Tech2know » SAP FI

SAP FI – Transactions to Post CO, PCA, SL, COPA Follow on Documents

Tech2know — Tue, 27 Apr 2010 18:35:00 +0000

Friends, at times we encounter a situation wherein follow on documents of an FI document goes missing. Yes, this inconsistency can occur because of a bug or badly written user exits(with commit work) which results in a partial rollback when update terminations happen. Now, the question is how the follow on documents can be created for which FI document already exist.

There are SAP transactions which let you post follow on documents from existing FI document or from original document(SD billing). Below are the same.

Transaction	Function
OKBA	Post CO document from FI document
OKBC	Post CO document from SD billing document
1KE8	Post PCA (EC-PCA) document from FI document
1KE9	Post PCA(EC-PCA) document from original SD billing document
KE4S	Post CO-PA document from SD billing document
GCU1	Post special ledger(SL) document from FI document.

All of these transactions must be used very responsibly. Use of these transactions where not required will cause mismatch between FI and follow on modules.

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SAP FI – Open Item Management Flag in Account Settings

Tech2know — Tue, 30 Mar 2010 18:35:17 +0000

Friends, earlier I discussed about Line item display flag in G/L account customizing. There is another flag called ‘Open item management’ just above Line item display in the customizing of G/L accounts. At times, this flag can be a a source of confusion in terms of what will happen if this flag is checked or unchecked.

Transaction to display G/L account’s customizing

FS03 is the transaction through which we can view the customizing settings of a G/L account. The ‘Control’ tab in FS03 will display the status of ‘Open item management’ flag. The screen shot is shot is shown below :

Transaction to display Customer’s and Vendor’s account’s customizing

Similarly, transactions FD03 and FK03 are used to display the customizing of customer and vendor accounts. You can yourself try to find ‘Open item management’ flag in these in transactions. Well, you will not be able to find the flag. Even I cannot find it. In fact no once can!!! Because the flag doesn’t exists for customers and vendors accounts . The catch is, customer and vendor accounts are Open item managed by default. Obviously because customers are your receivables and vendors are payables i.e you either have to pay (in case of customers) or receive(in case of vendors) and then perform clearing.

Effect of checking Line item display flag

If Open item management flag is checked for a particular G/L account then the line item containing that G/L account can be cleared. Remember that customer and vendor accounts are open item managed by default therefore customer and vendors line items are clearable by default.

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SAP FI – Clearing in SAP FI

Tech2know — Mon, 29 Mar 2010 18:35:10 +0000

Friends, in this post I would be discussing clearing process in SAP FI. Quite often we hear about the terms like clearing of an FI document, clearing process, clearing has not gone through properly, clearing is not balancing to zero etc etc. But, What is clearing?

What is clearing

In very simple words, clearing is just linking of two FI documents.

Why to link two FI documents

Now, let us take an example of an organization which has SAP R/3 system to keep track of its business. Suppose the organization bought some goods from a vendor. Afterwards, the vendor sends an Invoice(or bill) for the purchased goods. On receiving the Invoice, the responsible person in the organization enter the invoice in SAP system. Now the time comes for the payment. The organization pays the Invoice amount to the vendor. This payment is also entered in SAP system in form of a document.

At this instant we have two documents in SAP system

1) Invoice

2) Payment

The payment has been given to the vendor but SAP system doesn’t know that which payment is for which invoice. So, what to do?

Well, just link the Invoice with respective payment and this is called as clearing. Clearing takes place at line item level i.e individual lines in an FI document are cleared via various standard transactions depending on the type of account in the line item (Vendor, Customer or G/L account).

Different types of clearing and how it is done

Vendor account clearing

Transaction Code	Meaning	Functionality
F.13	Automatic clearing	Automatic clearing allows you to clear many vendor accounts in one transaction run.
F-44	Manual clearing	You need to choose the items to be cleared manually.

Customer account clearing

Transaction Code	Meaning	Functionality
F.13	Automatic clearing	Automatic clearing allows you to clear many customer accounts in one transaction run.
F-32	Manual clearing	You need to choose the items to be cleared manually.

G/L account clearing

Transaction Code	Meaning	Functionality
F.13	Automatic clearing	Automatic clearing allows you to clear many G/L accounts in one transaction run.
FB1S	Manual clearing	You need to choose the items to be cleared manually.

Using above transactions is very easy. Do give it a try and understand clearing more clearly

Note : You can clear a G/L account item only if the G/L accounts is Open item managed.

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SAP FI – Line Item Display Flag in Account Settings

Tech2know — Mon, 15 Mar 2010 18:35:05 +0000

Friends, anyone who have ever worked or read SAP FI must be aware of Line item display flag. In this post I would be discussing about the affect of checking this flag.

Transaction to display G/L account’s customizing

FS03 is the transaction through which we can view the customizing settings of a G/L account. The ‘Control’ tab in FS03 will display the status of ‘Line item display; flag. The screen shot is shot is shown below :

Transaction to display Customer’s and Vendor’s account’s customizing

Similarly, transactions FD03 and FK03 are used to display the customizing of customer and vendor accounts. You can yourself try to find ‘Line item display’ flag in these in transactions. Well, you will not be able to find the flag. Even I cannot find it. In fact no once can!!! Because the flag doesn’t exists for customers and vendors accounts . The catch is, customer and vendor accounts are Line item display enabled by default. You don’t have the check any flag explicitly to make then Line item display.

Effect of checking Line item display flag

Its very simple. If Line item display flag is checked for a G/L account then during posting of an FI document, secondary index tables are also populated with the line item in which the account exists. Below are the secondary index tables which are populated during posting if the FI document have a G/L account which is manage as ‘Line item display’. Remember that customer and vendor accounts are line item display by default therefore secondary index tables are always populated with customer and vendor line items.

BSIS	Accounting: Secondary Index for G/L Accounts
BSAS	Accounting: Secondary Index for G/L Accounts (Cleared Items)
BSIK	Accounting: Secondary Index for Vendors
BSAK	Accounting: Secondary Index for Vendors (Cleared Items)
BSID	Accounting: Secondary Index for Customers
BSAD	Accounting: Secondary Index for Customers (Cleared Items)

So, if we post an FI document with 2 line items in which 1st one is customer item and 2nd is G/L account item. Assuming that the G/L account is ‘Line item display’ enabled, items will be updated in below tables

BSEG : Both line items will be populated. Obviously

BSID : 1st line i.e customer line

BSIS : 2nd line i.e G/L line.

If we had vendor line instead of customer line then it would have populated in BSIK in place of BSID.

The other tables, namely BSAS, BSAK and BSAD, are relevant when an FI documents are cleared and the process is called as clearing.

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