Reason and Prerequisites
The current note describes the document split functionality within new G/L.
New Installation: Before the first productive posting is done in new GL with the usage of document splitting, the customizing (e.g. assignment of scenarios, definition of split criteria and activation of document splitting, etc.) has to be done completely.
New g/l should be active and the relevant scenarios have been assigned to the ledger(s) in your system.
Document split should be active for the relevant company codes in your system.
Migration: If an upgrade to ERP has been done, the classic FI is still active and can be used in the usual way.
In addition if a customer wants to migrate to new G/L, he has to contact “SAP New G/L Migration” for further information on new general ledger migration.
For customers who use new g/l without document split and are planning to use document split please contact “SAP New G/L Migration” for further information.
The note provides information regarding the document splitting functionality in new g/l for customers in phase before go live with new g/l and document split.
New g/l is delivered with SAP ERP systems and is active per default in new Installations. If an upgrade to ERP has been done, the classic FI is still active and can be used in the usual way.
Document Splitting is a function delivered within the new g/l, similar to FI-SL splitting available from release 4.7 onwards.
Document splitting is an essential tool for drawing up complete financial statements for the selected dimensions (e.g. SEGMENT, PROFIT CENTER, business area, fund, grant or customer field) at any time. Please see the documentation of the relevant customizing path for further information on that.
Document splitting splits up line items during the posting for selected dimensions such as receivable lines by PROFIT CENTER. Also, to affect a zero balance setting in the document for selected dimensions such as SEGMENT, document splitting can be used. The zero balance setting may generate additional clearing lines in the general ledger view.
Entry view is based on table BSEG as used in classic g/l.
G/l view is based on the new g/l tables.
You can choose between displaying the document either in its original form in the entry view or with the generated clearing lines from the perspective of a ledger in the general ledger view.
Issues and error messages for example “the balancing field is not filled” may arise while you are working with relevant business processes. These issues are usually based on missing or incorrect document split customizing.
Subsequent activation of document split functionality within a productive environment (with existing transactional data) is critical. It has to be handled with a separate migration project. Please address “SAP new g/l Migration” for the appropriate migration scenario.
Processes in a customer system are dynamic and changes in document split customizing may arise. If subsequent changes are necessary, please refer to the long text of the warnings and also to note 891144.
An example for vendor processes in detail is attached to the note.
An example for customer processes in detail is attached to the note.
An example for additional clearing line items in detail is attached to the note.
An example for leading item is attached to the note.
2 Document split functionality
With the functionality ‘document splitting’ a complete financial statement for selected dimensions can be provided at any time. Document splitting splits up line items for selected dimensions such as SEGMENT, PROFIT CENTER, etc.
Special terms such as item category, splitting rule, splitting method, etc. are used to adequately describe and customize document splitting functionality.
Document splitting method: A splitting method contains the splitting rules governing how the individual item categories are dealt with.
Splitting rule: Depending on the business transactions the rule governs how the individual item categories will be processed by the system.
Business transaction: A business transaction describes the structure of a business process for each document type. For each business transaction, you can determine which item categories (can) appear in the transaction. Business transactions are only used in document splitting. SAP delivers 10 business transactions.
Refer to: Document types classification for document split and Business transaction and business transaction variant
Item category: The item category characterizes the items of an accounting document. You need to classify the individual document items so that the system knows how to handle them. Therefore, an item category has to be assigned to all g/l accounts.
Refer to: G/l accounts classification for document split (transaction code GSP_LZ2).
Processing category: The processing category controls how the amounts are split. There are three options available:
” Transfer a fixed value (no splitting),
” Splitting by base item categories specified,
” Splitting based on current account balance.
Further information is available within Processing category
When using document splitting SAP recommends to avoid posting mixed business processes.
A new document type for each business process needs to be defined in order to separate them.
Example: Within SAP standard delivered customizing for business transaction 0300 (vendor invoices) it is not possible to post customer or bank account lines.
Generally it has to be ensured that each business process is posted with an appropriate document type.
In any case – it is a consulting project to analyze and identify the customer’s business processes and to customize document types according to the customer’s business processes.
2.1 New g/l scenarios
In order to define the relevant fields to be updated within open items and totals, scenarios have to be assigned to the ledgers used.
SAP standard delivers 6 scenarios. Also custom fields can be assigned.
In order to split the posted items of a particular ledger by the selected criteria (SEGMENT, PROFIT CENTER, custom field [ZZxxx], etc.), the relevant new g/l scenario has to be assigned to this ledger.
2.2 Define document splitting method
The document splitting method contains the rules governing how the individual item categories are dealt with.
In case changes need to be applied to standard customizing, SAP recommends copying the standard method 0000000012 and applying the changes.
