3/18/2015 1 © 2015 ERP Corp. All rights reserved. 5 Expert Tips and Tricks for SAP Controlling and Financials Paul Ovigele Ovigele Consulting 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
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3/18/2015
1
© 2015 ERP Corp. All rights reserved.
5 Expert Tips and Tricks for SAP Controlling and Financials
Paul Ovigele
Ovigele Consulting
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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Turning on Open Item Management cont.
• The system shows all the ledgers that have been impacted and
indicates the locking of the account
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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
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Examples of Secondary Cost Element Postings
Assessments
Internal Activity Allocation
Order Settlement
Results Analysis
Overhead Calculation
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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”
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Assigning different accounts to CO transaction
• You can assign different accounts to the different CO transactions
• Examples of CO
transactions
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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
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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
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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
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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
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B 0
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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
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Activating worklists
• Go to Transaction FB00 and click on “Open Items” tab:
• Click on “Line Items” tab:
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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
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Maintaining worklists for clearing open items
• Go to Menu path: Accounting -> Financial Accounting -> General
ledger -> Environment -> Current Settings -> Maintain Worklist for
processing open items
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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
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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
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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
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B 62
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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
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B 140
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B 209
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G 0
B 0
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B 0
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B 80
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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
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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
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Questions
• Now:
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