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SAP AG

Document Online Split

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© SAP AG 2004 / 2

Scope of the Document Online Split

! Split of documents in operational processes

! Split of follow-up costs like for ex. cash discountcurrency differences etc...

! Support of postings during the FI closing process

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Actual line items

Splitinfo table

Document Split: Invoice (Example: Split on Profit Center)

Totals table

Enhancement

Entry View General Ledger View (Flexibility)

Balances

Vendor Invoice

PK Account Prctr CostCtr Amount

40 Expense PC01 CC01 400.00 40 Expense PC02 CC02 600.00 31 Vendor 1000.00-

Vendor Invoice

PK Account Prctr CostCtr Amount

40 Expense PC01 CC01 400.00 40 Expense PC02 CC02 600.00 31 Payable PC01 400.00-31 Payable PC02 600.00-Document number 4711

FAGL_SPLITINFOFAGL_SPLITINFO_VAL

update

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Enhancing the Follow-up Costs

Vendor payment for 4711

PK Acc. Prctr CoCtr Amount25 Vendor 1,000.00 50 Bank 970.00 -50 Discount 30.00 -

Vendor payment

PK Acc. Prctr CoCtr Amount 25 Vendor 1,000.00 50 Bank 970.00 -50 Disc. PC01 CC01 12.00 -50 Disc. PC02 CC02 18.00 -

Split Info4711001

Clearing: Enhancing the follow-up costs (before RWIN)

Projection

Entry View 4712 Entry View Enhanced Document

< reference to invoice

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Document Split: Payment

Split infotable

Enhancement

Update

Cleared document 4711

4711

Enhanced Document (Entry View)

Vendor payment

PK Account Prctr CoCtr Amount 25 Vendor 1000.0050 Bank 970.00 -50 Discount PC01 CC01 12.00 -50 Discount PC02 CC02 18.00 -

General Ledger ViewVendor payment

PK Account Prctr CoCtr Amount 25 Payable PC01 400.0025 Payable PC02 600.0050 Bank PC01 388.00 -50 Bank PC02 582.00 -50 Discount PC01 CC01 12.00 -50 Discount PC02 CC02 18.00 -

Enhancement of the document (in RWIN)

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Terms of the Split Logic

!Business transaction: For example, customer invoice, payment, account statement or un-specified posting.

!Business transaction variant: The maximum (default) number of item categories (see below) assigned to the business transaction can be restricted (customer specific).

! Item category: Classification of lines for document splitting, such as Item category �customer line item� (only relevant for the part of document splitting that is rule based (active split) - see below). The split is not rule based in case of clearing and if a zero balance is generated. The split is always performed for these processes.

!Splitting method: Recognizes the business transaction variants.The splitting methods combined with the BT variants produce a rule. The procedure 0000000012 is the standard (recommended to customers).

!Rule: Includes from where the split information is to be taken(basic item category = such as revenue) and the target of the split (item category to be processed, such as customer line item).

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! This is a schematic picture of the architecture of the customizing of the document split. The activation of the document split is optional is to be performed via activating a splitting method. SAP offers standard splitting methods that can be activated or copied and adopted to company�specific needs.

! See the following slides explaining the split logic in detail.

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0200 (customer 0001 (standard)invoice)

Splitting method

0000000012

Business transaction

Businesstransaction

variant

Document type CI (customerinvoice)

Item category to be processed

02000 customerline item�

Basis item category

RULE

30000 revenue�

According to the basic item

Classification as a business transactionfor document splitting

What is the source of the split information?

What is the target of the split information?

Split Logic

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! Customizing menu path: Financial Accounting (New) > General Ledger Accounting (New) > Business Transactions > Document Splitting > Classify G/L Accounts for Documents Splitting

! In general, when posting, the system requires the allocation of all accounts to an item category.

! The item categories are predefined by SAP. The item category is a semantic description of the document line for the document split.

! The item category is generally derived while posting within the program (and cannot be overcontrolled) based on the

"account type (customer, vendor and asset reconciliation accounts),

"the �tax accounting item indicator� (from ACCIT_TAXIT) and

"selected activities (account keys) from the table for automatic account determination (Table T030*). To see the activities see se16: T8G16 or sm30: V_T8G16. The G/L accounts assigned to the selected activities in table T030* are classified within the program.The following generally applies: G/L accounts that are classified within the program no longer have to be maintained in this maintenance transaction.