– Create an own defined method (e.g. Z000000012):
IMG-path: Financial Accounting (New) – General Ledger Accounting (New) – Business Transactions – Document Splitting – Extended Document Splitting – Define Document Splitting Method
– Select all rules included in the standard method and copy it to the Z000000012:
IMG-path: Financial Accounting (New) – General Ledger Accounting (New) – Business Transactions – Document Splitting – Extended Document Splitting – Define Document Splitting Rule
– Apply the changes needed
– Activate the new to be used document splitting method
2.3 Activate document splitting
Document splitting can be activated in IMG:
Financial Accounting (New) – General Ledger Accounting (New) – Business Transactions – Document Splitting – Activate Document Splitting.
Also the document splitting method has to be assigned.
The indicator “Inheritance of Account Assignments” transfers the account assignments which are defined as split criteria. The values of the split criteria are always taken into consideration together as a combination of the account assignments. The field values are inherited only in case the account assignment combination is unique within the complete document.
That means the account assignments are being inherited if the values of the split criteria in the complete document are the same.
There is also a possibility to deactivate inheritance for some specific business transactions.
This indicator ‘no inheritance of A/c Assignments’ can be set/removed in the definition of the business transaction (TA GSP_RD). The indicator is available only in ERP2005.
A second option is to set a constant on the splitting method level. The constant defines default account assignments for all line items for which it is not possible to derive any account assignments via the splitting rule or the inheritance. To activate this function select indicator ‘Standard A/C Assgnmt’ and assign the constant. There is also a possibility to deactivate the default account assignment (constant) set on method level for some specific business transactions.
For the definition of a constant refer to: Constant definition.
Document split can be deactivated at company code level. In case one or more company codes in your system should not use document splitting functionality, then choose the “inactive” indicator at company code level. If you perform any cross company code postings please make sure that all company codes involved use document splitting. In addition the company codes which are used in cross company postings have to be assigned in OBY6 to companies in a 1:1 relation.
2.4 Document splitting characteristics
Document splitting is a tool for drawing up complete financial statements for selected dimensions. Additional zero balance items are automatically created in case the balance of account assignment objects is not zero.
Document splitting characteristics can be defined for general ledger, controlling and assets.
In detail, you define:
” Characteristics for general ledger in IMG “Define document splitting characteristics for general ledger accounting”.
” Additional characteristics to apply document splitting for controlling in IMG “Define document splitting characteristics for controlling”
” For cash discounts capitalized to assets in IMG “Define Post-Capitalization of cash discount to assets”.
2.4.1 Document splitting characteristics for general ledger
In this IMG-step the account assignments taken into consideration in document splitting are defined.
It can be defined if a zero balance setting for the characteristic and a partner field has to be used. If the zero balance flag has been activated, the system makes sure that the document balances to zero on account assignment level.
The account assignment can also be defined as mandatory. The system accepts postings if the account assignment has been filled in the general ledger view. Either it can be filled in the entry view by entering it or it is derived from the document splitting rules.
If a field is defined as a splitting characteristic, but the relevant scenario or custom field is not assigned to a ledger, then it will not be updated in certain new g/l tables. The account assignments specified have to be maintained at least in one of the ledgers. Otherwise the mandatory check is not processed.
2.4.2 Define Document Splitting Characteristics for Controlling
Document splitting characteristics for controlling are being transferred only into relevant line items. The CO account assignments are just needed for the cost elements. Therefore the accounts of the corresponding line items need to be defined as a cost element.
2.4.3 Define Post-Capitalization of Cash Discount to Assets
The activation of the “Post-Capitalization of Cash Discount to Assets” has the effect that the cash discount of an asset-relevant payment is not posted to the cash discount account, but directly to the asset.
2.4.4 Zero balance indicator and balance zero clearing account
The zero balance indicator setting, ensures that the document is balanced according to document split characteristics for the selected dimensions such as SEGMENT. In case the balance of account assignment objects is not zero after document splitting the system generates additional clearing items. The triggered line items in the document are posted to the zero balance clearing account defined for each account key in customizing (transaction code: GSP_KD1).
Therefore, a clearing account has to be created for the additional clearing line items.
2.5 Account key assignment (define zero-balance clearing account)
As explained above in some business processes additional clearing line items have to be created automatically so a full financial statement per splitting criteria is available.
The automatic posting is made to a zero-balance clearing account defined in the account key (transaction code: GSP_KD1). One or more zero-balance clearing accounts may be used.
To post to one zero-balance clearing account, check the example inDoc_Split_Addit_Clear_Lines_v1_EN
To post to different clearing accounts, each clearing account has to be assigned to a separate account key and each account key to the relevant business transaction variants.
Check the example for multiple clearing line items
Further information about the zero balance account master data creation is included in note 961937.
2.6 Constant definition
In order to set default account assignments within the document splitting, one or more constants can be defined.
