4 8_Validation and Substitution

8/10/2019 4 8_Validation and Substitution

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Validations and Substitutions 1 of 32

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CCCooo nnn ttteee nnn tttsss 1. Topics Covered ........................... ........................... ........................... ........................... .... 3

2. Business Scenario........................... ........................... ........................... .......................... 3

3. Basics of Validations and Substitutions......................... .......................... ...................... 3

4. Definition and execution of Validation in Financial Accounting...... .......................... .... 3 4.1.1. Definition ........................... .......................... ........................... ........................... .... 3 4.1.2. Business use/Purpose ........................ ........................... ........................... ............. 4 4.1.3. Customization Considerations................................................. .......................... ..... 4 4.1.4. Demonstration ....................... ........................... ........................... .......................... 6

4.1.5.

Self Assessment Test ......................... ........................... ........................... ............. 9

4.1.6. Tasks .................................................................................................................... 9 4.1.7. Solutions .......................... ........................... ........................... .......................... ....10

5. Definition and execution of Substitution in Financial Accounting ........................ .......12 5.1.1. Definition ........................... .......................... ........................... ........................... ...12 5.1.2. Business Purpose/Use..........................................................................................12 5.1.3. Configuration considerations.................................................................................12 5.1.4. Demonstration ....................... ........................... ........................... .........................13 5.1.5. Self Assessment Test. ........................ ........................... ........................... ............15 5.1.6. Tasks ........................... .......................... ........................... ........................... ........15 5.1.7. Solutions .......................... ........................... ........................... .......................... ....15

6. Usage of Rules and Sets.................................................................................................19 6.1.1. Definition ........................... .......................... ........................... ........................... ...19 6.1.2. Business Purpose / Use........................................................................................19 6.1.3. Configuration considerations.................................................................................20 6.1.4. Demonstration ....................... ........................... ........................... .........................20 6.1.5. Self Assessment Test ......................... ........................... ........................... ............27 6.1.6. Tasks ........................... .......................... ........................... ........................... ........27 6.1.7. Solutions .......................... ........................... ........................... .......................... ....27


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CCCooo uuu rrrsss eee OOOvvveee rrrvvv iiieee www This training document covers the Validations and Substitutions, its definition, use andmanagement. It also explains the configurations and demonstrations on Validations andSubstitutions.

1. Topics Covered

After study of this document participants would be able to explain:

1. Execution of validation and substitution2. Basics of creating a validation and a substitution3. Validation and substitution maintenance

2. Business Scenario

The head accountant of ABC International is concerned about the number of data entry mistakesthat take place in accounting the transactions. It is required to ensure that certain basic validationhas to been done before the document is posted in the system.

Following paragraphs of this course material takes us through the various process of usingvalidations and substitutions for concerns raised by the Head accountant of ABC ShippingCorporation.

3. Basics of Validations and Substitutions

Comparison between Validation and Substitutions : Validation is basically to validate the databefore posting the same into the books of accounts, whereas Substitution is to replace certainvalues if the pre-requisites specified are met.

4. Definition and execution of Validation in FinancialAccounting

4.1.1. Definition

Balance confirmation Validation allows you to define your own individual checks for specific fieldswhen a business transaction is being processed.

For every company code, you can define validations for three levels. The specified levels are:

1. Document header2. Document item3. Complete / Entire document


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4.1.2. Business use/Purpose

The validation function helps you to check the entered values and value intervals. When data areentered in the system, the system validates the data according to the validation rules. Since dataare validated before they are actually posted, there is no scope for errors.

When you define a validation rule, the system checks the validation rule to ensure that it issyntactically correct. You can also define the result of non-compliance with the validation rule. Forinstance, you can specify that a message is issued but the user can continue processing. Youcan also force the user to correct the error before processing can continue.

4.1.3. Customization Considerations

Execution of Validations in Financial Accounting.

A validation consists of three parts:

Prerequisite The conditions which should be satisfied for the system to trigger thevalidation Check Once the validation is triggered, what is the validation that the system has to

perform Message In case the Check has failed, what is the Message the system has to give to

the user?

