bank can determine its current risk from FX transactions at any
time (also during a day).

For banking purposes, the transaction currency is a balancing unit (all balances in the transaction currency must equal
0). If the "currency limit" is exceeded, this results in a currency risk.

Long term valuation of FX positions in the functional currency shows the changes and the risk to the bank.

This means that you can manage FX positions and show them in a multicurrency general ledger, which enables you to determine
the currency risk. MCA contains functions for valuating FX positions and for creating the general ledger in the functional
currency. You can manage both bank transactions in foreign currency and transactions shown in the foreign currency that
results from performing a service (also known as implcit FX swap).

This is custom documentation. For more information, please visit the SAP Help Portal 64
 12/6/2023
For the purposes of accounting, taxation, and reporting, it is necessary to calculate the corresponding amounts in functional
currency for revenues and expenses that are displayed in currencies that are not the functional currency. The amount in
functional currency must be frozen, or "locked". This enables you to diferentiate between the pro t or loss from the transaction
itself and the pro t or loss that results from exchange rate uctuations.

After the system locks the amounts in functional currency, the FX position accounts must show and valuate the FX pro t or loss.
Currency valuation does not affect the amount in functional currency on pro t and loss accounts. This means that the system
must use the FX position accounts to transform the FX pro t or loss into the functional currency. The system posts the
transformation to the corresponding accounts (source account in foreign currency, target account in target currency).

An audit trail leads back to the source amounts and original currency of the pro t or loss.

You transfer the balances from all pro t and loss accounts at regular intervals (daily, monthly, or at least at the end ofthe scal
year) and copy the balances to a balance sheet account (temporary or retained earnings).

MCA Process in FI-GL

1. Source System

You can connect MCA to a source system such as SAP Bank Analyzer (AFI) or to other external systems, and then either
import transaction data from your source system into the SAP system or enter the data manually.

2. MCA Data Transfer

In this step , the system calculates in the functional currency the pro t or loss amount that resulted from transactions
that are displayed in a currency other than the functional currency. Data transfer is executed using the 6-pack adapter.
(You can enter individual transactions manually and adjust the position accounts)

3. P&L processes

P&L Lock

This is custom documentation. For more information, please visit the SAP Help Portal 65
 12/6/2023
Process for locking the equivalent values for pro t and loss postings by posting a valuation result on a key date.
You lock the FX amount by using the exchange rate on a speci c date. The system xes the operational pro t or
loss.

P&L Close

Process for transferring a balance or individual item from a P&L account to a balance sheet account. You close
the pro t and loss accounts and transfer their balances to the corresponding balance sheet account. If you close
pro t and loss accounts on the same day on which you transfer the carryforward, you can execute closing and
carryforward in one step.

P&L Transformation

Process for transforming all balances or individual items from a source account to a target account (P&L account). The
system converts into the functional currency any account balances or individual items that are not in the functional
currency and then posts them to a speci c target account. You transform the FX pro t or loss into the functional
currency and post the amounts to accounts in the functional currency. This closes all foreign currency positions and is
equivalent to posting a FX swap. The system then transfer posts the balances from the FX pro t and loss accounts to
the FX position accounts in the balance sheet. The system then executes transformation of the totals in functional
currency to documents.

4. Valuation

You valuate the FX positions dependent on the valuation scheme that you use. The valuation schemes differ in the way
that they handle exchange rates and postings.

FX Position Account Valuation [FXV]

The system posts FX pro ts and losses as amounts in the functional currency. During FX position account valuation, the
system posts the pro ts/losses in functional currency back to the position accounts after the balances in the
local/functional currencies have been updated for all foreign currencies.

Monetary Asset Revaluation [MAR]

This is classical valuation of cash account items that are issued in foreign currencies. They are translated into the
functional currency using the exchange rate that was valid on the reference date. The difference between the new value
and the value on the previous reference date is the currency translation difference.

5. Reports

The following reports are available in MCA:

Balance report

Balance sheet report

Check reports

 Note

Note the use of the following indicators:

The balances in local currency only indicator cannot be selected otherwise the foreign currency balance will be stored
immediately in the database as the local currency balance. This would result in the foreign currency balances in the
database (GLT0, FAGLFLEXT, and so on) not being zero.

You cannot select the Management of Open Items indicator for position accounts and equivalent value accounts
because they are not clearing accounts.

This is custom documentation. For more information, please visit the SAP Help Portal 66
 12/6/2023
We recommend that you select the Line Item Display indicator so that you receive all information about the individual
items.

 Caution
Preparation of Productive Startup: MCA Document References

When you reset the company codes, the FI report SAPF020 deletes the MCA document references. In MCA, there is no
speci c transaction for this purpose.

Implementation Considerations
If you use New General Ledger for Financial Accounting, choose the following path in Customizing: Financial Accounting (New)
General Ledger Accounting (New) Periodic Processing Multi Currency Accounting.

If you use classic General Ledger for Financial Accounting, choose the following path in Customizing: Financial Accounting
General Ledger Accounting Business Transactions Closing Multi Currency Accounting

General Functional Overview

Use

Features
MCA posting scheme

You use the MCA posting scheme to de ne how and where the equivalent value of a MCA posting is made. (Customizing)

MCA Variant

You use the MCA variant to de ne your own accounting principles in Customizing and to assign them to several company codes.
The MCA variant ensures consistent, identical accounting principles across all company codes. (Customizing)

MCA Key

In Customizing, you de ne the process types for every process category. You use this assigned MCA key to enhance the G/L
account master data and control the MCA processes. (Customizing)

You can use the following process categories for processing:

P&L processes

P&L Lock [PLL]

P&L Close [PLC]

P&L Transformation [PLT]

FX Position Account Valuation [FXV]

Monetary Asset Revaluation [MAR]

FX Restatement [FXR]

Adjustment of FX Position Account [FXA]

This is custom documentation. For more information, please visit the SAP Help Portal 67
 12/6/2023
Adjustment of Implicit FX Transactions [IFX]

To de ne the general ledger accounts that participate in MCA processes, you must make the following settings:

1. Choose the transaction Edit G/L Account: Centrally (FS00), the Control Data tab page, and save the MCA key of the
corresponding general ledger account.

2. In Customizing for Financial Accounting (New) General Ledger Accounting (New) Periodic Processing Multi
Currency Accounting (New) General Settings De ne MCA Key .

This de nes the accounts that participate in MCA processes.

Chart of accounts

MCA uses the Multi-GAAP [BKMG] chart of accounts.

You de ne the chart of accounts in transaction OB13 List of All Charts of Accounts.

FX Positions

You can create different types of FX positions to reproduce the origin of the FX positions.

You can determine the department that created the FX position.

You can determine the valuation pro ts and losses that are displayed according to different accounting principles.

You can compare balance data with other data sources.

MCA Run Administration

You use MCA run administration to manage MCA processes that occur periodically.

Document Entry

You can enter all relevant FX transactions in the transaction currency. The system outputs the operational pro t or loss in the
transaction currency. At a de ned point in time, the system xes the transaction currency in the functional currency.

MCA Journal

You can create several FI and/or MCA documents on one screen.

FX Swap

You can execute FX swaps manually. Each business transaction must contain two different currencies. If one of the
currencies is the transaction currency, then it is a FX swap between the foreign currency and functional currency;
otherwise it is a FX swap between two foreign currencies.

If you use the 4-pack posting scheme, the system automatically generates relevant postings in the equivalent value
accounts.

The system posts the FX swaps automatically to the position accounts.

Adjustment of FX Positions

You can enter all documents manually for FX postings including postings to position accounts and equivalent value
accounts. You can also correct errors in FX position accounts.

 Note
You also have the possibility to park postings for all of these options.
This is custom documentation. For more information, please visit the SAP Help Portal 68
 12/6/2023

You can post the documents in both MCA and ledger-speci cally in the new General Ledger. You can also execute single
reversals or mass reversals.

Periodic Tasks

You can execute the following periodic tasks:

Pro ts and Losses

You can lock, close, and transform P&L accounts, both document-based and balance-based.

Valuation

You can make valuations of the position accounts and balance sheet accounts and execute a restatement.

Adjustment of Implicit FX Transactions

You can enhance the FI postings that represent implicit FX swaps by making MCA-speci c postings to FX positions.

Balance carryforward

At the end of the scal year, you can carry forward the account balances of FX positions and initialize the FX positions.

 Note
You can aggregate all posting results from the periodic tasks. This means that you can display FX positions in an
aggregated form so that it is possible to calculate currency uctuations separately from operational pro ts and
losses.

Reports

MCA Balance Sheet

You use this report to create the balance sheet and nancial statement for a speci ed reporting period within a
scal year, with absolute and relative comparisons to a de ned comparison period. In MCA, the original currency
balances serve as the basis for translation into the desired display currency.

MCA G/L Account Balances

The G/L account balance list shows the balance carryforward at the start of the scal year, the total of the
carryforward period, the debit and credit totals of the reporting period, and the nal balance of the reporting
period. In MCA, the original currency balances serve as the basis for translation into the desired display currency.

MCA Validation Check

You use the MCA validation check to check whether the exchange rates are plausible, the postings are complete, and
that close and transformation of pro t and loss accounts was successful. You can also run a report to check whether all
relevant Customizing settings are correct.

Exchange Rates

You can display and edit market data exchange rates to represent the relationship between two currencies. The market data
exchange rate enables processing of exchange rates (transaction /BA1/F4_FX_02) with a maximum of 4 places before the
decimal point and 11 decimal places while also using conversion factors.

You can use document types for FI documents to de ne whether you want to use market data exchange rates or classic
currency translation. When creating FI documents, you can use market data exchange rates to enter exchange rates with a
total of 28 positions (14 places before the decimal point and 14 places after the decimal point).

This is custom documentation. For more information, please visit the SAP Help Portal 69
 12/6/2023
Tools

You can use foreign data transfer to:

Convert data

Manage data transfers

Postprocess data transfers

Authorizations

You use the following individual roles to control user authorizations:

Multi Currency Accounting: Expert

Multi Currency Accounting: Display

See also: SAP Library under SAP ERP Security Guide SAP ERP Central Component Security Guide Financial
Accounting General Ledger Accounting (FI-GL) Authorizations

MCA Posting Scheme

Use
You can create different types of FX positions. You can use them to:

Identify the origin of a FX position.

Enter the department responsible for the position.

Output pro t and loss valuations for different accounting principles.

Compare balance data with other data sources.

Posting schemes record every translation from one transaction currency into another and ensure that the debits and credits for
every currency result in a zero balance.

In some countries, you must post the equivalent values in functional currency to separate accounts for every single foreign
currency. You post the equivalent values to equivalent value accounts to show that the debits and credits clear each other.
These accounts are also used as the basis for the valuation of FX positions.

Features
You use the MCA posting scheme to de ne how and to where the system is to post the equivalent value of a MCA posting. The
following MCA posting schemes exist:

Backpack

If you use the backpack posting scheme, the system posts foreign currencies and their equivalent values to the FX
position account.

4-Pack

If you use the 4-pack posting scheme, the system posts foreign currencies and their equivalent values to separate
equivalent value accounts.
This is custom documentation. For more information, please visit the SAP Help Portal 70
 12/6/2023
6-Pack Adapter

MCA data transfer can convert data delivered in 6-pack format from a source system into the 4-pack posting scheme.

Example
In France, it is obligatory to use equivalent value accounts, and the valuation of foreign currencies is regulated in articles 2 and 6
of Comité de la Réglementation Bancaire et Financière“ (CRBF) - regulation no. 89-01.

The posting schemes lead to identical valuation results. To ensure data consistency, you can only use one posting scheme in a
MCA variant. If you use position accounts, but do not report equivalent values in the functional currency to separate accounts
and it is sufficient to display this information in the line items of the documents, then use the backpack posting scheme. If you
use position accounts and want to display the equivalent values in the functional currency in separate equivalent value accounts
for every relationship between the transaction currency and the functional currency, then use the 4-pack posting scheme.

MCA Posting Scheme: Backpack

Use
In the backpack posting scheme, you represent the equivalent values in the functional currency in one of the local currencies
(LC1, LC2, or LC3), which represent the fucntional currency in every posting to the FX position accounts. This process
corresponds to the treatment of FX transactions in the standard functions of SAP Financial Accounting.

Example
This value is the original value of the FX position and is used for valuation of the FX position. The equivalent values of position
accounts must always balance to zero. In the backpack scheme, the system records equivalent values in functional currency in
the same accounts as the values in transaction currency. This corresponds to the standard system in SAP Financial Accounting.

The bank buys 1,000 USD and sells 990 CHF. The functional currency of the bank is EUR.

MCA Posting Scheme: 4-Pack

Use

This is custom documentation. For more information, please visit the SAP Help Portal 71
 12/6/2023
In the 4-pack posting scheme, the system records the equivalent values in the functional currency in the equivalent value
accounts and thus represents the purchase rate for FX positions.

If you post an FX swap, the system divides the transaction into two separate transactions, one for each currency.

Each transaction is mapped against the functional currency.

This results in six journal entries.

Each posting in transaction currency on the position account has an equivalent value in functional currency.

This equivalent value represents the acquisition price of the foreign currency position in functional currency.

The FX position is valuated using the equivalent value in the functional currency.

The equivalent values in the functional currency must balance to zero.

The equivalent values in functional currency are recorded on equivalent value accounts.

The sum of the balances of all equivalent value accounts is the bank's currency exposure measured in functional
currency.

Example

The bank buys 100 USD and sells 10,000 JPY. The functional currency of the bank is EUR.

MCA Run Administration

Use
MCA run administration [GMCA_RUNADM] serves as the central store for the data from MCA runs and their attributes. You can
use MCA run administration to check MCA processes and MCA and FI documents

This is custom documentation. For more information, please visit the SAP Help Portal 72
 12/6/2023
All MCA processes that generate accounting documents also generate entries in run administration.

You use MCA run administration to check which periodic and non-periodic processes were executed or reversed already. You can
go from run administration directly to the MCA and FI documents. You can reverse processes directly from run administration.
MCA run administration creates a central log of the technical information about a periodic or non-periodic run and the
generated documents. You can view detailed information about individual positions down to document level, the run
parameters, and a valuation summary for valuation processes.

Features
Below is a list of the periodic MCA processes and manual document entry processes that you can manage centrally in MCA run
administration:

Periodic Tasks

P&L Lock

P&L Close

P&L Transformation

FX Position Account Valuation

Monetary Asset Revaluation

Restatement

Position Account Adjustments (adjustment of functional currency is possible)

Adjustment of Implicit FX Transactions

Manual Document Entry

MCA Journal

FX Swap

Correction of Position Account (correction of all currencies is possible)

Document Entry

Use
You use the functions for manual creation of FX documents to create business transactions that are not covered by the
productive systems and to correct postings that were imported from source systems and could not be corrected at source. You
can use MCA to create the following documents manually in foreign currencies:

MCA Journal

FX Swap

Adjustment of FX Positions

For each of these options, you can park and simulate the documents and create different layouts according to your
requirements.

Traffic light symbols in document entry

This is custom documentation. For more information, please visit the SAP Help Portal 73
 12/6/2023

Color Meaning

Green If the debit and credit sides both balance to the same
amount.

Yellow If the balance was not determined yet.

Red: If the debit and credit sides do not balance.

Integration
These functions do not replace the functions for manual document entry in general ledger accounting.

The data that you de ned as obligatory information for general ledger documents are also obligatory for documents created in
Multi Currency Accounting.

Features
You can create FX documents manually in the following transactions.

On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Document Entry.

Create MCA Journal [FBMCA01J]

In this transaction you can use one journal to represent several similar transactions that are in different currencies.

See also: Create MCA Journal

Create MCA Journal for Ledger Group [FBMCA01JL]

This transaction has the same function as Create MCA Journal except that you can de ne a ledger group. If you do not
specify a ledger group, the function (such as posting) is executed for all ledgers, that is for the leading ledger and all
ledgers assigned in the company code.

See also: Create MCA Journal for Ledger Group

Create FX Swap [FBMCA01S]

You use this transation to post FX swaps. You enter all required transaction data manually, including the currencies,
amounts and exchange rates, but the system generates the postings automatically in the FX position accounts and
equivalent value accounts.

See also: Create FX Swaps

Create FX Swap for Ledger Group [FBMCA01SL]

This transaction has the same function as Create FX Swaps except that you can de ne a ledger group. If you do not
specify a ledger group, the function (such as posting) is executed for all ledgers, that is, for the leading ledger and all
ledgers assigned in the company code. See "Create FX Swap for Ledger Group".

Correct FX Position [FBMCA01A]

You use this transaction to create manually all line items that belong to a FX posting, including postings to position
accounts and equivalent value accounts. You can also use this function to correct errors that cannot be corrected
elsewhere.

See also: Create FX Position Adjustment

Create FX Position Adjustment for Ledger Group [FBMCA01AL]

This is custom documentation. For more information, please visit the SAP Help Portal 74
 12/6/2023
This transaction has the same function as Correct FX Position except that you can de ne a ledger group. If you do not
specify a ledger group, the function (such as posting) is executed for all ledgers, that is, for the leading ledger and all
ledgers assigned in the company code.

See also: Create FX Position Adjustment for Ledger Group

Create MCA Journal

Context
You can use the Create MCA Journal transaction (FBMCA01J) to create one journal in which to represent several similar
banking transactions in different currencies.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Document Entry Create MCA Journal.

2. On the Document Header tab page, enter the required data.

3. In the Document Positions table, you can enter several document positions with different transaction currencies.

If you enter the amount in the transaction currency, the system calculates the amount in the functional currency.

If you also use parallel currencies, the system converts the amount in the functional currency into these parallel
currencies.

You can also de ne the equivalent value in the functional currency by entering either the amount or the exchange rate. If
you enter an amount without the exchange rate, the system calculates the exchange rate from the entered amount.

In you do not de ne the equivalent value in the functional currency, the system uses the exchange rate type assigned to
the process type MECJ to calculate the equivalent value in the functional currency. You can also enter the equivalent
values in the other local currencies.

4. Choose Execute.

Results
The system displays all bank transactions in the different currencies.

 Note
The system checks whether the debit and credit amounts for every transaction currency balance to zero.

If you enter equivalent values in functional currency or equivalent values in another parallel currency, then these values must
also balance to zero for each transaction currency. The system uses a traffic light symbol to show whether the balance
positions lead to a balance. If the debit and credit sides balance to the same amount, the traffic light is green.

The system also checks that the accounts are not position accounts or equivalent accounts because you cannot post
manually to these accounts in this transaction.

Create MCA Journal for Ledger Group

Context
This is custom documentation. For more information, please visit the SAP Help Portal 75
 12/6/2023
The Create MCA Journal for Ledger Group transaction [FBMCA01JL] has the same function as "Create MCA journal", except
that you can create a ledger group.

If you do not specify a ledger group, the function (such as posting) is executed for all ledgers, that is, for the leading ledger and
all ledgers assigned in the company code.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Document Entry Create MCA Journal for Ledger Group.

2. On the Document Header tab page, enter the required data.

To calculate the equivalent values, you can enter exchange rates in every parallel currency.

3. In the Document Positions table, you can enter several document positions with different transaction currencies.

If you enter the amount in the transaction currency, the system calculates the amount in the functional currency.
If you also use parallel currencies, the system converts the amount in the functional currency into these parallel
currencies.

You can also de ne the equivalent value in the functional currency by entering either the amount or the exchange
rate. If you enter an amount without the exchange rate, the system calculates the exchange rate from the
entered amount.

In you do not de ne the equivalent value in the functional currency, the system uses the exchange rate type
assigned to the process type "MEJ" to calculate the equivalent value in the functional currency. You can also enter
the equivalent values in the other local currencies.

4. Choose Execute.

Results
The system displays all ledgers with all bank transactions in the different currencies.

 Note
The system checks whether the debit and credit amounts for every transaction currency balance to zero. If you enter
equivalent values in functional currency or equivalent values in another parallel currency, then these values must also
balance to zero for each transaction currency.

The system uses a traffic light symbol to show whether the balance positions lead to a balance. If the debit and credit sides
balance to the same amount, the traffic light is green.

The system also checks that the accounts are not position accounts or equivalent accounts because you cannot post
manually to these accounts in this transaction.

Park MCA Journal

Context
You can use the Park MCA Journal transaction (FVMCA01J) to park several similar banking transactions in different currencies.

You can store and park documents that are not yet complete without extensive entry checks. At a later point in time, it is
possible for you, or another user, to complete, check, and post the parked documents. During parking, the system does not

This is custom documentation. For more information, please visit the SAP Help Portal 76
 12/6/2023
update any data such as transaction gures. The data from parked documents is available quickly in the system for valuation
purposes.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Document Entry Park MCA Journal.

2. On the Document Header tab page, enter the required data.

3. To save parked data, choose Document Park . The system issues the message "Document (document number xxx)
was parked". The system assigns the document numbers as in document creation.

4. Choose Execute.

Results
For all ledgers, the system displays all parked banking transactions in different currencies.

Park MCA Journal for Ledger Group

Context
The Park MCA Journal for Ledger Group transaction [FVMCA01JL] has the same function as Park MCA Journal, except that you
can specify a ledger group. If you do not specify a ledger group, the park function is executed for all ledgers, that is, for the
leading ledger and all ledgers assigned in the company code.

You can use one journal to park several similar banking transactions that are made in different currencies.

You can store and park documents that are not yet complete without extensive entry checks.

At a later point in time, it is possible for you, or another user, to complete, check, and post the parked documents.

During parking, the system does not update any data such as transaction gures. The data from parked ledger groups is
available quickly in the system for valuation purposes.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Document Entry Park MCA Journal for Ledger Group.

2. On the Document Header tab page, enter the required data.

3. To save parked data, choose Document Park . The system issues the message "Document (document number xxx)
was parked". The system assigns the document numbers as in document creation.

4. Choose Execute.

Results
For all ledgers, the system displays all parked banking transactions in different currencies.

Create FX Swaps

Context
This is custom documentation. For more information, please visit the SAP Help Portal 77
 12/6/2023
You use the Create FX Swaps transaction [FBMCA01S] to enter FX swaps manually.

Each transaction must contain two different currencies.

If one of the currencies is the transaction currency, then it is a FX swap between the foreign currency and functional currency;
otherwise it is a FX swap between two foreign currencies.

The system automatically generates postings to the position accounts.

If you use the 4-pack posting scheme, the system automatically generates relevant postings in the functional currency in the
equivalent value accounts.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Document Entry Create FX Swaps.

2. On the Document Header tab page, enter the required data. To calculate the equivalent values, you can enter exchange
rates in every parallel currency.

3. If you want to make a FX swap between two foreign currencies, enter the leading currency on the FX Translation tab
page. Leading currency de nes the direction of currency translation for swaps.

4. Enter the translation date.

5. In the Document Positions table, you can enter two document positions with different transaction currencies.

The system calculates the amounts in the local currency and the parallel currencies as follows:

Firstly, the system calculates the amount in the functional currency from one of the amounts in the transaction
currency (either the functional or leading currency).

The system then calculates the amounts in the other local currencies from the amount in the functional currency.

You can also de ne the equivalent value in the functional currency by entering either the amount or the exchange rate. If
you enter an amount without the exchange rate, the system calculates the exchange rate from the entered amount.

In you do not de ne the equivalent value in the functional currency, the system uses the exchange rate type assigned to
the process type MES to calculate the equivalent value in the functional currency. You can also enter the equivalent
values in the other local currencies.

6. Choose Execute.

Results
The system creates all currency swaps.

 Note
The system generates postings to position accounts (in 4-pack posting scheme and also equivalent value accounts).

If you use the backpack posting scheme, the system checks whether the equivalent values in functional currency for the
postings to position accounts balance to zero for every foreign currency position.

If you use the 4-pack posting scheme, the system checks whether the postings to equivalent value accounts for every
foreign currency position also balance to zero.

The system checks whether the debit and credit amounts for every transaction currency balance to zero. If you enter
equivalent values in functional currency or equivalent values in another parallel currency, then these values must also
balance to zero for each transaction currency.

This is custom documentation. For more information, please visit the SAP Help Portal 78
 12/6/2023
The system uses a traffic light symbol to show whether the balance positions lead to a balance. If the debit and credit sides
balance to the same amount, the traffic light is green.

Create FX Swap for Ledger Group

Context
You use the Create FX Swaps for Ledger Group transaction [[FBMCA01SL]] to enter FX swaps manually.

Each transaction must contain two different currencies. If one of the currencies is the transaction currency, then it is a FX swap
between the foreign currency and functional currency; otherwise it is a FX swap between two foreign currencies. This
transaction has the same function as Create FX Swaps except that you can de ne a ledger group. If you do not specify a ledger
group, the function (such as posting) is executed for all ledgers, that is, for the leading ledger and all ledgers assigned in the
company code.

The system automatically generates postings to the position accounts.

If you use the 4-pack posting scheme, the system automatically generates postings in the functional currency in the equivalent
value accounts.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Document Entry Create FX Swaps for Ledger Group.

2. On the Document Header tab page, enter the required data. To calculate the equivalent values, you can enter exchange
rates in every parallel currency.

3. If you want to make a FX swap between two foreign currencies, enter the leading currency on the FX Translation tab
page. Leading currency de nes the direction of currency translation for swaps.

4. Enter the translation date.

5. In the Document Positions table, you can enter two document positions with different transaction currencies.

The system calculates the amounts in the local currency and the parallel currencies as follows:

Firstly, the system calculates the amount in the functional currency from one of the amounts in the transaction
currency (either the functional or leading currency).

The system then calculates the amounts in the other local currencies from the amount in the functional currency.

You can also de ne the equivalent value in the functional currency by entering either the amount or the exchange rate. If
you enter an amount without the exchange rate, the system calculates the exchange rate from the entered amount.

6. Choose Execute.

Results
The system creates FX swaps for all ledgers.

 Note
If you do not de ne the equivalent value in the functional currency, the system uses the exchange rate type assigned to the
process type "MES" to calculate the equivalent value in the functional currency. You can also enter the equivalent values in
the other local currencies. The system generates postings to position accounts (in 4-pack posting scheme and also
equivalent value accounts). If you use the backpack posting scheme, the system checks whether the equivalent values in
functional currency for the postings to position accounts balance to zero for every foreign currency position. If you use the 4-
This is custom documentation. For more information, please visit the SAP Help Portal 79
 12/6/2023
pack posting scheme, the system checks whether the postings to equivalent value accounts for every foreign currency
position also balance to zero. The system checks whether the debit and credit amounts for every transaction currency
balance to zero. If you enter equivalent values in functional currency or equivalent values in another parallel currency, then
these values must also balance to zero for each transaction currency.

The system uses a traffic light symbol to show whether the balance positions lead to a balance. If the debit and credit sides
balance to the same amount, the traffic light is green.

Park FX Swap

Context
You use the Park FX Swaps transaction [FVMCA01S] to park FX swaps manually. Each transaction must contain two different
currencies. If one of the currencies is the transaction currency, then it is a FX swap between the foreign currency and functional
currency; otherwise it is a FX swap between two foreign currencies.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Document Entry Park FX Swaps.

2. On the Document Header tab page, enter the required data. To calculate the equivalent values, you can enter exchange
rates in every parallel currency.

3. If you want to make a FX swap between two foreign currencies, enter the leading currency on the Currency Conversion
tab page.

Leading currency de nes the direction of currency translation for swaps.

4. Enter the translation date.

5. In the Document Positions table, you can enter two document positions with different transaction currencies.

6. To save the parked data, choose Document park .

Results
The system issues the message "Document <xxx> was parked". The system assigns the document numbers as in document
creation.

Park FX Swap for Ledger Group

Context
You use the Park FX Swap for Ledger Group transaction [[FVMCA01SL]] to enter FX swaps manually.

Each transaction must contain two different currencies. If one of the currencies is the transaction currency, then it is a FX swap
between the foreign currency and functional currency; otherwise it is a FX swap between two foreign currencies. This
transaction has the same function as Park FX Swaps except that you can de ne a ledger group. If you do not specify a ledger
group, the park function is executed for all ledgers, that is, for the leading ledger and all ledgers assigned in the company code.

Procedure

This is custom documentation. For more information, please visit the SAP Help Portal 80
 12/6/2023
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Document Entry Park FX Swaps for Ledger Group.

2. On the Document Header tab page, enter the required data. To calculate the equivalent values, you can enter exchange
rates in every parallel currency.

3. If you want to make a FX swap between two foreign currencies, enter the leading currency on the FX Translation tab
page.

You must de ne which currency is to be the leading currency for the calculation of equivalent values in the functional
currency. Leading currency de nes the direction of currency translation for swaps.

4. Enter the translation date.

5. In the Document Positions table, you can enter two document positions with different transaction currencies.

6. To save the parked data, choose Document Park .

Results
The system issues the message "Document <xxx> was parked". The system assigns the document numbers as in document
creation.

Create FX Position Adjustment

Context
You can use the Create FX Position Adjustment transaction (FBMCA01A) to enter all document positions for FX postings
manually, including postings to position accounts and equivalent value accounts.

You can also use this transaction to correct errors in position accounts. Correct just one FX position per document to ensure
transparency. For every transaction currency, the debit and credit amounts must balance to zero. If you enter equivalent values
in functional currency or equivalent values in another parallel currency, then these values must also balance to zero for each
transaction currency. You can enter zero amounts in the transaction currency. You can post directly to position accounts and
equivalent value accounts. Because you use this transaction for correction purposes, the system does not generate any
automatic postings. To avoid making incorrect postings to position accounts and equivalent value accounts, you de ne that only
speci c users are authorized to use this transaction. To do so, you assign the transaction code for this transaction to the
corresponding authorization role.

 Note
See: Authorizations: SAP_FI_GL_MCA_EXPERT (Multi Currency Accounting: Experts)

The system checks whether all debit and credit amounts balance to zero in the transaction currency and in the parallel
currencies. The system uses a traffic light symbol to show whether the balance positions lead to a balance. If the debit and
credit sides balance to the same amount, the traffic light is green. You can simulate the posting of the line items that you have
entered. If the data is correct, you can post the document. If the data is not correct, the system issues a warning and you must
correct the data before you can post the document. Separate FI documents are created for each transaction currency.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Document Entry Create FX Position Adjustment.

2. In the Document Header group box, enter the required data.

3. In the Document Positions table, you can enter several document positions with different transaction currencies.

If you enter the amount in the transaction currency, the system calculates the amount in the functional currency.
This is custom documentation. For more information, please visit the SAP Help Portal 81
 12/6/2023
If you also use parallel currencies, the system converts the amount in the functional currency into these parallel
currencies.

You can also de ne the equivalent value in the functional currency by entering either the amount or the exchange
rate. If you enter an amount without the exchange rate, the system calculates the exchange rate from the
entered amount.

In you do not de ne the equivalent value in the functional currency, the system uses the exchange rate type
assigned to the process type MEC to calculate the equivalent value in the functional currency. You can also enter
the equivalent values in the other local currencies.

You can use zero amounts in both the document currency and in the parallel local currencies. You can only post in
the functional currency to equivalent value accounts.

4. Choose Execute.

Correct FX Position for Ledger Group

Context
This transaction has the same function as Correct FX Position except that you can de ne a ledger group. If you do not specify a
ledger group, the function (such as posting) is executed for all ledgers, that is for the leading ledger and all ledgers assigned in
the company code.

You can use the Create FX Position Adjustment for Ledger Group transaction (FBMCA01AL) to enter all document positions for
FX postings manually, including postings to position accounts and equivalent value accounts. You can also use this transaction
to correct errors in position accounts.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Document Entry Create FX Position Adjustment for Ledger
Group.

2. In the Document Header group box, enter the required data.

3. In the Document Positions table, you can enter several document positions with different transaction currencies.

If you enter the amount in the transaction currency, the system calculates the amount in the functional currency.

If you also use parallel currencies, the system converts the amount in the functional currency into these parallel
currencies.