! The above-mentioned criteria do not suffice to derive the item categories from G/L accounts, because the document split must also be able to distinguish the document rows according to the categories balance sheet account, cash account, revenue account and expense account. These item categories are treated differently in the document split. The G/L accounts that belong to these types must be maintained here, because they cannot be classified within the program.

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Classify G/L Accounts for Document Splitting

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! Customizing menu path: Financial Accounting (New) > General Ledger Accounting (New) > Business Transactions > Document Splitting > Classify Document Types for Document Splitting

! All documents that are posted must refer to a combination of business transaction and transaction variant. The transaction variant controls the processing in the document split.

! Some transactions are automatically assigned within the program to a combination of business transaction and variant (Clearing case: FB1D, FB1K, FB1S, FBRA), because these always proceed in the same way (internal Customizing table V_T8G10 / SM30). In these cases, certain processes are used for the split (business transactions: 1010 and 1020).Consultant: Derivation via the transaction assumes that the processing of the respective transaction with respect to the business transaction is always identical (Examples: Transaction MIRO as an alternative to the hereby entry RE... , transaction MR11...or negative example: FB50, FB01 etc...).

! For all further postings that are also actually carried out in the system, all possible document types must be assigned business transaction and variant! That is, assignments that are not stored here cause an error message for the respective posting.

! Attention: Through this control (processing in the document split), the significance of the document type is increased considerably in comparison to its use previously.

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Classify Document Type for Document Splitting

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! Customizing menu path: Financial Accounting (New) > General Ledger Accounting (New) > Business Transactions > Document Splitting > Define Document Splitting Characteristics for General Ledgers

! This setting provides the characteristics that have been created as a scenario by SAP and as customer fields.

! �Zero balance� switch:If the indicator is set, the system checks while posting whether the balance is zero for the characteristic. If this is not the case, then the system creates in the document additional clearing lines on clearing accounts that produce the zero balance. This setting generally makes sense if balance reporting is to be carried out on this characteristic.

! �Mandatory Field� switch If the indicator is set, then all postings for which no value is set after the document split for the specified field are rejected by an error message. (Emergency switch, if postings do not go through and should definitely take place, despite this. Attention, in this case a complete balance on the respective dimension is at risk).

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Define Document Splitting Characteristics for General Ledgers

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! Customizing menu path: Financial Accounting (New) > General Ledger Accounting (New) > Business Transactions > Document Splitting > Define Document Splitting Characteristics for Controlling

! The possible characteristics in this table are those that have been supplied by SAP and the characteristics of the customer.

! Characteristics are stored here that can be transferred in split form to Controlling in connection with the determination of the follow up costs (foreign currency evaluation, realized exchange rate differences and discounts). Prerequisite for the transfer, however, is that the G/L account has been created as a cost element.

! Attention: These characteristics cannot be used for balancing. They are never projected into the G/L account as they are only relevant for Controlling. That is, in the current Release, cost centers, for example, are not projected from the expense items into the vendor line items.

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Additional Document Splitting Characteristics

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! Customizing menu path: Financial Accounting (New) > General Ledger Accounting (New) > Business Transactions > Document Splitting > Extended Document Splitting > Define Splitting Method

! The splitting method is a pure order criterion. It is used to activate a set of rules for the document split which has to be defined at another place of the IMG.

! Customer specific splitting methods can be created.

! In another table, rules for combinations of business transaction and transaction variants are defined and assigned to a splitting method.

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Splitting Method

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! Customizing menu path: Financial Accounting (New) > General Ledger Accounting (New) > Business Transactions > Document Splitting > Extended Document Splitting > Define Splitting Rule

! These cluster tables contain the actual set of rules for the document splitting.

! In general, the standard set of rules can be used for document splitting.

! If the standard set of rules is not sufficient for the customer requirements, an own set of rules can be created. In this case, SAP recommends that the standard splitting methods supplied be copied on to a splitting method defined by the customer and the rule entries be adjusted here.

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Defining Splitting Rule � Header Data

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! Double-click the correspondent highlighted header data row to access this detailed view.

! The definitions always apply for a combination of: Splitting method, business transaction and transaction variant.

! A key which deviates from the standard can be entered here to determine a further zero-balance account, provided that the key has been defined elsewhere (IMG menu path �Define zero-balance clearing account�).