Basic Steps in Configuring Validations

You must complete the following steps to create a validation:

Enter the application area in which the validation is called up e.g. In Financial Accountingor in Controlling etc.

Select the correct Call up point for the validation e.g. at the header level or the line itemlevel or the Complete document level. Define the validation. Assign your validation to an organizational unit (for example, company code for FI,

company code or global company for FI, controlling area for CO) and Activate the Validation.

The fields that can be used in your validation or substitution are determined from the applicationarea and the Callup point. When you define your rules for the prerequisite and Check statements,you can choose the fields that you want to use.

Formula Builder

The Formula Builder provides an easy-to-use interface for inputting arithmetical and logicalexpressions.

Depending on the context for the formulation required, you are given buttons to press whichprovide Operands and Operators for logical expressions which have to be inserted in the formula.

The entry is checked step by step for correct syntax including parentheses.


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Depending on the entries the system will only allow to dispose of the correct logical formulation toguarantee a fully correct statement. Errors in entering the rules are therefore scored out.

The use of technical names, as was the case in the past (tables and field names) is stillsupported, but here the options that can used are delivered using press buttons and texts. Thisenhances the comfort of handling a logic which is intrinsically technical.

Validation Maintenance

Each validation can contain up to 999 steps that each consist of a Prerequisite Check Message

You can use a message that has already been defined or you can create a new message for thevalidation. The messages to be output can have different levels of severity:

I = Information W = Warning E =Error (the user must correct the entry) C = Cancel

Operands and Operators

Operands and Operators are used in building the formula. The following are some examples ofoperators:

Operands /Operators

Description

AND Used to check more than one condition and the result must be true for

both for the system to proceedOR Used to check more than one condition and the result must be true for any

one of the condition for the system to proceed

( Parenthesis for starting a inclusive statement

) Parenthesis for ending a inclusive statement

= Equal to

Not equal to

= Greater than or equal to

> Greater than

< Less than


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IN Used to check if the fields are in a set

SUM Total of a document

AVG Average sum of a document

MAX Maximum value of all line items

MIN Minimum value of all line items

GROUP BY Compare a group of totals with another group of totals

4.1.4. Demonstration

Demo 1: Example Business Scenario for Validations

To have a validation to ensure that the particular user, (Current User ID) should not pass any

journal vouchers using the document type SA. In case the user trys to post, then the systemshould throw an error message.

Menu Path SPRO Financial accounting (New) General ledgeraccounting Business Transactions GL account posting Make and check document settings Validation in accountingdocument.

Transaction Code GGB0

Click on the Documents Header of the Financial Accounting, and Click the Validation

button , the following screen is displayed.

Field Value

Validation Name YVAL

Validation Text Validation for company code AB00

Save the entry.

Create a Step by Clicking on the Step button on the Tool Bar

Field Value

Step No 001

Step Name Document type not equal to SA

Tab Prerequisite

Sub Tab Table fields


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Demo 2: Assignment of Validation step to Company code.

Menu Path SPRO Financial Accounting Financial Accounting GlobalSettings Document Line Items Define Validations forPostings

Transaction Code OB28

Click the New Entries button , and enter the data

Field Value

Company code AB00

Call up point 001

Validation YVAL

Activation level 01


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Save and the validation is in place.

Demo 3: Validation of the transaction triggering the validation step

Menu Path Accounting Financial Accounting General Ledger Posting General Posting.

Transaction Code F-02

Field Value

Company code AB00

Document date Todays date

Posting Date Todays date

Document type SA

Posting key 40

GL account 476900

Clicks enter to see the validation error message configured in Demo 2.

4.1.5. Self Assessment Test1. ______________ validates the data according to the validation rules.

Prerequisite Rule Manager Steps Message

2. Validations are system defined checks for specific fields when a business transaction is beingprocessed.

True False

4.1.6. Tasks

1. To have a validation to ensure that the particular user, (Current user ID) should not pass any journal vouchers using the document type SA. In case the user tries to post, then the systemshould throw an error message.


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4.1.7. SolutionsTask 1:

Step 1: Creation of a validation



Click on the Documents Header of the Financial Accounting, and Click the Validation

button , the following screen is displayed.