Financial Accounting (New) – General Ledger Accounting (New) – Business Transactions – Document Splitting – Edit Constants for Non-assigned Processes
For defining the constant only the defined split criteria can be chosen. A default value can either be assigned to all or just to several split criteria. The default values are always set as a combination, meaning all or nothing.
Split criteria A and B is set as default
– If fields A and B are both not filled during posting, the default values of the constant are set.
– If field A is set with the default value of the constant and B is not filled, the constant fills the value of field B.
– If field A is set but not with the default value of the constant, nothing is done by the constant.
– If any other split criteria is filled which is not defined within the constant, the constant fills fields A and B.
– If an assigned split criteria is set with default ‘blank’, the system considers ‘blank’ as a value.
Two different ways of using a constant exist:
– General constant for all business processes
– Specific constant assigned to explicit item categories
The assignment of the general constant is done on the screen of ‘activate document splitting’.
If a general constant has been assigned, the default account assignment will be set in case if no other assignments have been derived from inheritance or the defined splitting rules.
The general constant could be used, to make sure that a document is posted with a default account assignment rather than a termination with an error-message occurs.
In the definition of the splitting rule a constant can be assigned for certain item categories. To assign a constant, processing category = 0 has to be chosen.
In case such a specific constant is assigned, the account assignment is set for the line items posted with this item category and only if this specific business transaction variant is used.
The specific constant could be used, to make sure that some specific business processes (e.g. integration with HR) can be posted. This would be the case if the account assignment cannot be set via the splitting rule.
Further information about processing category can be found: Processing category
The difference between these two ways how to use a constant is that for the general constant the splitting rule is checked and the rule cannot set the account assignment.
If a specific constant is assigned to an item category, no splitting rule has been defined. Via this customizing the decision has been made to use the specific constant rather than the splitting rule (for certain business processes).
2.7 G/l accounts classification for document split
The first step to customize document splitting is to classify the g/l accounts. Classification of the g/l accounts is the process to assign g/l accounts to an item category (transaction code GSP_LZ2).
The following item categories are available in the system:
01000 Balance Sheet Account
01001 Zero Balance Posting (Free Balancing Units)
01100 Company Code Clearing
01300 Cash Discount Clearing
02100 Customer: Special G/L Transaction (available only in ERP2005)
03100 Vendor: Special G/L Transaction (available only in ERP2005)
04000 Cash Account
05100 Taxes on Sales/Purchases
05200 Withholding Tax
40100 Cash Discount (Expense/Revenue/Loss)
40200 Exchange Rate Difference
80000 Customer specific
With the classification of the g/l accounts, document splitting recognizes how the individual line items are handled. The following accounts need to be assigned in the system:
” Revenue account
” Expense account
” Bank account/cash account
” Balance sheet account
You can enter one account or an account interval.
Generally, the classification of other accounts is derived online by the system. In certain cases additional classification of other accounts might be needed.
With note 1069228 it is not possible to assign the item categories 01001 and 01100 manually any more.
2.8 Document type classification for document split
To classify the document types assign the corresponding business transaction variant (transaction code GSP_VZ3).
The following business transactions are available in the system:
” Unspecified posting
” Transfer posting from P&L to B/S account
” Customer invoice
” Vendor invoice
” Bank account statement
” Advance tax return (regular tax burden)
” Goods Receipt for Purchase Order
” Clearing transactions (account maint.)
” Resetting cleared items
It is not possible to create own defined business transactions. However, own business transaction variants for the standard business transactions can be defined (see chapter ‘Business transaction and business transaction variant’).
With the document types delivered in the standard customizing, SAP delivers a classification for document types. This is a proposal that needs to be checked against the document types available in the customer system.
Within document splitting a mix of several business processes posted with one document type is prohibited. Meaning each business process has to be posted with an own document type. Therefore it might be required to create more document types.
2.9 Business transaction and business transaction variant
A business transaction describes the structure of a business process for each document type. The split method together with the business transaction and the business transaction variant determine the splitting rule for each particular document. The splitting rule describes how the line items of a document receive the account assignments. Each business transaction determines which item categories (can) appear in the document.
SAP delivers 10 business transactions. Own business transactions cannot be created. Only the already existing business transaction can be used. For each of the SAP business transactions certain settings are delivered. These settings cannot be reset. These settings describe the allowed item categories for each business transaction as well as if these item categories are set as obligatory or can occur only once within the document.
Business transaction variants:
To adjust the settings to the required needs, the business transaction variants can be used. For each business transaction SAP delivers the standard business transaction variant 0001. These business transaction variants contain the standard settings of the business transactions.
These business transaction variants can be copied and adjusted accordingly. The adjustments allow only limitations of the already existing settings.
Even though no new business transactions can be created, with adjusting the variants of the business transaction 0000 ‘unspecified posting’ all business requirements can be covered.
