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G/L Transactions
Special G/L transactions are special transactions in accounts receivable and
accounts payable that are recorded in the General Ledger in alternative
reconciliation accounts instead of the normal Vendor/Customer reconciliation
accounts. We usually make use of Special G/L Transactions to take care of business
process requirements of down payments, retentions, guarantees etc. In this post we
will discuss the concept of Special G/L Transactions, the system settings for Special
G/L Transactions and some end user activities related to Special G/L Transactions.
SAP has already made available various types of Special G/L transactions in the
standard system. You can also define your own special G/L transactions if your
business requirements make it necessary to do so.
The following special G/L transactions are available in the standard system:
b) Payment requests
e) Bank bills
g) Security deposits
The configuration steps of the various types of Special G/L Transactions listed above
are similar, as well as their treatment by the system. Therefore we will concentrate
only on a few of them. In this post we will discuss the down payments and down
payment requests. In the next post we will discuss other special G/L transactions like
payment requests, guarantees etc. These are the more commonly used special G/L
Transactions and also because we cannot talk about all of them in detail in just two
blog posts.
We will concentrate on the special G/L indicator “A” and “F”. However, whatever
applies to them applies to the others as well.
Click on create icon if you want to create a new special G/L Indicator. The
standard SAP provided Special G/L Indicators are more than enough for our
purpose.
Now double click on the special G/L indicator “F” (Down payment request).
Assign your alternative reconciliation G/L accounts alongside your normal vendor
reconciliation accounts. It is assumed that you have already created these
Alternative Reconciliation accounts, if not create them with FS00. The alternative
reconciliation GLs should have the following characteristics.
ii. Special GL Account (alternative reconciliation account) for down payments made
is assigned the field status group G067.
iii. One special GL Account can be assigned to more than one normal vendor
reconciliation account.
Relevance for the credit limit check: If you have a customer credit limit
management process in your organization, setting this indicator means that special
g/l transactions are included in your credit limit calculation.
Commitment Warning: If this indicator is set, the system gives an alert that a
down payment exists when you try to process a transaction on an affected vendor or
customer. For example you post a down payment on a vendor and then
subsequently you try to process an invoice on the same vendor, the system will
issue the warning that a down payment exists on this vendor. It is more relevant to
set this flag when configuring the down payment and not the down payment request.
Target special G/L indicator: Just enter here the special G/L indicators permitted
for noted items during document entry (F-47).
Special G/L transaction Types: For each special G/L transaction you are
defining, you have to decide which type of special G/L transaction it will be (bill of
exchange, a down payment or another transaction).
Posting Keys: Posting keys determine how a particular special G/L transaction
will be posted in the G/L either as a noted item or real update postings (if not a noted
item). With a standard Special G/L item the posting keys appear as a default. If for
any reason you want to define your own posting keys you can do so.
Now repeat the same process by double clicking on the special G/L indicator
“A” (Down payment) and go through the same process.
Assign your alternative reconciliation G/L accounts alongside your normal vendor
reconciliation accounts, just like in the preceding steps above.
The same explanation as in the case of the down payment request (see above)
applies. The only important difference is that commitment warning is flagged here,
and what means (as explained above) is that, the system will issue the warning that
a down payment exists on this vendor if you want to process anything on it. Another
difference is that we have not set the noted item flag here because a down payment
updates the accounting books unlike a payment request.
Notice that the account type here is “D” meaning we are dealing with Customer here.
If you compare this with a similar screen shot for down payments made, the account
type there is “K” meaning Vendor.
Now double click on the special G/L indicator “F” (Down payment request).
Assign your alternative reconciliation G/L accounts alongside your normal Customer
reconciliation accounts. The characteristics of the Special G/L accounts (alternative
reconciliation accounts) are similar to the case as in down payment made, except
that the alternative reconciliation account in the case is of type “D- Customer” and
the field status group is G031.
The fields here have the same explanation as in the case of the vendor down
payment request (see above). The major difference is in the posting key. We use
here “09” and “19” posting keys for debit and credit postings respectively.
We repeat the same steps as above for the special G/L Indicator “A” (down
payments), by double clicking on it and maintaining the properties.
In SAP a down payment process starts with a down payment request, although this
is not a required condition.
A down payment request (down payment made) can be created in FI (F-47) either
with reference to Purchase Order in MM (WRTPO) or independently, without
reference to PO. If you are going to be creating down payment requests with
reference to PO, then additional configuration settings have to be maintained in MM.
Usually this activity should be carried out by your basis team. Use
transaction SFW5 to activate this business function.
The activation of this function module, has the impact of adding an additional tab
(Payment Processing) in the ME21N transaction (creation of a purchase order) and
also an additional field (Down Payment Category).
With this setting you can process down payment from MM.
Double click on the field status group (G067) assigned to your alternative
reconciliation account.
Double click on Material Management Group.
Set the purchase order field to optional entry.
With this setting, the Purchase order field in your F-47 screen will be active, which
should enable you to create a down payment request with reference to purchase
order (WRTPO). You populate in this field with the purchase order number of the PO
that relates to your down payment request.
c) Activate of the Sales Order field for the customer down payment request
screen (F-37)
Under this activity you activate of the Sales Order field for the customer down
payment request screen in your field status group of your alternative reconciliation
account and the posting key 19.
To activate the sales order field for the filed status group of your alternative
reconciliation account, follow the menu path:
Now use transaction OB41 to activate the sales order field in the posting key
4) Down Payment Request, Down payment and Down Payment Clearing (End
User Activity)
I will not discuss this in detail here, for the simple reason that the blog post will be
unnecessarily long and also for the fact that I have written about this in another blog
post.
I will only list the processes involved and the transaction codes or menu path to the
transaction.
Please refer to the blog post I wrote on this, which was published in
eursap.com.
http://sapgurus.com/including-a-debit-item-on-a-vendor-during-automatic-
payment-program-execution/
a) Create a down payment request using transaction F-47 (Vendor) or F-37
(Customer). This can be done in FI with reference to the PO or Sales Order or
without reference to these.
b) Execute the down payment through the payment program using transaction F110
or manually through transaction F-48 (Vendor) or F-29 (Customer).
c) Post a vendor invoice (FB60, FV60) or customer invoice (FB70), if the down
payment request is created without reference to PO or SO, alternatively process the
invoice from MM or SD as the case may be.
d) Execute the down payment Clearing using transaction F-54 (Vendor) or F-39
(Customer). Alternatively directly clear the down payment through the payment
program. After the down payment is cleared the balance on the Special G/L
(alternative reconciliation) account is removed.
We stop the discussion on the Special G/L Transactions (down payments made and
received) here, for now. We would love to hear your comments and suggestions.