Field Value

Validation Name VAXX

Validation Text Validation for company code ABXX

Save the entry.

Create a Step by Clicking on the Step button on the Tool Bar

Field Value

Step No 001

Step Name Document type not equal to SA

Tab Prerequisite

Sub Tab Table fields

Table Structure SYST

Field SYST-UNAME

Operator =

Constant Current User ID

Operator AND

Field BKPF-BUKRS

Operator =

Constant ABXX

Tab Check


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Sub Tab Table Fields

Table Structure BKPF

Field BKPF BLART

Operator

Constant SA

Tab Message

Message Type E

Message Class Z1

Message Number 1XX

Message Text Document Type & not allowed with standardizationentries

Message Variables BKPF

Click the save button or CTRL +S.

Step 2: Assignment of Validation step to Company code.

Menu Path SPRO Financial Accounting Financial Accounting GlobalSettings Document Line Items Define Validations forPostings

Transaction Code OB28

Click the New Entries button , and enter the data

Field Value

Company code ABXX

Call up point 001

Validation VAXX

Activation level 01

Save and the validation is in place.

Step 3 : Validation of the transaction triggering the validation step




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Field Value

Company code ABXX



Document type SA

Posting key 40

GL account 476900

Click enter to see the validation error message configured in Demo 2.

5. Definition and execution of Substitution in FinancialAccounting

5.1.1. Definition

Unlike validations that create on-screen messages to the user, substitutions actually replace andfill in field values behind the scenes without the user's knowledge. Similar to validations,substitutions can be setup for a number of different application areas and Callup points.Substitutions are activated on the company code level.

5.1.2. Business Purpose/Use The Substitutions can be used to substitute data immediately upon entry of data. It validates thedata according to a prerequisite defined by the user. If the prerequisite is met the system willreplace or substitute the values entered with other values.

5.1.3. Configuration considerations

Basic Steps in Configuring Validations

You must complete the following steps to create a substitution:

Enter the application area in which the substitution is called up e.g. Financial accountingor Controlling etc

Select the correct Callup point for the substitution e.g. Header or line item Define the substitution. Assign your substitution to an organizational unit (for example, company code for FI,

company code or global company for FI, controlling area for CO).


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Demo 2: Assignment of the Substitution to the company code

Menu Path SPRO Financial accounting (New) General ledgeraccounting Business Transactions GL account posting Make and check document settings Substitution in accountingdocument.

Transaction Code

Field Value

Company code AB00

Call up point 001

Substitution SUB00

Activation level 01

Demo 3: Using the substitution rule in the accounting document.



Field Value

Document Date Todays date

Type SA

Company Code AB00

Currency INR

Doc Header Text No Document Text

Posting key 40

GL Account 476900

Amount 6500

Text Testing the Substitution

Posting key 50

GL Account 113100

Amount 6500


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Value Date Todays date


Save to post the accounting document. The document header text which was entered at the time of posting the document should havechanged as per the substitution rule.

5.1.5. Self Assessment Test.

1. If a Pre-requisite is False, then the Substitution is activated.

True False

2. ______________ establishes which conditions must be fulfilled before the substitution canbe performed.

Prerequisite Statement Substitution Values Substitution Exists

3. Call Up Point 002 is used to activate at ______________ level. Header Level Line Item Level Complete document

5.1.6. Tasks

1. Create a substitution step to ensure that whenever the company code is ABXX, and theGeneral ledger account is 416300, then the profit center should be ABXX.2. When the Company code is ABXX and the GL Account is 470001 or 416300 and the entrypertain to a vendor invoice created in finance department, the profit center should be ABXX

5.1.7. Solutions

1. To create a substitution rule to ensure that whenever the company code is ABXX, and theGeneral ledger account is 416300, then the profit center should be ABXX, please go to thefollowing node:Step 1: Create a new substitution rule as per the following details

Menu Path SPRO Financial accounting (New) General ledgeraccounting Business Transactions GL account posting Make and check document settings Substitution in accountingdocument.