! For cross-company code activities, where you want to project the account assignment across the company codes, it is necessary, for the document split, to put the company codes into order according to �leading / non- leading�. Attention: The first company code entered is always the leading one for the FI. This does not always apply for the logic in the document split. This requires the information about where (in which company code) the projection should take place. Example: First of all, the revenue line is entered in a company code and later the accounts receivable line is entered in another company code. By entering the respective item category (for example, 02000), the company code (respective line), in which the projection should take place, can be identified. Even when this company code was not entered as the first.

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Splitting Rules � Detailed View of Header Data

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! This view defines the possible account assignment recipient (lines) for the split processes that can be set.

! Generally, the following applies: Only active split processes can be set in Customizing. Passive split processes occur automatically. (See following slides)

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Splitting Rule � Item Category to be Edited

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Work Steps for Splitting Documents (within the program)

Interpretation of Customizing

Passive splitClearings and similar processes

Not customizable

Active splitRule based

Customizable

Balance �0 �creationCan be adjusted in Customizing

Example: Payment with residual items without invoice reference

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Derivation and Passive Split

Account Amount Acc. Assignment Item Category

Payment � Enter View

Bank 900 S3

Receivable -1000

Residual Items 100

Interpretation of Customizing BTV 1000/ 0001

Bank 900 04000

Receivable -1000 02000

Residual Items 100 02000

Passive split in Clearing BTV 1000/ 0001

Bank 900 S3 04000

Receivable -400 S1 02000

Receivable -600 S2 02000

Residual Items 100 02000

Clearing line!Passive SplitInherited fromoriginal invoice document.Not customizable!!!

Initial Situation

-Derivation of the business transaction-Assignment of the item category-Checking the validity of the item category for the business transaction (see definition of the transaction variant)

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2

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! A residual item without invoice reference is created, for example, in the transaction FB1Z (post incoming payment) in that you do not create a �normal�residual item carry forward, but instead fill the �difference posting� field with the remaining amount.

! For example, for the business transaction �payment� (1000), a projection rule must be defined for the item to be edited: Item category 02000 (customers) and 03000 (vendors)

! Generally, the following applies: For all cases in which the application does not place an account assignment in the affected lines or where an account assignment cannot be drawn via the process (for example, clearing), a projection rule must be defined for the respective business transaction (for example: payment 1000).

! Bank line (S3): Already existing account assignments are not handled or overwritten.

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Active Split

Account Amount Acc. Assignment Item Category

Active Split in Clearing

Bank 900 S3 04000

Receivable -400 S1 02000

Receivable -600 S2 02000

Residual Items 40 S1 02000

Residual Items 60 S2 02000

Active Split - Customizing!

Residual items without invoice reference split on the basis of the receivables clearing lines(passive split) in the previous step

Attention: Residual items with invoice reference are split passively

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! Following the process steps up to now, a balance remains on the respective account assignments S1, S2 and S3. Account assignment lines must be created:

! In the first (above) procedure, an account assignment link in the form of an amount is created. Thus, a sender-receiver relationship comes into being for each account assignment line that is reflected in the partner account assignment. This is a general procedure that does not lead to the desired creation of relationships in all cases.

! Another zero-balance creation is executed in the following cases: For logistical goods movements and for documents that already contain a partner account assignment. In these cases, only one account assignment has been created for each dimension attribute incl. existing partner account assignment (fewer lines!).

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Creating Zero Balance

Account Amount Acc. Assignm./ Item Category Partn.-Acc. Assignm.

Creating Zero Balance

Bank 900 S3 04000

Receivable -400 S1 02000

Receivable -600 S2 02000

Residual Item 40 S1 02000

Residual Item 60 S2 02000

Acc. Assignment -360 S3 S1 01001

Acc. Assignment +360 S1 S3 01001

Acc. Assignment -540 S3 S2 01001

Acc. Assignment +540 S2 S3 01001

Passive Splitcreating 0-balance per segment.If, in Customizing, 0-balance is activated for the respectivedimension.

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! Within the document split, you can choose between three editing units:"0 Transfer of a fixed value (no split)"1 Split according to base item categories provided"2 Split according to current account balance

! Example of case 0: For business transactions for which no reasonable basic account assignment can be determined (for example, data import from external systems), you can set a default account assignment. In this case, an entry field has been shown dynamically under �Detail control...�, in which you can maintain a constant. The values for the constant must be maintained under the menu item �Edit constants for non-assigned processes�.

! Example of case 1:This is the 95 % case. The split is determined from the document lines.