You can also de ne the equivalent value in the functional currency by entering either the amount or the exchange rate. If
you enter an amount without the exchange rate, the system calculates the exchange rate from the entered amount. In
you do not de ne the equivalent value in the functional currency, the system uses the exchange rate type assigned to
the process type MEC to calculate the equivalent value in the functional currency. You can also enter the equivalent
values in the other local currencies. You can use zero amounts in both the document currency and in the parallel local
currencies. You can only post in the functional currency to equivalent value accounts. For every transaction currency, the
debit and credit amounts must balance to zero. If you enter equivalent values in functional currency or equivalent values
in another parallel currency, then these values must also balance to zero for each transaction currency. You can enter
zero amounts in the transaction currency. You can post directly to position accounts and equivalent value accounts.
Because you use this transaction for correction purposes, the system does not generate any automatic postings. To
avoid making incorrect postings to position accounts and equivalent value accounts, you can de ne that only speci c
users are authorized to use this transaction. To do so, you assign the transaction code for this transaction to the
corresponding authorization role.

This is custom documentation. For more information, please visit the SAP Help Portal 82
 12/6/2023

 Note
See: Authorizations SAP_FI_GL_MCA_EXPERT(Multi Currency Accounting: Experts)

The system checks whether all debit and credit amounts balance to zero in the transaction currency and in the parallel
currencies. The system uses a traffic light symbol to show whether the balance positions lead to a balance. If the debit
and credit sides balance to the same amount, the traffic light is green. You can simulate the posting of the line items
that you have entered. If the data is correct, you can post the document. If not, the system issues a warning and you
must correct the data before you can post the document. Separate FI-MCA documents are created for each transaction
currency.

Park FX Position Adjustment

Context
You can use the Park FX Position Adjustment transaction (FVMCA01A) to enter all document positions for FX postings manually,
including postings to position accounts and equivalent value accounts.

You can store and park documents that are not yet complete without extensive entry checks. At a later point in time, it is
possible for you, or another user, to complete, check, and post the parked documents. During parking, the system does not
update any data such as transaction gures. The data from parked documents is available quickly in the system for valuation
purposes.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Document Entry Park FX Position Correction.

2. On the Document Header tab page, enter the required data.

3. In the Document Positions table, you can enter two document positions with different transaction currencies.

4. To save the parked data, choose Document Park .

Results
The system issues the message "Document <xxx> was parked". The system assigns the document numbers as in document
creation.

Park FX Position Adjustment for Ledger Group

Context
You can use the Park FX Position Adjustment for Ledger Group transaction (FVMCA01AL) to enter all document positions for FX
postings manually, including postings to position accounts and equivalent value accounts. You can store and park documents
that are not yet complete without extensive entry checks. At a later point in time, it is possible for you, or another user, to
complete, check, and post the parked documents. During parking, the system does not update any data such as transaction
gures. The data from parked documents is available quickly in the system for valuation purposes.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Document Entry Park FX Position Adjustment for Ledger Group.
This is custom documentation. For more information, please visit the SAP Help Portal 83
 12/6/2023
2. On the Document Header tab page, enter the required data.

3. In the Document Positions table, you can enter two document positions with different transaction currencies.

4. To save the parked data, choose Document Park .

Results
The system issues the message "Document <xxx> was parked". The system assigns the document numbers as in document
creation.

Documents
The following sections describe MCA-speci c processing of documents as well as processing of documents in Financial
Accounting (FI-GL).

Document Display

Use
You can display documents that have already been posted or archived.

Features
In General Ledger Accounting, you can display documents that have already been posted in the entry view or, for a ledger, in the
general ledger view:

Entry View

In the entry view, a document contains the document line items originally entered or transferred from the original component.

If you choose document display, the document is rst displayed in the entry view.

General Ledger View

In the general ledger view, a document contains the document line items originally entered or transferred from the original
component, split line items generated by document splitting , or additionally generated clearing items. Documents in the
general ledger view always apply to a speci c ledger.

In the general ledger view, the characteristics for General Ledger Accounting (such as Pro t Center or Segment) are only
displayed if they are contained in the scenarios that are assigned to the ledger.

If you want to go directly to the general ledger view from the entry view in document display, choose General Ledger View
with the quick info text Document Display: General Ledger View . The document is displayed for the leading ledger. If you want
to display the document in the general ledger view for another ledger, choose Other Ledger . You then select the appropriate
ledger from the list.

In the document display, you can use the ALV Grid Control functions.

This is custom documentation. For more information, please visit the SAP Help Portal 84
 12/6/2023

Activities
To display a document, proceed as follows:

Displaying a Document

From the SAP Easy Access menu, choose Accounting Financial Accounting General Ledger Document

For documents in the entry view: Display (FB03)

For documents in the general ledger view: Display General Ledger View (FB03L)

The Display Document: Initial Screen appears.

To display a document, enter the following data:

Document number

Company code

Fiscal year

The default value for the document number is the number of the document processed last. Similarly, the default company code
is the company code used last. If you work with year-related document numbers, the system also proposes a scal year
(depending on how your system is con gured).

Searching for a Document

If you do not have the document number, proceed as follows:

Choose Document List .

The Document List screen appears.

Enter the following as selection parameters: company code, document number range, scal year, ledger, document type,
posting or entry date, and reference number.

You can also display noted items or search for your own documents only. Select the corresponding elds under Also display
noted items or Search for own documents

To determine the document number, choose Program → Execute

A list appears.

Double-click the required document.

The system displays the document overview rst. To display details on a document line item, double-click the relevant item.

Additional Functions

You can request an adjustment posting (that is, a request to change the document) from the intranet. Choose Extras →
Correction Request .

An intranet screen appears. Complete the form and send it. The system automatically determines the processor of the
request.

This is custom documentation. For more information, please visit the SAP Help Portal 85
 12/6/2023
For more information on requesting adjustment postings, see Requesting an Adjustment Posting from the Intranet .

Display Document

Use
You can display posted or archived documents.

Prerequisites
You have posted or archived a document.

Features
When you change or display a document, the rst screen you see is an overview screen containing the most important
information from the document header and the line items. For more information, see Document Overview.

Activities
Display Document

1. From the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger or Accounts
Receivable or Accounts Payable Document Display .

The Display Document: Initial Screen appears.

2. To display a speci c document, enter the following data:

Document number

Company code

Fiscal year

The system speci es that the document number is the number from the document processed last. The default company
code is the company code that you used last. If you work with year-related document numbers, the system also defaults
a scal year (in accordance with your system settings).

Finding a Document

If you do not know the document number, proceed as follows:

1. Choose Document List .

The Document List screen appears.

2. Enter the company code, scal year, document type, posting date or document entry date, reference number, and so on
as selection parameters.

You can also display noted items or search for your own documents. Select the appropriate elds under Also Display
Noted Items or Search for Own Documents.

3. To determine the document number, choose Program Execute .

A list is displayed.

This is custom documentation. For more information, please visit the SAP Help Portal 86
 12/6/2023
4. To select the required document from the list, select a document and choose Edit Choose .

The system displays the document overview rst. To see the details of a line item, position the cursor on the relevant line
item and select it.

Displaying Bank Details Used

The bank details of the business partner used for the payment are displayed on the one-time account additional screen and
saved in the payment run in the one-time account data for the clearing item.

 Note
The function is only available for those clearing items of a document created by the payment program SAPF110S.

The bank details saved in the one-time account data are deleted from the document when you reset clearing.

 Note
You have to activate this function in Customizing at company code level.

Additional Functions

From the document display, you can create an adjustment posting request, that is, a request to change a document, via the
Intranet. To do so, choose Extras Adjustment Request .

An Intranet window appears. Complete the form and then send it. The system determines the accounting clerk responsible for
processing the request automatically.

For more information, see Request for Adjustment Posting via Intranet.

Display Manually Created MCA Document

Context
You use the Display Manual MCA Document transaction [FBMCA03] to display all documents that were created manually.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Document Display Manual MCA Document.

2. Enter the document details: MCA Run ID, Company Code and Fiscal Year.

If you do not know these values, choose the Document List pushbutton to go to the transaction for the MCA Document
Journal. You can display the required data here.

3. Choose Execute.

Results
The system displays all manually created documents.

Display MCA Document Journal

This is custom documentation. For more information, please visit the SAP Help Portal 87
 12/6/2023

Context
In the Display MCA Document Journal transaction [FBMCADJ], you can use the entered selection criteria to display the
manually generated MCA and FI documents.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Document MCA Document Journal.

2. Enter the header data (if known). (Company code, document number, scal year, ledger, ledger group)

3. In the General Selections group box, enter the following selection criteria: You also have the option of entering the MCA
run ID.

4. In the Also Display Noted Items group box, select the Display Noted Items indicator if the noted items are also to be
displayed.

5. In the Search for Own Documents group box, select the Own Documents Only indicator if you want the system to display
only those documents that you posted yourself.

6. Choose Execute.

Results
The system displays a list of all documents corresponding to your selection criteria.

Double-click on an entry in the list to display the document positions and the header data for the corresponding document. You
can also download the list in a local le.

Parking of Documents

Use
With document parking, you can enter and store (park) incomplete documents in the SAP system without extensive entry
checks. For more information, see Document Parking.

At a later point in time, it is possible for you, or another user, to complete, check, and post the parked documents.

 Caution
Documents that you have entered in classic General Ledger Accounting can only be processed further and posted in classic
General Ledger Accounting.

During parking, the system does not update any data such as transaction gures. The only exception to this is in Cash
Management (TR-CM).

The data from parked documents is available quickly in the system for valuation purposes. In this way, you can use amounts
from parked invoices for the advance return for tax on sales and purchases. You can use payment requests to pay parked
invoices on time and without any loss of cash discount.

 Note
You can use the tax amounts determined on the basis of parked documents to apply to the tax authorities in advance for any
tax receivables that are due to you. From the SAP Easy Access screen, choose Accounting Financial Accounting
General Ledger Reporting Tax Reports General Input Tax from Parked Documents .

This is custom documentation. For more information, please visit the SAP Help Portal 88
 12/6/2023

Integration
In contrast to document parking, the holding documents function is merely designed to allow you to interrupt your work on a
document and temporarily save the data you have entered until you can resume posting. The system does not issue document
numbers for documents that are held. You cannot use data entered in this way for evaluations.

Substitution is not supported in document parking. Substitution takes place via the posting transaction once you generate an
accounting document from the parked document.

Prerequisites
You make the appropriate settings in Customizing for Financial Accounting under Financial Accounting Global Setting
Document Parked Documents .

Activities
Display of Parked Documents

Posting of Parked Documents

Park Documents

Change Parked Documents

Deleting Parked Documents

Parking Documents
1. From the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger or Accounts
Receivable/Accounts Payable Posting General Document Parking or Invoice/Credit Memo Parking - General .

The Document Parking: Document Header screen appears.

2. Enter the document header and line item data, if available.

3. To save the parked data, choose Document Park .

The message Document xxx (document number) was parked is issued. Document numbers are assigned in the same way
as in the standard document entry function.

 Note
The system does not update transaction gures, assets values, or control totals when you save a parked document.
Nor does the system make any automatic postings or run any checks on the balances. However, you can display the
balance in the document overview screen of the parked documents.

Changing Parked Documents

Use
You can make changes to a parked document and complete it in stages. A large number of header and item elds can be
changed during this process, including the amounts.

This is custom documentation. For more information, please visit the SAP Help Portal 89
 12/6/2023
You can make changes to:

Individual documents

Individual items

Several documents simultaneously using a list

Other values via the line items

However, you cannot change the currency and company code.

 Note
The internal system change rules governing document entry are not used in document parking.

Procedure
1. From the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/Accounts
Receivable/Accounts Payable Document Parked Documents Change.

If you know the document number, enter the company code, document number, and scal year.

If you do not know the document number, choose Document List. On the selection screen that appears, enter the
appropriate selection criteria and choose Execute . The system then generates a list containing the documents that
match these criteria. Place the cursor on the desired document and then choose Edit Select .

2. To process the document header , choose Goto Document Header.

To change a line item , select it by double-clicking it. You can change the elds that are highlighted.

You can add new line items.

You can mark line items for deletion by setting the amounts to zero.

You can change the line layout variants in the document overview by choosing Settings Line Layout.

3. Save your changes.

 Note
If you make changes to the document header (such as to the posting date or scal year) by changing the posting
date, you can no longer use the old document number.

If you use internal document number assignment, the system changes the document number as soon as a new scal
year results from changes made to the document header.

If document numbers are assigned externally, you have to assign a new number yourself.

Deleting Parked Documents

1. From the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/Accounts
Receivable/Accounts Payable Document Parked Documents Post/Delete.

2. If you know the document number, enter the company code, document number, and scal year, and then choose Enter .

If you do not know the document number or you want to delete more than one document, choose Document List.
On the selection screen that appears, enter the appropriate selection criteria and choose Execute . The system then

This is custom documentation. For more information, please visit the SAP Help Portal 90
 12/6/2023
generates a list containing the documents that match these criteria.

3. Select the required document(s) and then choose Document Delete.

 Note
You cannot reuse the document number of a document that has been deleted.

Displaying Changes to Parked Documents

The system logs changes to parked documents. You can display the document before and after it is posted.

To display changes to parked documents before posting, from the SAP Easy Access screen, choose Accounting
Financial Accounting General Ledger or Accounts Receivable/Accounts Payable Document Parked
Documents Display Changes . Enter the document number and choose Continue .

The system displays any changes that have been made.

To display changes to parked documents after posting, from the SAP Easy Access screen, choose Accounting
Financial Accounting General Ledger or Accounts Receivable/Accounts Payable Document Display Changes
.

You can also have the system display a special list containing all the changes made to parked documents. To do this,
choose DocumentChanges Parked Documentfrom the list of changes to posted documents.

The system then branches to a list of the changes made to the parked document. If changes were only made when the
document was parked and not once it was posted, the system informs you of this, searches automatically for these
changes, and lists them.

If the document number was changed - for example, due to a change to the document header - you can search for the
changes made to the document under its original number via the menu path DocumentChanges Earlier Document
Number.

Posting of Parked Documents

Use
Using the standard transaction, you can post parked documents individually our using a list selection. If you post several parked
documents using a list, the system issues a list when you have nished. This list details which documents were successfully
posted.

From this list, you can then carry out any necessary post-processing to parked documents that could not be posted due to
missing information such as a cost accounting assignment. You can also create a batch input session to post the parked
documents.

Features
The data in parked documents is deleted when they are posted, a document is written to the document database, and the
appropriate data, (transaction gures and so on), is updated. The number of the parked document is transferred to the posted
document.

Parked documents are always posted by batch input or using Call Transaction.

This is custom documentation. For more information, please visit the SAP Help Portal 91
 12/6/2023

Displaying Parked Documents

Use
You can display parked documents.From the SAP Easy Access screen, choose Accounting Financial Accounting General
Ledger or Accounts Receivable/Accounts Payable Document Parked Documents Display .

Prerequisites
You are authorized to display posted documents.

Features
You can display parked documents individually, using a list, or using the line item display function. To display them in the line item
display, you must select the parameter Parked documents .

You can display changes to parked documents both before and after they have been posted. You can also display the original
parked document after you have changed the document number.

See also:

Displaying Changes to Parked Documents

MCA Document Reversal

In MCA, you can execute individual reversals and mass reversals and execute postprocessing.

Reverse MCA Documents

MCA Documents: Execute Mass Reversal

MCA Documents: Postprocessing of Mass Reversal

Reverse MCA Documents

Context
If you have entered an incorrect document, you can reverse the document by getting the system to clear the open items. You
can only reverse a document if:

It contains no cleared items

It only contains G/L account items

It was posted using Financial Accounting

All of the entered values (such as business area and cost center and so on) are still valid.

 Note
If you cleared a line item of the source document, you can only execute a reversal once you have reversed the clearing.

This is custom documentation. For more information, please visit the SAP Help Portal 92
 12/6/2023
There are two methods for updating the transaction gures for a document reversal:

The document and the reversal document increase both the debit and credit transaction gures on the account by the
same amount.

After you have reversed the document, the account balance of the affected accounts is the same as if the document had
never been posted (negative posting).

Constraints

You usually post the reversal document in the same posting period as the corresponding source document. If the posting period
of the source document has been closed already, then you must enter a date in an open posting period (for example, the
current posting period) in the Posting Date eld.

 Note
You cannot use the standard reversal transaction FB08 to reverse FI documents that belong to a MCA document.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Document Reverse Reverse MCA Document.

2. To display the MCA documents to be reversed, enter the MCA run ID in the Document Details group box.

If you do not know the MCA run ID, then you have two options for searching for two MCA documents:

Choose Selection by Document Details.The Document Details group box expands and you can enter additional
selction criteria to search for MCA documents.

If the document details are not sufficient, choose Extended Selection Area. You can enter additional selection
criteria to search for MCA documents that were generated by manual entry of MCA documents.

3. In the list, select a document that was generated using manual MCA doument entry.

4. Double-click on the entry.

The system transfers the MCA run ID for the chosen document to the initial screen for individual reversal.

5. In the Reversal Posting group box, enter the reversal reason, period, and the new posting date; or de ne that the posting
date of the original document is to be used for this purpose.

6. Select the Display Selected Documents checkbox to display an overview of the MCA and FI document numbers that
belong to the chosen run ID.

7. Choose the MCA documents to be reversed and choose Reverse All.

8. You can use the Display Before Reversal pushbutton to check the complete MCA document.

9. Choose Execute to reverse the MCA documents.

MCA Documents: Execute Mass Reversal

Context
You use the transaction MCA Documents: Execute Mass Reversal [FBMCA80] to reverse several incorrect MCA documents by
getting the system to clear the open items.

Procedure

This is custom documentation. For more information, please visit the SAP Help Portal 93
 12/6/2023
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Document Reverse MCA Documents: Execute Mass Reversal.

2. Enter the MCA run ID to display the MCA documents to be reversed.

3. If you do not know the MCA run ID, enter extra selection criteria in the Document Details group box and also under
Extended Selection if necessary.

4. In the Reversal Posting group box, enter the reversal reason, the period, and the new posting date. You can also use the
posting date of the original document.

5. Select the Display Selected Documents checkbox to display an overview of the MCA and FI document numbers that
belong to the chosen run ID.

6. Choose Execute to reverse the MCA documents.

MCA Documents: Postprocessing of Mass Reversal

Context
You use the MCA Documents: Postprocessing of Mass Reversal to postprocess several incorrect MCA documents by getting the
system to clear the open items.

The program updates the status of MCA run IDs that have been reversed but whose status is not yet 'Finished'. This can happen
in reversal runs where not all FI documents are updated on the database at the time the reversal run closes (deferred update).

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Document Reverse MCA Documents: Postprocessing of Mass
Reversal.

2. Enter the IDs of the mass runs that you still want to postprocess.

3. Choose Execute.

Periodic Processing

Use
Banking transactions executed in foreign currencies generate revenue and expenses in foreign currencues, which are output in
pro t and loss accounts. For the purposes of nancial accounting, taxation, and group reporting, you must calculate and lock
(freeze) equivalent values in the functional currency for these revenues and expenses. The income statement contains the
following three functions:

P&L Lock

P&L Close

P&L Transformation

These functions use either balance-based or document-based processing.

Balance-based processing

In balance-based processing, you rst use the ledger environment parameter to de ne the ledger in which the system is
to execute the P&L process. You can then choose between the day ledger and monthly ledger of the relevant ledger
environment.

This is custom documentation. For more information, please visit the SAP Help Portal 94
 12/6/2023
In the daily ledger, you process the relevant daily balances in the chosen key date range.

In the monthly ledger, you process the balances from the speci ed period of the scal year.

 Note
The ledger environment determines the ledger group used in the general ledger.

If you use several ledger groups that contain the same ledgers as the ledger environment, the ledger group is not
unique. In this case, you cannot start the Pro t and Loss process.

Document-based processing

For document-based processing, you can use different selection parameters (for example, posting date, period, scal
year) to de ne which documents are included in the P&L process. The ledger to which the documents are assigned in the
P&L process is derived from the original documents.

Prerequisites
You have imported the pro t and loss posting as part of your daily data feed or have entered the G/L account postings
manually.

For every G/L account, you can use the MCA key stored in the master record to de ne whether the P&L process is to be
balance-based or document-based.

If you use document-based processing, we recommend that you aggregate your posting data to optimize the processing
time.

Features
P&L Lock

You use this function to lock the amounts in the functional currency. This enables you to diferentiate between the pro t or loss
from the transaction itself and the pro t or loss that results from exchange rate uctuations.

P&L Close

You use this function to transfer the balances from the pro t and loss accounts to the balance sheet. The system copies the
balances in the transaction currency rather than in the functional currency. This step is optional. Only use this step if you do not
have to transform any currency values into the functional currency on the reference date. If you must transform currencies, you
use P&L transformation instead.

P&L Transformation

You use the function to transform the expenses and revenues that were posted to pro t and loss accounts into the functional
currency. The system takes into account all postings from the period in which the transaction currency was different to the
functional currency. The system makes no posting in the foreign currency and makes the posting in the functional currency.

The posting in the foreign currency transfers the balance in the foreign currency from the original account to the position
account and is identical in both the backpack and 4-pack posting schemas.

The posting in the functional currency generates a balance in the functional currency in the target account de ned in
Customizing, which can be either a balance sheet account (for example, "balance sheet pro t") or the original P&L account.

In the backpack posting schema, the system posts the other side of the posting in the functional currency to the position
account; whereas in the 4-pack posting schema it posts the other side of the posting to the equivalent value account.

This is custom documentation. For more information, please visit the SAP Help Portal 95
 12/6/2023

Lock P&L Accounts: Document-Based

Context
You use the Lock P&L Accounts: Document-Based transaction [GMCA_PLL_D] to lock or "freeze" equivalent values in the
functional currency for your FX transactions.

You can use locking of equivalent values in the functional currency to differentiate between pro ts or losses from the
transaction itself and pro ts and losses from uctuations in the exchange rate.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Periodic Processing P&L Processes: Document-Based Lock
Document-Based P&L Accounts.

2. In the Selection group box, enter the selection criteria that the system is to use to determine which values are to be
updated.

For document-based processing, you can use different selection parameters (for example, posting date, scal year) to
de ne which documents are included in the P&L process. The ledger to which the documents are assigned in the P&L
process is derived from the original documents.

3. In the Postings group box, you enter the translation date on which the equivalent values are to be recalculated and
locked. If you do not make any entry, the system executes the lock on the posting date from the original documents.

Enter a posting date for the documents from the P&L lock. If you do not, the system uses the posting date from
the original documents.

You can also enter the document date and a document header text.

4. In the Processing Parameters group box, you can de ne the exchange rate to be used to recalculate the equivalent
value in the functional currency.

You can use the input help to choose whether you want to search for market data exchange rates or standard exchange
rates.

If you do not enter an exchange rate, the system uses the default exchange rate that you de ned in Customizing. In the
Technical Parameters group box, you can use the following checkboxes for technical processing of the processes:

Simulation

If you only want to simulate P&L close, select the checkbox.

Check of package size

If you want to test the Customizing settings for package formation in parallel processing, select this checkbox.
The system then does not make any postings, rather it writes the number of selected document positions for
each MCA variant and package to the application log.

No parallel processing

If you want to run the processes sequentially rather than in parallel for test purposes, select the checkbox.

5. Choose Execute.

Results
The system compares the equivalent value in the functional currency for the selected expense and revenue posting in the
foreign currency with the newly calculated equivalent values in the functional currency, and posts the result for each foreign
currency to the de ned target account.

This is custom documentation. For more information, please visit the SAP Help Portal 96
 12/6/2023

Close P&L Accounts: Document-Based

Context
You use the close balance-based P&L accounts [GMCA_PLCL_D] transaction to transfer the balances of pro t and loss
accounts to the balance sheet. This function does not transform the balances into the functional currency, rather the system
transfers the amounts into the transaction currency.

 Note
Use this function only if you do not need to transform the balances into the functional currency at the same time. If you must
transform currencies, you use P&L transformation instead. For example, if you execute closing on a daily basis and
transformation on a monthly basis, it is possible to combine P&L close and P&L transform.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Periodic Processing P&L Processes: Document-Based Close
Document-Based P&L Accounts.

2. In the Selection group box, enter the selection criteria that the system is to use to determine which values are to be
transferred.

For document-based processing, you can use different selection parameters (for example, posting date, scal year) to
de ne which documents are included in the P&L process. The ledger to which the documents are assigned in the P&L
process is derived from the original documents.

3. In the postings group box, you enter the translation date on which the equivalent values are to be recalculated and
transfer posted. If you do not make any entry, the system executes the lock on the posting date from the original
documents.

Enter a posting date for the documents from the P&L lock. If you do not, the system uses the posting date from
the original documents.

You can also enter the document date and a document header text.

4. In the Technical Parameters group box, you can use the following checkboxes for technical processing of the processes:

Simulation

If you only want to simulate P&L close, select the checkbox.

Check of package size

If you want to test the Customizing settings for package formation in parallel processing, select this checkbox.
The system will not make any postings, rather the system writes to the application log the number of selected
line items for each MCA variant and package.

No parallel processing

If you want to run the processes sequentially rather than in parallel for test purposes, select the checkbox.

5. Choose Execute.

Results
The system transfers the selected positions from the pro t and loss accounts to the corresponding balance sheet accounts.
These postings are made in the foreign currency.

This is custom documentation. For more information, please visit the SAP Help Portal 97
 12/6/2023

Transform Document-Based P&L Accounts

Context
You use the transform document-based P&L accounts[GMCA_PLT_D] transaction to transform the efforts and revenues that
were posted to pro t and loss accounts into the functional currency.

The system takes into account all postings from the period in which the transaction currency was different to the functional
currency.

The transformation is executed in the position accounts and (in the 4-pack posting schema) the equivalent accounts.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Periodic Processing P&L Processes: Document-Based
Transform Document-Based P&L Accounts.

2. In the Selection group box, enter the selection criteria that the system is to use to determine which values are to be
transformed.

For document-based processing, you can use different selection parameters (for example, posting date, scal year) to
de ne which documents are included in the P&L process. The ledger to which the documents are assigned in the P&L
process is derived from the original documents.

3. In the postings group box, you enter the translation date on which the equivalent values are to be recalculated and
transformed. If you do not make any entry, the system executes the lock on the posting date from the original
documents.

Enter a posting date for the documents from the P&L lock. If you do not, the system uses the posting date from
the original documents.

You can also enter the document date and a document header text.

4. In the Processing Parameters group box, you can de ne the exchange rate to be used to recalculate the equivalent
value in the functional currency. You can use Restrictions to choose whether you want to search for market data
exchange rates or standard exchange rates. If you do not enter an exchange rate, the system uses the default exchange
rate that you de ned in Customizing.

5. In the Technical Parameters group box, you can use the following checkboxes for technical processing of the processes:

Simulation

If you only want to simulate P&L close, select the checkbox.

Check of package size

If you want to test the Customizing settings for package formation in parallel processing, select this checkbox.
The system then does not make any postings, rather it writes the number of selected document positions for
each MCA variant and package to the application log.

No parallel processing

If you want to run the processes sequentially rather than in parallel for test purposes, select the checkbox.

6. Choose Execute.

Results
The system makes no posting in the foreign currency and makes the posting in the functional currency.

This is custom documentation. For more information, please visit the SAP Help Portal 98
 12/6/2023
The posting in the foreign currency transfers the balance in the foreign currency from the original account to the position
account and is identical in both the backpack and 4-pack posting schemas.

The posting in the functional currency generates a balance in the functional currency in the target account de ned in
Customizing, which can be either a balance sheet account (for example, "balance sheet pro t") or the original P&L account. In
the backpack posting schema, the system posts the other side of the posting in the functional currency to the position account;
whereas in the 4-pack posting schema it posts the other side of the posting to the equivalent value account.

Lock P&L Accounts: Balance-Based

Context
You use the Lock P&L Accounts: Balance-Based transaction [GMCA_PLL_B] to lock or "freeze" equivalent values in the
functional currency for your FX transactions.

You can use locking of equivalent values in the functional currency to differentiate between pro ts or losses from the
transaction itself and pro ts and losses from uctuations in the exchange rate.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Periodic Processing P&L Processes: Balance-Based Lock
Balance-Based P&L Accounts .

2. In the Selection group box, enter the selection criteria that the system is to use to determine which values are to be
updated.

 Note
The ledger environment determines the ledger group used in the general ledger. If you use several ledger groups that
contain the same ledgers as the ledger environment, the ledger group is not unique. In this case, you cannot start the
Pro t and Loss process.

In balance-based processing, you can de ne the ledger environement in which the P&L process is to be executed.

You can then choose between the day ledger and monthly ledger of the relevant ledger environment.

Daily Special Ledger

In the daily ledger, you process the relevant daily balances in the chosen key date range.

Monthly Ledger

In the monthly ledger, the system processes the balances from the speci ed period of the scal year.

3. In the Postings group box, you enter the translation date on which the equivalent values are to be recalculated and
locked. If you do not make any entry, the system executes the lock on the posting date from the original documents.

Do not enter a posting date if you process balances from the daily ledger in which the lock result is posted on a
daily basis.

You can also enter the document date and a document header text. (Optional)

4. In the Processing Parameters group box, you can de ne the exchange rate to be used to recalculate the equivalent
value in the functional currency. You can use the input help to choose whether you want to search for market data
exchange rates or standard exchange rates. If you do not enter an exchange rate, the system uses the default exchange
rate that you de ned in Customizing.

5. In the Technical Parameters group box, you can use the following checkboxes for technical processing of the processes:

Simulation
This is custom documentation. For more information, please visit the SAP Help Portal 99
 12/6/2023
If you only want to simulate P&L close, select the checkbox.

Check of package size

If you want to test the Customizing settings for package formation in parallel processing, select this checkbox.
The system then does not make any postings, rather it writes the number of selected document positions for
each MCA variant and package to the application log.

No parallel processing

If you want to run the processes sequentially rather than in parallel for test purposes, select the checkbox.

6. Choose Execute.

Results
The system compares the equivalent value in the functional currency for the selected expense and revenue posting in the
foreign currency with the newly calculated equivalent values in the functional currency, and posts the result for each foreign
currency to the de ned target account.

Close P&L Accounts

Context
You use the close balance-based P&L accounts [GMCA_PLCL_B] transaction to transfer the balances of pro t and loss accounts
to the balance sheet. This function transforms the balances into the transaction currency rather than the functional currency.

Use this function only if you do not need to transform the balances into the functional currency at the same time. If you must
transform currencies, you use P&L transformation instead. For example, if you execute closing on a daily basis and
transformation on a monthly basis, it is possible to combine P&L close and P&L transform.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Periodic Processing P&L Processes: Balance-Based Close
Balance-Based P&L Accounts .

2. In the Selection group box, enter the selection criteria that the system is to use to determine which values are to be
updated.

 Note
The ledger environment determines the ledger group used in the general ledger. If you use several ledger groups that
contain the same ledgers as the ledger environment, the ledger group is not unique. In this case, you cannot start the
Pro t and Loss process.

Include Functional Currency

In Multi Currency Accounting, it is normally only possible for documents or balances in a non-functional currency to be
selected for processing. If you select the Include Functional Currency checkbox, the system overrides this setting. You
can select documents or balances in the functional currency, which correspond to the selection criteria entered on the
initial screen of the process.

In balance-based processing, you can de ne the ledger environement in which the P&L process is to be executed. You
can then choose between the day ledger and monthly ledger of the relevant ledger environment.

Daily Special Ledger

This is custom documentation. For more information, please visit the SAP Help Portal 100
 12/6/2023
In the daily ledger, you process the relevant daily balances in the chosen key date range.

Monthly Ledger

In the monthly ledger, you process the balances from the speci ed period of the scal year.