2.10 Splitting rules
The splitting rules describe the split behavior for each splitting method, business transaction/variant. Within the customizing of the splitting rules there are three hierarchy levels:
Item categories to be edited
Base item categories
In the header data the corresponding splitting rule can be chosen. Please make sure that the activated splitting method and assigned business transaction/variant is selected.
In the list of the item categories to be edited those item categories are defined that need to be processed and receive account assignments by the document splitting. It needs to be ensured that all item categories that have no account assignments in the entry view of the document are included in this list.
Base item categories determine for each line item all the possible lines in the document that account assignments should be derived from. From all the possible base item categories only the ones are taken into consideration that do exist in the document to be split.
The delivered splitting methods are meant to act as a proposal for the possible customizing. In general if further adjustments to the customer specific business processes are required, the needed changes should be done in an own defined splitting method and business transaction/variant. The SAP standard customizing should not be changed.
2.10.1 Processing category
In ‘Control data’ of the ‘Item categories to be edited’, in the definition of the splitting rule (TA GSP_RD) the following three options for the processing category can be chosen:
0 Transfer a fixed value (no splitting)
If this indicator is chosen, a constant needs to be defined and assigned to this item category.
In this case the system takes the fixed value maintained in the constant.
1 Splitting by base item categories specified (active split)
The most common way of processing is ‘1 Splitting by base item categories specified’. In that case the item category will be split on basis of the chosen base item category.
2 Splitting based on current account balance
With this setting the system splits the posting by the splitting portions based on the current account balance per account assignments. This indicator was needed for ‘Advance Return for Tax on Sales/Purchases’ (RFUMSV00).
2.10.2 Leading Item / Cross Company posting
An inter-company posting creates at least two documents, one per each company code. There are two possible solutions to process inter-company documents:
1. Split each document in each company code separately.
In this case there should be only one entry in the splitting rule for the item category to be edited – 01100 CC <> CC of leading item.
The split is performed locally. Only the line items which belong to the currently processed company code are taken into consideration.
2. Process all documents together as one inter-company document.
In this case there should be two entries in the splitting rule for the item category to be edited:
” 01100 CC = CC of leading item
” 01100 CC <> CC of leading item
The split is performed for all the documents. Line items of all company codes involved are taken into consideration.
The Leading Item category needs to be defined in case account assignments need to be transferred across the company codes (only case 2.). It is needed in order to identify the leading document where the account assignment will be transferred to.
The Document which does not contain the leading item will be processed first. The Company Code Clearing line (01100) of the document, which does not contain the leading item, is split based on the local document.
The Company Code Clearing line (01100) of the document, which does contain the leading item, is split on basis of the documents that have already been split locally in the first step.
For an example see attachment Doc_Split_Leading_Item_EN
3 General Principles
3.1 Assignment string in document splitting
Case 1: Account assignment overwriting not allowed in document splitting
Generally speaking, document splitting will not overwrite an account assignment which has already been provided entering the document (entry view). For exceptions please see case 2. This fact should always be considered as well as the fact that the account assignments defined as splitting characteristics are treated as one assignment string in the line item. For that reason, in most of the cases we should not consider the account assignments as simple individual entities.
It is an important fact that the different functionalities of document splitting will be processed for this complete assignment string. When either the rule-based split functionality, inheritance or setting a standard account assignment (constant) in non-assigned lines is being processed in order to derive the account assignment values, the complete assignment string (defined in customizing and recorded in table FAGL_SPLIT_FIELD) will be considered to provide the assignment values to further lines. In case the splitting characteristics have been defined with their corresponding partner fields and the ‘zero balance’ option active, these partner assignments will also be considered during the splitting to form the assignment string.
This logic is followed in order not to create new combinations of account assignments which were not used in the original document.
We have to look at the combination of the split-criteria-assignments in a line item as one only assignment. This can easily be perceived in an posting example along with its corresponding customizing:
FIELD FTYPE_SPLIT PRTFIELD B_BALANCE B_MANDATORY
SPLITMETHD SPLIT_INHERIDITY SPLIT_DEFAULT SPLIT_DEF_CONST
Business Transaction: 0300
Transaction Variant: 0001
If we try to post this invoice with the following account assignments:
BUKRS BLART HKONT KTOSL KOART PRCTR SEGMENT
CC01 |KR |0000160000 |EGK |K | |SEGMENT02 CC01 |KR |0000223000 | |S |PC01 |SEGMENT01
Although the splitting rule 0300-0001 has been defined in standard to split the vendor line (item category 03000) from the expense item (item category 20000), only the combination of PRCTR + SEGMENT (‘PC01’ and ‘SEGMENT01’) from the second line could be populated into the first one. Since the first line already contains the segment value ‘SEGMENT02’, document splitting will not overwrite the account assignment from the entry view. The profit center value ‘PC01’ from line 002 is not populated into the line 001. Therefore the PRCTR field is left as blank after splitting, even though the PRCTR was originally blank in the entry.
