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SAP AG 1999
What is a document parking?
Document parking
Park
Change
Post
Delete
Display Changes
Reporting on parked documents
Workflow and authorizations
Document Parking
Contents:
SAP AG AC260 5-1
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SAP AG 1999
!t the conclusion of this unit" you will #e
a#le to:
Descri#e the differences #etween parked"
held and posted documents
$nter" change" delete and post parked
documents
%nderstand options for reporting on parked
documents
Document Parking: %nit &#'ecti(es
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SAP AG 1999
Course &(er(iew Diagram
*pecial +,- .ransactions *pecial +,- .ransactions %nit %nit
Parallel Currencies Parallel Currencies %nit ) %nit )
!,P !,R /nformation *ystem !,P !,R /nformation *ystem %nit 0 %nit 0
Document Parking Document Parking %nit 1 %nit 1
2/ !rchi(ing 2/ !rchi(ing %nit 3 %nit 3
/ntroduction /ntroduction %nit 4 %nit 4
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.he credit department has heard a#out the
concept of parked documents and #elie(es
it will assist the Controller" as he must
appro(e all documents o(er a specified
dollar limit. Currently this process is done
manually and a #ottleneck occurs when
posting documents at month5s end. 6ou are
to in(estigate this alternati(e method of
processing.
Document Parking: 7usiness *cenario
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What is Document Parking?
%nlike 8held8 documents:
Parking a document generates a
document num#er
Parked data can #e e(aluated in (arious
R) reports
Document parking is an alternati(e way to enter
transaction documents in R,).
%nlike 8regular8 posted documents:
.ransaction figures are not updated
! user can re(iew" change" and then repark
the document
.he document will e(entually #e posted or
deleted
Using document parking, you can enter and store (park) incomplete documents in the R/3 system,
without extensive entry checks. You (or a dierent user) can complete, check and then post
previously parked documents at a later date.
!he advantage o document parking is that the data o these documents can "e included in reports
once the data is entered in the system. !hat is, you do not have to wait until the documents are
completed and posted. #or example, amounts rom parked documents can "e included in the advance
tax on sales/purchases report.
$n contrast to document parking, noted documents (held documents) merely allows you to interrupt
your data entry work on a document and save the data temporarily until you can resume posting. %o
document num"er is issued, and data entered is not included in any evaluations.
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SAP AG 1999
Document Parking: 2unctions
$ntering data and parking a document
Changing a parked document
Posting a parked document
Deleting a parked document
Displaying change documents
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Documents 6ou Can Park
Customer accounts :in(oices and credit memos;
<endor accounts :in(oices and credit memos;
+eneral ledger accounts :+,- postings;
You can park documents relating to customer, vendor, and &/' accounts. R/3 provides an additional
ast entry unction or &/' accounts.
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$ntering Data and Parking Documents
!ccess data entry through a different menu path than for
regular documents
$ntry screens are the same as with regular documents
.emplates a(aila#le for fast entry
Can use account assignment models
<alidation and su#stitution not acti(e
R/3 only checks inormation entered as part o a parked document as to whether it exists. (nly a ew
ields ) posting key and account num"er, or example ) are re*uired entry ields.
%o tolerance checks are carried out.
+hen you save a parked document, the system does %(! update control totals nor does it generate
automatic postings.
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Change documents and su#se?uently complete them
Can change most fields" including amount
Change indi(idual documents and line items
Change se(eral documents simultaneously (ia lists
Change other (alues (ia line items
Cannot change currency or company code
Changing a Parked Document
, parked document can "e changed, reparked repeatedly and "e completed step "y step. Users can
change a large num"er o header and item ields, including amounts.
$ you do not know the document num"er, use the document list unction. -nter selection criteria and
execute. !he system generates a list o parked documents you can select rom.
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Posting a Parked Document
!fter all changes ha(e #een made" you can post a
parked document
.he document #ecomes a regular posted document
Post indi(idually or (ia a list of parked documents
.he num#er of the parked document #ecomes the
num#er of the posted document
Can re(iew change documents
You can post documents individually or via a list. You can also create a "atch input session to post
parked documents.