3. In the postings group box, you enter the translation date on which the equivalent values are to be recalculated and
transfer posted. If you do not make any entry, the system executes the lock on the posting date from the original
documents.

Do not enter a posting date if you process balances from the daily ledger in which the lock result is posted on a
daily basis.

You can also enter the document date and a document header text. (Optional)

4. In the Processing Parameters group box, you can de ne the exchange rate to be used to recalculate the equivalent
value in the functional currency. You can use the input help to choose whether you want to search for market data
exchange rates or standard exchange rates. If you do not enter an exchange rate, the system uses the default exchange
rate that you de ned in Customizing.

5. In the Technical Parameters group box, you can use the following checkboxes for technical processing of the processes:

Simulation

If you only want to simulate P&L close, select the checkbox.

Check of package size

If you want to test the Customizing settings for package formation in parallel processing, select this checkbox.
The system then does not make any postings, rather it writes the number of selected document positions for
each MCA variant and package to the application log.

No parallel processing

If you want to run the processes sequentially rather than in parallel for test purposes, select the checkbox.

6. Choose Execute.

Results
The system transfers the selected positions from the pro t and loss accounts to the corresponding balance sheet accounts.
These postings are made in the foreign currency.

Transform Balance-Based P&L Accounts.

Context
You use the transaction Transform Balance-Based P&L Accounts [GMCA_PLCT_B] transaction to transform the expenses and
revenues that were posted to pro t and loss accounts into the functional currency. The system takes into account all postings
from the period in which the transaction currency was different to the functional currency. The transformation is executed in the
position accounts and (in the 4-pack posting schema) the equivalent accounts.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Periodic Processing P&L Processes: Balance-Based Transform
P&L Processes: Balance-Based .

2. In the Selection group box, enter the selection criteria that the system is to use to determine which values are to be
updated.

This is custom documentation. For more information, please visit the SAP Help Portal 101
 12/6/2023

 Note
The ledger environment determines the ledger group used in the general ledger. If you use several ledger groups that
contain the same ledgers as the ledger environment, the ledger group is not unique. In this case, you cannot start the
Pro t and Loss process.

In balance-based processing, you can de ne the ledger environement in which the P&L process is to be executed.

You can then choose between the day ledger and monthly ledger of the relevant ledger environment.

Daily Special Ledger

In the daily ledger, you process the relevant daily balances in the chosen key date range.

Monthly Ledger

In the monthly ledger, you process the balances from the speci ed period of the scal year.

3. In the Postings group box, you enter the translation date on which the equivalent values are to be recalculated and
transfer posted. If you do not make any entry, the system executes the lock on the posting date from the original
documents.

Do not enter a posting date if you process balances from the daily ledger in which the lock result is posted on a
daily basis.

You can also enter the document date and a document header text. (Optional)

4. In the Processing Parameters group box, you can de ne the exchange rate to be used to recalculate the equivalent
value in the functional currency. You can use the input help to choose whether you want to search for market data
exchange rates or standard exchange rates. If you do not enter an exchange rate, the system uses the default exchange
rate that you de ned in Customizing.

5. In the Technical Parameters group box, you can use the following checkboxes for technical processing of the processes:

Simulation

If you only want to simulate P&L close, select the checkbox.

Check of package size

If you want to test the Customizing settings for package formation in parallel processing, select this checkbox.
The system then does not make any postings, rather it writes the number of selected document positions for
each MCA variant and package to the application log.

No parallel processing

If you want to run the processes sequentially rather than in parallel for test purposes, select the checkbox.

6. Choose Execute.

Results
The system makes no posting in the foreign currency and makes the posting in the functional currency.

The posting in the foreign currency transfers the balance in the foreign currency from the original account to the position
account and is identical in both the backpack and 4-pack posting schemas.

The posting in the functional currency generates a balance in the functional currency in the target account de ned in
Customizing, which can be either a balance sheet account (for example, "balance sheet pro t") or the original P&L account. In
the backpack posting schema, the system posts the other side of the posting in the functional currency to the position account;
whereas in the 4-pack posting schema it posts the other side of the posting to the equivalent value account.

This is custom documentation. For more information, please visit the SAP Help Portal 102
 12/6/2023

Adjust Implicit FX Transactions

Use
The Adjust Implicit FX Transactions function [transaction GMCA_IFX] determines calculated positions that represent implicit
currency swaps.

When posting a clearing document in a currency that is different to that of the document to be cleared, the system sets the
update currency in the reconciliation account so that it is the same currency as the original document currency of the document
to be cleared.

If a clearing document participates in a FX swap, this means that the update currency of the line item in the reconciliation
account is different to the document currency. This enables the system to identify the implicit FX swap.

If these currencies differ, then the business transaction is an implicit FX swap. In the case of assets, all postings whose
transaction currency is not the same as the local currency are implicit FX swaps.

You can:

Determine implicit FX swaps for vendors, customers, G/L accounts with open item management, or xed asset
accounts.

Make adjustment postings to FX position accounts together with clearing postings to freely con gurable G/L accounts
(correction accounts for the implicit FX swap).

The correction postings offset the foreign currency transactions in the same currency and repost them in the functional
currency.

Use the MCA posting cheme for FX transactions.

FX swap in Backpack

FX swap in 4-pack

The system determines the implicit FX swaps for vendors, customers, and G/L accounts with open item management as
follows:

The system searches through the cleared open items that you have selected to nd those items that belong to a clearing
transaction with at least one foreign currency.

For xed asset accounts, the system determines FX swaps as follows: The system searches through the FI-AA document
positions that you have selected to nd items that were posted in a foreign currency.

Prerequisites
In the company code segment of the account master data, you must con gure an MCA key for all reconciliation accounts.

In Customizing for Financial Accounting (New) General Ledger Accounting (New) Master Data G/L Accounts G/L
Account Processing and Creation Edit Company Code Data.

To be able to correct implicit FX swaps, you must make the following settings in Customizing for Financial Accounting (New)
General Ledger Accounting (New) Periodic Processing Multi Currency Accounting (New) :

General Settings Assign MCA Key to MCA Position Types. Assign MCA keys to MCA position types.

This is custom documentation. For more information, please visit the SAP Help Portal 103
 12/6/2023
Account Determination Maintain FX Position Accounts and Equivalent Value Accounts. De ne position and
equivalent value accounts for the MCA position types that you assigned to MCA keys in the previous step.

Account Determination Maintain Target Accounts for Adjustment of Implicit FX Transactions. De ne IFX-speci c
rules for account determination.

Tools De ne Packages for Parallel Processing. De ne packages for the IFX processing category, to which the
system is to assign the line items to be processed.

Activities
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Periodic Processing Adjustment of Implicit FX Swaps Adjust
Implicit FX Swaps.

2. In the Selection group box, enter the selection criteria to restrict the number of line items.

Company Code: Selection criteria for company code

Posting/Clearing date: Selection criteria for posting date of clearing document

Creation date of document: Selection criteria for creation date of clearing document

Creation time of document: Selection criteria for creation time of clearing document

3. To restrict the selection options further, select one of the following radio buttons vendor, customer, assets, G/L
accounts.

Depending on which radio button you selected, you can enter vendor numbers, customer numbers, asset main numbers,
or G/L accounts in the Account eld.

You can also enter a matchcode rather than the account number.

4. In the Postings group box, enter the following selection criteria:

Posting date

The system posts the adjustment postings for the implicit FX swap on this date.

Document date (optional)

The system posts the adjustment postings on this date. If you do not make an entry, the system uses the posting date
from the original documents. You can enter a document header text and a line item text for the newly generated
documents.

5. In the Technical Parameters group box, you can use the following checkboxes for technical processing of the processes:

Display Documents

Select the checkbox to display a table that contains all documents resulting from adjustment of an implicit FX
swap.

If you do not set this indicator, the system displays the application log only.

Simulation

If you only want to simulate adjustment of the implicit FX swap, select the checkbox. The system only simulates
posting of the documents. No documents will be posted.

No parallel processing

If you want to run the processes sequentially rather than in parallel for test purposes, select the checkbox.

This is custom documentation. For more information, please visit the SAP Help Portal 104
 12/6/2023
6. Choose Execute.

Result

The system generates the adjustment postings in the 4-pack posting scheme.

Position accounts

Adjustment accounts

Equivalent value accounts

In the backpack posting scheme, the system generates adjustment postings.

Position accounts

Adjustment accounts

If clearing differences occur, the system posts them to dedicated clearing accounts. You can specify the participating target
accounts in IFX Customizing.

De ne the target accounts for the implicit FX swap in Customizing for Financial Accounting (New) General Ledger
Accounting (New) Periodic Processing Multi Currency Accounting (New) Account Determination Maintain Target
Accounts for Adjustment of Implicit FX Swap.

When creating the adjustment postings, the system takes into account items in foreign currency on pro t and loss accounts, as
well as on the accounts for exchange rate differences and rounding differences, if items on such accounts were created during
open item clearing.

This ensures that the balance per company code and transaction currency is zero after the system has processed all implicit FX
transactions.

For items on such accounts, you must con gure corresponding adjustment accounts in IFX Customizing.

Example
Clearing of an open item in Accounts Receivable Accounting (FI-AP)

1) Invoice in foreign currency GBP (local currency USD)

Expense account: 600 GBP (1000 USD)

Reconciliation Account Vendor: -600 GBP (- 1000 USD)

2) Payment in USD (= local currency)

Reconciliation Account Vendor: -900 GBP (- 1000 USD)

Bank Account: 900 USD (900 USD)

Gain Account: 0 USD (100 USD)

Adjustment postings generated in backpack posting scheme by IFX report

3) Offsetting posting on adjustment account in foreign currency GBP (local currency USD)

This is custom documentation. For more information, please visit the SAP Help Portal 105
 12/6/2023
Adjustment Account: 600 GBP (1000 USD)

Position Account: -600 GBP (-1000 USD)

4) Reposting in local currency

Adjustment Account: - 900 USD (- 1000 USD)

Position Account:

(4-Pack: Equivalent value account): 1000 USD (1000 USD)

Clearing Account: - 100 USD (0 USD)

Revalue and Restate

Use
MCA executes FX valuations only.

FX valuations are regulated in the national accounting principles. In some countries, there are special legal requirements for
banking transactions and the effects of FX transactions on the banks' nancial statements. FX positions are created for every
bank that executes FX transactions.

These positions result from foreign currency trading and from revenues and expenses that were reported in foreign currencies.
If the debit and credit side are cleared for each transaction currency, then their equivalent amounts are also cleared in the
functional currency. This means that no pro t or loss results from the FX valuation (apart from small rounding differences).

For example, if a bank has more assets than liabilities in a speci c currency (or the other way round) - the bank has a FX position
on the balance sheet - then the balance sheet cannot be cleared due to exchange rate uctuations if they are issued in the
functional currency. The balance sheet must be cleared by closing these gaps. The gap is the pro t or loss on the valuation.

Features
You can revalue and restate the general ledger accounts.

There are two types of valuation, each of which valuates another account type.

FX Position Account Valuation

Foreign currency positions in the balance sheet represent the potential economic exchange rate risk in the respective currency.
These positions have to be measured and valuated on the reference date using the current exchange rate. The calculated gain
or loss is an economic value that has to be included in the nancial statements.

FX Position Account Valuation determines the original balance gures on the speci ed monetary asset accounts.

You can de ne different types of FX positions such as FX positions for revenues and expenses and a FX position for foreign
currency trading. You must use a standard method to valuate the different types of FX positions. The system calculates the
valuation gains and losses by taking the account balances in the transaction currency and reading the equivalent value in the
functional currency of these balances for each currency.

In the 4-pack MCA posting scheme, this is the balance of the equivalent value accounts.

In the backpack MCA posting scheme, this is the corresponding balance on the position accounts themselves.
This is custom documentation. For more information, please visit the SAP Help Portal 106
 12/6/2023
The system uses the exchange rate valid on the reference date to calculate the new equivalent value for every currency. It then
compares the posted equivalent value with this recently calculated equivalent value to determine the pro t or loss.

The system posts the valuation pro ts and losses calculated in the valuation process to separate pro t and loss accounts for
valuation pro ts and losses. The system calculates the balances in the functional currency using the exchange rates that were
valid on the reference date, determines the valuation result, and posts the result to the target account de ned in Customizing.

Monetary Asset Revaluation

This is classical valuation of cash accounts that are issued in foreign currencies. Monetary asset revaluation determines the
original balance gures on the speci ed monetary asset accounts. It calculates the balance gures in the functional currency for
the exchange rates that were valid on the reference date and determines the valuation result. The system posts the valuation
result to the target account speci ed in Customizing.

You must post the valuation results at least once a year, but you can also post them in shorter intervals such as on a daily or
weekly basis. In the general ledger, you can also restate balances in a parallel currency.

Related Information
Valuate Foreign Currency Position Accounts
Monetary Asset Revaluation
Restate Foreign Currency Position

Valuate Foreign Currency Position Accounts

Context
You can use the Valuate FX Position Accounts [GMCA_FXV] function to valuate FX position accounts. Foreign currency positions
in the balance sheet represent the potential economic exchange rate risk in the respective currency. These positions have to be
calculated and valuated on the reference date using the current exchange rate. The calculated gain or loss is an economic value
that has to be included in the nancial statements. The system calculates the valuation gains and losses by taking the account
balances in the transaction currency and reading the equivalent value in the functional currency of these balances for each
currency.

In the 4-pack MCA posting scheme, this is the balance of the equivalent value accounts.

In the backpack MCA posting scheme, this is the corresponding balance on the position accounts themselves.

To determine the valuation pro t or loss, the system compares these values with the equivalent value calculated based on the
exchange rate valid on the reference date.

MCA posting scheme: Backpack

In a company code with the MCA posting scheme Backpack , the rst posting made by the system makes the following
adjustments to the clearing account de ned in Customizing:

Transaction amount of zero in foreign currency

Valuation result in functional currency

This adjusts the balances in functional currency on the position account.

Afterwards, the calculated gains and losses are posted from the position account to the separate P&L accounts for
valuation gains and losses. In these postings, the transaction currency is the same as the functional currency.

This is custom documentation. For more information, please visit the SAP Help Portal 107
 12/6/2023
MCA posting scheme: 4-pack

In a company code with the 4-pack posting scheme, you use the Position Account Adjustment checkbox to de ne
whether or not you also want to adjust the functional currency balances on the position account. This step is optional and
you can also make the setting later in the following transaction: Adjust Functional Currency Amount of Position Account
[GMCA_FXA]. The corresponding checkbox is not visible until you have selected a company code in which the MCA
posting scheme 4-Pack is used. If you select the Position Account Adjustment checkbox, the system makes the
offsetting posting to the clearing account de ned in Customizing. In accordance with the posting scheme, the system
makes the posting for a transaction amount of zero in foreign currency and the valuation result. You can adjust the
amount in functional currency on the position account at a later time.

Afterwards, the system posts the calculated gains and losses from the position account to the separate P&L accounts for
valuation gains and losses. In these postings, the transaction currency is the same as the functional currency.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Periodic Processing Evaluate Evaluate FX Position Account.

2. In the Selection group box, enter selection criteria to restrict the number of FX positions to be evaluated.

If the system is to take into account the balance of the current period only when evaluating the foreign currency position
accounts, select the Evaluate Period Balance Only checkbox.

If you do not select the checkbox, the system calculates the balances as the "Balance for Current Year.

3. In the Postings group box, enter the required data.

If you want to reverse the valuation with a reversal posting, select the Immediate Reversal Posting checkbox.

4. In the Processing Parametersgroup box, enter the required data.

Enter the translation date for the restatement.

If you do not enter a translation date, the system uses the posting date to determine the exchange rate. Enter the
exchange rates to be used for the restatement.

5. In the Technical Parameters group box, you can use the following checkboxes for technical processing of the processes:

Check of package size

If you want to test the Customizing settings for package formation in parallel processing, select this checkbox.
The system then does not make any postings, rather it writes the number of selected document positions for
each MCA variant and package to the application log.

Display Documents

Select this checkbox to display a (ALV) table of all of the documents generated in this process.

No parallel processing

If you want to run the processes sequentially rather than in parallel for test purposes, select the checkbox.

Simulation

If you only want to simulate evaluation of foreign currency positions, select the checkbox.

6. Choose Execute.

Monetary Asset Revaluation

This is custom documentation. For more information, please visit the SAP Help Portal 108
 12/6/2023

Context
You use the monetary assets revaluation function [transaction GMCA_MAR] to revalue foreign currency positions on position
accounts.

You revaluate the foreign currency position in the original accounts.

The system posts the revaluation pro ts and losses in the functional currency to the general ledger accounts that you de ned in
Customizing as the target accounts for the revaluation postings.

For balance sheet accounts, the system updates the pro ts and losses in the functional currency and posts them to pro t and
loss accounts.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Periodic Processing Evaluate Monetary Assets Revaluation.

2. In the Selection group box, enter the selection criteria for evaluation of the account balances.

Enter the ledger environment.

The system posts the generated postings in a ledger group, which contains the daily ledger and monthly ledger that is
de ned for the ledger environment in Customizing activity De ne Ledger Environment.

Enter the reference date.

If you do not select the Evaluate Periodic Balance Only checkbox, the system calculates the balances as the balance for
current year.

3. In the Postings group box, enter the posting date on which the system is to revalue the monetary assets.

Special periods

If the system is to post the documents in special periods, you must specify them.

Enter the document date, the document header text, and the document position text. (Optional)

Immediate Reversal Posting

If you want to reverse the revaluation at a later point in time, select the Immediate Reversal Posting checkbox and enter
the reversal posting date.

If you do not select this checkbox, the system posts the revaluation pro ts and losses incrementally in the functional
currency to the revaluation result accounts.

4. In the Processing Parametersgroup box, enter the required data.

Translation date

Enter the translation date for the revaluation.

If you do not enter a translation date, the system uses the posting date to determine the exchange rate.

Exchange Rate Type

Enter the exchange rates to be used by the system for the revaluation.

5. In the Technical Parameters group box, you can use the following checkboxes for technical processing of the processes:

Check of package size

If you want to test the Customizing settings for package formation in parallel processing, select this checkbox.
The system then does not make any postings, rather it writes the number of selected document positions for

This is custom documentation. For more information, please visit the SAP Help Portal 109
 12/6/2023
each MCA variant and package to the application log.

Display Documents

If you want to display a table of all documents generated in the process, select this checkbox.

No parallel processing

If you want to run the processes sequentially rather than in parallel for test purposes, select the checkbox.

Simulation

If you only want to simulate evaluation of foreign currency positions, select the checkbox.

6. Choose Execute.

Results
The system writes the equivalent values in functional currency to the foreign currency positions.

Restate Foreign Currency Position

Context
You can use the foreign currency restatement [GMCA_FXR] transaction to restate general ledger account balances in another
non-functional local currency. The system determines the balances of the speci ed accounts after restatement of the position
accounts or monetary assets restatment. It calculates the balance gures in non-functional currency for the exchange rates
that were valid on the reference date and determines the valuation result.

You de ne in Customizing whether the balances in transaction currency or local currency, which represents the fucntional
currency, are used as the basis for the restatement.

The system posts the restatement result to the target account de ned in Customizing.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Periodic Processing Evaluate Restate Restate.

2. In the Selection group box, enter the selection criteria for evaluation of the account balances.

Ledger Environment

Enter the ledger environment. The system posts the generated postings in a ledger group, which contains the daily
ledger and monthly ledger that is de ned in the ledger environment in Customizing activity De ne Ledger Settings for
Ledger Environment.

Reference Date

Enter the reference date. If the system is to take into account the balance of the current period only when evalauating
the foreign currency position accounts, select the "Evaluate Period Balance Only" checkbox.

If you do not select the checkbox, the system calculates the balances as the "Balance for Current Year.“

3. In the Postings group box, enter the required data.

Posting date

Enter the posting date for which you want to execute restatement of the FX positions.

This is custom documentation. For more information, please visit the SAP Help Portal 110
 12/6/2023
Special Period (Optional)

If the system is to post the documents in special periods, you must specify them.

Enter the document date, the document header text, and the document position text. (Optional)

Immediate Reversal Posting

If you want to make an immediate reversal posting, select the Immediate Reversal Posting and specify the
posting date of the reversal.

4. In the Processing Parameters group box, you can use the following elds for technical processing of the processes:

Translation date

Enter the translation date for the restatement. If you do not enter a translation date, the system uses the
posting date to determine the exchange rate.

Non-functional currency 1

If you want to execute restatement for the rst non-functional local currency, select the Non-Functional Currency
eld.

Exchange rate: Non-functional currency 1

Enter the exchange rates for the restatement calculation.

Non-functional currency 2

If you want to execute restatement for the second non-functional local currency, select the Non-Functional
Currency eld.

Exchange rate: Non-functional currency 2

Enter the exchange rates to be used for the restatement.

5. In the Technical Parameters group box, you can use the following checkboxes for technical processing of the processes:

Check of package size

If you want to test the Customizing settings for package formation in parallel processing, select this checkbox.
The system then does not make any postings, rather it writes the number of selected document positions for
each MCA variant and package to the application log.

Display Documents

Select the Display Documents checkbox to display a table of all of the documents generated in this process.

No parallel processing

If you want to run the processes sequentially rather than in parallel for test purposes, select the checkbox.

Simulation

If you only want to simulate evaluation of foreign currency positions, select the checkbox.

Results
The system restate the G/L account balances in another local currency.

Adjust Foreign Currency Amount on Position Account (4-Pack)

This is custom documentation. For more information, please visit the SAP Help Portal 111
 12/6/2023

Context
In a 4-pack scenario, the balance gures for the non-functional currencies on the position accounts do not represent the actual
FX results as they are re ected on the equivalent accounts.

This transaction provides an update function for the amounts in the functional currency to round off the balance gures from a
G/L perspective.

Procedure
1. On SAP Easy Access Screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Periodic Processing Evaluate Adjust Amount in Functional
Currency on Position Account (4-Pack Only) Adjust Amount in Functional Currency on Position Account (4-Pack
Only).

2. In the Selection group box, enter the selection criteria that the system is to use to determine which position account
amounts in functional currency are to be adjusted.

Ledger Environment

Enter the ledger environment.

The system posts the generated postings in a ledger group, which contains the daily ledger and monthly ledger that is
de ned in the ledger environment in Customizing activity De ne Ledger Settings for Ledger Environment.

The system updates the ledgers together and they can be used, for example, to represent the same accounting
standard.

Reference Date

Enter the reference date.

If the system is to take into account the balance of the current period only when evalauating the foreign currency
position acounts, select the checkbox "Evaluate Period Balance Only". If you select the Evaluate Periodic Balance Only
checkbox, the system gets the reference date for restatement of the foreign currency positions.

If you do not select the checkbox, the system calculates the balances as the "Balance for Current Year.“

3. In the Postings group box, enter the required data.

Posting date

Specify the posting date on which the system is to adjust the functional currency balances on the position accounts.

Special Period (Optional)

If the system is to post the documents in special periods, you must specify them.

Enter the document date, the document header text, and the document position text. (Optional)

Immediate Reversal Posting

If you want to reverse the adjustment at a later time using a reversal posting, select the Immediate Reversal Posting
indicator and enter the date of the reversal posting.

4. In the Technical Parameters group box, you can use the following checkboxes for technical processing of the processes:

Check of package size

If you want to test the Customizing settings for package formation in parallel processing, select this checkbox.
The system then does not make any postings, rather it writes the number of selected document positions for
each MCA variant and package to the application log.

Display Documents

This is custom documentation. For more information, please visit the SAP Help Portal 112
 12/6/2023
Select the Display Documents checkbox to display a table of all of the documents generated in this process .

No parallel processing

If you want to run the processes sequentially rather than in parallel for test purposes, select the checkbox.

Simulation

If you only want to simulate evaluation of foreign currency positions, select the checkbox.

5. Choose Execute.

Results
The system adjusts the functional currency balances on the position accounts.

Carryforward

Edit MCA Balance Carryforward

Prerequisites
A document type must be used that allows postings to position accounts. This can be done in Customizing activity Permit
Posting to Position and Equivalent Accounts

Context
"Balance carryforward" is when the system transfers the balance of an account into the new scal year.

The balance display of the account shows the carryforward. MCA carries forward the balances of position accounts only.

The MCA balance carryforward function [transaction GMCA_BCF] enables you to transfer the balances from the position
accounts to a target account.

The target account can be de ned in the Customizing activity De ne Balance Carryforward f. Position & Equivalent Value Acct.
You can make the transfer posting on the year end date or on the rst day of the new year. In the 4-pack posting scheme, the
equivalent accounts are handled automatically together with the respective position account. The result of the balance
carryforward runs can be seen in MCA run administration.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Periodic Processing Carryforward MCA Balance Carryforward.

2. In the General group box, enter the following selection criteria:

Ledger Environment

Enter the ledger environment. The system posts the generated postings in a ledger group, which contains the daily
ledger and monthly ledger that is de ned in the ledger environment in Customizing activity De ne Ledger Settings for
Ledger Environment. The system updates the ledgers and you can use them, for example, to represent the same
accounting principle.

Simulation

This is custom documentation. For more information, please visit the SAP Help Portal 113
 12/6/2023
If you only want to simulate the balance carryforward, select the checkbox.

Output List of Results

If you only want to display the list of results, select the checkbox.

3. In the Source Account Selection group box, enter the relevant selection criteria to determine the source account.

4. In the Posting Date Selection group box, enter the relevant selection criteria to de ne when the the system is to execute
the balance carryforward.

Enter the scal year and choose one of the two radio buttons to de ne the period in which the posting is to be made:

Post at End of Previous Year

Special Period: Post on First Day of New Year.

5. In the Postings group box, enter the relevant selection criteria:

6. Choose Execute.

Results
The system carries the balances forward into the new scal year.

Reports

Use
In MCA, you can call the following check reports to access data and to execute valuations.

Features
Reports: Transaction Data

Assets and liabilities in all currencies must balance for all position accounts and equivalent value accounts. Any errors will have
an impact on the balance sheet and income statement, so any incorrect postings have to be identi ed.

MCA Balance Sheet

MCA G/L Account Balances

MCA Validation

Exchange rates can affect pro t and loss accounts. Therefore, it is important to identify any exceptional exchange rates and
their impact.

Validate Exchange Rates

Validate Exchange Rates for Calculated Equivalent Values

FX swaps can affect pro t and loss accounts. Therefore, it is important to identify any exceptional FX swaps and their impact.

Validate Foreign Currency Swap

Validate Foreign Currency Balances

Customizing

This is custom documentation. For more information, please visit the SAP Help Portal 114
 12/6/2023
Customizing has to be complete and consistent. For example, the master data for general ledger accounts must be compatible
with the requirements of Multi Currency Accounting.

Check MCA Con guration

MCA Balance Sheet and Income Statement

Use
The MCA Financial Statements function [transaction GMCA_BILA] corresponds to a large part to the SAP standard report
RFBILA00. The function creates the balance sheet and the income statement for a user-de ned reporting period within a scal
year with absolute and relative comparisons to a comparison period.

In new G/L, if you have created an additional general ledger for your additional accounting principle, the MCA balance sheet
report allows you to create and compare the balance sheets and P&L statements for two different accounting principles.

This means that you can create the balance sheet and pro t and loss statement (P&L) for a speci ed reporting period within a
single scal year, with absolute and relative comparisons to a de ned comparison period.

To determine the structure of the balance sheet and the P&L statement, you enter a nancial statement version. The system
selects all G/L account balances in the transaction currency and translates them into the display currency.

Alternatively, you can use planned values for the comparison. To do so, you specify the planned version number in the Plan
Version eld.

In MCA, the system creates the balance sheet based on the transaction currency.

This means that you must always enter a display currency in the Currency Translation group box. The translation is based on
the exchange rate type and key date that you speci ed for the translation.

Depending on the nancial statement versions used, you can use the report to display the difference resulting from the
calculated retained earnings result (total of balance sheet accounts - balances), the result from the pro t and loss statement
(total of all pro t and loss accounts - balances), and the result from unassigned accounts as a separate item in the balance
sheet. For a correct balance sheet, this item corresponds exactly to the rounding difference resulting from the currency
translation.

Prerequisites
If you use Multi-Currency Accounting (classic), choose the following path:

You must de ne the balance sheet and income statement structures that you want to use.

You make this setting in Customizing for Financial Accounting under General Ledger Accounting Business Transactions
Closing Multi-Currency Accounting Document De ne Financial Statement Versions .

If you use Multi-Currency Accounting (new), choose the following path:

You must de ne the balance sheet and income statement structures that you want to use.

You make the settings in Customizing for Financial Accounting (New) under General Ledger Accounting (New) Periodic
Processing Document De ne Financial Statement Versions .

 Note
This is custom documentation. For more information, please visit the SAP Help Portal 115
 12/6/2023
If you want to view an item in the balance sheet for rounding differences resulting from a currency translation, you have to
create an item with the key 0MCACDIFF in the relevant nancial statement version.

You have made the exchange rate settings for standard currency conversion in Customizing under SAP NetWeaver
General Settings Currencies .

You have made the settings for market data exchange rates in Customizing for Financial Accounting (New) General
Ledger Accounting (New) Periodic Processing Multi Currency Accounting (New) Market Data Exchange Rates .

You have de ned the exchange rate types and exchange rates that are needed by the report for currency translation.

Activities
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Periodic Processing Reports MCA Balance Sheet .

2. In the G/L Account Selection group box, enter the following selection criteria for which you want to generate the
nancial statements: Chart of accounts, G/L account, and company code.

3. In the Transaction Figures Selection group box, enter the business area for which you want to generate the nancial
statements.

4. In the Currency Translation group box, enter the following selection criteria: Exchange Rate Type for Translation,
Display Currency and the key dates for translation of reporting and comparison periods.

Use Market Data Exchange Rates

If you want to translate all amounts using the market data exchange rates, select this checkbox.

If you do not select this checkbox, the system translates all amounts using the standard currency translation.

5. In the Financial Statements group box, enter the following selection criteria: Financial Statement Version, Language,
and Balance Sheet Type.

6. Choose Execute.

Result

The system calculates the balance sheet and the income statement.

MCA Balance Report

Use
You use the MCA balance report function [transaction GMCA_SSLD], which corresponds to a large extent to the standard SAP
balance report, to display balances on the accounts that are assigned to nancial statement items for a de ned period of a
scal year.

You can display a display currency into which the values are converted and displayed. In MCA, the G/L balances report shows
the following gures:

Balance carried forward at the beginning of the scal year

Debit balance of reporting period

Credit balance of reporting period

This is custom documentation. For more information, please visit the SAP Help Portal 116
 12/6/2023
End balance of reporting period

Cumulated balance

These gures are usually available in the transaction currency and all parallel local currencies. You can de ne an additional
display currency, as well as a key date and an exchange rate category for the translation.

Prerequisites
You have made the exchange rate settings for standard currency conversion in Customizing for SAP NetWeaver
General Settings Currencies.

You have made the settings for market data exchange rates in Customizing for Financial Accounting (New) General
Ledger Accounting (New) Periodic Processing Multi Currency Accounting (New) Market Data Exchange Rates .

You have de ned the exchange rate types and exchange rates that are needed by the report for currency translation.

Activities
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Periodic Processing Reports MCA G/L Account Balances.

2. In the G/L Account Selection group box, enter the following selection criteria for which you want to generate the G/L
account balances: Chart of accounts, G/L account, and company code.

3. In the Selection Using Search Help group box, enter the selection criteria to determine the relevant G/L accounts.

4. If you want to display an additional display currency, select the Specify Display Currency checkbox in the Currency
Translation group box. The system shows the following elds for displaying G/L account balances:

Exchange Rate Category for Translation, Key Date for Translation

Use Market Data Exchange Rates

If you want to de ne that balances be translated using the market data exchange rates, you must select the Market
Data Exchange Rates indicator.