! Example of case 2:The split is executed on the basis of the account balance of the document line of the item category to be edited.An example is posting during the run of the report on advance return for tax on sales/purchases: The notification report (RFUMSV00) would create postings without split account assignment, because the base item categories are missing.By reading the balance of the tax account for each split account assignment, you can now determine the condition bases for the tax lines.

! �Detail control with allocation according to basis� (only relevant in case 1):It is possible to distinguish base items according to other condition bases.Activate �Check tax code�:To split the item category to be edited (Example: tax or discount line to be split) only the base item categories (for customer invoices, the sales revenue line) are used, that contain the same tax code or the same jurisdiction code as the item category to be edited (in our case the tax line) at the time before the split. See following graphic!

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Items to be Edited � Detailed View

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! Result a):�Check tax code� switch is set:The split portions are determined for each combination of account assignment (S1, S2) and tax code of the revenue line.

! Result b):�Check tax code� switch is not set:The split portions are determined for every tax line from the relationship of the amounts (400 : 600) of the revenue line.

! This also applies for the �cash discount...� relevancy switch.

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Check Tax Code

Receivable 1100Revenues A1 400 S1Revenues A2 600 S2Tax A1 20Tax A2 80

Check Tax Code

Tax A1 20 S1 Tax A2 80 S2

Different split in item category �tax� according to the tax code or jurisdiction code.

Check Tax Code is not activated

Tax A1 8 S1 Tax A1 12 S2 Tax A2 32 S1 Tax A2 48 S2

a)

b)

Tax table:Tax code A1 = 5 %Tax code A2 = 13 % (approx.!)

Tax lines determined at timebefore the split

Split results a) and b)

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! The cross-company code document split is generally formed from the companycode clearing line items. In the entire document, however, the company code account assignment line items must be treated differently. A difference is made between items in the leading company code (in terms of the document split!) and items in non-leading company codes (Switch dependent on leading item).

! Generally, there must be two entries: One entry for leading and one for non-leading company codes. To split the items into the non-leading company codes (Dependence on leading item switch: Value 2, see the following slide), the base items are only taken from the respective company codes (normal case for the active split. Example: It is not possible to take the split for the receivables from the base items (revenue lines) of other company codes). This is controlled using the �Base item from the company code of the position to be processed� switch.To split the company code account assignment items in the leading company code (Dependence on leading item switch: Value 1), the assigned base items are drawn from the partner company codes. Mapping the partner company codes in the respective lines is executed via the partner company.Attention: The assignment of company to company code must be clear, otherwise the split cannot be used for the cross-company code transactions (error message when posting!). This must be considered in project planning.

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Cross-Company Code Document Split I

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Cross-Company Code Document Split II

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Effect of the �Dependence on leading item� switch:

! Value 1: Here, the specification of how handling should take place in the leading company code (here company code 1).Additional switch set: �Base item from partner company code of the item to be edited�In this way, the split portions of the clearing item lines in company code 1 are determined from the revenue items of the partner company codes 2 and 3.

! Value 2: Receivables (clearing line items) are determined form the respective company code.Additional switch is set: �Base items from company code of the item to be edited�.In this way, the split portions for the receivables (clearing line items) are determined form the respective company code.

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Cross-Company Code Document Split III

Leading company code

Customer 1100 Revenues 1 300- S1 Revenues 2 400- S2Revenues 3 300- S3

Entering

Automat. created company code clearing items Clearing CoCd3 700- Clearing CoCd1 700

Clearing. CoCd2 300- Clearing CoCd1 300

Split Clearing CoCd3 400- S2 Clearing CoCd1 300 S1 Clearing CoCd1 400 S2Clearing CoCd3 300- S3 Clearing CoCd1 300 S3

Clearing CoCd2 300- S1

1

1

CoCd1 CoCd2 CoCd3

2 2

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! The base line items that are to be used for splitting (for example, customer lineitems) are defined in this table.

! In certain cases, the base items must be differentiated further.For example, �Transfer customer to customer with clearing�.In this case, the same item category (02000 customer) must be used within a document, both as an item to be edited and as a base item. Through clearing, an existing account assignment is projected from the item to be cleared (passive split) into the clearing line. If this account assignment should be further projected into the new open item (same item category as base item category), then this must be defined using the �automatically split� switch for the respective base item (the customer line in our example).

