Session Title...Tricks for SAP Controlling and Financials Paul Ovigele Ovigele Consulting R 150 G...
Transcript of Session Title...Tricks for SAP Controlling and Financials Paul Ovigele Ovigele Consulting R 150 G...
3/18/2015
1
© 2015 ERP Corp. All rights reserved.
5 Expert Tips and Tricks for SAP Controlling and Financials
Paul Ovigele
Ovigele Consulting
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
What We’ll Cover …
3
• Improving the format and usability of reports
• Simplifying and securing master data maintenance
• Retroactively updating SAP General Ledger Accounts for line
item display and open item management
• Integrating secondary cost elements in SAP General Ledger
• Defining and using worklists in financial transactions
• Summary
3/18/2015
2
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Displaying a Report with the Classical Format
4
• Examples of classical report format can be seen with the
following transactions:
• S_ALR_87012178 – Customer Open Item Analysis by Balance
of Overdue Items
• S_ALR_87012176 – Customer Evaluation with OI Sorted List
• S_ALR_87012085 – Vendor Payment History with OI Sorted
List
• Disadvantages
• Either too much or too little information
• No filter, total, subtotal, sort or filter functionality
• Cannot add extra columns to the line layout
• Cannot drill-down into individual lines
• No easy way to export to Microsoft Excel
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Changing Report Format Using the Control Panel
5
• This usually results in custom reports being created for a more
user-friendly format
Not user-friendly since all
data cannot be easily
displayed on single screen
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Changing Report Format Using Your User Settings
6
• A more flexible approach is to use the user settings in your
parameter ID
• Go to transaction SU3, click on the ‘Parameter’ tab and enter
“ACCESSIBILITY_MODE” in the ‘Parameter ID’ column and “X”
in the ‘Parameter Value’ column
• This takes immediate effect once you save the settings
• It is only valid in the client that you make the settings in, so have
to set it up in each client
3/18/2015
3
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Displaying an Aging Report with ALV Format
7
• Go to one of the reports that was in the classical format and
execute it:
• You will see that the report is now in a more user-friendly format
• You can move the columns around to meet your display needs
• You can sort the “Total balance” column from highest to lowest
• See (for example) your top 50 customers
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Displaying an Aging Report with ALV Format (Cont.)
8
• The name and address of the customer/vendor is normally
displayed in the column on the extreme right of the report
• You can pull these columns to the left part of the screen
• The usual buttons that are available with standard ALV reports such as
sort, filter, total, layout variant, etc, can be used
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Drilling into the Report for Further Details
9
You can double-click on a line
to get more information on the
amount, for example the line
items that make up the value
in the report
3/18/2015
4
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
What We’ll Cover …
10
• Improving the format and usability of reports
• Simplifying and securing master data maintenance
• Retroactively updating SAP General Ledger Accounts for line
item display and open item management
• Integrating secondary cost elements in SAP General Ledger
• Defining and using worklists in financial transactions
• Summary
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Maintaining G/L Accounts with Individual Display
11
• G/L accounts are created in transaction FS00 with the option to
display only one account at a time
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Setting the Hierarchical Display of G/L Accounts
12
• Go to transaction FS00 menu bar
• Settings -> Hierarchical display
• Select “Display accounts in
navigation tree”
• Press ‘Enter’
• You need to exit and restart the transaction or type “/nFS00” in
the command box in order for the changes to take effect
3/18/2015
5
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Displaying G/L Accounts in Hierarchical Structure
• 13
G/L account groups appear as
folders (hierarchical list) which
group together G/L accounts
Display or maintain an individual
G/L account which is selected on
the left of the screen
13
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Creating a New General Ledger Account
14
• You can view the
hierarchical list to see the
number range of the type of
account that you want to
create
• Simply select a similar
account and click on the
‘Copy’ icon
You can then enter the G/L
account number that you want
to create which references the
account that you have
selected
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Creating a New General Ledger Account (cont.)