5. In the Further Selections group box, enter the following selection criteria to select G/L account balances: ledger, scal
year, posting period, business area

6. In the Layout Variants group box, select the required variant.

7. Choose Execute.

Result

The system displays the list of G/L account balances.

MCA Validation Check

De nition

Use
The MCA validation check checks whether the data entered by users is valid or whether the Customizing settings have been
made correctly. You can:

This is custom documentation. For more information, please visit the SAP Help Portal 117
 12/6/2023
Validate Exchange Rates

Validate Exchange Rates for Calculated Equivalent Values

Validate Foreign Currency Swap

Validate Foreign Currency Balances

Check MCA Con guration

 Note
You can install your own validation checks by implementing corresponding BAdIs (Business Add-Ins).

Transaction Data

Validate Exchange Rates

Prerequisites
The exchange rates to be checked have been stored in the system.

If you want to use market data exchange rates, you store them in Customizing under Accounting Financial
Accounting (New) General Ledger (New) Periodic Processing Multi Currency Accounting Exchange Rates Edit
Market Data Exchange Rates

If you want to use classic exchange rates, you store them in Customizing for SAP NetWeaver General Settings
Currencies Enter Exchange Rates.

Context
You use the validate exchange rates [transaction GMCA_CHK_RATES] function to validate variances between exchange rates
for the speci ed validity period.

The system compares all sequential exchange rates (combination of currency and exchange rate type) for the speci ed validity
period. If no exchange rate exists for the selected time period, the system outputs a message in a log le. If the system nds no
previous exchange rate in the selected time period, it uses the last exchange rate that was valid before the time period. A
message in the log le speci es that the comparison exchange rate is older than the speci ed exchange rate.

The system calculates the difference between two consecutive exchange rates within the validity period as both a percentage
and as an amount. The system also calculates the number of days between the consecutive exchange rates. The system
displays all exchange rate differences that exceed the maximum exchange rate variance or the maximum number of days. This
enables you to check variances to the previous exchange rate and obsolete exchange rates.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Periodic Processing MCA Validation Check Flow Data Validate
Exchange Rates.

2. In the Selection group box, enter the selection criteria to de ne the exchange rates that you want to validate.

Select one of the radio buttons Classic Exchange Rates or Market Data Exchange Rates, to de ne which exchange rate
is to from the basis of the calculation.

This is custom documentation. For more information, please visit the SAP Help Portal 118
 12/6/2023
3. In the Processing Parameters group box, enter the following selection criteria:

Max. no of days

De ne the maximum number of days that is permitted between the validity dates of two consecutive exchange rates.

Max. exchange rate variance (%)

Enter the maximum percentage difference that is permitted between the current and previous exchange rates.

4. In the Technical Parameters group box, if you select the Display All Positions checkbox, the results list displays all
compared exchange rates; if you do not select the checkbox, the system displays only those exchange rates for which the
variance is too great.

5. Choose Execute.

Results
The results list of the validated exchange rates displays the following information:

Date, currency, exchange rate type, and exchange rate of latest entry

Date, currency, exchange rate type, and exchange rate type of previous entry

The percentage variance between the exchange rates

The number of days between two consecutive exchange rates

The list also contains information about whether the system has found any errors. If the system found errors, it displays the
following results:

The variance between the two exchange rates exceeds the threshold de ned in Customizing.

The variance between the date of the previous exchange rate and the current exchange rate is greater than the number
of days de ned in Customizing.

No exchange rate was supplied for the validity period.

Example
Selection

Validity Date Exchange Rate 02/01/YYYY to 02/28/YYYY

from

From Currency: EUR

To Currency: If this eld is empty, the system displays all exchange rates

Exchange Rate Type M

The TCURR table contains an exchange rate for every day between 02/02/YYYY and 02/28/YYYY, the exchange rate is only
missing for 02/23/YYYY.

Processing parameters

Max. no of days 1

Technical parameters

This is custom documentation. For more information, please visit the SAP Help Portal 119
 12/6/2023
Display all positions

Result:

The system compares the exchange rate on 02/28 with that on 02/27; it compares the exchange rate on 02/27 with that on
02/26, and so on.

The system displays a log message that says that the maximum number of days between the two exchange rates is exceeded
between 02/24 and 02/22.

Validate Exchange Rates for Calculated Equivalent Values

Context
You use the Validate Exchange Rates for Calculated Equivalent Values [transaction GMCA_CHK_DOCRATE] function to
determine exceptions in the exchange rates and equivalent values in the functional currency for postings for which the
transaction currency is not the same as the functional currency.

The system determines variances between the exchange rates used when creating documents and the exchange rates that
were valid in the system on that date. It shows all documents for which the exchange rate difference or amount difference was
above the speci ed maximum deviation for the exchange rate, or above the speci ed maximum amount deviation.

If you post transactions in a currency other than the functional currency, the data can be incorrect if the equivalent values in the
functional currency are incorrect or if the de ned variances are exceeded. If incorrect data has been entered manually, the
system issues error messages. The user can override these warnings however.

 Note
If you import data using an interface, the system does not check the postings.

This function nds all postings in foreign currency for which the threshold value has been exceeded either for the exchange rate
variance, which is used to calculate the functional currency amount, or for the variance in the absolute amount. These threshold
values are de ned on the selection screen.

The system calculates the percentage variance between the exchange rate used for the posting and the exchange rate stored
in the exchange rate table for the selected exchange rate type and posting date. If the exchange rates are different, the system
calculates the equivalent value in functional currency using the exchange rate from the exchange rate table. The system then
calculates the variance between this new amount and the amount in functional currency in the document; it then compares this
absolute amount with the maximum permitted variance de ned in Customizing.

If the exchange rate variance exceeds the threshold or if the absolute amount variance exceeds the maximum variance, the
system displays a list of the corresponding documents. You can display the document header and the document positions. You
can download the report in a local le or display the data as a graphic.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Periodic Processing MCA Validation Check Flow Data Validate
Exchange Rates for Calculated Equivalent Values.

2. In the Selection group box, enter the selection criteria to select the documents for which you want to validate the
exchange rates for calculated equivalent values. Choose one of the radio buttons to de ne the exchange rate type that
the system is to use as the basis for the calculation:

Use Exchange Rate Type Applied in Documents

This is custom documentation. For more information, please visit the SAP Help Portal 120
 12/6/2023
Specify Exchange Rate Type to be Used

3. In the Processing Parameters group box, specify the maximum exchange rate variance as a percentage and the
maximum amount variance (if applicable).

4. In the Technical Parameters group box, choose the Display All Positions checkbox if you want the results list to display
details of all the selected documents. If you do not select the checkbox, the system displays only those documents for
which the variance was too big.

5. Choose Execute.

Results
The results list displays the following information:

Document information (document number, document date, company code, and so on)

Exchange rate used in document and equivalent value in functional currency

Exchange rate in exchange rate table for posting date and equivalent value in functional currency calculated using this
exchange rate

Variances between the exchange rate and the equivalent value in functional currency (percentage and amount).

Validate Foreign Currency Swap

Prerequisites
You have entered MCA documents as FX swaps.

On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Document Entry Create FX Swap.

Context
You use the validate FX swaps function [transaction GMCA_CHK_SWAP] to check FI documents that belong to a MCA document
that was created using a FX swap transaction.

If the system does not nd all FI documents that belong to the swap, it issues an exception. Based on the document in the base
currency and the amount in the target currency, the program then determines the amount difference of the posting lines of the
position account (in the 4-pack schema, of the posting lines of the position account and equivalent value account) in the
functional currency.

The system displays all FI documents for which a difference was determined that was above the speci ed maximum deviation
for the exchange rate or maximum amount deviation.

You can use the Validate FX Swaps function to determine unusual exchange rates that are used in FX transactions and to
identify incomplete postings to position accounts and equivalent value accounts. You can display detailed information about FX
transactions that affect FX positions and the valuation results. You use this information for audit and reconciliation purposes.

4-Pack Posting Scheme

If you use the 4-pack posting scheme, the function compares each posting to the FX position account to the corresponding
posting to the equivalent value account. The system checks whether postings made to the equivalent value account are in the
functional currency. The system calculates the exchange rate between the transaction currency and the functional currency

This is custom documentation. For more information, please visit the SAP Help Portal 121
 12/6/2023
(amount in foreign currency posted to the position account and amount in functional currency posted to the equivalent value
account).

The system compares this exchange rate with the exchange rate that is stored in the exchange rate table for these currencies,
and calculates the variance as a percentage. It then uses the exchange rate from the exchange rate table to calculate the
equivalent value in the functional currency and the variance between this value and the amount that was posted to the
equivalent value account.

The system displays a list of all documents:

For which the variance between the exchange rate used and the exchange rate valid on the posting date was greater
than the de ned maximum value.

For which the variance amount between the posted equivalent value in functional currency and the newly calculated
equivalent value in functional currency exceeds the de ned maximum value.

This list contains all incomplete postings. Either the position account or the equivalent value account contains no entry for this
transaction.

Backpack Posting Scheme

If you use the backpack posting scheme, the function selects the postings from the position accounts.

The system calculates the exchange rate between the transaction currency and the functional currency (amount in foreign
currency and amount in functional currency posted to the position account). The system compares this exchange rate with the
exchange rate that is stored in the exchange rate table for these currencies, and calculates the variance as a percentage. It
then uses the exchange rate from the exchange rate table to calculate the equivalent value in the functional currency and the
variance between this value and the amount that was posted to the position account.

The system displays a list of all documents:

For which the variance between the exchange rate used and the exchange rate valid on the posting date was greater
than the de ned maximum value.

For which the variance amount between the posted equivalent value in functional currency and the newly calculated
equivalent value in functional currency exceeds the de ned maximum value.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Periodic Processing Flow Data MCA Validation Check Validate
FX Swaps.

2. In the Selection group box, enter the selection criteria to restrict the FX swaps to be validated.

You can use selection criteria to de ne the documents to be checked by the system. For example, you can enter the
company code, the posting date, and the transaction currency. You can de ne which documents are not to be checked
because the system generates them automatically.

3. In the Processing Parameters group box, specify the maximum exchange rate variance as a percentage and the
maximum amount variance (if applicable).

4. Choose Execute.

Results
The results list displays the following information:

This is custom documentation. For more information, please visit the SAP Help Portal 122
 12/6/2023
Document information (document number, document date, company code, and so on)

Exchange rate used in document and equivalent value in functional currency

Exchange rate in exchange rate table for posting date and equivalent value in functional currency calculated using this
exchange rate

Variances between the exchange rate and the equivalent value in functional currency (percentage and amount).

The list also contains information about whether a FX swap was posted incompletely.

Validate Foreign Currency Balances

Prerequisites
Before running the Balance in Foreign Currency validity check, you have already closed or transformed the P&L
accounts.

Before running the Balances for P&L Transformation (Source/Target), validity check, you have valuated the FX position
accounts and posted the valuation result.

Before running the Balances of Equiavelent Values to Foreign Currencies validity check, you have already transformed
the P&L accounts.

Context
You can use the validate foreign currency (FX) balances function [transaction GMCA_CHK_BAL] to check whether the P&L
close and P&L transform were successful and whether FXtransactions were posted correctly. This function contains the
following checks:

Foreign Currency Balance

P&L Transformation Balances (Source/Target)

Balances of Equivalent Values to Foreign Currencies

Foreign Currency Balance

The system selects all accounts in accordance with the selection parameters entered on the screen. For example, you can use
the Account parameter to specify the range of accounts to be checked.

You can also select whether the balances are to be validated from the monthly ledger or form a daily ledger and can use the
period or reference dateselection criterion to de ne the time period to be checked.

To enable the accounts to be validated, you must assign either a P&L Close Type or a P&L Transformation Type to the accounts
in the system.

The report then determines the balance per transaction currency and checks whether it is zero.

You can use the transaction currency selection parameter to limit the currency to be checked. If you enter 'EUR', then only the
EUR-balance is determined.

P&L Transformation Balances (Source/Target)

The system selects all accounts in accordance with the selection parameters entered on the screen. For example, you can use
the Account selection parameter to specify the range of accounts to be checked, or you can use the MCA key to select the the
This is custom documentation. For more information, please visit the SAP Help Portal 123
 12/6/2023
accounts.

To enable the accounts to be validated, you ust assign a P&L Transformation Type to the accounts in the system. Additionally,
the report selects all target accounts con gured in Customizing activity Maintain Target Accounts for P&L Transformation for
the PLT types of the selected accounts.

If there is no valid con guration for a PLT type, the corresponding source accounts will be exempt from processing as well.

The report then determines the balance amount in functional currency for all source accounts and the balance amount in
functional currency for all target accounts. The system checks whether both balance amounts are the same.

Balances of Equivalent Values to Foreign Currencies

This check applies to the MCA posting scheme backpack only.

The report selects all accounts de ned in Customizing activity Maintain Position Accounts and Equivalent Accounts as FX
position accounts for all MCA position types that are used in the speci ed company code.

You can use the Account or Transaction Currency selection parameter to limit the range of accounts to be selected.

If a selected account is not de ned as FX position account, it will be exempt from processing.

It then determines the balance amount in functional currency for all selected accounts. The system checks whether the balance
amount is zero.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Periodic Processing MCA Validation Check Flow Data Validate
FX Balances.

2. In the Selection group box, enter the selection criteria to determine the accounts for which you want to validate the FX
balances.

3. In the Validity Checkgroup box, select one of three checks.

Foreign Currency Balance

If you want to check the balance amount per transaction currency, select the Foreign Currency Balance radio
button.

P&L Transformation Balances (Source/Target)

Select the P&L Transformation Balances (Source/Target) radio button if you want to check if the balance in
functional currency on the source accounts and the balance in functional currency on the target accounts are the
same. The system determines the source accounts from the parameters Company Code, Account, and MCA Key
on the selection screen. It determines the target accounts from the con guration in Customizing activity
Maintain Target Accounts for P&L Transformation according to the MCA Keys of the source accounts.

Balances of Equivalent Values to Foreign Currencies

Select the Equivalent Value Balances to Foreign Currency radio button if you want to check the balance in
functional currency for all selected accounts.

4. Choose Execute.

Results
The results list displays the following information:

This is custom documentation. For more information, please visit the SAP Help Portal 124
 12/6/2023
Foreign Currency Balance

P&L Transformation Balances (Source/Target)

Balances of Equivalent Values to Foreign Currencies

The system uses a traffic light symbol to show whether the balance positions lead to a balance. If the debit and credit sides
balance to the same amount, the traffic light is green.

Customizing: Check MCA Con guration

Context
You can use the Check MCA Con guration [GMCA_CHK_CONF] function to check whether the con guration settings for the
following areas are complete and correct:

Customizing for MCA

Master data settings for G/L account

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger/General Ledger (New)
Periodic Processing Multi Currency Accounting Periodic Processing MCA Validation Check Customizing
Check MCA Con guration.

2. Enter the selection criteria to restrict the selection of Customizing or G/L account master data.

MCA Variant

Chart of accounts

Company Code

Currencies Relevant for 4-Pack

In a 4-pack scenario, the system checks whether equivalent accounts exist for each of the selected currencies.

Additionally, you can choose the following two aspects:

Display Customizing

The system displays an additional list of MCA-relevant Customizing settings, for example, the MCA variants used,
MCA key, process categories, process types, and so on.

Allow Multiple Positions Accounts

If you want to use several FX position accounts for a MCA position type in your system, you can de ne here that
this is not seen as an error during the check.

3. Choose Execute.

Results
The system performs the following checks and displays each error in the result list:

Check that equivalent accounts exist for each currency of every 4-pack company code.

Check that equivalent accounts are only used once in each company code.

This is custom documentation. For more information, please visit the SAP Help Portal 125
 12/6/2023
Check that all equivalent value accounts de ned for P&L transformation, P&L lock, and P&L close are also con gured for
those process categories.

Check that MCA keys are not used simultaneously for 4-pack or for backpack scenarios.

Check that all position accounts have an MCA key and that the MCA key has a position account valuation type.

Check that accounts that are not position accounts do not have a position account valuation type.

Check that equivalent value accounts have no MCA key.

Check that account balances are managed in all currencies.

Check that all G/L accounts de ned in the Customizing settings for account determination exist in the relevant company
codes.

Check whether a unique position account exists for every position type, unless you have chosen the "Permit Several
Position Accounts" option.

Exchange Rates

De nition
You can display and edit market data exchange rates to represent the relationship between two currencies.

Use
You can use transaction /BA1/F4_FX_02 to edit market data exchange rates with a maximum of four places before the decimal
point and 11 decimal places while also using conversion factors.

You can use document types to de ne whether you want to use market data exchange rates or classic currency translation
when posting FI documents. When creating FI documents, you can use market data exchange rates to enter exchange rates
with a total of 28 positions (14 places before the decimal point and 14 places after the decimal point).

Display Market Data Exchange Rates

Context
In the Display Market Data Exchange Rates (/BA1/F4/_FX_03) and

Display Market Data Exchange Rates (Enhanced Format) transactions,

you can represent the relationship between two currencies.

Procedure
1. On SAP Easy Access screen, choose Accounting Financial Accounting General Ledger Periodic Processing Multi
Currency Accounting Exchange Rates Display Market Data Exchange Rates.

2. Specify a market data area and an exchange rate category.

3. In the Filter Attributes group box, enter the relevant currencies and the analysis time frame.

4. Choose Execute.

This is custom documentation. For more information, please visit the SAP Help Portal 126
 12/6/2023

Results
The Edit Market Data: Exchange Rates screen is displayed, on which the system display all exchange rates and an overview of
all relevant currency information.

On the Description of Exchange Rate Category tab page, the system displays the Customizing settings for the exchange rate
type. You cannot make any changes here. This is only possible in Customizing.

Next Steps
For more information about exchange rates, see the implementation guide under SAP NetWeaver General Settings
Currencies Enter Exchange Rates

Edit Market Data Exchange Rates

Context
In the Edit Market Data Exchange Rates transaction [/BA1/F4_FX_02], you can represent the relationship between two
currencies.

You can edit market data exchange rates with a maximum of four places before the decimal point and 11 decimal places while
also using conversion factors.

Procedure
1. On SAP Easy Access screen, choose Accounting Financial Accounting General Ledger Periodic Processing Multi
Currency Accounting Exchange Rates Edit Market Data Exchange Rates

2. Specify a market data area and an exchange rate category.

3. In the Filter Attributes group box, enter the relevant currencies and the analysis time frame.

4. Choose Execute.

Results
The Edit Market Data: Exchange Rates screen is displayed, on which the system display all exchange rates and an overview of
all relevant currency information.

On the Description of Exchange Rate Category tab page, the system displays the Customizing settings for the exchange rate
type. You cannot make any changes here. This is only possible in Customizing.

Next Steps
For more information about exchange rates, see the implementation guide under SAP NetWeaver General Settings
Currencies Enter Exchange Rates

Edit Exchange Rates

Context
In the Edit Exchange Rates transaction [/BA1/F4_FX_02], you can represent the relationship between two currencies.

This is custom documentation. For more information, please visit the SAP Help Portal 127
 12/6/2023
You can edit market data exchange rates with a maximum of four places before the decimal point and 11 decimal places while
also using conversion factors.

Procedure
1. On SAP Easy Access screen, choose Accounting Financial Accounting General Ledger Periodic Processing Multi
Currency Accounting Exchange Rates Edit Exchange Rates.

2. Specify a market data area and a exchange rate category.

3. In the Filter Attributes group box, enter the relevant currencies and the analysis time frame.

4. Choose Execute.

Results
The Edit Market Data:: Exchange Rates screen is displayed, on which the system display all exchange rates and an overview of
all relevant currency information.

On the Description of Exchange Rate Category tab page, the system displays the Customizing settings for the exchange rate
type. You cannot make any changes here. This is only possible in Customizing.

Next Steps
For more information about exchange rates, see the implementation guide under SAP NetWeaver General Settings
Currencies Enter Exchange Rates

External Data Transfer

De nition

More Information
You can copy a large quantity of document data from different technologies from an external system into the SAP system.

See:

SAP Library SAP ERP Cross-Application Functions in SAP ERP Cross-Application Components CA - Data Transfer
Data Transfer Workbench

See also:

FI - Financial Accounting: Data Transfer Workbench

Special Features of Current Data Transfer

Screen Layout

Using Keys

Accounting Documents: Data Transfer Workbench

Information for Transferring G/L Account Master Data

Information for Transferring Business Partner Master Data

This is custom documentation. For more information, please visit the SAP Help Portal 128
 12/6/2023
Transferring Bank Master Data

Information for Transferring Bank Directories

Transfer of Old Assets into SAP System

Convert Data

Use
You use the report Execute MCA Data Transfer [transaction GMCA_LOAD] to load a set of document positions as MCA
documents into ERP and to map external posting schemes to MCA posting schemes.

The le must have RFBIBL00 format, in which the eld values display the SAP target values already (for example, G/L account
numbers).

In the SAP ERP System, you can use the data transfer workbench (transaction SXDA) for a project that consists of the steps
described below.

6-Pack Adapter

File interface for General Ledger Accounting (RFBIBL00)

MCA Postprocessing

If the system provides the document positions in the 6-pack posting scheme, you can use this report.

The report reads a le in RFBIBL00 format (for example, structures BGR00, BBKPF, BBSEG).

The le must contain information about the document positions that form a MCA document. The report uses the Customizing
settings described below and maps from the 6-pack posting scheme to one of the two following MCA posting schemes:

MCA posting scheme Backpack

MCA posting scheme 4-pack

The report creates a le in RFBIBL00 format. In the Customizing table GLE_MCA_TDALOSRT, the report de nes the document
header eld that identi es the documents that form a MCA document.

The source le can have any number of session headers. The system processes each session separately. This means that the
documents that belong to a session also have an individual session in the target le. The source le can contain documents
from several company codes. Each company code can use its own posting scheme - backpack or 4-pack. This means that the
report must process each document based on the company code and the MCA variant. The target le can contain MCA
documents that use both posting schemes.

 Note

The 6-pack adapter issues an application log that shows changes to the document positions of the source le.

Procedure
1. On SAP Easy Access screen, choose Accounting Financial Accounting General Ledger Periodic Processing Multi
Currency Accounting Tools Foreign Data Transfer Convert Data.

This is custom documentation. For more information, please visit the SAP Help Portal 129
 12/6/2023
The Execute MCA Data Transfer (Inbound Mapping). screen appears.

2. To convert the source le (in 6-pack format) into 4-pack or backpack format, enter the path name of the source le (that
you uploaded already) and a path name for the target eld.

The program creates a target le on the application server and issues an application log that displays changes to the
document positions of the source le.

3. Enter transaction SE38 in the command line, enter the program name RFBIBL00, and choose Execute.

4. Enter the le name of the target le.

Use the input help for the data transfer type and choose Generate Batch Input Session (B).

5. In the Extended Log eld, enter "X" and select Log in the Info Messages group box. Run the report.

The system generates several batch input sessionss.

6. To start the batch job and process the batch input sessions, go to Customizing for Financial Accounting (New)
General Ledger Accounting (New) Periodic Processing Multi Currency Accounting (New) Tools MCA Data
Transfer Start Job for Document Data Transfer.

Select the generated sessions individually.

7. Choose Execute.

During processing, you can select the selection criteria Display Errors Only and Remove Standard Screen Size to minimize the
processing time.

Result
The system executes document data transfer.

 Note
Ensure that you have processed all sessions that you have generated for MCA data transfer.

 Note
Inbound Mapping

Check that the source le in 6-pack format has been converted into 4-pack or backpack format in accordance with the MCA
settings.

Transferring and Sorting Receivables and Payables

Use
Before creating your nancial statements, you have to order your receivables and payables according to their remaining term
so that they can be displayed correctly. You need to enter adjustment postings to do this.

Adjustment postings are necessary in the following circumstances:

If you have customer accounts that are in credit. You cannot display this balance as a receivable; it must be displayed as
a payable.

This is custom documentation. For more information, please visit the SAP Help Portal 130
 12/6/2023
If you have vendor accounts which are in debit. You cannot display this balance as a payable; it must be displayed as a
receivable.

If you have changed the reconciliation account for a customer or vendor, and the payables and receivables posted to the
old reconciliation account are to be assigned to the new account before they are displayed in the nancial statements.

In certain countries (France, for example), investments must be displayed separately.

Features
You can use report SAPF100 for transferring and sorting the receivables and payables. This report carries out the following
functions:

Receivables and payables are sorted according to remaining term and the transfer postings required are carried out

The adjustment postings required are carried out

The program analyzes all the accounts managed on an open item basis. Foreign currency items are always included in this, local
currency items only if they contain a due date.

You can also send the adjusted amounts from the discount and/or at-rate individual value adjustment to the sorted list. In this
case, the values that were previously calculated by the discount or at-rate value adjustment are used for the sorted list and
not the foreign currency items. For more information, see Flat-Rate Individual Value Adjustments and Discount .

The system rst performs all the transfer postings required due to the change of reconciliation account. It then sorts the
payables and receivables and, depending on the results, determines the adjustments required. These postings are then made
for each G/L account, business area, and currency.

Activities
To transfer and sort receivables and payables, from the SAP Easy Access screen, choose Accounting Financial accounting
Accounts receivable/Accounts payable Periodic processing Closing Regroup Receivables/payables.

Sorting by Remaining Term

Use
Report program SAPF101 sorts the receivables and payables according to remaining term. The remaining terms are de ned in a
sort method.

You can de ne your own sort methods.

The standard SAP system provides the remaining terms of the fourth EU directive in sort method EG93 . This directive de nes
the following method of sorting:

Sorted list of receivables and payables according to EG93

Receivables/Payables Remaining Life

Receivables Less than 1 year

More than 1 year

Payables Less than 1 year

This is custom documentation. For more information, please visit the SAP Help Portal 131
 12/6/2023
1 – 5 years

More than 5 years

Prerequisites
You must make the following Customizing settings so that the system can regroup, or sort, your receivables and payables
according to their remaining term.

You have to de ne a sort method in which you specify the remaining terms for receivables and payables

You have to de ne adjustment accounts and target accounts

You have to de ne the account numbers in the system, since the program makes the postings automatically. The required
posting keys are already de ned in the system.

 Example

For the sort method EG93 that is provided in the standard system, you need an adjustment account for each receivables
account, and an account for displaying receivables with a remaining term of more than one year. You also need an
adjustment account for each payables account, together with separate accounts for payables with a remaining term of
between one and ve years, and for payables with a remaining term of more than ve years.

You make the settings in Customizing under Financial Accounting Accounts Receivable and Accounts Payable Business
Transactions Closing Regroup .

Features
The system sorts the open items according to account type. For each account type, the system displays the payables and
receivables for the individual accounts according to the amounts in the respective reconciliation accounts.

Transfer postings

You have to make some transfer postings to be able to display the payables and receivables correctly by remaining term in the
nancial statements. The receivables and payables with the smallest remaining term are left in the previous reconciliation
account, and the receivables and payables with a longer remaining term are transferred to separate G/L accounts.

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/payables account. The receivables/payables account is shown in the nancial statements together with
the adjustment account.

 Example

The receivables account contains receivables with a remaining term of more than one year in the amount of $1000. This
amount is transferred to the appropriate G/L account, which displays the receivables with a remaining term of more than a
year. The offsetting entry is made to an adjustment account. The adjustment account and the receivables account are
displayed together under a single nancial statement item. The following gure illustrates this example:

This is custom documentation. For more information, please visit the SAP Help Portal 132
 12/6/2023

Customers in Credit and Vendors in Debit

A credit balance on a customer account should be displayed as a payable; conversely, a debit balance on a vendor account
should be displayed as a receivable. If such a situation arises, the program makes the appropriate adjustment postings
automatically.

To do this, the system determines the total for each account and reconciliation account. This guarantees that special G/L
transactions, for example down payments and bills of exchange are displayed separately from the payables and receivables.
Accounts with the same consolidation company ID are considered together.

 Example

The receivables account in the gure above identi es a credit balance of $2000 for Customer 3. This payable is to be
displayed in the balance sheet under the item "Other payables". You therefore transfer the amount to the account of that
name. The receivables account is adjusted by a posting to the adjustment account.

Prerequisites

Since you cannot post to the reconciliation accounts directly, the system makes adjustment postings for you. You should display
the reconciliation account and the adjustment account under the same balance sheet item. The system posts the offsetting
entry to a G/L account, under which the payable (or receivable) is now displayed in the balance sheet. You must have de ned
the account numbers for the adjustment accounts and the accounts for the offsetting entries in the system already. The posting
keys are already de ned in the standard system.

This is custom documentation. For more information, please visit the SAP Help Portal 133
 12/6/2023
To de ne the account numbers, select the activity De ne adjustment acts for reclassifying payabl./receivables in the Accounts
Receivable and Accounts Payable Implementation Guide.

Changes to the Reconciliation Account

Use
This program performs any adjustment postings required due to changes to the reconciliation accounts or G/L accounts. The
items from the old reconciliation accounts are assigned to the new accounts. Since you cannot post to the reconciliation
accounts directly, the postings are made to temporary adjustment accounts (see the following gure, (3) ). These adjustment
accounts should be displayed in the balance sheet with the relevant reconciliation account. The postings are then reversed after
the nancial statements have been created (see the following gure, (4) ).

Prerequisites
To enable the program to make the adjustment postings for the regrouping of receivables and payables, you have to set up the
adjustment accounts and posting keys for these postings in the system. To do so, in Customizing choose Financial Accounting
Accounts Receivable and Accounts Payable Business Transactions Closing Regrouping De ne Adjustment
Accounts for Changed Reconciliation Accounts .

 Note

If you purchase and install the FI-LC Consolidation application and have bought a previous customer or vendor (thus also
taking on their payables and receivables), refer to the note in the report documentation on changed reconciliation accounts.

Transfer Postings and Sorting

Procedure

To transfer and sort receivables and payables by remaining term, proceed as follows:

This is custom documentation. For more information, please visit the SAP Help Portal 134
 12/6/2023
1. Choose Accounting Financial accounting Accounts receivable or payable Periodic processing Closing
Regroup Receivables/payables.

2. Enter the company code and the sort method.

3. Restrict the data on the tab pages.

4. Choose Execute .

Provisions
Use

You create provisions for uncertain costs, that is, costs for which the due date or the amount are uncertain.

Provisions for Doubtful Receivables

Use
You can create provisions for customer receivables that might not be paid. In such cases, you rst need to transfer such
customer receivables as doubtful receivables to a special G/L account. You later use a different program to make ledger group-
speci c postings for the relevant provisions.

 Caution
You use this function to automatically transfer open customer receivables as doubtful receivables to the special G/L account
once a speci ed length of time has elapsed. Only use this function if this procedure is compatible with the accounting
principles that you are legally required to apply in your country.

Prerequisites
The following prerequisites must be met:

In Customizing for Accounts Receivable and Accounts Payable under Business Transactions Closing Valuate
De ne Methods (New) , you have de ned at least one provision method that the program can use to create the
provisions.

In Customizing for Accounts Receivable and Accounts Payable under Business Transactions Closing Valuate
Reserve for Bad Debt Specify Periods and Amount of Reserve for Bad Debt (New) , you have assigned a valuation
area to the provision method and speci ed sort levels with percentages that the program uses to determine the
provisions.

If you want the program for creating provisions to consider tax on sales and purchases or if you want credit memos to be
charged partially to the provision amount, you need to have set the appropriate indicator here.

In Customizing for General Ledger Accounting (New) under Periodic Processing Valuate Assign Valuation Areas
and Accounting Principles , you have assigned an accounting principle to the valuation area.

You have used transactions OBXY and OBXT to de ne a special G/L account (with the special G/L indicator) to which the
doubtful receivables rst need to be transferred.

In Customizing for Accounts Receivable and Accounts Payable under Business Transactions -> Closing -> Valuate ->
Reserve for Bad Debt -> De ne Accounts for Reserve for Bad Debt (New) , you have speci ed the accounts to which
the provisions are to be posted (account for allocation of funds or the reserve account).