Transaction Code


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Field Value

Click on Environment Substitution

Call point 002

Substitution SUBXX

Description Substitution for Company code ABXX

Click on Step

Field to beSubstituted

BSEG PRCTR

Substitution method Constant Value

Tab Prerequisite

Formula BKPF-BUKRS = ABXX AND BESG-HKONT = 416300

Field BSEG-PRCTR

Constant ABXX

Click on save to enable the substitution rule.

Step 2: Assignment of the Substitution to the company code

Menu Path SPRO Financial accounting (New) General ledgeraccounting Business Transactions GL account posting

Make and check document settings

Substitution in accountingdocument.Transaction Code

Field Value

Company code ABXX

Call up point 002

Substitution SUBXX

Activation level 01 The substitution rule is now active

Step 3: Using the substitution rule in the accounting document.




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Field Value


Type SA

Company Code ABXX

Currency INR

Doc Header Text Test Substitution

Posting key 40

GL Account 416300

Amount 6500

Profit Center Any Profit center except ABXX

Posting key 50

GL Account 113100

Amount 6500

Value Date Todays date


Save to post the accounting document.

Based on the substitution step, the profit center is automatically taken as ABXX.

2. To create a substitution rule to ensure that when the Company code is ABXX and the GLAccount is 470001 or 416300 and the entry pertains to a vendor invoice created in financedepartment, the profit center should be ABXX, please go to the following node:

Step 1: Create a new substitution rule as per the following details

Menu Path SPRO Financial accounting (New) General ledgeraccounting Business Transactions GL account posting

Make and check document settings

Substitution in accountingdocument.Transaction Code


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Field Value

Click on Environment Substitution

Call point 002

Substitution SUBXX

Description Substitution for Company code ABXX

Click on Step

Field to beSubstituted

BSEG PRCTR

Substitution method Constant Value

Tab Prerequisite

Formula BKPF-BUKRS = ABXX AND ( BESG-HKONT = 416300 OR BSEG-HKONT =470001) AND BKPF-BLART =KR|

Field BSEG-PRCTR

Constant ABXX

Click on save to enable the substitution rule.

Step 2: Using the substitution rule in the accounting document.

Menu Path Accounting Financial Accounting Account payable

Document entry

Invoice PostingTransaction Code F-43

Field Value


Type KR

Company Code ABXX

Currency INR

Doc Header Text Vendor Invoice

Posting key 31

GL Account 1000

Amount 5000


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Select the Rule and click the Create Rule Button in the Menu Bar.

Field Value

Rule Name RULE2

Rule Description Rule for company code AB00

Click the save button or CTRL + S, Double click on the Structure BKPF - Accounting DocumentHeader and give the CONSTANT VALUE in the following fields.

Field Operator Value Operator

BKPF-BUKRS = AB00 AND

BKPF-BLART = SA AND

BSEG-HKONT = 220000

After we complete the Rule, with the company code and Document type and GL Account the RuleScreen should look like below.


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Demo 2: Using the Rule in the Validation step

Menu Path SPRO Financial accounting (New) General ledgeraccounting Business Transactions GL account posting Make and check document settings Validation in accounting

document.Transaction Code GGB0

Assign the RULE 2 in the Validation.

The prerequisite for validation, if the company code AB00 and the Document type SA and GLAccount 220000.

Check for the Validation: Amount should not be more than Rs.1000/-

Select the validation YVAL created in Demo 1 and create a new Step.

Click Create Step button. In the Perquisite select Rules TAB Page and double click on YRULE1.

Select Check in the step and give the following information by selecting < button and constantvalue Rs.1000/-


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Field Operator Value

BSEG-WRBTR < 1000

Select the Message option in Step and

Field Value

Message Type E

Message Number 025

Message Text Amount should be less thanRs.1000 for Document

Click on save to activate the step



Field Value

Company code AB00

Document date Todays datePosting Date Todays date

Document type SA

Posting key 40

GL account 220000

Amount 2000

Value Date Todays Date

Text Testing for the validations

Press enterAn error message is displayed which is created in the Demo Step 2.


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Demo 3: Example Business Scenario for Sets.

If the Prerequisite for validation step is as follows:

Where the Company code is AB00 and the Document type is SA and the GL account is200000 to GL account 220999

Check: The system should not allow posting for the user xxxxxx (Current user id).