Result after splitting:
HKONT BLART LINETYPE PRCTR SEGMENT
0000160000 |KR |03000 | |SEGMENT02
0000223000 |KR |20000 |PC01 |SEGMENT01
Consequently, it will be inappropriate to set an account assignment value in one of the splitting characteristics in case you are expecting any account assignment to be populated from document splitting in that line item. In this particular case segment ‘SEGMENT02’ might have been derived into the vendor item by a customer substitution.
Case 2: Account assignment overwriting allowed in document splitting
Case 2.1: Dummy profit center
When posting a document which contains more than one profit center value and at least one of them is defined as dummy profit center, document splitting may overwrite the dummy profit center with another value from inheritance, rule-based splitting (as long as the item with the dummy profit center is not defined as base item in the splitting rule being used in the posting) or constant. The dummy profit center can only be overwritten, when classic Profit Center Accounting is active (TKA00-PCRCH, transaction 0KE5). In case the classic Profit Center Accounting is not active, the dummy profit center is treated as any other default value and therefore not overwritten by the document splitting even when defined in TKA01-DPRCT.
This circumstance is mainly due to the fact that the dummy profit center should only be considered when no other possibilities have been found in order to derive a ‘real’ profit center. Dummy profit center is assigned to the controlling area when the profit center accounting is activated (Table TKA01, field ‘DPRCT’). There can be only one dummy profit center defined for each controlling area.
Case 2.2: Automatic split for clearing processes
For clearing lines, the account assignments are derived by referring to the original line items to be cleared. During the automatic splitting, only the cleared items of the original documents are considered in order derive the relevant account assignments for the clearing lines and to split the line accordingly if necessary. If a clearing line contains a different account assignment in the entry view (which normally should not happen in the standard) it will be overwritten by the account assignments from the cleared items. This logic is followed in order to make sure that the whole clearing process does balance to zero also on the account assignment level. The exception is the so called follow-up costs as realized exchange rate differences, cash discount lines and penalties which are split already in the entry view (not only in the entry view). The account assignments for the follow-up costs are also derived from the cleared items of the original documents analog to the clearing lines, but already in the entry view.
The reason for the different logic in this case is to ensure the integration with the CO. The g/l accounts for follow-up cost are normally relevant for Controlling and are defined as cost elements. Since CO is only integrated with the entry view (and not with g/l view) of the FI document, it is important that the relevant account assignments are derived already in the entry view and are transferred to Controlling. The option of whether the splitting characteristic fields are considered in splitting during this type of splitting is defined in view V_FAGL_SPLIT_FL2. Refer to section “Document Splitting in Realized Exchange Rate Differences” in the online documentation for more information.
Case 2.3: Online payment update in Public Sector Funds Management
Overwriting the account assignments is allowed in case of using the online payment update functionality within the Public Sector Funds Management.
Case 2.4: Previous Releases to ERP
Document splitting can be used not only for new g/l, but also for Special Purpose Leders (SL). Infact the document splitting in SL is also available in earlier releases such as Enterprise 4.7. In this release the above mentioned logic of the account assignment string was not yet in place. Since the document splitting in the new General Ledger is used within legal reporting, the logic for the account assignment derivation needs to be more strict, in this case not overwriting account assignments set in the entry view. The document splitting for new g/l and SL starting from ERP 5.0 use almost the same coding. Consequently, the document splitting functionality is more restrictive in the ERP compared to previous releases.
4 Recommendations and Examples
4.1 Changes in the master data
The profit center assignment to cost objects or the assignment of a SEGMENT to a PROFIT CENTER may change in case there aren’t any transactional data.
In some cases you change the assignments even though transaction data exists and the system issues the relevant warning message. The warning message is issued because such changes may lead to incorrect report results if transaction data already exists.
The postings in the previous validity period cannot be transferred to the new assigned PROFIT CENTER or SEGMENT therefore we recommend the creation of a new master data.
If by any chance this is not possible then you have to consider that previous postings must be transferred manually to the new one in order to have correct reports.
4.2 Tips for setting up the customizing
Error messages like “Balancing field “Profit Center” in line item XXX not filled” or “Item category XXXX is not allowed” are usually caused by the wrong customizing or by using inappropriate document types/accounts for the posted business processes.
In general it is very critical to change document split customizing after go-live. If due to wrong setting customizing changes are still needed, these should be done for new document types and new g/l accounts. We recommend to create a new document type which will be used for postings like this and assign it to a new business transaction variant.