This is custom documentation. For more information, please visit the SAP Help Portal 135
 12/6/2023

Features
Transferring Doubtful Receivables

The program reads all open items in a customer account. In the case of items for which the balance per invoice reference
number is greater than zero and for which the transfer posting deadline speci ed in the provision method has been reached,
the program clears the items with a posting to the speci ed special G/L account. The program also makes transfer postings for
any credit memos without an invoice reference, provided their amount is not greater than the amount of the doubtful
receivables already posted and of those yet to be posted.

Each item is transferred in an individual transfer posting. You can specify that the program places the postings in a batch input
session.

The program outputs a list of all documents considered in the transfer posting, sorted by company code, customer number,
currency, and due date. It also prints a totals table for each company code.

 Caution
Ensure that the eld control of the special G/L account allows the payment period baseline date to be entered. This date is
required to determine the provision amount.

Posting Provisions

For each customer, the program selects all items with the special G/L indicator selected and that correspond to the criteria
speci ed. From the combination of valuation area and provision method, the program determines the following:

Due date

Percentage of the provision (for each sort level)

Setting specifying whether credit memos are charged

Setting specifying whether tax on sales/purchases is considered

Account assignment for the posting

The system sorts the selected items on the basis of the due date. The amount that is actually posted is the difference between
the amount already on the account for the allocation of funds and the new provision amount determined using the percentage
of the provision. From the valuation area, the system derives the ledger group to which the posting is made.

 Caution
The program only creates provision postings when the Carry Out Postings indicator is set.

 Note
With the standard settings, the program posts the provisions in the company code currency. If you want to post the
provisions in the transaction currency, set the In Transaction Currency indicator.

In the case of cleared items that contain a provision that is smaller than 100 percent, the system reverses the provision. In such
cases, it is assumed that the original item has already been paid.

The program returns a list of all items with the selected special G/L indicator, sorted by business area and due date. For each
item, the list also shows the local currency amount, the previous provision amount, and the new amount to be posted, as well as
the clearing date in the case of cleared items.

This is custom documentation. For more information, please visit the SAP Help Portal 136
 12/6/2023

Activities
Transfer Postings for Doubtful Receivables

To make transfer postings for doubtful customer receivables to a special G/L account, use program SAPF103. For this, start
transaction F103, or, from the SAP Easy Access menu, choose Accounting Financial Accounting Accounts Receivable
Periodic Processing Closing Valuate Receivables Transfer Posting (Gross) .

To be able to specify the date after which open customer items are transferred to the special G/L account, you have to de ne a
provision method. When you have made the other settings you need, run the program.

Posting Provisions

To create provisions for the doubtful receivables transferred to the special G/L account, use program FAGL_DR_PROVISION. For
this, start transaction FAGL_104, or, from the SAP Easy Access menu, choose Accounting Financial Accounting Accounts
Receivable Periodic Processing Closing Valuate Reserve for Bad Debt (Gross) (New) .

Specify a valuation area that has been assigned to a provision method in Customizing. You can use the search help to restrict
the selection of items for which you want to create provisions. When you have made the other settings you need, run the
program.

 Note
You can reverse the last posting run. For this, set the Reverse Postings indicator and the Carry Out Postings indicator, and
then run the program.

GR/IR Clearing Account

De nition
An account which is posted to in the following cases:

Goods received which have not yet been invoiced

Invoices for goods which have not yet been received

When you receive the goods (or invoice), the system makes an offsetting posting to the GR/IR clearing account. The respective
items are not cleared.

Use
Before creating the nancial statements, you need to analyze the GR/IR clearing account so that the transactions posted to it
are properly displayed.

The program used for this analysis determines an item balance for each reconciliation account and each assignment number. If
the account has a credit balance, goods have been received but not invoiced; if the account has a debit balance, goods have
been invoiced but not yet received. The program places any necessary adjustment postings in a batch input session. These
postings are made separately per company code, GR/IR clearing account, reconciliation account, and business area. They are
then reversed on the day you specify in the program run.

 Example

This is custom documentation. For more information, please visit the SAP Help Portal 137
 12/6/2023
You have received goods from one of your vendors. The vendor has invoiced only part of the delivery.

In this example, you would make the following postings:

1. You post $2000 of goods received to the inventory account. The system automatically posts the transaction to the GR/IR
clearing account.

2. You have been invoiced $1000 for part of the delivery. You post this amount to the vendor account and to the GR/IR clearing
account.

In this example, the program would create the following postings:

1. On the balance sheet key date, transfer postings are required to identify the portion of goods delivered but not yet invoiced.
To adjust the GR/IR clearing account, the program used in analyzing the GR/IR clearing account posts $1000 to the relevant
adjustment account. The offsetting entry is posted to the account used for presenting goods delivered but not invoiced (target
account).

2. These postings are reversed after the nancial statements have been created.

Posting Acquisition Tax

Use
You have to post acquisition tax for deliveries which originated in another EU country. You usually do this when you post the
invoice. However, if you have posted a goods receipt without an invoice receipt, you can post the acquisition tax based on the
goods receipt. This is done using the program which analyzes the GR/IR clearing account.

Features
The data is posted to an interim account which you specify before you start the program. This G/L account must be tax-
relevant. When you post data to this account, it automatically triggers the posting of acquisition tax and input tax. When you
post the acquisition tax, the program uses the tax code from the goods receipt posting. For the input tax posting, you should
enter a tax code with a zero percent tax rate before the program run.

This is custom documentation. For more information, please visit the SAP Help Portal 138
 12/6/2023

The following example illustrates the procedure. To accurately display acquisition tax on the delivery of goods for which no
invoice has been received, you have to make the following postings:

1. You have posted $1000 of goods received to the inventory account. The system automatically posts the transaction to the
GR/IR clearing account.

2. In analyzing the GR/IR clearing account, the program makes a debit posting to an interim account for the tax base amount.
This line item contains the acquisition tax code from the inventory posting.

The posting is reversed with an offsetting entry for the same amount. This posting must be made using a tax code which
represents a tax rate of zero percent.

The tax posting is triggered when the interim account is posted to.

3. The postings are then reversed on the date speci ed.

Prerequisites
For postings, the program requires the entry of the following accounts:

A correction account for the GR/IR clearing account. This account is listed in the balance sheet along with the GR/IR
clearing account. The combined balance of the accounts is zero.

Offsetting accounts for the goods received but not invoiced and the invoiced but not received goods. These accounts are
used to correctly list these transactions in the balance sheet.

The numbers of these accounts need to be entered in the system. To enter the account number, in General Ledger Customizing,
choose the activity De ne Adjustment Accounts for GR/IR clearing .

For automatic postings from Materials Management, you also need to specify accounts. To do so, in General Ledger
Customizing, choose the activity De ne Accounts for Materials Management .

For the posting of acquisition tax, you need an interim account and a tax indicator using a zero percent tax rate.

Regrouping the GR/IR Clearing Account

This is custom documentation. For more information, please visit the SAP Help Portal 139
 12/6/2023
To analyze the GR/IR clearing account and carry out the necessary adjustment postings, proceed as follows from the General
Ledger menu.

1. Choose Periodic processing Closing Regroup GR/IR clearing.

2. The system displays the screen for entering the selection criteria and parameters for the report.

3. Fill in the necessary elds.

4. Note that when posting acquisition tax, you must specify an interim account and an input tax code. On this screen, you
can specify the document type for the postings, as well as general speci cations for the output.

5. Under Program , select the appropriate execution method.

Rollups

Purpose
You use a rollup to specify how data from one or several source ledgers is "rolled up" (or summarized) into a rollup ledger . Since
you can work with different ledgers in the system, you can also use different levels of detail and different dimensions. Since
some ledgers may contain too much detailed information for the creation of cumulative reports or irrelevant dimensions for the
report in question, you can rst summarize the information in a rollup ledger.

Notes on Implementation
For the creation of reports, system performance is improved considerably when you use rollup ledgers as opposed to using
source ledgers.

To be able to de ne rollups, you rst need to create rollup ledgers. You do this in the Implementation Guide for Financial
Accounting (New) under General Ledger Accounting (New) Periodic Processing Rollup De ne Rollup Ledgers in General
Ledger Accounting .

 Note
For more information about de ning rollup ledgers, see the IMG documentation on the individual activities under General
Ledger Accounting (New) Periodic Processing Rollup.

Integration
With the rollup, you can process data both from other SAP components as well as from external systems. In this way, you
combine data from different sources in the same rollup ledger.

 Example
The following gure shows how the data from two source ledgers are summarized in one rollup ledger.

This is custom documentation. For more information, please visit the SAP Help Portal 140
 12/6/2023

Features
You create a rollup de nition (rollup header and rollup sequence) for the rollup you want to use. This is principally where you
de ne which data is to be summarized and where it is to be summarized.

When creating a rollup, you also de ne the following objects :

You summarize the selection conditions of the data in sets for the rollup .

You use eld movements to specify which elds of a sender table are to be transferred to the elds of the totals table . The
transfer only concerns totals records and not line items.

You use user exits to perform transformations on the rolled-up data at prede ned points in time.

Before you perform a rollup, you can choose between the following functions:

Verifying Rollups (check, document, display)

Editing Rollup (change, delete)

You can use the following functions to execute the rollup:

Executing Rollups

De ning Background Jobs for Rollup Execution

Exporting or Importing Rollup Data

Example
You want to de ne a report meeting the following requirements: The report only uses the account data of a source ledger
containing 100 different accounts and for each account 100 different cost centers. This means that the system has to read at
least 10 000 totals records (100 accounts 100 cost centers).

This is custom documentation. For more information, please visit the SAP Help Portal 141
 12/6/2023
Such a report would take an extremely long time to process. To improve system performance, you can summarize the account
data from the source ledgers in a rollup ledger containing just 100 totals records (one totals record for each account). The
rollup summarizes the cost center values for each account into one totals record for all cost centers.

 Note
You can use the application component Consolidation (EC-CS) to summarize data in the ledgers of new General Ledger
Accounting. For you to be able to roll up data into Consolidation, the companies into which the data is rolled up must have
the data transfer indicator O .

You make the settings for the consolidation system under Enterprise Controlling Consolidation Integration:
Preparation for Consolidation Preparation in the Sender System Preparation and Activation of Data Transfer Rollup .

For information on the special features concerning the settings in new General Ledger Accounting, see the documentation
on the IMG activity De ne Rollup for Data Export from (New) General Ledger .

For more information, see Consolidation .

Objects for the Rollup

De nition
Objects that you need so that you can perform a rollup.

Use
In order that you can perform a rollup, you have to create or de ne speci c objects.

The following objects are compulsory for the rollup:

Rollup De nition (rollup header, rollup sequence)

This is custom documentation. For more information, please visit the SAP Help Portal 142
 12/6/2023
Sets (rollup set, reset set, or sequence sets)

Field Movement

The following objects are optional:

Substitution activities (see Entering Substitution Activities )

User Exits (see User Exits for the Rollup )

Special periods (see De ne Special Periods for Rollup )

Structure

A rollup can be structured as follows:

Rollup De nition

Rollup Header

Set : Rollup set and reset set

User Exit : Exit in rollup header

Sender and receiver table

Rollup Sequence

Ledgers

Set : Sequence set

Field movement / eld movement rule

User Exit : Field movement, exit 1

Substitution activity

Rollup De nition

De nition
By de ning a rollup, you de ne how data is to be summarized from one or more source ledgers to one or more rollup ledgers. A
rollup is de ned by the rollup header and rollup sequence.

Structure
Rollup Header

The rollup header contains the following information (valid for the entire rollup):

Sender and receiver table

Reset set

This is custom documentation. For more information, please visit the SAP Help Portal 143
 12/6/2023
Rollup set (see Sets for the Rollup )

Where applicable, any user exits run

You create the rollup header when you create the rollup .

Rollup Sequence

Rollup sequences are the basic units of rollups. You can use a rollup sequence to perform several actions within one rollup. By
using rollup sequences, you can execute a series of different rollup actions without having to create and execute separate
rollups for each action. Each rollup sequence contains information speci c to that sequence (such as the sequence set, a rule
for selecting data, the eld movement rule, and the ledger).

You de ne the rollup sequence when you create the rollup .

 Note
For an example of a rollup structure, see Objects for the Rollup .

Sets for Rollup

De nition
You combine values or ranges of values in a set.

Use
In rollups, you can use sets to select, for example, data for a rollup ledger or data to be reset to zero. In rollups, you can use the
following sets:

Basic sets

Single-dimension sets

Multi-dimension sets

You can use sets in the following rollup components:

In the rollup header as a rollup set or as a reset set

In rollup stacks as stack sets

You can also use value variables and set variables in your rollup sets, stack sets, and reset sets.

If you use a set variable or a value variable in a rollup, when executing the rollup you are prompted by the system to enter
information for the variables.

You can use the Create Rollup function to create all sets that you need for a rollup.

This is custom documentation. For more information, please visit the SAP Help Portal 144
 12/6/2023

Structure
Rollup Set

The values of the rollup set refer to all stacks in the appropriate rollup.

The reset set is always a multi-dimension set and must contain the following dimensions:

Ledger

Record type

Version

Company code or company (local or global)

You cannot use the following dimensions in your rollup set:

Client

Period

Year

The multi-dimension set that you use as the rollup set can include basic sets and single-dimension sets.

You can de ne a multi-dimension set that contains the following values:

Ledger 01 (dimension Ledger)

Record Type 0 (dimension Record Type)

Version 001 (dimension Version)

Companies 1000 and 1001 (dimension Company)

Fixed Asset Accounts 500000-501000 (dimension Account)

You can enter the name of the multi-dimension set in the rollup header. When the system processes the rollup, xed asset
accounts 500.000 - 501.000 for ledger 1, record type 0, version 001, and companies 1000 and 1001 are cumulated on the basis
of the eld grouping code you speci ed.

Rollup Stack Set

You can de ne a stack set for each rollup stack. The stack set is used to restrict further the data amount selected through the
rollup set for the appropriate stack.

This is custom documentation. For more information, please visit the SAP Help Portal 145
 12/6/2023

You can create a basic set containing the xed asset accounts 500000 through 500020 (dimension Account). You can then
include this basic set in the rollup stack and enter a eld grouping code and a substitution activity in the stack. In this case, the
system cumulates, on the basis of the eld grouping code you speci ed and in the corresponding sequence, accounts 500000-
500020 only for ledger 01, record type 0, version 001, and companies 1000 and 1001.

Reset Set

You can use reset sets to reset particular data elds of a rollup ledger to zero before executing the rollup. As a rule, a reset set
is not necessary because multiple execution of a rollup in a speci c period is possible thanks to standard active overwriting.

A reset set makes sense in the following cases:

The rollup eld movement was changed after completing a rollup. When repeating a rollup for a period, different rollup sets to
those in the previous run are created. The new rollup records do not overwrite the old rollup records. The old rollup records
remain in the ledger and so lead to an incorrect result. By using a reset set, these old records are also reset to zero.

If you want to use several rollups to combine data from several source ledgers into one rollup ledger, the Cumulate Values
indicator must be set for all affected rollups (see the section Processing Options in “Creating Rollups”). If these rollups have to
be executed again in a speci c period, then you can enter a reset set in one of the rollups to reset the value for this period to
zero for the time being. Subsequently, all rollups can be executed again with the Cumulated Values indicator.

The reset set is always a multi-dimension set and must contain the following dimensions:

Ledger

Record Type

Version

Company code or company (local or global)

You cannot use the following dimensions in a reset set:

Client

Period

Year

Your multi-dimension set can contain basic sets and single-dimension sets.

You can de ne a multi-dimension set that contains the following values:

This is custom documentation. For more information, please visit the SAP Help Portal 146
 12/6/2023
Ledger 01 (dimension Ledger)

Record Type 0 (dimension Record Type)

Version 001 (dimension Version)

Companies 1000 and 1001 (dimension Company)

Fixed Asset Accounts 500000-501000 (dimension Account)

You can enter the name of the multi-dimension set in the rollup header. When the system processes the rollup, xed asset
accounts 500.000 - 501.000 for ledger 1, record type 0, version 001, and companies 1000 and 1001 are reset to zero before the
rollup is executed.

For more information, see Sets and Creating Sets.

Field Movements

De nition
The eld movement speci es which elds of a sender table are transferred to the elds of the totals table .

Use
You use eld movements when de ning data summarizations for a rollup .

For more information, see Creating Field Movements .

Structure
Field Movements

If you want to include data from dimensions (such as Account, Cost Center, and Business Area) in your rollup ledger, you must
de ne a eld movement for these dimensions.

You do this in the Implementation Guide for Financial Accounting (New) under General Ledger Accounting (New) → Periodic
Processing → Rollup → De ne Field Movement

In a eld movement, you must enter data for the following elds:

Sender elds: Dimensions of the source ledgers

Receiver elds: Dimensions in the rollup ledger.

This is custom documentation. For more information, please visit the SAP Help Portal 147
 12/6/2023
The following gure shows a simple example of eld movement. The dimensions Account, Cost Center, and Business Area are
transferred from the source ledger to the rollup ledger.

Field movement rule: WXYZ

Dimension From eld (table) To eld (table)

Account RACCT (FAGLFLEXT) RACCT (FAGLFLEXT)

Cost center RCNTR (FAGLFLEXT) RCNTR (FAGLFLEXT)

Bus. Area RBUSA (FAGLFLEXT) RBUSA (FAGLFLEXT)

In this example, the data from the dimensions Account, Cost Center, and Business Area, is transferred to the rollup ledger
according to eld movement rule WXYZ. The data from the dimensions that require no eld movement de nition (such as
Ledger and Record Type) is automatically transferred to the rollup ledger.

If no eld movement is de ned for a dimension, the data in this dimension is summarized in the rollup ledger within one of the
dimensions for which a eld movement is de ned. In this way, even though the dimension itself is not included in the rollup
ledger, the data is transferred the rollup ledger all the same.

If you have selected data for the dimensions Cost Center and Account, for example, but you have only de ned a eld movement
for the dimension Account, then the data for the selected cost centers is summarized and included in the data for the
dimension Account. Data is therefore summarized using the dimension Cost Center.

Field Movement Rule

You use the eld movement rule to de ne how dimensions are taken over into the rollup ledger. You assign a eld movement
rule to each group of eld movements.

If you want to take over all of your data on a one-to-one basis, you must de ne all of the dimensions that you want to use in the
eld movement rule for the rollup.

For more information, see also Creating Field Movements .

Field Movements and Substitution Activities

You can assign a substitution activity to a eld movement.

When de ning a eld movement rule for a rollup, you can also assign a substitution activity code to each eld movement.

The substitution activity code represents one substitution activity. You can use the substitution activity to transfer substituted
data to receiver dimensions during a rollup.

This is custom documentation. For more information, please visit the SAP Help Portal 148
 12/6/2023
If you want to summarize a group of products under a product group, you can de ne a substitution activity that substitutes the
product group for the products during the rollup process. You enter the substitution activity code in the eld movement.

If you are using substitution rules, you can de ne more than one substitution value for a substitution activity.

To de ne substitution activities, choose General Ledger Accounting (New) → Tools → Validation/Substitution → De ne

Substitution for Rollup in the Implementation Guide for Financial Accounting (New) .

For more information, see the documentation on this IMG activity and also Entering Substitution Activities .

User Exits for the Rollup

Use
A user exit is a three-character code used by the system to access customer-de ned program enhancements during system
processing.

Features
You can use the following user exits in rollups:

Exit in rollup header

The system accesses this user exit after it has lled the internal tables for executing the rollup. At this point, you can run
a check on the period interval for the rollup, for example.

When creating a rollup, you enter this user exit in the Roles - User Exit eld on the Create Rollup <Name>: Header
screen (see Creating Rollups ).

Field movement, exit 1

The system uses this exit to further restrict the selection of data to be rolled up.

You enter this user exit in Customizing for eld movements in the User exit after selection eld on the Change Field
Movement: Data screen (see also Creating Field Movements ).

Field movement, exit 2

The system accesses the user exit after the receiver records have been completely created. The user exit can be used to
process data eld substitutions.

You enter this user exit in Customizing for eld movements in the User exit before update eld on the Change Field
Movement: Data screen (see also Creating Field Movements ).

Exit in eld movements/substitution activities

You can use this user exit to perform key eld substitutions. The system accesses the user exit when the speci c
dimension is moved from the sender to the receiver. You enter this user exit in Customizing for eld movements in the
Exit eld on the Change Field Movement: Data screen or on the Change View "Rollup Substitution": Overview screen
(see also Creating Field Movements ).

This is custom documentation. For more information, please visit the SAP Help Portal 149
 12/6/2023

Activities
Enter user exits in the following formats:

SXX : S is for standard exits that are delivered by SAP. XX represents the 2-digit exit number.

UXX : U is for user exits that are de ned by the user. XX represents the 2-digit exit number.

 Note
Standard user exits delivered by SAP are stored in program RGLVS000.

You can de ne your own user exit programs. If you create a user exit program, this program name must be de ned in the
table for client-dependent user exits (table T80D) in Customizing .

For more information, see the documentation on the IMG activity Financial Accounting (New) General Ledger
Accounting (New) Tools Customer Enhancements De ne Enhancements for Rollup .

Performing Rollups

Purpose
Rollups allow you to store frequently used data in a summarized form, depending on the level of detail you require. By using
rollups, you can achieve a signi cant reduction in processing time.

Prerequisites
Before performing a rollup, you need to have made settings in Customizing:

1. You have created a rollup ledger.

The rollup ledger receives summarized data from one or more source ledgers and must be created before you can de ne
a rollup.

You do this in the Implementation Guide for Financial Accounting (New) underGeneral Ledger Accounting (New)
Periodic Processing Rollup De ne Rollup Ledgers in General Ledger Accounting .

2. If necessary, you have created eld movements and substitution activities.

Before you can create a rollup, you must de ne a eld movement rule containing the eld movement information. Field
movements determine which dimensions from the source ledgers are transferred to the rollup ledger. You can de ne the
eld movements and substitution activities in the Implementation Guide or when you create the rollup.

 Note
For more information, see Creating Field Movements and Entering Substitution Activities .

3. If required, you have created sets.

Before you can create a rollup, you must create sets for the rollup. Alternatively, you can create the sets when creating
the rollup . The header set used in a rollup de nes which data is summarized in the rollup ledger. The reset set is used to
specify which data elds of the rollup ledger are reset to zero. The sequence set restricts the amount of data to be
processed for the respective rollup sequence. You can create sets individually in the application menu or alternatively
when creating the rollup.

This is custom documentation. For more information, please visit the SAP Help Portal 150
 12/6/2023

 Note
For more information, see Sets in the Rollup and Creating Sets .

Process Flow
Preparation

1. De ne the rollup.

To do this, proceed as follows:

a. Create the rollup and de ne the rollup header.

b. De ne the rollup sequences. In so doing, enter the eld movement information for each sequence set. When
editing the rollup sequence, you can also create the sequence set as well as the eld movement and, where
required, the substitution rules.

 Note
For more information, see Creating Rollups .

2. Check the rollup.

When you have created a rollup, you can use the Check Rollup function to check for any errors in your rollup de nition.

3. Document your rollup.

To print a detailed list of your rollup de nition, use the Document Rollup function.

Executing Rollups

4. Execute the rollup.

To execute a rollup, you use the Execute Rollup function.

5. If required, execute the rollup in the background.

If executing your rollup involves large amounts of data and requires a long processing time, you should execute your
rollup in the background .

6. If required, de ne special periods for rollup execution .

Postprocessing

7. Where necessary, make changes to the rollup or delete it.

To change the rollup de nition or delete it, use the Edit Rollup function.

8. Export or import the rollup data, as required.

You can export/import rollup data to/from a local le. For this, use the Import/Export Rollup Data function.

Creating Rollups
Use
You can use one or more rollups to summarize information from source ledgers into rollup ledgers. First, you have to de ne the
rollup.

This is custom documentation. For more information, please visit the SAP Help Portal 151
 12/6/2023

Prerequisites
To create a rollup, you need to have made the required settings in Customizing. For more information, see Performing Rollups

Procedure
Initial Screen

On the SAP Easy Access screen, choose Accounting → Financial Accounting → General Ledger → Periodic Processing →
Closing → Rollup → Create. The Create Rollup: Initial Screen appears.

Alternatively, you can create rollups in the Implementation Guide (IMG). You do this in the IMG for Financial Accounting (New)
under General Ledger Accounting (New) → Periodic Processing → Rollup → De ne Rollup

Enter a name for the rollup.

If you want to use an existing rollup as a template, enter the name of a rollup you have de ned previously and con rm your
entries.

The Create Rollup <Name>: Header screen appears. The elds already contain data from the template .

Choose with the quick info text Rollup Header

The Create Rollup <Name>: Header screen appears.

Rollup Header

In the rollup header, you specify information that applies to the entire rollup (see also Rollup De nition ).

Under Title enter a name for your rollup.

If you want authorization to be required for displaying, editing, or executing this rollup, specify an authorization group .

Under Tables , specify your sender table and receiver table

If required, enter the name of the reset set under Reset .

You can use the reset set to reset the data in the rollup ledger for the relevant periods to zero prior to the actual rollup and
before new data is summarized in the rollup ledger. A reset set is generally not necessary because the overwrite function (see
the section Processing Options below) is active by default, making it possible for a rollup to be executed more than once in a
given period.

This is custom documentation. For more information, please visit the SAP Help Portal 152
 12/6/2023
For more information, see Sets for the Rollup .

You can create a reset set to reset the data elds for account 100000 to zero. When you execute the rollup, the data elds for
the account are rst reset to zero in the receiver table, then the rollup lls all data elds that meet the selection conditions in
the set speci ed in the rollup header.

If required, enter a user exit and a rollup set under Roles .

If you want to apply a user exit, you need to enter the user exit number in the User Exit eld. For more information on user exits,
see User Exits for the Rollup .

The rollup set is used for all sequences of the rollup. The system uses the multi-dimension set speci ed in this eld to select the
data to be rolled up from the source ledgers and summarized.

See also the information on the dimensions of the rollup sets under Sets for the Rollup .

Processing Options

If you want to enter default values for processing rollups, choose Processing Options . The Default Values dialog box appears .
You can choose between the following functions:

Cumulate Values

If you deactivate the Cumulate Values indicator (which is set as the default setting), the existing records in the rollup ledger are
overwritten by the rollup records generated in the current run. This only applies to periods for which the rollup is currently being
executed. The other periods are not affected. A rollup can be executed more than once for a given period because the values
are simply overwritten.

If you leave the Cumulate Values indicator set, the records rolled up in the current rollup are added to the existing records
already in the rollup ledger. This means that, if you execute the rollup more than once, the new totals are added to the existing
totals in the rollup each time.

Cumulating values is only useful if you want to roll up data from several source ledgers to a rollup ledger using multiple rollups.

Write Records with Amount Zero

If you want the rollup ledger to include records that have zero in their amount elds, set the Write Records with Amount 0
indicator.

This is custom documentation. For more information, please visit the SAP Help Portal 153
 12/6/2023
If you want to de ne a report that shows all accounts in a group of accounts (including accounts that have an amount of zero),
you must include data records containing zero in their amount elds. If these data records are not included in your rollup ledger,
the totals records for accounts containing the amount zero are not created and are not available for reporting.

Additional Functions

You can use the following additional functions on the Create Rollup <Name>: Header screen .

To check the rollup for formal errors, choose with the quick info text Check .

For more information, see Verifying Rollups .

To create a rollup sequence, choose Rollup Sequence. You can de ne a sequence set for each rollup sequence. However, you can
also de ne the rollup so that the rollup set is valid for all sequences (see Sets for the Rollup ).

For more information, see Creating Rollup Sequences .

To display and edit sets or eld movements de ned in the rollup header, double-click the desired set or the desired eld
movement. You can enter eld movement information for all dimensions you want to roll up in the rollup ledger. You can de ne
substitution activities for all dimensions you want to substitute.

To create sets, place the cursor on the required set, enter a name, and choose Set with the quick info text Create Set .

Additional Functions in the Create Rollup <Name>: Header screen:

Choose Function

Rollup Document Document rollup de nition and rollup records

Extras → History Display change history for the rollup

Extras Different Currencies Set the currency elds to zero

Save your entries .

Result
You have completed rollup de nition and can now execute the rollup.

For more information on de ning rollups, see:

Creating Rollup Sequences

· Creating Field Movements

Entering Substitution Activities

This is custom documentation. For more information, please visit the SAP Help Portal 154
 12/6/2023
Before executing the rollup, you can check that all de nition data has been entered correctly (see Verifying Rollups ).

For more information about executing and editing rollups, see:

Executing Rollups

De ning Background Jobs for Rollup Execution

Editing Rollups

Creating Rollup Sequences

Use
You can use rollup sequences to perform several rollup actions without having to create and execute separate rollups.

 Note
You de ne a rollup with three rollup sequences. The three rollup sequences roll up data from three different sources into
three different rollup ledgers. When you execute the rollup, all three rollup sequences are executed in order of sequence
number.

Prerequisites
To create rollup sequence, you need to have de ned a rollup header .

For more information, see Creating Rollups .

Procedure
You are in the Create Rollup <Name>: Header screen.

1. Choose Rollup Sequence . The Create Rollup <Name>: Rollup Sequence screen appears.

2. Enter the following data under Sequence De nition :

a. Enter the name of the sequence set

With the sequence set, you determine which data should be summarized for the speci c sequence. The sequence
set can be a basic set or a single-dimension set.

 Note
For more information, see Sets for the Rollup .

b. If your sequence set cannot uniquely identify the data to be summarized by your sequence set, enter a selection
rule in the Rule eld.

You use the selection rule to further delimit the data to be selected by the sequence set. The selection rule must
be de ned using the Boolean Syntax Rules .

c. Use the input help function to select a eld movement. To create a new eld movement, enter the name of the
eld movement rule for the rollup sequence (see also Field Movements ) and choose Field Movements with
quick infoCreate Field Movement .

This is custom documentation. For more information, please visit the SAP Help Portal 155
 12/6/2023
You use the eld movement rules to specify which dimensions are transferred from the source ledgers to the
rollup ledger.

 Note

For more information on creating eld movements, see Creating Field Movements .

d. Enter a name for the rollup ledger (see also Ledger ).

If you create a rollup sequence, you can enter the ledger to which you want to summarize the data.

e. If you want to block the rollup sequence from processing, set the Blocked indicator.

f. Enter a description for the rollup sequence.

3. Save your entries .

4. You can use the following additional processing functions on the Create Rollup <Name>: Rollup Sequence screen :

a. To delete a given rollup sequence, choose Sequence with quick info Delete Sequence.

b. To select and edit an object in the rollup sequence (set, rule, or eld movement), double-click the object.

c. To check the rollup for formal errors, choose with quick info Check .

d. To create a set, choose Set with quick info Create Set.

e. To create a eld movement, choose a sequence set, enter the eld movement information, and choose Field
Movement with quick infoCreate Field Movement .

f. Additional Functions (in the Create Rollup <Name>: Rollup Sequence screen)

Choose Function

Extras History Display change history for the rollup

Extras Document Rollup Document rollup de nition and rollup records

Result
You have completed rollup de nition and can execute the rollup .

For more information, see the documentation on the following procedures:

Creating Field Movements

Entering Substitution Activities

Creating Field Movements

Use
You can use eld movements to de ne which elds are transferred and summarized in a database and how the data is
transferred. A eld movement contains the following elds:

Sender elds (dimensions of the source database)

This is custom documentation. For more information, please visit the SAP Help Portal 156
 12/6/2023
Receiver elds (dimensions of the receiver database)

You assign a eld movement rule to each group of eld movements.

Prerequisites
To create a eld movement for a rollup, you need to have made settings in Customizing. For more information, see Performing
Rollups .