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Define Base Item Category

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! Customizing menu path: Financial Accounting (New) > General Ledger Accounting (New) > Business Transactions > Document Splitting > Activate Document Splitting

! Normally, the document split is switched to active somewhere else (IMG menu path �Activate document split�).Thus, the SAP standard procedure 0000000012 is automatically used. In this view, you have the option at the end of assigning another procedure which should, in turn, be assigned an own set of rules.

! Inheritance: If several items of the document have the same assignment, it will be processed to all items without assignments.

! Default A/C Assignments and Constant: Here you can enter a constant which has to be maintained for the respective fields under menu path > Edit constants for Non-assigned Processes.Attention: This is an override definition of the definition of the mandatory fields. See customizing menu path: Financial Accounting (New) > General Ledger Accounting (New) > Business Transactions > Document Splitting > Define Document Splitting Characteristics for General Ledgers

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Activating the Document Split

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! Customizing menu path: Financial Accounting (New) > General Ledger Accounting (New) > Business Transactions > Document Splitting > Extended Document Splitting > Define Business Transaction Variants

! SAP supplies fixed predefined business transactions. These cannot be changed free of modifications.

! Explanation of a business transactions:Unspecified posting:In this business transaction, it is the standard to assumed that all lines are provided with split characteristics and no active split must take place (exception: company code account assignment lines).For example, transfer of goods:The document split assumes that the split characteristics of all lines have been derived via the materials and plant and have been assigned. This means that an active split is not necessary. However, if the account assignments are missing, a change in the Customizing of the business transaction is necessary. (The respective rule must be addressed via an own procedure)

! Business Transaction �Transfer from P&L account to balance sheet account�This applies to transactions such as provision postings with different account assignments to the expense lines and offsetting accounting to the balance sheet account for reserves.

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Business Transaction � Transaction Variants

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! In the standard system, SAP provides a standard variant for each business transaction. It is possible to create own variants and to assign them finally to a splitting method. That is, splitting rules can only refer to transaction variants that are stored here.

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Transaction Variants

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For business transactions, SAP has provided a description of what these can look like at maximum. You can specify this setting more exactly in your own transaction variant.

! An example of a validation of this description that causes an error message when posting: A customer payment is posted with a �false� document type DR (Customer Invoice). It is false, because the document type DR is assigned to the business transaction customer invoice in Customizing (IMG menu path: �Classify FI document type for the document split�). Due to the document type DR, the document split would use the description of the business transaction �customer invoice� and thereby determine that there, for example, the item category for the bank line (04000 cash account) is missing, although the payment has been addressed to it in the posting. This leads to an error message because the system assumes that the splitting logic of the (falsely applied) rule for the customer invoice is another one than the rule originally intended (in this case for the payment). Thus the system prevents splits, which may be false, from taking place.

! �Forbidden� columnExample: In vendor invoices, so that you can avoid posting to an asset, which may only be done via the integrated asset acquisition (with order), you can set the item category �07000 Asset� to �Forbidden�.

! �Required� column.For each transaction variant, certain item categories in standard not adjustable are already switched to required, such as the item category Customer (02000). If the user wants to secure that invoices can be posted, for example, only incl. value-added tax, then he can set this here by activating the item category 05100 to required.

! �Only once� columnExample: An invoice is posted that has several lines with vendors or customers and several G/L account lines that, in turn, contain different split characteristics respectively. The system would split every vendor or customer line according to the number of the different split characteristics of the G/L account lines. If you want to avoid that several vendor or customer lines are entered (because this would also correspond to several different business transactions and therefore several documents would actually be required), this can be stored, for example, for the respective item category (here customer).

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Assigned Item Categories

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Insert Additional Fields to Totals Table �3 Possibilities

1. Activate SAP�s standard scenario per Ledger in IMG:Cost Center, Preparations for consolidations, Business area, Profit center, Segmentation, Cost of sales accounting>Further system activity: Activate new field as customer enhancement per Ledger in totals table.

2. More Standard Fields (Set of SAP-Default-Fields) :ZZAUFNR - Internal order numberZZGRIRG - Region (State , Province, County)ZZHRKFT - Origin group as subdivision of cost element)ZZPRZNR - Business processZZPS_PSP_PNR - Work break down structure element (WBS-element)ZZWERKS - Plant

>Further system activity: Activate new field as customer enhancement per Ledger in totals table.If further fields are required, please contact SAP�s development area

3. Customer FieldsFirst: Insert new field in Coding Block.Then: Enter field using transaction FAGL_GINS (reference to data element)>Further system activities: Activate field as customer enhancement per ledger in totals table.

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