In order to identify the root cause of the problem, follow the sequence below:
1. Identify the business process that causes the error.
2. Check which kind of line items are posted and which g/l accounts are involved.
3. Identify which line items should have the account assignments in the entry view (i.e. entered manually) and for/from which lines the account assignments should be derived in the g/l view.
4. Check the active split method.
5. Check the assignment of the involved g/l accounts to the item categories.
6. Check the assignment of the document type to the business transaction variant.
7. Check the definition of the business transaction variant.
8. Check in the definition of the splitting rule the “item categories to be edited” and the according to basis lines.
Example 1: Vendor invoice
1. Vendor invoice.
2. The posting for vendor invoice is a credit amount to the vendor reconciliation account, a debit amount to the expense and automatically created tax line (the example can use also multiple tax codes).
3. The account assignments on the expense lines are usually entered manually on the entry view. The account assignments for the vendor and tax lines have to be derived from the expense lines.
4. The SAP standard method 000000012 or a copy of it is assigned.
5. The item category assigned to the g/l accounts of the expense line item should be 20000. The item categories for the vendor (03000) and tax (05100) lines are being derived automatically.
6. The standard document type for vendor invoice KR is assigned e.g. to business transaction variant 0300 / 0001.
7. For the documents posted with the standard business transaction variant 0300 / 0001 at least one vendor line is obligatory. It is prohibited to post cash accounts within the same document.
8. In the splitting rule the item categories 03000 for vendor lines and 05100 for tax lines are entered as “item categories to be edited, since they need to get the account assignments. Both item categories 03000 and 05100 are to be split on the basis of the expense (20000).
Example 2: Posting to cash account and balance sheet account.
Correctly the cash account should be split according to balance sheet account. When customized incorrectly, the account assignments in the cash account are left blank. In this case either an error message being raised or additional lines to zero balance accounts are triggered with blank account assignments. For print screens see the attachment Doc_Split_unspecified_04000_EN.pdf
1. For example payment on account without clearing
2. Cash accounts and balance sheet accounts are involved.
3. The account assignments for the cash accounts should be derived from the balance sheet accounts.
9. The SAP standard method 000000012 or a copy of it is assigned.
4. The cash account is assigned to 04000 (cash account) item category and the balance sheet account to 01000 (balance sheet account) item categories.
5. New document type YY is assigned e.g. to business transaction variant 0000 / Y001.
6. Business transaction variant 0000 / Y001 can be restricted on the item categories 04000 and 01000 if it used only for this business process.
7. For the business transaction variant 0000 / Y001 item category to edit 04000 and the base item 01000 is maintained. So the cash account will be split according to the balance sheet account (base item).
4.3 Consulting issues already documented with notes
4.3.1 Short dump CONVT_OVERFLOW or the system creates disproportional high amounts in the split rows in the general ledger view of the FI document.
When you create an FI document, the system generates the short dump CONVT_OVERFLOW (exception CX_SY_CONVERSION_OVERFLOW), displays error message GLT0 004,
or the system creates disproportionally high amounts in the split rows in the general ledger view of the FI document or FI-SL.
Reason and Prerequisites
New General Ledger Accounting and document splitting are active. When document splitting is run, the total of the amounts of the base row is very small. For calculating the split amounts, the system uses the total of the amounts of the base rows as a divisor.
This results in very large amounts, which sometimes exceed the length of the amount field.
Example (split characteristic profit center):
Line that is to be split:
Account Profit Center Amount Debit/credit indicator
160.000 SPACE +1.000,00 S
Account Profit Center Amount Debit/credit indicator
400,000 A +100.01 S
410,000 B -100.00 H
-> Total of the basis lines = +0.01
Created split lines
Account Profit Center Amount Debit/credit indicator
160,000 A +10,001,000.00 S
(da +100.01 / +0.01 * +1,000 = +10,001,000.00)
160,000 B -10,000,000.00 H
(da -100.00 / +0.01 * +1,000 = -10,000,000.00)
In the totals, the created split lines lead again to the original correct amount of +1000.
Important note for FI-SL document splitting:
In the above, if a profit center C is already filled in the line that is to split, for technical reasons, the amount is split even though a split is not normally required (since the document splitting does not normally overwrite any existing account assignments).
In this case, the system creates the following split lines:
Account Profit Center Amount Debit/credit indicator
160,000 C +10,001,000.00 S
160,000 C -10,000,000.00 H
In FI-SL, for design-technical reasons, you cannot prevent the creation of these split lines (that, in total, balance to +1,000).
The symptoms described above are due to operational reasons and technical reasons.
1) Split the FI document into several documents, if this is possible from an operational or technical point of view.
2) Do not run the active split if there are already complete document splitting characteristics in all relevant rows.
3) Make further changes to Customizing of document splitting so that the basis of the active split is changed for the row to be split.