Procedure
You can create eld movements individually in the Implementation Guide (IMG). You do this in the IMG for Financial
Accounting (New)underGeneral Ledger Accounting (New) Periodic Processing Rollup De ne Field Movements .

Alternatively, you can edit existing eld movements or create new ones when editing the relevant rollup sequence during rollup
de nition. For this, follow the procedure described in the section Creating Rollups .

You are in the Create Rollup <Name>: Rollup Sequence screen.

1. In the Field Movement eld, enter the name of the eld movement that you want to create and choose Field
Movement with quick info text Edit Field Movements .

The Create Rollup Field Movement: Data screen appears.

2. Enter the following data:

a. A description for the eld movement

b. A user exit to be performed after data is selected (if required).

c. A user exit to be called up by the receiver records before the data is posted to the database (if required).

d. Name of the receiver eld.

The receiver table must contain the receiver eld.

e. The name of the sender eld.

The source table must contain the sender eld.

f. A substitution activity code (see also Field Movement ).

g. A user exit for processing the eld movement (if required).

This user exit is executed when the data is transferred from the sender eld to the receiver eld during rollup
execution. For more information, see User Exits for the Rollup .

3. Save your entries .

4. You can use the following additional functions on the Create Rollup <Name>: Rollup Sequence screen :

a. To delete a line from the eld movement information, choose Sequence with quick info text Delete Line.

b. To enter substitution information for the rollup, choose Substitution .

 Note
For more information, see Entering Substitution Activities .

c. To create additional eld movements for the rollup, choose New Entries .

This is custom documentation. For more information, please visit the SAP Help Portal 157
 12/6/2023
d. To delete all lines from the eld movement information, choose Edit Delete All Lines.

 Note
You use the Edit Choose function on the Create Rollup <Name>: Rollup Sequence screen to display a
eld movement already de ned for the rollup sequence.

Result
You have created or edited a eld movement for the rollup, thus de ning which data and elds are to be transferred and
summarized from the source database to the receiver database.

 Note
For more information, see Creating Substitution Activities and Creating Rollups .

Entering Substitution Activities

Use
You can use substitution activitiesto transfer substituted data to receiver dimensions during the rollup process. A substitution
activity code is assigned to each substitution activity. You enter this code in the eld movement rule. You can use the same
substitution activity code for more than one rollup sequence.

 Note
You could de ne a substitution activity called CONV to substitute the value 300000 for account numbers between 500000
and 500020 (number 1) and to substitute the value 400000 for account numbers between 600000 and 600020 (number
2). You enter the substitution activity code CONV in the eld movement that was de ned for the dimension Account . When
you execute your rollup, all account numbers between 500000 and 500020 are substituted by account number 300000,
and all account numbers between 600000 and 600020 are substituted by account number 400000.

Prerequisites
You use substitution activities in a rollup. To create a rollup, you need to have made settings in Customizing. For more
information, see Performing Rollups .

Procedure
You can create substitution activities individually in the Implementation Guide (IMG). You do this in the IMG for Financial
Accounting (New)underGeneral Ledger Accounting (New) Tools Validation/Substitution De ne Substitution for Rollup .

Alternatively, you can edit existing eld movements or create new ones when editing the relevant rollup sequence during rollup
de nition. In the screen for creating eld movements, you can also create substitution activities. To do this, you need to have
performed the following steps (in the order they appear here):

I. Creating Rollups

II. Creating Rollup Sequences

III. Creating Field Movements

This is custom documentation. For more information, please visit the SAP Help Portal 158
 12/6/2023
You are in the Create Rollup Field Movement: Data screen.

1. Choose Substitution . The Change View “Rollup Substitution”: Overview screen appears.

2. Choose New Entries . The New Entries: Overview of Added Entries screen appears.

3. Enter the following data:

a. Name of the substitution activity

b. A consecutive number.

c. Name of the totals table (receiver table)

d. Name of the receiver eld (of the receiver dimension)

e. A constant value (substitution value)

If the substitution condition is met, the original value is substituted by this value.

 Note
For substitution activity code CONV (above example), you could enter the value 300000.

f. A user exit.

If your substitution condition is too complex to be de ned here (for example, you want to read data from a user
table), you can de ne the substitution condition in a user exit (a routine that you de ne yourself). To refer the
system to a substitution exit, you enter the number of the exit in the Exit Number eld. Generally, if you enter a
user exit, it is not necessary to enter a value in the Constant Value eld.

For further information on user exits, see User Exits .

g. A substitution rule.

 Note
The substitution activity (replacement by constant value or execution of a user-exit) is only executed once the
rule entered here is ful lled.

All substitution conditions and rules that are used in substitution activities for rollups need to have been
created for table GLU1 (application area GU, callup point 0002).

For more information about using Boolean logic for creating substitution rules, see Creating Rules .

h. Save your entries .

4. You can use the following additional functions on the Create Rollup Field Movement: Data screen :

a. To position the cursor on a substitution activity that has already been de ned, choose with quick info text
Position .

b. To switch between display mode and change mode in the table view, choose with quick info text Display <-->
Change.

c. To delete a substitution activity, select the row and choose with quick info text Delete .

d. To select all substitution entries for further processing, choose with quick info text Select All .

e. To select a block of substitution entries for further processing, choose with quick info text Select Block .

f. To delete the selection for all selected substitution activities, choose with quick info text Deselect All .

g. Additional Functions ( Change View “Rollup Substitution”: Overview Screen):

This is custom documentation. For more information, please visit the SAP Help Portal 159
 12/6/2023

h. Choose Function

Table View Save Save substitution activity.

Table View Transport Prepare the table for transport under a correction number.

Table View Print Standard List Print all substitution activities de ned in the system.

Table View Print Variable List Print speci c substitution activities based on user-de ned
selection criteria.

Edit New Entries Create a new substitution activity.

Edit Copy as Copy a selected substitution activity.

Edit Change Field Contents Change a selected substitution activity.

Edit Undo Change Change a selected substitution activity back to its previous
de nition.

Goto Next Entry Move to the next substitution activity.

Goto Previous Entry Move to the previous substitution activity.

Goto Other Entry Move to a speci c substitution activity.

Selection By Contents Display substitution activities according to the dimensions

displayed on the screen.

Selection All Selected Entries Display all substitution activities that have been selected.

Selection All Changed Entries Display all substitution activities that have been changed.

Selection All New Entries Display all substitution activities that have been inserted.

Selected Display Deleted Entries Display all substitution activities that have just been
deleted.

Utilities Compare Compare the substitution activity entries with the entries in
another system (for example, a test system vs. a
productive system).

Utilities Change Requests (Organizer) Call up the Workbench Organizer, for example, to maintain
and display transport requests.

Result
You have created substitution activities and in this way completed the rollup de nition. When you execute the rollup, the
substituted data is transferred to the receiver dimensions.

For more information, see Creating Rollups and Executing Rollups .

Verifying Rollups

Use
After you have created a rollup, you can use the following functions to check that you have de ned it correctly.

Checking Rollups

This is custom documentation. For more information, please visit the SAP Help Portal 160
 12/6/2023
Documenting Rollups

Displaying Rollups

Prerequisites
You have created the rollup .

Checking Rollups

Use
After you have created a rollup, you can use the check function to ensure that you have de ned the rollup correctly.

Prerequisites
You have created the rollup .

Procedure
You are in one of the following screens: Create/Change Rollup <Name>: Header or Create/Change Rollup <Name>: Rollup
Sequence (see the initial screen Creating Rollups ).

Choose with quick info Check . You receive a system message telling you whether the formal checks nd the rollup to be
correct.

If the system issues error messages for a rollup de nition, you have to resolve the errors before executing the rollup. However,
you can ignore warning messages.

To display the long text for the error message, choose ,or double-click the message.

Result
When the system displays the message Rollup <rollup name> is formally correct , you can execute the rollup .

Documenting Rollups
Use

After you have created a rollup, you can use the document function to ensure that you have de ned the rollup correctly. This
function allows you to display and print the rollup de nition, that is to say, all of the rollup screens (including all rollup
sequences).

Prerequisites

You have created the rollup .

Procedure

This is custom documentation. For more information, please visit the SAP Help Portal 161
 12/6/2023
1. You are in one of the following screens: Create/Change Rollup <Name>: Header or Create/Change Rollup <Name>:
Rollup Sequence (see the initial screen Creating Rollups ).

Choose Rollup Document. TheDocument Rollup De nitionscreen appears.

2. Enter data as required.

3. Choose with quick info text Execute . The Document Rollup De nition screen appears. You can use the following
additional functions on this screen:

4. Choose Function

List Print The documented rollup de nition is printed in a list.

List Office Save/Send You can create and send the rollup de nition as a document.

List Save/Send Report Tree You can save the documented rollup de nition as public or
private . You can attach the rollup de nition to an existing list
and optically archive it.

List Save/Send File You can save the list in various formats.

5. To access a variant, choose with quick info text Get Variant.

Choose Program Execute + Print .The system prints the rollup documentation on the selected printer or
writes the documentation to the spool le to be printed later.

Result

You have documented the rollup de nition. You can now display, print, save, and send the rollup documentation.

You can execute the rollup .

Displaying Rollups

Use
After you have created a rollup, you can ensure that you have de ned the rollup correctly.

Prerequisites
You have created the rollup .

Procedure
On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger Periodic Processing Closing
Rollup Display.

The Display Rollup: Initial Screen appears.

1. Enter the name of the rollup that you want to display.

2. Choose with quick info text Rollup Header .

The Display Rollup <Name>: Header screen appears.

This is custom documentation. For more information, please visit the SAP Help Portal 162
 12/6/2023

Result
You are now in rollup display mode and can also display the rollup sequence(s).

You can execute the rollup .

Editing Rollups

Use
You can change or delete a rollup. In doing so, you do not change or delete the rollup ledger assigned to the rollup. You should
delete only the rollup de nition that is used to de ne how the data is summarized in the rollup ledger.

Only make changes in your production system if they are absolutely essential. Structure changes that you make in a production
system may violate the integrity of your data.

Procedure
To change (or delete) a rollup, proceed as follows:

On the SAP Easy Access screen, choose Accounting → Financial Accounting → General Ledger → Periodic Processing →
Closing → Rollup → Change (or Execute ) . The Change (or Delete ) Rollup: Initial Screen appears.

Enter the name of the rollup that you want to change (or delete).

Delete

In the dialog box, con rm that you want to delete the rollup.

Change

Choose Rollup Header .

The Change Rollup <Name>: Header screen appears.

Overwrite the values displayed.

To save your changes, choose Rollup Save .

Result
Change

You have changed the rollup de nition.

Delete

The rollup de nition has been deleted.

This is custom documentation. For more information, please visit the SAP Help Portal 163
 12/6/2023

You cannot restore a rollup de nition after it has been deleted.

For more information, see Creating Rollups and Executing Rollups .

Executing Rollups

Use
You use this function to transfer data from one or more source ledgers into a rollup ledger.

Prerequisites
To execute the rollup, you need to have performed the following steps:

You have made the settings in Customizing (see Performing Rollups ).

You have created the rollup de nition .

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger Periodic Processing
Closing Rollup Execute. The Execute Rollup: Initial Screen appears.

2. Enter the name of the rollup and execute the program.

The Execute Rollup <Name>: Parameter Screen appears.

 Note
If you entered a value or set variable in one of your rollup sets, a dialog box appears, prompting you to con rm or
change the default values for the variable.

The dialog box for set variables appears rst, followed by the dialog box for value variables. The Execute Rollup
<Name>: Parameter Screen appears.

If there are errors in the rollup de nition, the system lists the errors, and you then need to correct them. If the errors
are only warnings, choose with quick info text Execute . The Execute Rollup <Name>: Parameter Screen appears.

3. Enter the following data:

Parameter elds:

If the source ledgers and the rollup ledger share the same business year variant, make the following entries:

a. Initial period of the rollup execution period

This is custom documentation. For more information, please visit the SAP Help Portal 164
 12/6/2023
b. Fiscal year for the period entered in the From Period eld

c. End period of the rollup execution period

d. Fiscal year for the period entered in the To Period eld

If the source ledgers do not have an identical business year variant with that of the rollup ledger, make the
following entries:

e. Start date for executing the rollup

f. End date for executing the rollup

g. If you want to summarize the carryforward period of a speci c year, set the Carryforward Period from Year
indicatorIn the second eld, enter the scal year for which you want to roll up the carryforward period.

h. If you want to roll up all special periods, set the Special Periods indicator.

 Note
For more information, see De ning Special Periods for Rollup .

Processing options elds:

i. If you want to execute your rollup in the background, set the Background processing indicator.

 Note
For more information, see De ning Background Jobs for Rollup Execution .

j. If you want new rollup values to be added to existing values in the rollup ledger, set the Cumulate Values indicator.
If you want new values to overwrite existing values, do not set this indicator.

k. If you want records with the value zero in their amount elds to be inserted in the rollup ledger, set the Write
records with amount 0 indicator.

 Note
If you want to de ne a report that shows all accounts in a group of accounts (including accounts that have
amounts equal to zero), you must include records that have zero in their amount elds. If these records are
not included in your rollup ledger, the summary records of accounts containing the amount zero are not
created and are not available for reporting.

l. If you want to output a list containing statistics regarding the records read and created during the rollup
execution, set the Detail List indicator.

 Note
If you set the Detail list indicator when processing large volumes of data, processing time could take longer.

4. You can use the following additional functions on the Execute Rollup <Rollup Name>: Parameter Screen :

Choose Function

Extras Export File Import data from a sequential le or PC le or export data to a

sequential le or PC le.

Extras History Display the execution history of the rollup.

Extras Delete History Delete the execution history information for the rollup.

This is custom documentation. For more information, please visit the SAP Help Portal 165
 12/6/2023
Start the program.

Result
A list of the records read and created for the executed rollup appears.

 Note
For more information, see:

De ning Special Periods for Rollup

De ning Background Jobs for Rollup Execution

Exporting/Importing Rollup Data

De ning Background Jobs for Rollup Execution

Use
You can execute rollups either online or in the background. Executing (or reversing) rollups usually involves large amounts of
data, which can lead to considerable processing times. For this reason, we recommend performing rollups in the background.

Procedure
1. On the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger Periodic Processing
Closing Rollup Execute. The Execute Rollup: Initial Screen appears.

2. In the Rollup eld, enter the name of the rollup that you want to execute in the background, and then execute the
program.

The Execute Rollup <Name>: Parameter Screen appears.

3. Enter data as required.

 Note
For more information on the entry options in these screens, see Executing Rollups .

4. Set the Background processing indicator and choose Execute. The dialog box Background Processing: Job Parameters
appears . The dialog box prompts you to enter information about the background job.

5. Enter the information for executing the rollup in background processing and choose with quick info text Execute. The
Simple Job Selection screen appears.

6. Enter data as required.

You can use a more exible job selection . Further selection criteria are available for this. Choose with quick info text
Extended Job Selection .

7. Execute the program.

Result
The Job Overview screen appears. Here, you can process the jobs further.

This is custom documentation. For more information, please visit the SAP Help Portal 166
 12/6/2023

 Note
For more information on background jobs, see the SAP Library under Getting Started Basis Computing Center
Management System (BC-CCM) Computing Center Management System (BC-CCM) Background Processing
Managing Jobs with the Job Overview .

De ning Special Periods for Rollup

Use
When performing a rollup, you can summarize data for special periods (such as 13 through 16) by setting an indicator. When you
set this indicator, the system rolls up or reverses all special periods for the scal years de ned by the period for rollup
execution.

Prerequisites
You have performed steps 1 through 3 as described in the section Executing Rollups .

 Note
If the scal year variants in the source ledgers and the rollup ledger are not identical, you cannot rollup/reverse any special
periods.

You can either rollup/reverse all or none of the special periods ( Special Periods indicator).

Procedure
1. On the Execute Rollup : Parameter screen, set the Special Periods indicator .

2. Specify which special periods ( From period eld, To period eld) you want to use when executing/reversing the rollup.

3. Start the program.

Result
The Execute Rollup <Name>: Statistics screen appears . In this screen, you see the statistics for the rollup.

Exporting or Importing Rollup Data

Use
You can export rollup data to a local le or import data from a local le into a rollup ledger.

 Recommendation
This is advantageous when rolling up data from several SAP Systems or clients.

Prerequisites
To execute the rollup, you need to have performed the following steps:
This is custom documentation. For more information, please visit the SAP Help Portal 167
 12/6/2023
You have made the settings in Customizing (see Performing Rollups).

You have created the rollup de nition.

Procedure
1. In the SAP Easy Access screen, choose Accounting Financial Accounting General Ledger Periodic Processing
Closing Rollup Execute .

The Execute Rollup: Initial Screen appears.

2. Enter the name of the rollup and execute the program.

The Execute Rollup <Name>: Parameter Screen appears.

1. Choose Extras Export File .

A dialog box appears, displaying the options for importing/exporting rollup data.

2. Enter the following data:

a. The import performs the following: Input Data elds:

You enter values in these elds when you want to import the rollup data from a sequential le or PC le.

In the eld under the le type you have selected, enter the name of the le from which you want to import data.

b. Export: Output Data elds

You enter values in these elds if you want to export the rollup data to a sequential le or PC le.

In the eld under the le type you have selected, enter the name of the le into which you want to export data.

3. Con rm your entries.

Result
When you execute the rollup, the system imports the data from or exports the data to the les you have speci ed.

 Note
For more information, see Executing Rollups and Changing and Deleting Rollups .

Allocation

Purpose
Allocations enable you to periodically allocate amounts and quantities from sender objects to receiver objects. The two main
types of allocations are assessmentand distribution. You can allocate both plan and actual data. You perform the allocation
using the allocation cycle function. You use allocation rules to determine how amounts and quantities should be allocated from
sender object to receiver object. It is possible to assess/distribute amounts and quantities according to the following criteria,
for example:

Sales costs

Sales for a particular period

This is custom documentation. For more information, please visit the SAP Help Portal 168
 12/6/2023

 Recommendation
We recommend performing assessments and distributions at the cost center level in Overhead Cost Controlling (CO-
OM), although it is also possible to perform them in New General Ledger Accounting. You should use the allocation in
General Ledger Accounting for assessments and distributions for the characteristics Segment and Pro t Center.

Implementation Considerations
To effect the allocation, you have to make various settings in Customizing. You make the settings in Customizing under
Financial Accounting (New) General Ledger Accounting (New) Periodic Processing Allocation .

Integration
You can process data both from other SAP application components as well as from external systems with the allocation.

Features
You can choose between the allocation types“distribution” and “assessment”. In this way, you determine how the allocation
process is performed.

You use allocation rulesto determine how amounts and quantities should be allocated from sender object to receiver object. You
can choose between various sender rules and receiver rules.

Processing of the data is effected using the allocation cycle. Within an allocation cycle, you can de ne allocation segments. You
determine allocation rules in an allocation segment.

The header data of the allocation cycle contains information valid for all allocation segments contained in the cycle.

You can use the following functions for the allocation cycle:

You can process allocation cycles iteratively and/or cumulatively .

You can allocate/distribute quantities and amounts in transaction currency.

You can de ne selection criteria and rules for selection criteria . You use the dimensions in the allocation to specify how the
allocation cycle is processed.

You can lock individual segments in an allocation cycle so that they are not included in processing. See Locking Allocation
Segments in an Allocation Cycle .

You can choose whether to execute allocation cycles online or in the background. See Executing Allocation Cycles . You can
determine how the system handles errors that occur during processing.

You can reverse an allocation cycle and reverse allocation line items .

You can display allocation results and print detail lists.

Allocation Type
De nition
Summary of processes that can occur in connection with an allocation.

This is custom documentation. For more information, please visit the SAP Help Portal 169
 12/6/2023
Distribution

Amounts and quantities of one or more sender objects are distributed to one or more receiver objects, The debit and
credit postings for the distribution occur under the original account/original cost element with which the amounts and
quantities are posted at the sender. The information of the original account/original cost element remains intact .

The distribution can be performed with actual and plan data.

Assessment

The assessment works in the same way as the distribution. However, with the assessment, the debit and credit postings
do not occur under the original account or the original cost element but under an assessment account or an assessment
cost element. The information of the original account/original cost element are lost .

The assessment can be performed with actual and plan data.

Structure
During the allocation, the following allocation types are distinguished:

Actual assessment

A planned assessment

Actual distribution

Plan distribution

An allocation using assessment can occur if the composition of the accounts or cost elements does not contain any important
information for the receiver.

 Note
Assessed/distributed data records are stored separately in the summary tables. For this reason, you can view actual or plan
data, with or without the allocated values.

For more information on displaying actual and plan data records, see Displaying Actual Documents and Displaying Plan
Documents .

In the information system, you can display the results of the allocation under the respective account or the respective cost
element according to sender and receiver relationships. Sender and receiver information is documented in the line item
document.

Example
Assessment

With an assessment, both sender and receiver amounts are posted to an assessment account.

This is custom documentation. For more information, please visit the SAP Help Portal 170
 12/6/2023

The allocation is performed as follows:

1. Assessment account 600000 accumulates the balances of the accounts ( 510000 , 520000 , and 530000 ).

2. Assessment account 600000 equally allocates the balance from the utilities accounts (EUR 1,500) to EDP (pro t center
100 ), Sales (pro t center 300 ), and Marketing (pro t center 400 ).

3. The amount EUR 500 is debited from each of the receiving pro t centers in account 600000 .

4. The assessment account 600000 is credited with the amount EUR 1,500.

Distribution

When you perform a distribution, you allocate the balance from the original sender to the receiver. During the distribution, the
original sender account is credited and the receiver account debited.

This is custom documentation. For more information, please visit the SAP Help Portal 171
 12/6/2023

The allocation is processed as follows:

1. The amounts of the sender accounts ( 510000 , 520000 , 530000 ) are distributed equally to EDP (pro t center 100 ),
Sales (pro t center 300 ), and Marketing (pro t center 400 ).

2. The amount EUR 500 is charged to each of the receiving pro t centers in accounts 510000, 520000, and 530000. The
original account is therefore retained.

3. The accounts 510000 , 520000 , and 530000 of the Administration pro t center are credited.

Example of Typical Distribution to Pro t Centers

As described in the de nition for the business characteristic Segment, a segment is derived from the master record of the
pro t center and can be overwritten in the standard system. For more information about the assignment of pro t center and
segment, seeSegment.

Pro t center Segment

PC1 SegA

This is custom documentation. For more information, please visit the SAP Help Portal 172
 12/6/2023

Pro t center Segment

PC2 SegB

PC3 SegC

A sender object is posted under pro t center PC1 and SegD, whereas SegA is in the record data assignment:

Pro t center Segment Partner pro t center Partner segment Amount

PC1 SegD 100

Distribution should occur from PC1 to PC2 (60%) and PC3 (40%), without a segment being speci ed in the allocation cycle.

The following result is delivered:

Posting item Pro t center Segment Partner pro t Partner segment Amount
center

1 PC1 SegD PC2 SegB - 60

2 PC2 SegB PC1 SegD + 60

3 PC1 SegD PC3 SegC - 40

4 PC3 SegC PC1 SegD + 40

In rows 1 and 3, the segment was taken from the sender object. In rows 2 and 4, it was derived from the pro t center master
record in each case. The partner elds are always lled on the basis of the values from the offsetting entries.

Allocation Rules

De nition
You use an allocation rule to determine how amounts and quantities are allocated between sender objects (sender values) and
receiver objects (receiver tracing factor). The rules for the allocation types are made up of sender and receiver rules.

Sender rule

The sender values for the distribution or assessment can be determined on the basis of the following rules:

Posted amounts

Fixed amounts

Fixed rates

Receiver rule

The sender values for the distribution or assessment can be determined on the basis of the following rules:

Variable portions

Fixed amounts

Fixed percentages

Fixed portions

This is custom documentation. For more information, please visit the SAP Help Portal 173
 12/6/2023

Use
You can combine all sender and receiver rules for the distribution and assessment.

Combination of sender and receiver rules

Sender Receiver

Fixed amounts Fixed percentages Fixed portions Variable portions

Posted amounts X X X X

Fixed amounts X X X X

Fixed rates X X X X

Sender Rule
A sender rule controls how sender values are determined. You can use the following sender rules for sender values:

Posted balances

Fixed amounts

Fixed rates

 Note
If you choose the sender rule posted amounts , you can choose the selection criteria in the Sender values tab page.

If you choose the sender rule xed amounts or xed rates , the Distribution Criteria List dialog box appears on the
Sender values tab page . Select the distribution criteria.

Posted balances
The posted balance (amount) stored in the database for the sender is posted to the receiver. When you de ne the allocation
rule for the sender, you can determine what percentage of the sender balance should be credited with the allocation amount.

 Note
The sender balance is 50,000 EUR. You de ne a percentage of 50% to be credited to the sender. The amount 25,000 EUR is
credited to the sender. The sender balance is now 25,000 EUR.

You want to credit an allocation to sender accounts 501000 through 502000 . For this allocation, you want to use the
balances of accounts 601000 through 602000 as sender. To do this, proceed as follows:

Use the posted amounts allocation rule for the sender.

De ne accounts 501000 to 502000 as sender and accounts 601000 to 602000 as sender values .

This is custom documentation. For more information, please visit the SAP Help Portal 174
 12/6/2023
The system distributes the balances of accounts 601000 through 602000 , but posts these as a credit to accounts 501000
through 502000 .

Fixed amounts
You can allocate a speci c xed amount of the sender. The balance of the sender is not considered. The following options are
available:

You can allocate a speci c, xed amount from each sender

You can allocate amounts in any currency

Each time the allocation cycle is performed, the same amount is allocated/distributed from the sender. The allocated amount
does not depend on the current balance of the sender.

Fixed rates
If you determine a xed rate for each unit of the receiver tracing factor, the following then applies:

The sender is not credited with a speci c amount (unlike with xed amounts). The sender is credited with the amount
that results from multiplying the xed rate with the total of the respective receiver tracing factors. This sender value is
then allocated/distributed to the receiver according to the receiver tracing factor.

The receiver is debited with an amount that results from multiplying its tracing factor by the sender xed rate .

Receiver Rule
A receiver rules controls how receiver tracing factors are determined. The following receiver rules can be used for receiver
tracing factors:

Variable portions

Fixed amounts

Fixed percentages

Fixed portions

Variable portions
A variable portion is allocated to each receiver, based on values found in the FI-SL summary database (which is used as the
basis for the allocation). The totals table is thus used as the basis for the allocation.

To de ne an allocation with variable portions, you specify dimensions and values for determination of the variable portions
under Receiver tracing factors .

 Note
You can de ne an allocation so that the system checks the sales of the individual pro t centers in the receiver to determine
how the amount from the sender should be allocated/distributed.

Fixed amounts

This is custom documentation. For more information, please visit the SAP Help Portal 175
 12/6/2023
A speci c xed amount is allocated to each receiver. The amount credited to the original sender or assessment account is the
sum of the receiver's xed amounts and is also dependent upon the sender rule.

You can allocate/distribute using xed amounts data records to each receiver and in any currency. The total of
assessed/distributed xed amounts are credited to the sender according to the sender rule.

The same xed amount is assessed/distributed to the receiver each time the allocation cycle is executed.

Fixed percentages
A xed percentage is assessed/distributed to each receiver, based on the amount to be allocated from the sender. You can
de ne the percentage that should be assessed/distributed to each receiver. This percentage cannot be over 100%.

You can assess/distribute a speci c, xed percentage to each receiver. The system calculates the amounts to be
allocated/distributed based on the sender value to be distributed and on the xed percentage records you entered for the
receivers. The credit to the sender or the assessment account is based on the amount available to be allocated from the sender
(sender rule)

Each time the allocation cycle is executed, the same percentage amount is assessed/distributed to the receiver. If you enter
less than 100%, the sender is only credited with the percentage amount that you enter. The sender base is always 100%.

 Note
Fixed percentages

Sender (amount) Receiver values Result (amount)

1000 EUR Pro t center 100: 10% Pro t center 100: 100 EUR

Pro t center 200: 10% Pro t center 200: 100 EUR

Pro t center 300: 50% Pro t center 300: 500 EUR

The sender balance is 300 EUR after the allocation is performed.

Fixed portions
A xed portion is assessed/distributed for each receiver. The system handles xed portions in the same way as variable
portions.

The only difference with xed portions is that you - as opposed to the system - determine which portion is assessed/distributed
.

Allocation Cycle

De nition
Allocation cycles summarize the rules and settings to enable an allocation to occur.

An allocation cycle consists of header data and one or more allocation segments that are processed together.

Use
This is custom documentation. For more information, please visit the SAP Help Portal 176
 12/6/2023
The header data of the allocation cycle contains information valid for all allocation segments contained in the cycle. Within a
cycle, you can de ne several allocation segments. In an allocation segment, you determine the rules by which an allocation is
performed.

You can perform all allocation transactions in one cycle or de ne several cycles that are then processed by the system in the
order in which they were entered. The system ensures that a cycle is processed in full before the next cycle is executed.

We recommend splitting allocation into several cycles for the following reasons:

Performance

System run time increases considerably the more allocation segments you process in an allocation, and when the value
intervals you have de ned are too large.

Reasons speci c to allocation

Where subsequent changes are required, it is not necessary to repeat the entire allocation operations. You just repeat the
cycles affected.

Using several cycles means that the allocation can occur at different times.

Cycles are saved time-based. For each cycle, you have to enter a validity period in the header data. The selected cycle has to be
valid in the posting period. It is not possible, for example, to perform an allocation with a cycle in the second half-year of a scal
year where that cycle is de ned solely for the rst half-year.

Dependent allocation cycles

You can create allocation cycles that are based on one another. Cycles are deemed to be dependent on each other where one
cycle uses the result of an allocation of a previous cycle. In the case of dependent cycles, it is imperative that the order of
execution is observed.

Before executing the allocation, ensure the following:

If you have entered several cycles in the initial screens (collective execution), the system effects the cycles in the order in which
they were entered. The allocation results of a cycle are transferred internally to the subsequent cycle. Iterative relationships
between cycles are not taken into consideration.

If you start dependent cycles separately (individual execution), data transfer occurs via the database but the end results
correspond to those of collective execution.

Dependent Allocation Segments

This is custom documentation. For more information, please visit the SAP Help Portal 177
 12/6/2023
The order of the allocation segments within a cycle has no bearing on the result of cycle execution. The following execution
types exist:

With Iterative indicator

When you process an allocation cycle iteratively, the results of one allocation segment are used by the other allocation
segments and processed further. The system continues to process the allocation segments until all senders are completely
credited.

Without Iterative indicator

When you do not process an allocation cycle iteratively, each allocation segment in the cycle is processed independently of the
other allocation segments in the cycle. The result of one allocation segment is not used by the subsequent allocation segments.

With Cumulative indicator

When you process an allocation cycle cumulatively, receiver tracing factor uctuations or sender amounts to be allocated are
cleared. In this way, a correct assignment of the allocated quantities and amounts is possible. Cumulative allocation smoothes
the allocation over the periods.

For more information, see:

Iterative Processing of Allocation Cycles

Cumulative Processing of Allocation Cycles

Allocation Segment

De nition
Summary of the rules for the allocation. The following information is summarized in an allocation segment:

All values to be allocated that are determined according to the same rules are summarized for the sender objects .

All receiver tracing factors that are determined according to the same rules are summarized for the receiver objects .

Use
You can de ne several allocation segments within a cycle.

Overview: Sender values/receiver tracing factors per allocation

Allocation Sender values Tracing factors of the receiver objects

This is custom documentation. For more information, please visit the SAP Help Portal 178
 12/6/2023

Allocation Sender values Tracing factors of the receiver objects

Distribution - Posted amounts - Variable portions

- Fixed amounts - Fixed amounts

- Fixed rates - Fixed percentages

- Fixed portions

Assessment - Posted amounts - Variable portions

- Fixed amounts - Fixed amounts

- Fixed rates - Fixed percentages

- Fixed portions

Structure
An allocation segment consists of an allocation segment header, senders/receivers, sender values, and receiver tracing factors:

Allocation segment header

The segment header contains information that is valid for the whole allocation segment. The sender and receiver rules
determine how data records are assessed/distributed. You can nd more information on allocation rules under
Allocation Rules .