• 15
• You can then change the description and other settings in the
right part of the screen
15
3/18/2015
6
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Using the Buttons in the Hierarchical Display Screen
16
• You have easy access to the other general ledger account
maintenance buttons such as:
• Find, Create, Display, Change, Copy, Block and Delete
• Click on the Change Company Code icon to switch the display of
G/L accounts from one company code to another
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
What We’ll Cover …
17
• Improving the format and usability of reports
• Simplifying and securing master data maintenance
• Retroactively updating SAP General Ledger Accounts for line
item display and open item management
• Integrating secondary cost elements in SAP General Ledger
• Defining and using worklists in financial transactions
• Summary
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Traditional Programs for Retroactive Line Item
Display and Open Item Management
Program Purpose Release
RFSEPA01 Switch on “Line Item Display” < ERP 2004
RFSEPA02 Switch on “Open Item Management” <= 4.5A
RFSEPA03 Switch off “Open Item Management” <= 4.5A
ZFSEPA01 Switch on “Open Item Management” > 4.5A < ERP 2004
ZFSEPA02 Switch off “Open Item Management” > 4.5A < ERP 2004
• From Release ERP 2004 you can use transactions
FAGL_ACTIVATE_IT and FAGL_ACTIVATE_OP
3/18/2015
7
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Prerequisites for changing line item account settings
Set Line Item Display for
the Account
Block the Account for
posting
Run the new transaction
Unblock the Account
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Setting the Line Item Display & Blocking the account
• Go to transaction FS00 and check the “Line Item display”
checkbox
Then click on the Block/Unblock button and check the
“Blocked for posting” checkbox
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Turning on Line Item Management
• Go to transaction FAGL_ACTIVATE_IT
Enter G/L Account
number and company
code and hit “Execute”
System displays document
numbers that have been
changed
3/18/2015
8
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Turning on Open Item Management
• Go to transaction FAGL_ACTIVATE_OP
Enter G/L Account to be
switched to “Open Item
Management”
Enter G/L Account for
transfer posting
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Turning on Open Item Management cont.
• The system shows all the ledgers that have been impacted and
indicates the locking of the account
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
What We’ll Cover …
24
• Improving the format and usability of reports
• Simplifying and securing master data maintenance
• Retroactively updating SAP General Ledger Accounts for line
item display and open item management
• Integrating secondary cost elements in SAP General Ledger
• Defining and using worklists in financial transactions
• Summary
3/18/2015
9
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Examples of Secondary Cost Element Postings
Assessments
Internal Activity Allocation
Order Settlement
Results Analysis
Overhead Calculation
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Account Determination for real-time FI-CO integration
• Go to IMG Menu path: Financial Accounting (New) -> Financial
Accounting Global Settings (New) -> Ledgers – Real Time
Integration of Controlling with Financial Accounting -> Account
Determination for Real-time integration -> Define Account
Determination for Real-time integration
Click on the button “Change
Account determination”
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Assigning different accounts to CO transaction
• You can assign different accounts to the different CO transactions
• Examples of CO
transactions
3/18/2015
10
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Assigning different accounts to CO transaction cont.
• To assign CO transactions to different accounts, click
Check the “CO
Transaction” Checkbox
• If you do not check the box you will only be able to assign one general
ledger account for FI/CO reconciliation postings
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Activating Business Function FIN_GL_CL_1
• Go to transaction SFW5, open up the “Enterprise Business
Functions” folder and activate the business function FIN_GL_CL_1
• This functionality is only available from release ERP
6.0 Enhancement Pack 4 and upwards
• If you want further breakdown of CO postings in the general ledger beyond
the transaction level, you would need to pull secondary cost elements into
SAP General Ledger reports
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
SAP General Ledger Reports with Secondary Cost Elements
• When you have activated
the business function 2
new folders will appear in
the application menu path
for SAP General Ledger
Reports:
• You will find that there a
are a number of new profit
center reports which when
executed show the
information for primary
and secondary cost
elements
3/18/2015
11
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
What We’ll Cover …
31
• Improving the format and usability of reports
• Simplifying and securing master data maintenance
• Retroactively updating SAP General Ledger Accounts for line
item display and open item management
• Integrating secondary cost elements in SAP General Ledger
• Defining and using worklists in financial transactions
• Summary
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Maintaining worklists for balance/line items
display
• Go to Menu path: Accounting -> Financial Accounting -> General
ledger -> Environment -> Current Settings -> Maintain Worklist for
displaying balances/line items
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Activating worklists
• Go to Transaction FB00 and click on “Open Items” tab:
• Click on “Line Items” tab:
3/18/2015
12
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Activating worklists cont.