For 1) You post several business processes in an FI document. As a result, the total amount of all base rows of all business processes is very small. This causes the problems described above when you run the active split. If you post each business process in a separate FI document, the system only uses the total of the base rows of the partial documents.
The problem may also occur if several documents are posted within a LUW (for example, for an invoice reduction). To avoid the problem, you can use the logical transaction (field LOGVO) to distinguish between these documents and to activate splitting for the relevant business transaction variants for each logical transaction. To do this, you must have implemented Note 1030391.
We usually recommend that you post only one business transaction for each FI document if document splitting is active. This ensures that the individual business transactions are recognized and handled correctly by document splitting. In the agency business, for example, invoices may be cleared between vendors and one or several customers using a payment agent. For more information, see Note 956161.
For 2) You can avoid an active split by using a suitable variant (for example, standard variant 0001) for the business transaction “Unspecified posting” (0000) or, for example, “Goods receipt for purchase order” (0600) for the relevant document types (or the underlying business process). The variant must not contain any item categories to be processed that must be split actively because there are already complete document splitting characteristics in all relevant rows.
Example: Goods receipt for purchase order:
When you post a goods receipt for a purchase order, the system generates a price difference line and a freight line. Both G/L accounts are classified as expense accounts (item category 20000) in document splitting (transaction: GSP_LZ2). Furthermore, document splitting is set so that the material line and any other financial statements lines are split on the basis of the expense items (transaction: GSP_RD). The total of the base rows (price difference line and freight line), for example, is an amount between -1 and 1. When you calculate the split amounts, a field overflow occurs.
In goods receipts for the purchase order, the posting lines that are delivered by MM are completely assigned. Therefore, we recommend that you use transaction GSP_VZ3 to set business transaction 0600 “Goods receipt for purchase order” and business transaction variant 0001 for the relevant document type (standard document type WE). As a result, document splitting is not carried out and the error does not occur.
For 3) For each row to be split, you must ensure that the total of the base rows is a small amount.
There are two possibilities to ensure this:
a) Do not define item categories as a basic type for the items to be processed.
b) In the classification of the G/L accounts, change the assignment of the item category to the G/L account.
c) Assign another business transaction variant to the document type or use a document type with another business transaction variant.
Depending on the circumstances, you must decide on the relevant changes that are suitable for the general concept.
4.3.2 Down payment clearing with final invoice from SD
Document splitting with balancing for additional characteristics is active in your system.
Under certain circumstances, final invoices from SD that contain down payment clearing lines could not previously be split according to cause. If the lines of the down payment were entered on explicited billing items in a proportion different from the invoice, zero balance clearing lines are created on the final invoice because Customizing does not permit any other splitting.
Reason and Prerequisites
You enter an invoice in SD and you enter a down payment request that refers to explicit document line items of the invoice with a non-proportional amount relationship or account assignment relationship to the invoice items to be posted overall. You post this down payment.
You then transfer the final invoice to FI. The final invoice contains line items of the down payment clearing.
Because two business processes (invoice and down payment clearing) were transferred together to FI, the previous Customizing options did not enable a split according to cause using Customizing of document splitting.
For the new general ledger without Public Sector, Note 1040017 together with Note 1075371 ensure that the system also selects the document line items of the down payment clearing process and the document line items of the actual invoice for document splitting an individual logical transaction.
In ERP 2005, ensure that the item category 02100 is assigned to the alternative reconciliation account of the special G/L transaction.
In transaction GSP_VD, customize a suitable business transaction variant. In transaction GSP_RD (in addition to the settings to be made for the customer invoice, which match the business transaction variant 0200 0001 that you can copy to your variant), choose your variant and select “For Each Logical Transaction” in the section “Further subdivide document”.
As of ERP 2005, add the base item category 02100 (or, up to ERP 2004 the base item category 02000 with the setting “Automatically split”) to your business transaction for the item categories to be split 02000, 05100 (and if necessary) 01000 (depending on the control setting of the tax clearing account).
In transaction GSP_VZ3, assign this customer-specific business transaction variant to each document type that you intend to use for posting this type of invoice from SD.
4.3.3 Master data of zero balance account
This note contains information with regard to frequently asked questions about the zero balance clearing account for document splitting.
Reason and Prerequisites
You activate document splitting in the new General Ledger.
You define at least one splitting characteristic as relevant for the balance sheet. You must define a zero balance clearing account so that this financial statement characteristic produces a balance of zero in New General Ledger Accounting. With the zero balance clearing account, the balance of this characteristic is visible in the new General Ledger, but not in the entry view of the document. Therefore, you have to meet certain requirements to create the G/L account master record of this zero balance clearing account for document splitting.
You must set the zero balance clearing account for document splitting to “Post automatically only” (XINTB) in the G/L account master data. (However, you can only do so if the zero balance clearing account is not posted to by HCM.)