With the sender values, you can specify the following:

Percentage of the sender value that is credited to the sender

How plan and actual values are allocated

You use the data in the allocation segment header to specify which sender and receiver values are used for the
segment.

Sender/receiver

You specify the data from sender and receiver objects such as the characteristic segment, pro t center, and account
number. You are able to use sets. For more information, see Sets .

Sender values

Depending on the sender rule you specify in the allocation segment header, the following applies for the sender values:

If you entered posted amounts in the sender rule, you can enter sender values for these amounts.

If you entered xed rates in the sender rule, you must enter sender values for these amounts.

If you entered xed amounts in the sender rule, you must enter sender values for these amounts.

Receiver tracing factors

Depending on the selection you make, the following applies for the receiver tracing factors:

If you have speci ed variable portions , you enter the receiver values for the receivers.

If you have entered xed amounts , you enter the xed amounts that should be allocated to each receiver.

If you have entered xed percentages , you enter the xed percentages (not more than 100%) that should be
allocated to each receiver.

If you have entered xed portions , you enter the xed portions.

This is custom documentation. For more information, please visit the SAP Help Portal 179
 12/6/2023

 Note
For more information, see Creating a Receiver Tracing Factor for an Allocation Segment

Example
The following gure shows an example of a simple allocation segment.

This is custom documentation. For more information, please visit the SAP Help Portal 180
 12/6/2023

The example shown in the above gure describes the following:

The allocation type is an assessment; Therefore, the allocated amount from the sender (accounts 500000-510000) is
accumulated into an assessment account (600000).

This is custom documentation. For more information, please visit the SAP Help Portal 181
 12/6/2023
The cycle contains header data (1), company code 0001 , and version 001 . In addition to the local and group currency
which are always usually allocated, the transaction currency should also be allocated.

The allocation segment header (2) contains the allocation rules for the assessment of the data of pro t center 200
(administration). The allocation rule uses posted amounts for the sender and xed percentages for the receiver.

The sender (3) consists of all existing data records for the administration pro t center ( 200 ) and accounts 500000-
510000.

The receivers (4) of the allocation are EDP (pro t center 100 ), Sales (pro t center 300 ), and Marketing (pro t center
400 ).

The tracing factors (5) are the percentages that are assigned to the receiver values (pro t center 100 : 10%; pro t
center 300 : 30%; pro t center 400 : 60%).

 Note
For a further example of allocation by allocation segments, see Allocation Segment .

Selection Criteria
Use

You can de ne selection criteria for the allocation. You use:

Values

You can allocate/distribute from and to speci c values and/or ranges of values.

Sets

Using sets, you can allocate/distribute from a sender and/or to a receiver.

You can use basic sets and single-dimension sets as selection criteria for the allocation. For more information, see Sets .

To specify values used during the allocation, you can determine a value , value interval , or set name for each of the following
dimensions that are used in selection:

Sender/receiver

Sender values

Receiver tracing factor

Rules for Selection Criteria

The following rules apply when values are used in different dimensions of a allocation segment:

Dimensions as selection criteria

Identical dimensions (for example for senders and receivers) only need to be entered once in the sender selection criteria, since
they are then inherited. For more information on inherited dimensions, see Dimensions in Allocation .

If you do not enter a dimension as a selection criterion, the dimension is not included in the data records for the allocation cycle,
and the data is summarized using this dimension. For unde ned dimensions, the system selects all values.

This is custom documentation. For more information, please visit the SAP Help Portal 182
 12/6/2023
With iterative processing, the system allocates back to the sender if a dimension value is the same in the sender as it is in the
receiver:

The sender value is 400,000 for the dimension Account .

The receiver value is 400,000 for the dimension Account and 110.

The receiver value is 400,000 for the dimension Account and 120.

Allocation segment processing results in an endless loop because the receiver continues to allocate/distribute the value
400,000 back to the sender.

Sets as selection criteria

The following rules apply for sets used as selection criteria for dimensions:

You cannot use variables in sets used in an allocation.

To select or allocate/distribute all totals records for a dimension, use the Insert all values function (in Set maintenance under
Edit ).The system uses data records for all values in the dimension and creates data records for all values.

If you do not de ne a dimension, all data records for this dimension are selected; however, the initial value of the dimension is
summarized in the created sender and receiver data records.

If you select all values for a dimension (for example, using a range of values or the set value All values ), all data records for the
dimension are selected, and sender and receiver data records are created for every eld value (the dimension is not
summarized).

In Customizing for the Allocation, you can de ne the following elds more precisely. For this, go to the Implementation Guide
(IMG) and choose General Ledger Accounting (New )→ Periodic Processing → Allocation .

Sender/receiver

Sender values

Receiver tracing factor

You can determine the following:

Which elds can be used for receiver, sender, sender values, and/or tracing factor

Whether a user can enter a value, a range of values, and/or a set name for a eld.

This is custom documentation. For more information, please visit the SAP Help Portal 183
 12/6/2023

Dimensions in Allocation

Use
The processing of an allocation cycle is dependent on the dimensions that you use.

Features
You can choose between the following dimensions:

Inherited dimensions :

Inherited dimensions are automatically transferred from a sender to a receiver or to sender control, or from a receiver
to tracing factor

Distribution dimensions :

The distribution dimension de nes in which dimensions data is distributed.

Fixed dimensions :

A xed dimension is any dimension that contains exactly one value in the receiver.

Inherited Dimensions

De nition
Dimensions that are automatically transferred from a sender to a receiver or to sender control, or from a receiver to tracing
factor, are called inherited dimensions.

Use
Dimensions are inherited using the following rules:

You have entered cycle dimensions (such as company code ) on one of the General Ledger: Create <Allocation Type>: Header
Data screens. The cycle dimensions are automatically inherited by the allocation segments of the allocation cycle.

To override this inheritance for speci c allocation segments, enter this dimension with another value.

Allocation segment dimensions are inherited as follows:

This is custom documentation. For more information, please visit the SAP Help Portal 184
 12/6/2023

Sender and receiver dimensions are inherited from the sender. Tracing factor dimensions are inherited from the receiver.

A dimension is de ned in the sender, but not in the sender control or receiver:

The sender contains the following values for the dimensions Account and Plant :

Account : 500000, 510000, and 520000 Plant : 10 and 20

Since the receiver does not have any selection criteria for the dimensions Account and Plant, the receiver inherits the same
values for the dimensions Account and Plant :

Account : 500000, 510000, and 520000 Plant : 10 and 20

A dimension is de ned or inherited in the receiver, not in the tracing factor:

The receiver inherits the following values from the sender for the dimensions Account and Plant : Account : 500000, 510000,
and 520000 Plant : 10 and 20

Since the tracing factors do not have any selection criteria de ned for the dimensions Account and Plant, the tracing factor
inherits the same values for the dimensions Account and Plant :

Account : 500000, 510000, and 520000 Plant : 10 and 20

If you want your sender values to use some of the dimensions that are de ned in your sender (but not all), only de ne the
dimensions that you do not want the sender values to inherit from the sender.

If you want your receiver to use some of the dimensions of your sender, you do not have to enter these dimensions for your
receiver again.

This is custom documentation. For more information, please visit the SAP Help Portal 185
 12/6/2023
If you want your tracing factor to use the same dimensions that are de ned or inherited in your receiver, you do not have to
de ne the dimensions in your tracing factor.

Do not de ne the value for your receiver if the allocation is to occur from one value in a dimension to the same value in this
dimension. This value is inherited from sender to receiver automatically.

Do notde ne the dimension Plant in your receiver if the allocation is to be from plant 10 and pro t center 100 (sender) to pro t
centers 200 and 300 for plant 10 (receiver), and from plant 20 and pro t center 100 (sender) to pro t centers 200 and 300 for
plant 20 (receiver). The values of this dimension are inherited automatically from sender to receiver. The allocation is then
performed:

Sender Receiver

Plant 10, pro t center 100 Plant 10, pro t center 200

Plant 10, pro t center 300

Plant 20, pro t center 100 Plant 20, pro t center 200

Plant 20, pro t center 300

De ne the value for your receiver if the allocation is to occur from one value in a dimension to the same value in this dimension.
The value is not inherited from the sender to the receiver in this case.

De ne the dimension Plant (10, 20) in your receiver if the allocation is from plant 10 (sender) to pro t centers 200 and 300 for
plant 10 and 20 (receiver), and from plant 20 (sender) to pro t centers 200 and 300 for plant 10 and 20 (receiver). The
following allocation is performed:

Sender Receiver

Plant 10, pro t center 100 Plant 10, pro t center 200

Plant 10, pro t center 300

Plant 20, pro t center 200

Plant 20, pro t center 300

Plant 20, pro t center 100 Plant 10, pro t center 200

Plant 10, pro t center 300

Plant 20, pro t center 200

Plant 20, pro t center 300

If you do not de ne a dimension in the receiver and/or sender control, the values from the sender are automatically inherited.
All dimensions in the cycle header are usually distributed to all allocation segments.

This is custom documentation. For more information, please visit the SAP Help Portal 186
 12/6/2023

Distribution Dimensions

De nition
Distribution dimensions are used to determine the dimensions to which data is distributed.

Use
If you de ne more than one dimension as selection criteria for receiver(s), you need to instruct the system which
receiver values should be used in the allocation. You can specify more than one distribution dimension for the receiver.

If there is only one dimension de ned for the receiver, that dimension automatically becomes the distribution dimension.

If you use the xed amount or xed portion allocation rule for your receiver(s), and more than one dimension is de ned
for the receiver, you must specify for which dimension(s) you want to enter receiver values.

Example
You enter the following receiver selection criteria for the dimensions Plant and Pro t Center .

Plant Pro t center

10 100

20 300

400

If the distribution dimension is Plant , you can enter amounts or portions for plants 10 and 20 (for pro t centers 100,
300, 400).

If the distribution dimension is Pro t Center , you can enter amounts or portions for cost centers 100, 300, and 400 (for
plants 10 and 20).

If the distribution dimensions are both Pro t Center and Plant , you can enter amounts or portions for the following
combinations:

Pro t center 100/plant 10

Pro t center 100/plant 20

Pro t center 300/plant 10

Pro t center 300/plant 20

Pro t center 400/plant 10

Pro t center 400/plant 20

 Note
When you select a distribution dimension, you do not change the amount or portion that is distributed. You
only determine to which values data is distributed.

Fixed Dimensions

This is custom documentation. For more information, please visit the SAP Help Portal 187
 12/6/2023
De nition

A xed dimension is any dimension that contains exactly one value in the receiver.

This value always appears in the data records for the receiver of the allocation.

Hints on Optimizing System Runtime

To optimize system performance and run time, observe the following recommendations:

 Recommendation
Do not include more than 50 allocation segments in an allocation cycle, as this will increase system run time considerably.

 Recommendation
Check whether it is necessary to set the iterative indicator in the relevant cycle.

The processing of the assessment occurs more quickly than processing of the distribution because, during assessment, the
data is summarized via an account.

 Recommendation
The optimal database access strategy depends heavily on the de nition of a cycle. You can de ne the type of database
access strategy via an indicator.

From the Execute <Allocation Type>: Initial Screen , choose Settings with the quick info text Settings . Then, in the
Database Selection eld, you can choose between the following database access strategies:

Selection by cycle

For each eld in the cycle that is accessed, the largest and smallest value in the whole cycle is determined and used for
database selection. Advantage : Database is accessed just once.

Disadvantage : There is the risk that too many objects are selected. You have to eliminate the excess afterwards.

Selection by allocation segment

For each eld in the cycle that is accessed, the largest and smallest value in the allocation segment is determined.

Advantage: The performance of database selection with number of allocation segments is virtually linear and no longer
exponential.

Disadvantage: Occasionally, the hit list can be unnecessarily high.

Performing Allocation

Prerequisites
You have speci ed the structure for your allocations. You de ne the dimensions and the appropriate values from which and to
which the allocation is to occur.

To be able to set up eld usage for the allocation, you have de ned under Periodic Processing → Allocation in Customizing for
General Ledger Accounting (New) the elds that can be used for the assessment and the distribution.

This is custom documentation. For more information, please visit the SAP Help Portal 188
 12/6/2023
You have de ned the allocation eld group information, data elds, text for the data elds, and any necessary system
information.

These settings are generally not required.

You have checked all settings made in Customizing. You nd this activity under Financial Accounting (New) General Ledger
(New) Periodic Processing Allocation Check Settings for Allocation.

You only need to perform this step once.

Process Flow
To perform an allocation, proceed as follows:

You create the sets that you want to use for the allocation, if required.

You can allocate/distribute xed values.

You can use sets to determine the sender(s) and the receiver(s) for an allocation. When you de ne allocation segments, you can
enter set names for the sender, receiver, sender values, and tracing factor selection criteria.

You create the allocation cycle .

De ne the header data of the allocation cycle. The header data of the allocation cycle contains information valid for all
allocation segments contained in the cycle.

You de ne the allocation segments in the allocation cycle.

When you create an allocation cycle, you enter data for one or more allocation segments.

You de ne the rules for allocating from the sender(s) and the selection criteria for the sender(s) and receiver(s).

You execute the allocation cycle .

You can execute allocation cycles both online and in background processing.

The system locates data records to be used for the allocation, according to the selection criteria de ned in the sender.

The system allocates the data according to the allocation type (assessment or distribution) and the allocation rule.

The system writes the data records for the allocation.

Result
Once the allocation has been performed, a list is output allowing you to control and verify processing.

This is custom documentation. For more information, please visit the SAP Help Portal 189
 12/6/2023

For more information, see Displaying Allocation Results .

Creating Allocation Cycles

Use
You de ne allocations in cycles if you want to perform an assessment or a distribution. Every cycle consists of one or more
allocation segments. Within each allocation segment, you de ne the sender and receiver for the allocation segment, as well as
the allocation rules.

Procedure
To create allocation cycles and allocation segments, proceed as follows: From the SAP Easy Access screen, choose
Accounting→Financial Accounting→General Ledger→Periodic Processing→

Closing→Allocation→Actual Assessment / Actual Distribution→Create

Planning→Allocation→Plan Assessment / Plan Distribution→Create

The General Ledger: Create <Allocation Type> Cycle: Initial Screen appears.

Enter the following:

Ledger

Allocation Cycle

The rst character of the allocation name cannot be a number. If you use the same name for an allocation more than once, the
allocations must have different starting dates. When allocation cycles have the same name, but different starting dates, the
system processes the cycles as independent objects. In the event of a change, this allows you to keep your old cycle and to
create a new cycle with the same name but a different start date. If you de ne cycles that have the same name, the valid period
of the rst cycle should normally end before the second cycle starts.

Start date for the allocation cycle

Use the reference information, if you want to copy an existing allocation cycle, for example.

Choose Execute.

The General Ledger: Create <Allocation Type> Cycle: Header Data screen appears.

This is custom documentation. For more information, please visit the SAP Help Portal 190
 12/6/2023
For more information, see:

Creating Header Data for Allocation Cycles

Creating Allocation Segments for an Allocation Cycle

Creating Header Data for Allocation Cycles

Use
The information that you enter in the cycle header applies to every allocation segment that you create for the cycle.

Procedure
On the General Ledger: Create <Allocation Type>: Header Data screen, enter the following data:

End date for the allocation cycle

Description for the allocation cycle

This description appears when you execute the allocation.

In the Ledger Group eld, specify the target ledger group that you want to make the transfer posting to.

In the Indicators group box:

Deselect the Iterative indicator if you do not want to process the allocation cycle iteratively.

Set the Cumulative indicator if you want to process the allocation cycle as a cumulative allocation.

For more information, see the following sections:

Iterative Processing of Allocation Cycles

Cumulative Processing of Allocation Cycles

Select the eld groups to be used in the allocation cycle:

Set the Actual quantities indicator if you want to allocate/distribute amounts and quantities.

Set the Transaction Currency (Actual/Plan) indicator if you want to allocate/distribute amounts in the transaction currency.

This is custom documentation. For more information, please visit the SAP Help Portal 191
 12/6/2023
If you do not set this indicator, the system uses the second or third currency (depending on your system con guration) and
writes the amounts in transaction currency to the sender and receiver data records. This reduces the number of records stored
on the database, since the system does not take into consideration the different transaction currencies.

Enter the selection criteria in the Preset selection criteria group box.

The selection criteria elds that appear depend on the system structure you de ned for allocations in Customizing for General
Ledger Accounting (New) . The values you enter in these elds are valid for all senders and receivers in all allocation segments
used in the cycle (unless otherwise speci ed in the de nition of individual allocation segments).

Specify the company code or the company (cross-company code or cross-company allocation is not possible).

You can use the following additional functions in this screen:

Choose Function

Edit Attach Segment Insert Allocation Segment

Edit → Copy Segment Copy an existing allocation segment to the cycle

Goto → Segment Overview Display an overview of allocation segments contained in the cycle

Extras → History View the revision history of the cycle

Save your entries.

Cumulative Processing of Allocation Cycles

Use

You process an allocation cycle cumulatively to clear any uctuations of the tracing factors or sender amounts to be allocated.

The allocation is usually performed by period, meaning that posted values are allocated for a sender in a period according to
tracing factors entered in this period. If the tracing factors or the sender amounts to be allocated uctuate to a great extent, an
assignment of the allocated costs based on source is not possible during processing by period.

These uctuations can be negated by cumulative processing of tracing factors or sender values. Cumulative processing
smoothes the allocations over the periods.

A publishing company produces periodicals that appear at least once a month as well as less frequent publications. Sales and
administration costs are assessed to pro t centers with the monthly sales volume serving as the allocation base.

With a non-cumulative assessment, overhead costs are not debited for periodicals that do not appear in certain months.
Nonetheless, production of these goods does generate sales and administration costs even in such months. The periodicals that
appear at least once a month are additionally debited with these sales and administration costs. Over a period of time, the
periodicals that appear at least once a month have to bear too large a share (and the others too small a share) of the sales and
administration costs.

With a cumulative assessment, allocation of the sales and administration costs is smoothed over the months. Periodicals that
do not appear for a certain month are debited with sales and administration costs according to their share of cumulative sales
volume.

This is custom documentation. For more information, please visit the SAP Help Portal 192
 12/6/2023

In some countries, “smoothing” with allocation is a legal requirement. Using cumulative allocation, therefore, these legal
obligations are ful lled.

Some sold-to parties (public sold-to parties, for example) even stipulate such a smoothing to prevent manipulation of expenses.

Prerequisites

Sender/receiver relationships remain stable over the scal year.

You must not delete senders or receivers within the scal year. The system checks this condition during cumulative processing.

Deleting senders or receivers that existed in previous periods that no longer exist (or are no longer valid) in the current period
due to master data checks or cycle changes will cause erroneous allocations.

Increasing the allocation network is, however, non-critical.

You use the sender rule Posted amounts and the receiver rule Variable portions . Only with this rule combination will a
cumulation on sender and receiver-side actually occur .

Collective execution of cumulative and non-cumulative cycles is not possible.

Features

If you execute an allocation cycle cumulatively, the sender amounts posted up to the current period are allocated to the receiver
as a result of tracing factors. Cumulative processing always cumulates from period 1.

The determined allocation amounts, too, are cumulated for each receiver and posted in the current period minus the amounts
allocated to the respective receiver in the previous periods. Postings in previous periods are thus unchanged.

Only those amounts for the receivers that were posted in the previous periods using the appropriate cumulative processing are
taken into account.

If you perform cumulative processing for a period interval and have already posted cycles from the “To” period, the SAP System
reverses all periods from the “To” period up to and including the last posted period. The system displays a con rmation
messages.

This is custom documentation. For more information, please visit the SAP Help Portal 193
 12/6/2023

You should not change the Cumulative indicator during the current scal year.

The scaling of negative tracing factors is only applied to the cumulative total tracing factor for one receiver, not to the values of
the tracing factors in the individual periods.

Reversing Cumulative Processing

If you wish to reverse cumulative processing, you must reverse up to the last posted period due to period-independent work
methods.

In online execution, you can trigger reversal of subsequent already posted periods via a dialog box. If subsequent periods are
already posted, reversal is not performed in the background.

You wish to reverse a cumulative cycle in period 3, however periods 1 to 5 were already posted. Reversal of period 3 is only
possible in conjunction with periods 4 and 5.

Iterative Processing of Allocation Cycles

Use
You can process allocation cycles iteratively or non-iteratively.

Features
Iteratively

When you process an allocation cycle iteratively, the results of one allocation segment are used by the other allocation
segments and processed further. The allocation segments are processed dependent on each other. For example, an account
serving as receiver in one allocation segment can serve as sender in another allocation segment. The system continues to
process the allocation segments until all senders are completely credited. The order of the allocation segments has no bearing
on the allocation results.

 Note
The following graphic shows an allocation cycle with allocation segments that are processed iteratively. In this example, you
allocate amounts from pro t centers 100 (EDP) and 200 (Administration). Since these pro t centers also allocate or
distribute amounts to each other, the allocation cycle is processed iteratively:

This is custom documentation. For more information, please visit the SAP Help Portal 194
 12/6/2023

Allocation segment 1: The amounts of pro t center 100 (EDP) are allocated/distributed to pro t centers 200
(Administration), 300 (Sales), and 400 (Marketing).

Allocation segment 2: The amounts of pro t center 200 (from allocation segment 1) are allocated/distributed to pro t
centers 100 (EDP), 300 (Sales), and 400 (Marketing).

The balance of pro t center 100 from allocation segment 2 is then allocated/distributed again to pro t centers 200, 300,
and 400 in allocation segment 1. The allocation cycle is processed until the balance of all senders is zero.

When you process the allocation segments of an allocation cycle iteratively, the system processes the allocation segments
until all senders have the balance zero. If your allocation is de ned so that two or more senders/receivers in a cycle
completely allocate in a non-solvable relationship, the system ends processing and displays an error.

Non-iteratively

When you do not process an allocation cycle iteratively, each allocation segment in the cycle is processed independently of the
other allocation segments in the cycle.

 Note
The values allocated from previous allocation segments are not used in the processing of subsequent allocation segments in
a cycle.

 Note
The order of the allocation segments in the cycle has no bearing on the results of the allocation.

Creating Allocation Segments for an Allocation Cycle

This is custom documentation. For more information, please visit the SAP Help Portal 195
 12/6/2023

Use
To perform an allocation, you have to de ne an allocation cycle. Every cycle consists of one or more allocation segments . For
each allocation segment, you de ne the sender and receiver for the segment, as well as the rule for allocating data.

Prerequisites
You have chosen Accounting Financial Accounting General Ledger Periodic Processing Closing / Planning Allocation and then
the allocation type. You are in the General Ledger: Create <Allocation Type>: Header Data screen

Procedure
To create a segment, choose Attach segment. The General Ledger :Create <Allocation Type> Cycle: Segment screen appears.

Enter a name and description for the allocation segment.

Set the block indicator if you want the system to temporarily ignore this allocation segment in the allocation cycle.

When processing the allocation cycle, the system ignores this allocation segment.

When you create an actual or plan assessment, the Assessment acct entry eld is displayed. Enter the account number that will
be used to accumulate data from the original sender account(s).

Choose the tab strip Segment header and enter the required data.

In Sender values , select the appropriate sender rule . You use sender rules to control how sender values are determined. To
credit the sender a certain percentage rate, enter the proportionate share in % of the sender value.

Percentage rates greater than 100% are not possible.

To assess or distribute actual/plan data to the receiver(s), set the appropriate indicator. For more information, see Allocating
Plan and Actual Values .

On the Segment header tab page, under Receiver tracing factor, select the required receiver rule. You use the receiver rule to
control how receiver tracing bases are determined. For more information, see Creating a Receiver Tracing Factor for an
Allocation Segment .

Select the Senders/receivers tab and enter the required data. The following options are available:

To allocate or distribute a xed value, you only enter a value in the From eld

To allocate or distribute a range of values, you only enter values in the From and To elds

This is custom documentation. For more information, please visit the SAP Help Portal 196
 12/6/2023
To allocate or distribute a value and a ranges of values, you only enter a value in the Set eld

The dimensions that were de ned in Customizing for your table are displayed. For more information on the con guration of the
allocation, see the Implementation Guide (IMG) for General Ledger Accounting (New) under Allocation .

Choose the tab strip Sender values and enter the required Selection criteria .

Choose the Receiver tracing factor tab and enter the required data.

If you are working with a variable receiver tracing factor, choose Type of variable portions .

To control the scaling that is performed in the event of negative tracing factors for the receivers, choose Scale neg. tracing
factors .

Choose the desired selection criteria.

In Rec.wght.factors tab page, enter a factor to determine the number of decimal places for the weighting factor.

You can use the following additional functions on this screen:

Choose Function

Edit → Copy segment Copy an existing allocation segment to the cycle

Edit → Delete segment Delete allocation segment from the cycle

Goto → Header data Enter header data for the cycle

Goto → Overview segments View overview of allocation segments contained in the cycle

Goto → Cycle run group Process cycles of an allocation type in parallel

Extras → History View the revision history of the cycle

Extras → Error log Display error log

Extras → Create set Create a set for the allocation segment

Extras → Change set Change a set used in the allocation segment

Extras → Display senders Display a list of senders for the allocation segment

Extras → Display receivers Display receiver list for the allocation segment

Extras → Change documents Display change documents

Extras → Combinations → Senders Change the distribution dimension(s) for the senders in the
allocation segment

Extras → Combinations → Receivers Change the distribution dimension(s) for the receivers in the
allocation segment

Save your entries.

This is custom documentation. For more information, please visit the SAP Help Portal 197
 12/6/2023

Creating Sender Values for an Allocation Segment

Use
You use sender rules to control how sender values are determined. You can choose between the following sender rules:

Posted amounts: Posted amounts are allocated/distributed to each receiver value.

Fixed amounts: Fixed amounts are allocated/distributed independently of the sender amounts.

Fixed rates: You enter xed rates for every sender and for each unit of the receiver tracing factor.

Prerequisites
Under Accounting → Financial Accounting (New) → General Ledger → Periodic Processing → Closing/Planning → Allocation,
you have speci ed the allocation type. The General Ledger: Create <Allocation Type> Cycle: Header Data screen appears.You
have chosen Attach Segment and are now on the General Ledger: Create <Allocation Type>: Segment screen. Segment

Procedure
Choose the Segment Header tab and enter the required data.

Under Sender Values, select the required sender rule.

To credit the sender with a certain percentage rate, enter the proportionate share in % of the sender value.

Percentage rates greater than 100% are not possible.

To assess or distribute actual/plan data to the receiver(s), set the appropriate indicator. For more information, see Allocating
Plan and Actual Values.

Select the Senders/Receivers tab and enter the required data under Sender.

Choose the Sender Values tab and enter the required data depending on the sender rule.

Posted amounts:

Enter the percentage rate that re ects what percentage of the sender control values should be used for the allocation. The
respective sender is credited with the remaining percentage.

To assess or distribute actual/plan data to the receiver(s), set the appropriate indicator.

Make the required settings under Selection Criteria.

This is custom documentation. For more information, please visit the SAP Help Portal 198
 12/6/2023
The dimensions are displayed that were de ned for your table in the Customizing activity "Allocation". For more information on
the con guration, see the Implementation Guide (IMG) for General Ledger Accounting (New) under Allocation.

Fixed Amounts:

Enter the currency in which the sender data is assessed/distributed.

For each sender value de ned in the allocation segment, enter the xed amount to be assessed/distributed.

Fixed rates:

Enter the currency in which the sender values are assessed/distributed.

Specify a xed rate for every sender and for each unit of the receiver tracing factor.

The following additional functions are available:

Additional Functions:

Selection Function

EditCopy Segment Copy an existing allocation segment to the cycle

EditDelete Segment Delete allocation segment from the cycle

GotoHeader Data Enter header data for the cycle

GotoSegment Overview Display overview of allocation segments contained in the cycle

GotoCycle Run Group Process cycles of an allocation type in parallel

GotoFirst Segment Call up allocation segment header data for the cycle

ExtrasHistory Display the revision history of the cycle

ExtrasCreate Set Create a set for the allocation segment

ExtrasChange Set Change a set used in the allocation segment

ExtrasDisplay Senders Display a list of senders for the allocation segment

ExtrasDisplay Receivers Display a list of receivers for the allocation segment

Save your data.

Creating Receiver Tracing Factors for Allocation Segments

Use
You use receiver rules to control how receiver tracing factors are determined. You can choose between the following receiver
rules:

Variable portions: If you choose variable portions, these are used by the system as the tracing factor and allocated/distributed
to the receiver.

Fixed amounts: If you select xed amounts, the receivers are debited directly with these amounts. The amount credited to the
sender results from the total of receiver amounts. The rule for determining sender values is not used in this instance. Also,

This is custom documentation. For more information, please visit the SAP Help Portal 199
 12/6/2023
posted sender amounts or created xed sender amounts are not taken into consideration.

Fixed percentages: If you select xed percentages, you de ne xed percentages for the receiver. The sender value is distributed
to the receivers according to these percentages. Note that the total of receiver tracing factors must not exceed 100%. The
system assumes a sender tracing factor of 100%. If the total of receiver tracing factors is smaller than 100%, a part of the
sender value remains with the sender.

Fixed portions: If you select xed portions, you de ne xed portions for the receiver. The procedure is similar to xed
percentages. With this procedure, the sender is credited completely, unless you have de ned a percentage residual value.

Prerequisites
Under Accounting → Financial Accounting → General Ledger → Periodic Processing, you have speci ed the allocation type. The
General Ledger: Create <Allocation Type>: Header Data screen appears. You have chosen Attach Segment and are now on the
General Ledger: Create <Allocation Type>: Segment screen.

Procedure
On the Segment Headertab, enter the required data (according to the receiver rule that you have selected) under Receiver
Tracing Factor.

Variable portions:

Select the type of variable portions. The system controls how the receiver tracing factor of the respective allocation is
determined.

Specify the scaling of negative tracing factors. For more information, see Scaling of Negative Tracing Factors.

Fixed Amounts:

Enter the currency in which the receiver data is allocated/distributed.

For each receiver value de ned in the allocation segment, enter the xed amount to be allocated/distributed to this value.

Fixed percentage/ xed portion:

For each receiver value de ned in the allocation segment, enter the xed percentage/portion to be allocated/distributed to the
value. For the receiver rule Fixed Percentage, you cannot enter more than 100%; for the receiver rule Fixed Portion, you enter
xed portions.

Make the required settings on the Receiver Tracing Factortab.

The dimensions are displayed that were de ned for your table in the Customizing activity "Allocation". For more information on
the con guration, see the Implementation Guide (IMG) for General Ledger Accounting (New) under Allocation.

3. Make the required settings under Receiver on the Sender/Receivertab.

4. The following additional functions are available:

Selection Function

This is custom documentation. For more information, please visit the SAP Help Portal 200
 12/6/2023

EditCopy Segment Copy an existing allocation segment to the cycle

EditDelete Segment Delete allocation segment from the cycle

GotoHeader Data Enter header data for the cycle

GotoSegment Overview Display overview of allocation segments contained in the cycle

GotoCycle Run Group Process cycles of an allocation type in parallel

GotoFirst Segment Call up allocation segment header data for the cycle

ExtrasHistory Display the revision history of the cycle

ExtrasCreate Set Create a set for the allocation segment

ExtrasChange Set Change a set used in the allocation segment

ExtrasDisplay Senders Display a list of senders for the allocation segment

ExtrasDisplay Receivers Display a list of receivers for the allocation segment

To save the data, choose .