.osting deletes the data in parked documents. !he document is posted to the document data"ase and
the appropriate data (transaction igures, etc.) is updated.
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Deleting a Parked Document
6ou can remo(e a parked document from the R,) system
Delete indi(idually or (ia a list of parked documents
Deleted parked document num#ers cannot #e reused
!o delete a document, you need to know the company code, document num"er, and iscal year.
!o ind a parked document num"er or to delete more than one document, use the document list
unction. -nter appropriate selection criteria, and the system will generate a list o documents that
match them.
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SAP AG 1999
!fter posting:
Display changes
*elect document
Displays changes to posted
documents plus changes to
parked documents #efore
posting
Displaying Change Documents
!ll changes to parked documents are logged and can #e displayed
#efore and after posting
7efore posting:
Display changes
*elect document
*hows changes to the
parked document
$ the num"er o a document was changed ) or example as part o changes to the document header )
you can search or changes made to the document under its original num"er.
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SAP AG 1999
Reporting on Parked Documents
@any *!P R,) deli(ered reports ha(e options to include
parked documents
6ou can include parked documents
in the document 'ournal
6ou can display parked documents in the line item
display screen
/ocument parking is linked to the account display and reporting unctions in #inancial ,ccounting.
0any reports can evaluate transactions stored as parked documents.
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!uthorizations and Workflow
Can set different authorizations for different users:
*ome users can post documents" others can only
park them
6ou can set up document parking to inform the users
whose 'o# it is to re(iew and complete parked
documents
6ou can set up appro(als at (arious le(els: amount"
account assignment" completion" and so on
$ncomplete documents can "e parked, then gradually completed with additional inormation. -very
time an incomplete document is parked, R/3 initiates a worklow containing a single task1
2complete2. Users whose 3o" it is to complete documents receive a message and can proceed to
change the parked document. !he message stays in the in"ox o every user concerned until one o
them marks the document as 2complete2.
(ther 4,. courses deal with worklow unctions in detail.
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SAP AG 1999
6ou should now #e a#le to:
Document Parking: *ummary
Descri#e the differences #etween parked
documents and those held or posted
%nderstand the functions for document parking
Demonstrate how to park" change" post" delete
and re(iew changes to parked documents
SAP AG AC260 5-15
0.43Document Parking Exercises
Unit: Document Parking
,t the conclusion o this exercise, you will "e a"le to1
/escri"e the unctions o document parking
Understanding the dierences "etween parking and other kinds o
document entry
!he 5ontroller has asked you to evaluate document parking as a means to
eliminate the manual "acklog at month end when he must approve all
documents a"ove a certain dollar limit. ,mong others, he asks the
ollowing *uestions1
6)6 !rue or #alse1
6)6)6 You can see parked documents in a line item display
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6)6)8 , parked document and its eventual posted version will have the same
document num"er
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6)6)3 You can use su"stitution in parked documents
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6)6)9 You can use account assignment models in parked documents
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6)6): You can review changes made to a parked document even ater you post it
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6)8 4ummari;e the advantages and eatures o document parking
6)8)6 %ame two advantages o a parked document over a held document
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6)8)8 +hat kinds o documents can "e parked<
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6)8)3 'ist : unctions you can perorm on a parked document
SAP AG AC260 5-16
6)3 /emonstrate the dierences "etween a parked document and a held document.
6)3)6 -nter the ollowing inormation as part o a &/' document posting, then
hold the document1
/ate1 !oday=s date
5ompany code1 6>>>
/ocument header text1 ?old@@6 where @@ A group num"er
/e"it (9>) &/' account 6>>>>> or 9B U%$
5redit (9B) &/' account 66>>>> or :> U%$
-nter the temporary document num"er.