Background information: To generate the zero balance clearing items of the new General Ledger, the system updates the zero balance clearing account in the relevant new General Ledger only. When doing so, the system never creates entries in the tables of the entry view (BSEG, BSIS, BSAS) for this account.
(This excludes zero balance clearing items that have been created directly from HCM and that are displayed in the entry view). If this account were also posted to elsewhere at the same time, the new General Ledger and the entry view could not be reconciled in order to, for example, identify any inconsistencies from manually created postings.
You must not set the “Line item display” setting for the zero balance clearing account for document splitting in the G/L account master record. Background information: As this account is a purely technical clearing account that is only updated in the tables of the new General Ledger but not in the entry view (BSEG, BSIS) (apart from postings from HCM, which create zero balance clearing items in the entry view as well), corresponding line items that are managed in the BSIS cannot be made available.
The posting to this technical zero balance clearing account should not affect the foreign currency valuation. Therefore, manage this account with the “Only balances in local crcy” setting, and do not select it when you use FAGL_FC_VAL or FAGL_FC_TRANS.
If the zero balance clearing account is also posted to from HCM, this zero balance clearing account must not be assigned to the item category 01001 in Customizing of GSP_LZ2. Instead, it can be assigned to the item category 01000 since the system also creates lines for the zero balance clearing postings from HCM in the entry view.
The “Blocked for posting” indicator (XSPEB) in the G/L account master data of the zero balance clearing account does not affect the creation of the zero balance clearing items in the general ledger view, because the system checks it only for the line items of the entry view. Therefore, it is generally not useful to set this indicator for the zero balance clearing account, because the “Post automatically only” indicator prevents you from posting the account otherwise, as described above.
4.3.4 Enabling NewGL for HCM Country Versions
This is a collective note that contains information on HR/NewGL enablement for various HCM localizations.
This note contains information on the following:
1. Notes released for specific country versions
2. Generic availability of the solution
This note is constantly updated. We therefore recommend that you
regularly check whether new notes have been added which may be of
interest to you. It contains the most important notes, but not necessarily all of them.
The guidelines for posting to accounting for companies of a particular size or for listed companies have changed due to current legal requirements within the International Financial Reporting Standards (IFRS).
The Financial Accounting (FI) module offers a functionality called New General Ledger (NewGL). This functionality includes the ability to create balance sheets by flexible entities (account assignments like segment, fund or other). NewGL is also used to satisfy a wide range of other industries legal requirements. The most prominent among them are the IAS (International Accounting Standards) and GAAP (Generally Accepted Accounting Procedures) Standards.
The complete solution for NewGL comprises of changes to FI and Human Resources (HR) module. Specifically in the area of HR, the following options with the new general ledger accounting are available:
Balance sheet for company departments (for example Business Area) within a company code can be created
Liabilities can be distributed according to expenses
The NewGL HR core solution is now localized to suit the market requirements for the HR country versions
Reason and Prerequisites
Master note that contains information on HR/NewGL integration for different HCM localizations.
The NewGL HR Core solution offers the following methods of Cost Distribution to specify how the liabilities are to be handled within posting transfer
Method 0: No distribution of liabilities
Method 1: Posting liabilities according to Infotype (0001)
Method 2: Distribution of liabilities according to expenses
Method 3: Distribution of liabilities according to expenses taking the inflow principle into account
Currently the NewGL HR core solution for Method 1 is generically available to all customers. The NewGL Core solution for Method 2 and Method 3 is not generically available to all customers.
If a customer wants to use the method 2 or 3, they should get in touch with their respective Local Product Manager.
As part of the NewGL HR country localization notes, all changes related to enabling the solution for the method that best suit the respective market requirements are being delivered.
Information on the notes that contain the localization of the solution for the different countries can be found in the attachment section of this note.
(Please note that some of the country notes are currently in the process of being released, however they will soon be released. Please contact the owner of the country notes for more details)
1.Information:You have the option to either use the New GL Accounting functionality or continue to use the Classic GL Accounting functionality. In other words, you do not have to necessarily use this function.
2.The NewGL HCM Core solution is only localised for RPCIPE01 with XLIDI solution. There is no localization delivered for RPCIPE00 with XCODI solution.
3.The localization for RPCIPE01 with XLIDI are done for the following countries.
Argentina, Austria, Belgium, Brazil, Canada, China, Finland,France, Great Britain, HongKong, India, Indonesia, Ireland, Italy, Japan, Malaysia, Mexico, Netherlands, Newzealand, Norway, NPO,Phillipines, Portugal, Singapore, South Africa, South Korea, Spain,Sweden, Switzerland, Taiwan, Thailand and Venezuela
4.RPCIPE00 with XCODI is supported only for 3 countries
5.Recommendation:In case you choose to use the New GL Accounting functionality, SAP recommends that you enable the solution at the start of the financial year.