The formula for the above would be built as follows:BKPF-BUKRS = AB00 AND BKPF-BLART = SA and BSEG-HKONT in YSET1 (Sets forDemo)

Now create the range of the GL account as a Set.

This set could be used in more than one validation. Instead of typing the formula for eachvalidation step.

YSET1 =BSEG-HKONT =200000 to 220999.

Menu Path SPRO Financial accounting (New) General ledgeraccounting Tools Sets Define Sets

Transaction Code GS01

Field Value

Set Name YSET1

Tab Basic Data

Table BSEG

Filed Name HKONT

From Value 200000

To Value 220999

Short Text GL account from 200000 to 220999

Basic Set Text Sets for Demo.

Demo 6: Using Sets in the Validation step




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Select the validation YVAL created in Demo 1 and create a new Step.

Click Create Step button

Field Value

Validation Step 001

Validation Description Validation for set of GL accounts

Tab Prerequisite


Structure Structure BKPF Accounting Document Header

Field BKPF-BUKRS

Operator =

Constant AB00

Field BKPF-BLART

Operator =

Constant SA


Structure Structure BSEG Accounting Document Line item

Field BSEG-HKONT

Operator IN

Set Directory YSET1

Tab Check


Structure Structure SYST ABAP system fields

Field SYST-UNAME

Operator

Constant Your User ID


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Field Value

Message Type E

Message Number 031

Message Text User & cannot post to the range ofGL account

MessageVariables

SYST-UNAME

Click on save to activate the step.

Demo 4: Set of the validation triggering the validation step



Field Value

Company code AB00



Document type SA

Posting key 40

GL account 220000

Amount 2000



Press enterAn error message is displayed which is created in the Demo Step 3.


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Save the entry.

Select Rule Definition, select Structure BKPF and enter the following

Field Value

Rule Definition

TAB Table Fields

Structure BKPF Accounting Document Header

Field BKPF-BUKRS

Operator =

Constant ABXXOperator AND

Field BKPF-BLART

Operator =

Constant DA

TAB Table fields

Structure SYST ABAP System Fields

Field SYST-UNAME

Operator =

Constant Your User ID

Save the Rule.

Select the validation rule already created VAXX and

Click the Create Step Button ,

Field Value

Step No XXX

Step Name Document Date Less than 25.12.2009

Tab Prerequisite


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Sub Tab Rules

Rule RULEXX

Tab Check


Table Structure BKPF

Field BKPF BLDAT

Operator >

Constant 25.12.2009

Tab Message

Message Type E

Message Class Z1

Message Number 2XX

Message Text The user id & can post the document DA type only after25.12.2009

Message Variables SYST-UNAME

Click the save button or CTRL +S.

Step 3 : Checking the validation step in a transaction



Field Value

Company code ABXX



Document type DA

Posting key 40

GL account 476900


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Click enter to see the validation error message configured in the above task.

Task 3:Step 1: Creation of a Set

Menu Path SPRO Financial accounting (New) General ledger

accounting Tools Sets Define Sets Transaction Code GS01

Field Value

Set Name YSETXX

Tab Basic Data

Table BKPF Click enter

Filed Name BUKRS

From Value AB00

To Value AB99

Short Text Company Code AB00 to AB99

Basic Set Text Sets for Demo.

Step 2: Using Sets in the Validation step



Select the validation rule VAXX and Click Create Step button

Field Value

Validation Step XXX

Validation Description Validations for Sets for company code

Tab Prerequisite




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Field BKPF-BUKRS

Operator IN

Set Directory YSETXX

Operator AND

Structure Structure SYST - ABAP System Fields

Field SYST-UNAME

Operator =

Constant Current user ID

Tab Check



Field BKPF-BLART

Operator

Field KA


Field Value

Message Type E

Message Number 3XX

Message Text User & is not Authorized to post inthis company code, document typeKA

MessageVariables

SYST-UNAME

Step 2: Testing the validation in the transaction




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Field Value

Company code ABXX



Document type KA

Posting key 40

GL account 220000

Amount 2000



Press enterAn error message is displayed which is created in the above step.

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