6)3)8 -nter the ollowing inormation as part o a &/' document, then park the
document1
/ate1 !oday=s date
5ompany code1 6>>>
/e"it (9>) &/' account 6>>>>> or :> U%$
5redit (:>) &/' account 66>>>> or :> U%$
-nter your group num"er in the document header text ield
+hen you park the document, write down the document num"er
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6)3)3 'ook at the line item display or account 6>>>>>, company code 6>>>
Ce sure that the Parked items indicator is set. +hich document do you
see<
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6)3)9 Re)open the held document and change the amounts to 9D U%$. Re)hold
the document
6)3): (pen the parked document and change the amounts to :6 U%$. Repark
the document
6)3)E .ost "oth documents1 %ote the document num"er or the originally
Fheld2 document1
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,lso note the document num"er or the originally Fparked2 document1
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6)3)G 'ook in the line item display or account 66>>>>, company code 6>>>
and locate the documents you posted. /rilldown to the overview and
review the inormation availa"le on the document changes. +hat
inormation did you change on the ormerly parked document<
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SAP AG AC260 5-17
0.49Document Parking Solutions
Unit: Document Parking
6)6 !rue or #alse1
6)6)6 You can see parked documents in a line item display
True
6)6)8 , parked document and its eventual posted version will have the same
document num"er
True
6)6)3 You can use su"stitution in parked documents
False
6)6)9 You can use account assignment models in parked documents
True
6)6): You can review changes made to a parked document even ater you post it
True
SAP AG AC260 5-18
6)8 4ummari;e the advantages and eatures o document parking
6)8)6 %ame two advantages o a parked document over a held document
A parked document generates a document number
A parked document can be evaluated in R3 reporting
A parked document can be used in conjunction wit autori!ations and
work"low to automate approval processes
((thers)
6)8)8 +hat kinds o documents can "e parked<
#ustomer$ vendor$ and %&' documents
(r
(nvoices$ credit memos$ and %&' postings
6)8)3 'ist : unctions you can perorm on a parked document
Park$ cange$ post$ view canges and delete
6)3 /emonstrate the dierences "etween a parked document and a held document.
6)3)6 -nter the ollowing inormation as part o a &/' document posting, then
hold the document1
AccountingFinancial AccountingGeneral ledger
Document entryG/L account posting
-nter the data, then select
DocumentHold
6)3)8 -nter inormation as part o a &/' document, then park the document
AccountingFinancial AccountingGeneral ledger
Document entryPark document
-nter the data, then select
DocumentPark document
SAP AG AC260 5-19
6)3)3 'ook at the line item display or account 6>>>>>, company code 6>>>
AccountingFinancial AccountingGeneral ledger
AccountDisplay line items
Ce sure that the Parked items indicator is set.
You should ind the document you parked in the 2parked items2 section
6)3)9 Retrieve the held document and change the amounts to 9D U%$. ?old the
document again.
AccountingFinancial AccountingGeneral ledger
Document entryG/L account posting
Edit Select held document
0ake the necessary changes, then choose
DocumentHold
6)3): (pen the parked document and change the amounts to :6 U%$. Repark the
document
AccountingFinancial AccountingGeneral ledgerEdit or Park a
G/L Document
0ake the changes indicated, then choose Document Park
6)9 .ost "oth documents
!o post the Fheld2 document1
AccountingFinancial AccountingGeneral ledger
Document entryG/L account posting
Edit Select held document
4elect the appropriate held document
DocumentPost
SAP AG AC260 5-20
!o post the 2parked2 document
AccountingFinancial AccountingGeneral ledgerEdit or Park a G/L
Document
4elect the parked document in *uestion
DocumentPost
6)9)6 'ook in the line item display or account 66>>>>, company code 6>>> and
locate the documents you posted. /rilldown to the overview and review the
inormation availa"le on the document changes.
AccountingFinancial AccountingGeneral ledger
AccountDisplay/change line items
-nter the account and company code, then choose enter. /ou"le click on
your transaction to view details. !hen choose1
EnvironmentDocument changes
%either document will show any changes on the irst screen (which shows
changes made to the document ater posting). .ress enter again to view
changes made "eore posting the 2parked2 document. !hen click on any o
the ields to see what changes were made.
SAP AG AC260 5-21