• Go to the customer line item display transaction FBL5N
• You will see the “Deactivate worklist” button and the option to
enter the customer worklist
If you click on this button,
you can toggle from
Activating to Deactivating
the Worklist
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Maintaining worklists for clearing open items
• Go to Menu path: Accounting -> Financial Accounting -> General
ledger -> Environment -> Current Settings -> Maintain Worklist for
processing open items
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Clearing open items
• Go to the general ledger clearing transaction F-03
• Enter the Worklist name and click on “Process Open Items”
• You can apply this process to any of the open item clearing
transactions such as F-44, F-26, F-28 and FB05
3/18/2015
13
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Using worklists for exchange rates
• Go to IMG Menu path: SAP Netweaver -> General Settings ->
Currencies -> Define Worklist for Exchange Rate Entry
• Go to IMG Menu path: SAP Netweaver -> General Settings ->
Currencies -> Assign Exchange Rate to Worklist
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Using worklists for exchange rates cont.
• Go to Menu path: Accounting -> Financial Accounting -> General
ledger -> Environment -> Current Settings -> Enter Currency
Exchange Rates using a Worklist
• Click on the “Change” button and enter a valid from date and
exchange rate for the currency pairings
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
What We’ll Cover …
39
• Improving the format and usability of reports
• Simplifying and securing master data maintenance
• Retroactively updating SAP General Ledger Accounts for line
item display and open item management
• Integrating secondary cost elements in SAP General Ledger
• Defining and using worklists in financial transactions
• Summary
3/18/2015
14
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Resources
40
• Paul Ovigele, 100 Things You Should Know About Financial
Accounting with SAP (SAP PRESS, 2011).
• ISBN-10: 1-59229-364-3 (978-1-59229-364-3)
• http://www.sap-press.com/products/100-Things-You-Should-
Know-About-Financial-Accounting-with-SAP.html
• http://ovigele.com/blog/
• Contains tips and tricks on how to optimize the Controlling Module
40
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Five Key Ideas
41
• Change the format of classical reports by activating the
Accessibility Mode option in your user master
• You can make maintenance of G/L accounts more user friendly
and efficient by switching to the Hierarchical Maintenance
option
• You can retroactively activate Line Item display and Open Item
Management of G/L accounts using standard transactions
• You can include secondary cost elements in SAP General
Ledger reports by activating business function FIN_GL_CL_1
• You can define worklists for line item display, open item
clearing and exchange rate maintenance
R 150
G 140
B 140
R 213
G 209
B 209
R 0
G 176
B 240
R 292
G 0
B 0
R 255
G 192
B 0
R 234
G 40
B 57
R 123
G 167
B 157
R 146
G 208
B 80
R 60
G 61
B 62
R 7
G 43
B 128
Questions
• Now:
• Ask questions now for immediate answers
• Later:
• Contact me at [email protected]
42
Q&A
3/18/2015
15
Disclaimer
SAP®, R/3, mySAP, mySAP.com, xApps, xApp, SAP NetWeaver®, Duet®, PartnerEdge, and other SAP® products and
services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in
Germany and in several other countries all over the world. All other product and service names mentioned are the
trademarks of their respective companies. ERP Corp is neither owned nor controlled by SAP.