Scaling of Negative Tracing Factors

Use
Negative tracing factors can occur if the tracing factors are given not as quantities or percentage rates, but are taken from the
database. This is the case, for example, with a distribution by activity types or statistical key gures.

The scaling of negative tracing factors is only of importance when the receiver tracing factors have different +/- signs.

If part of the receiver has positive and part negative tracing factors, we distinguish between two cases:

If the total of all the receiver tracing factors is greater than zero, then the system credits (without scaling) the receiver
as well as the sender with negative tracing factors. In the process, receivers with positive tracing factors are debited
more heavily.

If the total of all the receiver tracing factors is less than zero , the system credits (without scaling) the receiver as well as
the sender with positive tracing factors. The receivers with negative tracing factors are thus debited more heavily.

In iterative processing, this can mean that the iteration does not converge, leading to cancellations or incorrect results.

Features
You have the following options for scaling negative tracing factors (numbering refers to table below):

1. No scaling

Calculations use negative tracing factors.

2. Standard scaling

The scaling depends on the total of the receiver tracing factors:

If the total of the receiver tracing factors is positive or zero , then the largest negative tracing factor is set to
zero. The other tracing factors are increased correspondingly. This ensures that all the receiver tracing factors

This is custom documentation. For more information, please visit the SAP Help Portal 201
 12/6/2023
are positive.

If the total of the receiver tracing factors is negative, the largest positive tracing factor is set to zero. The other
tracing factors are reduced correspondingly. This ensures that all the receiver tracing factors are negative.

3. Absolute value (negative value becomes positive)

For negative tracing factors, the +/- sign is reversed. This ensures that all the receiver tracing factors are positive.

4. Negative tracing factors become zero

Negative tracing factors are set to zero. Therefore, you do not allocate costs to these receivers.

5. Smallest negative tracing factor becomes zero

The largest negative tracing factor is set to zero. All other tracing factors are increased correspondingly. This ensures
that all the receiver tracing factors are positive. Receivers, which before the scaling had the tracing factor zero, are
given a positive tracing factor.

6. Smallest negative tracing factor becomes zero, but zero remains zero

The largest negative tracing factor is set to zero. All other tracing factors are increased correspondingly. Receivers,
which before the scaling had the tracing factor zero, are given tracing factor zero.

 Example
Example of Scaling Negative Tracing Factors

1 2 3 4 5 6

Tra. fac. rec. 1 -100 0 100 0 0 0

Tra. fac. rec. 2 200 300 200 200 300 300

Tra. fac. rec. 3 -50 50 50 0 50 50

Tra. fac. rec. 4 0 100 0 0 100 0

Total tra. + 50
factors

 Note
The scaling of negative tracing factors can be set only for individual allocation segments and not for the entire cycle.

De ning Receiver Weighting Factors

Use
The tracing factors selected for the given receiver are multiplied by a weighting factor.

Procedure
You are in the Receiver Weighting Factors tab page.

1. If you want to use a receiver weighting factor other than 1, simply overwrite the default setting under Factor per .

This is custom documentation. For more information, please visit the SAP Help Portal 202
 12/6/2023

 Note
When you make the entry, you must use the same amount of decimal places as the receiver weighting factor.

2. Save your entries.

3. If an allocation cycle has more than one allocation segment, choose Previous segment or Next segment to scroll through
the different allocation segments.

 Note
The system informs you if no other allocation segment exists.

4. To access another allocation segment of the cycle, choose .

5. To access the header data of the cycle, choose .

6. To delete the allocation segment belonging to the receiver weighting factor, choose Edit Delete segment .

Result
The allocation is made using a tracing factor determined by the system on the basis of the weighting factor.

Allocating Plan and Actual Values

Use

Separate allocation cycles are created for plan and actual allocations. In allocation segment de nition, however, you can specify
that

The plan data is allocated in actuals instead of the posted actual amounts and actual quantities,

or that

The actual data is allocated in the plan instead of the posted plan amounts and plan quantities.

Allocating plan values in an actual allocation cycle

To allocate plan values in actuals, select Plan Values in allocation segment de nition. Actual amounts and actual quantities are
then allocated in the same way as plan amounts and plan quantities.

 Note
Allocations that have already occurred in the plan are not taken into account.

Allocating actual values in a plan allocation cycle

To allocate actual values in the plan, select Actual Values in allocation segment de nition. Plan amounts and plan quantities are
then allocated in the same way as actual amounts and actual quantities.

 Note
Allocations that have already occurred in actuals are not taken into account.

This is custom documentation. For more information, please visit the SAP Help Portal 203
 12/6/2023

Locking Allocation Segments in an Allocation Cycle

Use
You can lock individual allocation segments in an allocation cycle . Any locked allocation segments are not processed in the
allocation cycle.

 Note
It is useful to lock an allocation segment if, for example, the data in your segment has changed and you want to repeat a
periodic allocation for this segment only. By locking the other allocation segments in the allocation cycle, processing time is
reduced.

Activities
To lock individual allocation segments of a cycle when creating or changing a cycle or a tracing factor, set the lock indicator.

Copying Segments

Use
You can copy allocation segments. You can then make changes to them.

Procedure
You are in one of the General Ledger: Create / Change <Allocation Type>: Header Data screens .

1. Select with quick info Segment Overview .

2. Select the allocation segment that you want to copy and choose with quick info Copy Values.

3. Choose Edit Copy Segment. The system displays the Copy Segment dialog box .

Enter data in the Copy from eld .

Enter data in the To eld.

 Note
You can copy allocation segments in the current allocation cycle or from another allocation cycle.

4. Choose Continue to leave the dialog box.

Result
You can now edit the copied segments.

Editing Allocation Cycles

Use

This is custom documentation. For more information, please visit the SAP Help Portal 204
 12/6/2023
allocation cycle

Prerequisites
You have created an allocation cycle . Choose Accounting → Financial Accounting → Periodic Tasks → Allocation → Allocation
Type → Change (or Display or Delete ).

The General Ledger: Change <Allocation Type>: Initial Screen appears.

Procedure
Enter the following information:

Ledger and allocation cycle

Allocation cycles with the same name must have different start dates. If allocation cycles have the same name but different
start dates, the system views them as independent objects.

Start date of the allocation cycle

The start date of the cycle is used for the following control reasons: The start date determines the earliest validity time of the
cycle and you can de ne various versions for a cycle using different start dates. Allocations are only possible with a cycle valid in
the posting period.

Once you have deleted a cycle, you cannot reactivate it later.

The General Ledger :Change <Allocation Type> Cycle: Header Data screen appears.

You can change the header data of the allocation cycle:

Iterative Processing of Allocation Cycles

Cumulative Processing of Allocation Cycles

Consider amounts or transaction currencies

Change selection criteria

You can use the following additional functions on this screen:

To display an overview of the allocation segments contained within the cycle, choose with quick info Segment Overview.

This is custom documentation. For more information, please visit the SAP Help Portal 205
 12/6/2023
To search for allocation segments matching the criteria you entered, choose with quick info Find Object

To display the rst allocation segment for the cycle, choose First segment .

To add an allocation segment to the cycle, choose Attach segment.

To check whether all relevant entries have been made, choose with quick info Formal check. Here, you can analyze individual
messages speci cally.

To run cycles of an allocation type in parallel (assuming their objects do not overlap) choose Goto → Cycle run group.

To display change and execution history of the cycle, choose Extras → History.

Executing an Allocation Cycle

Use
You can execute the allocation cycle in two different ways:

Online

In the background (background processing)

Line item records are always written to the database when an allocation cycle is executed.

Prerequisite
You have created an allocation cycle .

The system displays the Execute <Allocation Type>: Initial Screen.

Features
Process control

In the Processing Options area, you can determine how the allocation cycle is executed and which information is displayed:

Choose Function

Background processing Processing runs in the background.

Test run The system only generates a log. No data is changed, no new data
is written to the database.

Detail lists List selection appears.

List selection Basic list is con gured. The sender and receiver list information
and the journal information can be displayed.

This is custom documentation. For more information, please visit the SAP Help Portal 206
 12/6/2023
Settings

You can use Settings to determine the functions that the system takes into consideration during execution.

Goto

You can use Goto to display previous processing. For more information, see Displaying Previous Processing. You can check
whether an allocation cycle has already been processed for a ledger within a speci c period.

Extras

To make currency settings, choose Extras Value Date , and enter the key that you use to de ne exchange rates in the system.

You can determine the start period for cumulation.

This value speci es the period that forms the starting point from which the values are added up to calculate the tracing factors
and the values to be allocated in the current processing period. Normally, this is period zero (balance carryforward).

You can get, save, or delete variants.

You can display a cycle overview.

You can get an overview of the current status of allocation execution with Selection criteria , cycle information, and previous
processing .

You can process allocation cycles.

You can assign cycles to groups.

To execute cycles of an allocation type in parallel, these have to be assigned to various cycle run groups.

Execute

After you have entered all relevant data and have made all appropriate settings, choose Execute .

The Display <Allocation Type> General Ledger Basic List screen appears. You can use the basic list to check the processing
results.

For more information, see:

Executing Allocation Cycles

This is custom documentation. For more information, please visit the SAP Help Portal 207
 12/6/2023
Displaying Allocation Results .

Reverse

By choosing <Allocation Type> → Reverse , you can reverse the allocation cycle.

You can also reverse allocation cycles in background processing.

Executing Allocation Cycles

Prerequisites
The system displays the Execute <Allocation Type>: Initial Screen. Choose Accounting Financial Accounting Financial
Accounting General Ledger Periodic Processing Closing Allocation and then choose Actual/Plan Assessment or Actual/Plan
Distribution Execute

To allocate or distribute data records, the company code or company has to be assigned to the ledger .

Procedure
Enter the Ledge r and the relevant Parameters .

Under Process control , you have the following options:

To execute the allocation in background processing, set the Background processing indicator.

To test the allocation, set the Test run indicator.

The allocation does not update the database.

Set the Detailed lists indicator if you want to display a list of allocated/distributed records after the allocation has been
executed. Using List Selection , you can opt either for the precon gured basic list or for one of the following detail lists:

Sender list

Receiver list

Journal

Enter relevant data for Cycle and Start date of the allocation, or choose from input help. You can execute more than one cycle
at a time.

This is custom documentation. For more information, please visit the SAP Help Portal 208
 12/6/2023
The order you execute the cycles impacts how the data is allocated.

Receivers of allocation cycle 1 are pro t centers 200 and 300. Receivers of allocation cycle 3 are pro t centers 300, 400, and
500. Allocation cycle 3 uses the results of allocation cycle 1 if the group of cycles is executed.

If you are executing a cycle that has the same name as another allocation cycle, the system displays all allocation cycles that
have the same name, with the cycle starting dates.

4. You can determine how the system is to react when it encounters errors during execution by choosing Settings.

You can save the entries you make on the initial screen as a variant. To do so, choose Extras → Variant → Save and enter a
name and a short text for the variant.

To execute a particular variant, choose Extras → Variant → Get .

Choose . The system displays the <Allocation Type> General Ledger Basic List screen. You can display all relevant
information here.

For more information, see Displaying Allocation Results .

Reversing Allocation Line Items

Use
You can delete from your system any allocation line items in the plan data that you no longer require.

In General Ledger Accounting, you can only delete allocation line items in the following cases:

For plan cycles

For actual postings in a rollup ledger

You delete the line items for a speci c allocation cycle.

You should delete line items in the following cases:

This is custom documentation. For more information, please visit the SAP Help Portal 209
 12/6/2023
You have executed and subsequently reversed an allocation cycle. You can then delete the line items from the allocation runs
that have been reversed.

You want to create memory space on your database. The repeated execution and reversal of allocation cycles can take up
considerable memory space.

Delete allocation line items that you no longer require periodically.

Prerequisites
For plan or rollup line items in General Ledger Accounting, go to the SAP Easy Access menu and choose Accounting Financial
Accounting Special Purpose Ledger and then Periodic Tasks Allocation Allocation Type Delete Line Items.

The Allocation: Delete Line Items No Longer Needed screen appears.

Procedure
Enter the following information:

Ledger name of the allocation cycle(s)

Name of the allocation cycle for which you want to delete the allocation line items.

Name of a second allocation cycle if you want to delete line items for a range of allocation cycles.

Select Test run if you want to perform a test run of the deletion program.

The allocation line items are not deleted from the database.

Choose Program → Execute

Result
The system deletes the line items for the allocation cycle(s) you entered on the previous screen.

If you set the Test run indicator, the system displays a list of allocation cycles for which you can delete line items.

Displaying Allocation Results

Use

This is custom documentation. For more information, please visit the SAP Help Portal 210
 12/6/2023
Once the allocation has been completed, the system issues a basic list that allows you verify processing. The basic list shows
you the number of senders, receivers, and messages for each allocation cycle executed.

Prerequisites
You have executed an allocation .

Features
The following display types are available:

Cycle overview

Messages

Line items

Allocation segment list

Sender lists

Receiver lists

Journal

Technical Statistics, Expert Trace, and Divergence Analysis

Previous processing

Activities

Choose Function

List Print Trace Print contents of individual database elds of a particular cycle.

List Print Journal Print overview of the receivers, senders, and corresponding values
in an allocation segment.

List Print Results lists Print results of all cycles.

List Print Individual list Print a particular cycle.

Balance Carryforward

Use
Balance carryforward involves carrying forward account balances into the new scal year. The balance display of the account
shows the carryforward. To carry forward balances, you can use a program for G/L accounts and another program for customer
and vendor accounts.

This is custom documentation. For more information, please visit the SAP Help Portal 211
 12/6/2023
You have to carry out the balance carryforward manually; it is not performed automatically even if you have already made
postings to the new scal year.

G/L accounts: You must perform the manual balance carryforward for the new scal year at least once. After that, the system
automatically updates the balance carryforward whenever postings are made to the old scal year.

Customer and vendor accounts: Postings to the current scal year do not cause the balance carryforward in the new scal year
to be updated. For this reason, you should perform the manual balance carryforward for customer and vendor accounts at the
start of the new scal year. Conversely, postings to a previous year (any year preceding the year of the date of entry) cause the
balance carryforward to be updated for subsequent years.

Prerequisites

Customer and vendor accounts:

There are no prerequisites for carrying forward balances for customer and vendor accounts.

Balance Sheet Accounts

To perform balance carryforward for balance sheet accounts, you need to have selected the account as the balance sheet
account in the G/L account master data in the chart of accounts. Check the setting for this under Accounting→Financial
Accounting→General Ledger→Master Data→G/L Accounts→Individual Processing→In Chart of Accounts.

Pro t and Loss Accounts

For you to be able to perform balance carryforward for P&L accounts, the following prerequisites must be met:

In the master record of each P&L statement account, you have speci ed a P&L statement account type.

You have speci ed your retained earnings accounts in Customizing:

In the Implementation Guide, choose Financial Accounting (New) → General Ledger Accounting (New) → Periodic Processing
→ Carry Forward → De ne Retained Earnings Account.

If you want to use a different key to the standard key X, specify this key and the P&L account here. In the G/L account master
record, you enter this key in the P&L Statement Account Type eld.

For the Special Purpose Ledger, you make the setting in Customizing for Financial Accounting under Special Purpose Ledger →
Periodic Processing → Balance Carryforward → Retained Earnings Accounts → Maintain Local/Global Retained Earnings
Accounts.

Most companies use only one retained earnings account. However, by using the P&L statement account type, you can use more
than one retained earnings account. This could be useful for international corporations, for example, that have to meet various
requirements when producing their pro t and loss statement. For more information, see Special Features in P&L Accounts.

If you want to perform balance carryforward with account assignments, you have speci ed the additional account assignments.
To do this, in the Implementation Guide for Financial Accounting (New), choose General Ledger Accounting (New) → Periodic
Processing → Carry Forward → Enter Detail Speci cations for P & L Accounts.

As account assignments, you can use all dimensions used in General Ledger Accounting. You have activated the dimensions for
your ledgers by assigning the ledger to a speci c scenario or customer-speci c eld (see also Customer Field and Scenario in

This is custom documentation. For more information, please visit the SAP Help Portal 212
 12/6/2023
General Ledger Accounting.

Features

The system carries balances forward as follows:

For balance sheet and customer and vendor accounts:

The balances on the balance sheet accounts are simply carried forward into the new scal year. With the default setting, all
account assignments are transferred.

For pro t and loss accounts:

Pro t and loss accounts are carried forward to retained earnings accounts.

Additional account assignments are not transferred. With the default settings, balances are carried forward in summarized
form to the retained earnings account. You can de ne the level of summarization in Customizing. To do this, in the
Implementation Guide for Financial Accounting (New), choose General Ledger Accounting (New) → Periodic Processing →
Carry Forward → Enter Detail Speci cations for P & L Accounts.

Here, you enter the additional account assignments.

Transaction currencies are no longer applicable and the pro t and loss accounts are summarized in local currency. You can use
an indicator in the master record of the retained earnings account to control balance carryforward in transaction or local
currency.

General Functions

Automatic Balance Adjustment

When you perform balance carryforward for G/L accounts at the end of a scal year, any postings made to the previous year
lead to automatic adjustments of the balances. The system uses an indicator to determine whether the balances have been
carried forward. From then on, whenever a posting is made, the balance is automatically carried forward, even when a posting is
made to the previous year. Consequently, it is not necessary to repeat the balance carryforward.

Account Adjustments

If, in the new scal year, you nd that a G/L account was mistakenly set up as a P&L statement account in the prior year instead
of as a balance sheet account (or vice versa), adjust the master data of the affected account record and then repeat the
balance carryforward.

Currencies

When you execute balance carryforward, all currencies of the ledger are automatically carried forward.

Activities
Perform the balance carryforward individually for each ledger.

To perform the balance carryforward, you run the following programs:

G/L Accounts

From the SAP Easy Access screen, choose AccountingFinancial AccountingGeneral LedgerPeriodic ProcessingClosingCarry
ForwardBalance Carryforward (New).

This is custom documentation. For more information, please visit the SAP Help Portal 213
 12/6/2023
Customer and Vendor Accounts

From the SAP Easy Access screen, choose Accounting → Financial Accounting → Accounts Receivable or Accounts Payable →
Periodic Processing → Closing → Carry Forward → Balance Carryforward.

You can only carry forward balances in Accounts Receivable or Accounts Payable for individual accounts. For the balance
carryforward in General Ledger Accounting, you have to perform balance carryforward for all G/L accounts.

Special Purpose Ledgers

From the SAP Easy Access screen, choose Accounting → Financial Accounting → Special Purpose Ledger → Periodic
Processing → Balance Carryforward.

Value Adjustment
If a particular receivable is doubtful or if it is unlikely you will ever recover it, you can create a bad debt reserve, or write the debt
off.

For more information see Individual Value Adjustment .

On the balance sheet key date, you can also post a at-rate value adjustment for the general risk of not recovering receivables.

For more information see Flat-Rate Value Adjustment .

Individual Value Adjustment

Use
Using a special G/L transaction, you can post an individual value adjustment for doubtful receivables. In doing so, you post the
doubtful receivable to the customer account and to an expense account.

Using a special G/L transaction has the following advantages:

The receivable remains on the customer account and on the receivables account. You manage the individual value
adjustment separately from the receivables themselves on the customer account. This means that you can identify the
individual value adjustments posted to any customer account whenever you like.

In the general ledger, the doubtful receivable is also posted to a separate reconciliation account. You do not have to
transfer the doubtful receivable when creating the balance statement.

The following example describes how you use the special G/L transaction to post doubtful receivables. For more information on
special G/L transactions, see Accounts Receivable and Accounts Payable: Overview.

 Example
You have posted receivables of EUR 8000 with a sales tax portion of EUR 1043.48. You want to display this as a doubtful
receivable at the balance sheet key date. In this example, we will assume that both doubtful and uncollectable receivables
are to be displayed in the same account.

This is custom documentation. For more information, please visit the SAP Help Portal 214
 12/6/2023

You need to make the following postings when creating individual value adjustments and when writing off doubtful receivables:

1. You post the individual value adjustment of EUR 6956.52 (the value of the doubtful receivable) to the relevant expenses
account for valuation adjustments, and make the offsetting entry on the customer account. The system automatically
posts the same amount to the special G/L account for individual value adjustments. When making this posting, you use a
tax code that represents a tax rate of zero percent.

2. If you decide to write off the receivables, or if they are paid, you can reverse the individual value adjustment.

3. If the receivables are uncollectable, post the amount to the receivables write-off account and clear the receivable on the
customer account. For this posting, you use a tax code that has the same tax rate as the one used when you posted the
receivable. This means that the sales tax is automatically adjusted.

Prerequisites
To be able to post individual value adjustments as a special G/L transaction, you must ful ll the following conditions:

The transaction must have the special G/L indicator. You specify this indicator when posting the individual value
adjustment. Using this indicator, the system determines the alternative reconciliation account. The special G/L indicator
E is de ned in the standard system. If you want to de ne your own special G/L indicator, select the activities De ne
Alternative Reconciliation Account for Customers and De ne Alternative Reconciliation Account for Vendors under
Other Special G/L Transactions in Customizing for Accounts Receivable and Accounts Payable.

To be able to post the individual value adjustment to an alternative reconciliation account, you must rst create this
account and the account number in the system. To de ne the account number, select the activities De ne Alternative

This is custom documentation. For more information, please visit the SAP Help Portal 215
 12/6/2023
Reconciliation Account for Customers and De ne Alternative Reconciliation Account for Vendors under Other Special
G/L Transactions in Customizing for Accounts Receivable and Accounts Payable.

You will also need an account to which you can post the expenses from the individual value adjustment. This account must be
tax-relevant if you want to post the expense and revenue for the individual value adjustment as well as sales tax to this account.

Making Individual Value Adjustments

Use

The following sections describe the postings you can make for individual value adjustments:

Posting Individual Value Adjustments

Reversing or Utilizing Individual Value Adjustments

Writing Off Doubtful Receivables

Posting Individual Value Adjustments

To post an individual value adjustment, proceed as follows from the Accounts Receivable menu:

1. Select Document entry Other Intern.transf.psting Without clearing .

2. Enter the G/L account item on the expenses account from valuation adjustments.

3. Since you do not want to post any tax in this case, you should enter a Tax code representing zero percent.

4. Enter the accounts receivable item for the individual value adjustment.

To ensure that the individual value adjustment is posted as a special G/L transaction, you have to enter the relevant special
G/L indicator in the eld provided ( Sp. G/L . ). In the standard system, this indicator is E .

Reversing or Utilizing Individual Value Adjustments

Procedure

Reversing an Individual Value Adjustment:

Reverse the posting made under Posting Individual Value Adjustments . For this, choose in the SAP Easy Access screen
Customers Posting Other Transfer with Clearing.

Utilizing an Individual Value Adjustment:

Reverse the posting made under Posting Individual Value Adjustments . For this, choose in the SAP Easy Access screen
Customers Posting Other Transfer with Clearing.

Write off the irrecoverable debt. For more information, see Writing Off Doubtful Receivables .

Partial Reversal or Utilization:

In the case of partial reversal or utilization, use the same procedure.

This is custom documentation. For more information, please visit the SAP Help Portal 216
 12/6/2023

Writing Off Doubtful Receivables

Once you are sure that the receivables in question are not recoverable, write them off. To do so, proceed as follows from the
Accounts Receivable screen:

1. Select Document entry Other Intern. transf. posting With clearing.

2. Enter the G/L account item on the expenses account from valuation adjustments.

If you want the tax to be corrected automatically, you should enter the tax indicator you used when you originally posted the
receivable in the appropriate eld.

Select the receivable you want to write off from the list of open items, and post the document. You will nd more information on
clearing open items in the FI Accounts Receivable and Accounts Payable documentation.

Flat-Rate Valuation Adjustment

You carry out at-rate value adjustments using a straightforward G/L account posting. To do this, post the amount to an
appropriate expense account and to a balance sheet account. You display the balance sheet account under the same balance
sheet item as your normal accounts receivable.

To carry out the G/L account posting, from the SAP Easy Access screen, choose Accounting Financial accounting General
ledger Document entry Enter G/L account document .

Flat-Rate Individual Value Adjustments and Discounts

Purpose
During nancial statement preparation, open customer items are valuated. In addition to the foreign currency valuation, you
can also calculate a discount for long-term receivables and a at-rate individual value adjustment for unsecured or overdue
receivables.

You can then use the adjusted receivables at a later time as the basis for the sorted list and regrouping of outstanding
receivables.

Implementation considerations
Customizing for the at-rate individual value adjustments and discounts is found in the Implementation Guide under Accounts
Receivable and Accounts Payable Business Transactions Closing Valuate. You also nd a detailed description of
Customizing here.

Integration
The postings that arise from the discounts and at-rate individual value adjustments are transferred to general ledger
accounting.

Features
The process ow of the valuation is provided in a main program. Valuations are created in a proposal run and you can then
change these values manually.

This is custom documentation. For more information, please visit the SAP Help Portal 217
 12/6/2023
After processing, you can either reject these values or transfer them to G/L accounting. During the transfer, the system
creates the posting in G/L accounting and saves the valuations for each line item. You can therefore also display the valuation
in the document display.

Constraints
Valuations are only possible for customer items. Vendor and G/L accounts cannot be valuated.

Process of Individual Value Adjustments and Discounts

Purpose
Run the program for valuating the open customer items as part of the nancial statement preparation.

For open items that are rst due much later (such as in one year), you calculate a discount.

For open items that are overdue, you calculate a at-rate individual value adjustment (for example, the receivables of all
customers in a certain country are reduced by ten percent).

Prerequisites
You have made the Customizing settings under Accounts Receivable and Accounts Payable in the Implementation Guide for
individual value adjustments and discounts.

Process Flow
The process ow of an individual value adjustment or discount is de ned in a main program. The following describes the process
of valuation as prede ned in the SAP standard system. You can change the type and the algorithm for the valuation using
function modules (business transaction events) that you develop. See De ning Customer Valuations .

The process ow of a discount and a at-rate individual value adjustment in the SAP standard system is as follows:

Enter the selection parameters for the valuation process ow.

Start the valuation adjustment.

Calculation of the Discount

The system carries out a discount, that is, the value of long-term receivables at the balance sheet key date is calculated. The
discounted value is displayed as a cash value.

The value from the foreign currency valuation is the basis for the discount calculation in the SAP standard process. If you are
not using a foreign currency valuation, the local currency amount is used for the calculation.

All non-interest bearing receivables or those with too low an interest calculation are discounted if they do not fall due before the
balance sheet key date. The percentage values per currency that you enter in Customizing are used for discounting. To enter
these values, select the activity De ne interest rates in the Implementation Guide (IMG) under Accounts Receivable and
Accounts Payable .

The result of the calculation is the cash value. This is saved per item.

Calculation of the at-rate individual value adjustment

This is custom documentation. For more information, please visit the SAP Help Portal 218
 12/6/2023
The SAP system carries out a at rate valuation adjustment, that is, certain customer items are valuated using a at rate
provided by an SAP standard algorithm.

The cash value of the discount is the basis for the calculation of the individual value adjustment in the SAP standard process. If
you are not using a discount, the value from the foreign currency valuation is used. If no foreign currency valuation is available,
the local currency amount is used for the calculation.

For the program run, the customer accounts can be summarized using the group number. The balance per account group is
calculated. No calculation is made for a credit balance. Calculations are only made for debit balances. The open items are
discounted using the valuation adjustment key in Customizing and the percentage rate entered there.

With a at-rate individual value adjustment, the net value (not including taxes) is assumed for the calculation.

You correct the valuation adjustment or change it manually.

The valuation adjustment generates a value that you can correct or change manually.

If you generally want to manually discount unsecured receivables, in Customizing select the “Valuate manually” indicator for the
de nition of the valuation adjustment key. In this case, the open items are selected during the valuation process, but no
calculation is made. To do this, select the activity De ne valuation adjustment key in the Implementation Guide (IMG) under
Accounts Receivable and Accounts Payable .

Print the valuation adjustment.

Create postings and transfer them to general ledger accounting.

Result
The valuation adjustment displays a list that shows the following values per item:

Document number

Customer group

Valuation adjustment key

Original local currency amount

Basis value for the calculation (possibly the discounted amount)

Valuated gross amount

Valuation difference (gross)

Valuation difference (net)

Calculating Individual Value Adjustments and Discounts

Use
The following describes how you can calculate a discount or a at-rate individual value adjustment when preparing the nancial
statements.

Procedure

This is custom documentation. For more information, please visit the SAP Help Portal 219
 12/6/2023
If you want to calculate a discount or a at-rate individual value adjustment, proceed as follows:

1. In the “Customers” menu, choose Periodic Processing Closing Valuate Further Valuations .

2. Enter the execution data and an identi cation for the valuation run. Choose Maintain.

3. Enter a key date. All documents that have not been cleared by this due date are not valuated.

4. Enter valuation method 02 for a discount and 03 for an individual value adjustment. If you have developed you own
function module for the calculation, you can enter it here. See also De ning Customer Valuations.

5. Enter a currency type and if needed, an alternative valuation area.

6. You can also enter a target company code and select the Use Group De nition indicator if you want to make the
valuation using a customer group rather than individual customer accounts. In this case, the group balance is used for
the valuation.

7. Select the Postings indicator if you want to update the valuation differences in general ledger accounting. If you do not
select this indicator, the valuation differences are calculated by the system, but they are not posted to general ledger
accounting.

Also enter a posting date, a posting period, and a document type for the postings.

8. Enter an interest indicator for the discount.

9. Enter the name of a batch input session. Postings containing errors are placed in this session folder. You can correct
them there.

10. Enter the selections you require. For example, the affected company codes and/or the affected customer accounts or
group number for the customer group.

11. Save your entries and schedule the valuation run.

12. After completion of the valuation run, you can process the data in various ways:

You can change or correct the valuation. To do this, select Edit Valuation Run Change Valuations . If you do
not want an automatic calculation of the valuation difference, you can enter a at-rate amount here.

You can print the valuations. Choose the Print pushbutton.

You can display the valuations. To do this, choose Display or go to the list display by choosing Edit Valuation
Run Valuation List . Various functions such as summation and sorting are available in the valuation list for your
use.

You can display the valuation run log. To do this, choose Edit Valuatuon Run Display Log .

You can discard the valuation by deleting the valuation run. To do this, choose Edit Valuation Run Delete .

You can transfer the valuation differences to general ledger accounting. Here, the amount is posted to the
account you have set up for this purpose in Customizing.

Once the valuation differences have been transferred to general ledger accounting, the valuated customer accounts are locked
for further valuations or postings.

You can use your own function modules in various parts of the valuation run. See De ning Customer Valuations.

Valuation Differences in the Line Item Display

Use

This is custom documentation. For more information, please visit the SAP Help Portal 220
 12/6/2023
In the customer line item display, you can display the elds with the valuation difference from discounting or from the at-rate
individual value adjustment.

Prerequisites
You create a line layout variant for the special elds in order to display the valuation difference. To do this, select Customer
Accounts Line Items Customer Line Item Display De ne line layout under Accounts Receivable and Accounts
Payable in the Implementation Guide.

Activities
To display the customer line items, select Account Display line items in the Accounts Receivable menu. Select the "Open
items" indicator and enter a line layout variant for displaying the valuation difference.

De ning Customer Valuations

Use
You can change the SAP standard process ow for various callup points of the valuation run by using your own function modules.
To do this, use the business transaction events method. You can nd information about this method in the Implementation
Guide under Financial Accounting Global Settings . Select the activity Use business transaction events .

Features
You can use your own function modules for the following callup points in the valuation run:

Selecting open items

Deselecting open items

Algorithm for calculating the discounted amount

Transferring the data, saving the valuation per item, and creating postings

Group formation of open items

Activities
How you use the business transaction events method is described in Use business transaction events in the Implementation
Guide under Financial Accounting Global Settings .

This is custom documentation. For more information, please visit the SAP Help Portal 221