Postings and Documents

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Table of content

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Table of content
1 Postings and Documents
1.1 Documents
1.2 Document type
1.3 Posting Dates and Posting Periods
1.4 Maintaining Specifications for Posting Documents
1.5 Screens and Navigation
1.6 Automatic Postings
1.7 Entering Taxes
1.8 Entering Documents
1.8.1 Entering Document Headers
1.8.2 Entering and Processing Items
1.8.3 Creating, Changing and Displaying Locks
1.8.4 Foreign Currency Postings
1.8.5 Entering Taxes
1.8.6 Entering Down Payment Items
1.8.7 Entering Statistical Line Items
1.8.8 Selecting Open Items for Posting with Clearing
1.8.9 Processing Open Items
1.9 Posting the Document
1.10 Aperiodic Postings
1.11 Document changes
1.12 Functions Available for Displaying and Changing Documents
1.13 Navigation in Documents
1.14 Mass Changes to Documents
1.15 Cross-Company Code Documents
1.16 Reversing Documents
1.16.1 Reversing Documents in a Mass Run
1.17 Document Archiving
1.17.1 Introduction to Data Archiving (CA-ARC)
1.18 Automatic Document Transfer
1.19 Workflows for Checks and Approvals
1.20 Customer-Specific Enhancements for Postings and Documents

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1 Postings and Documents

Purpose
This component enables you to post and process documents. These documents are either automatically imported from an operational or non-SAP system, or you
can enter and post them manually. You use this component to enter your basic settings for entering, posting, and processing documents both manually and
automatically.

Features
Postings are always stored as documents in the system (document principle); documents are proof of a business transaction (see Documents). Each document is
assigned a unique number (document number). You can have the system number documents automatically, or you can number them yourself. The document
type controls how numbers are assigned (see Document Type).
An official document number can be assigned to a document as well as the document number. This is required for reports to the tax authorities in some countries,
such as Argentina and Brazil. For more information about the assignment of official document numbers, see note 211778 in OSS.
When you are entering documents, you can also clear open posted items.
You can display documents and (provided certain prerequisites are met) change, reverse, and archive them. When you are entering and processing documents,
you can hide fields that you do not require, or define your own screens that list the document fields you do require. Individual industry solution components can
display fields in shortened form or as display fields.
In addition to line items that update transaction figures in the general ledger (such as those relating to invoices, payments, or credit memos), you can also post
statistical line items. These line items are noted on the contract accounts but do not need to be posted to the general ledger. They are processed both by the
dunning program and the payment program. They are used, for example, to post budget billing requests or charge receivables. Statistical line items are not taken
into account when checking the balance.
Documents can be posted across more than one company code. The balance of all the line items in a company code is always zero (see Cross-Company Code
Documents).
The system creates automatic postings for all business transactions. This includes taxes, discounts, and exchange rate differences. In so doing, it calculates the
relevant amounts, and automatically determines the G/L accounts to which they are to be posted. In addition to G/L accounts for automatic postings, you can
define further account assignments depending on the business transaction. You do this in Customizing. This simplifies the task of entering and processing
documents.
Industry-Specific Component Utilities (IS-U)
The system determines all accounts receivable and accounts payable, and all revenue and expense accounts automatically using the account assignments
entered in the line item. When you post a document, the system automatically determines the tax code according to the account to which the document is posted.
You can post budget billings either as budget billing requests (statistical documents) or as partial invoices. For more information, see the Invoicing, Invoice
Processing, and Budget Billing Plan sections of the Utilities Industry component .
You can settle documents on behalf of third parties using cross-company code invoice documents. For more information, see the Invoicing section of the Utilities
Industry component.
Industry-Specific Component Telecommunications (IS-T)
The system determines all accounts receivable and accounts payable, and all revenue and expense accounts automatically using the account assignments
entered in the line item. When you post a document, the system automatically determines the tax code according to the account to which the document is posted.
You can settle documents on behalf of third parties through the use of cross-company code billing documents. For more information, see the Invoicing section of
the Telecommunications component.
Industry-Specific Component Insurance (FS-CD)
In this component, all accounts receivable and payable, and all revenue and expense accounts are determined automatically by the system using the criteria
entered in the line item. You have to enter revenue and expense accounts if they are not to be determined automatically. In addition to G/L accounts, the dunning
procedure and item category are also determined automatically.
Tax calculation takes place in the operational system and is transferred to Contract Accounts Receivable and Payable when making the debit entry. You have to
enter the tax manually when you are posting manually.
Industry-Specific Component Public Services (IS-PS-CA)
The system determines all accounts receivable, and accounts payable, and all revenue and expense accounts automatically in accordance with the account
assignments entered in the line item, such as main and subtransactions.

1.1 Documents
Definition
Representation of business transactions in Contract Accounts Receivable and Payable which is changed as a result of the account balance in contract accounts
and/or G/L accounts.

Use
Documents serve as proof of the account balances in Contract Accounts Receivable and Payable and indirectly also as proof of summary data in General

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Ledger Accounting , Controlling , and Cash Management .

The open items contained in documents form the basis for subsequent processing, such as payments, dunning notices and interest calculations.

Structure
Documents consist of header data, items for contract accounts and items for G/L accounts. In addition to the unique document number, the header data also
contains the document type as the classifying attribute, the currency key and various date specifications.
All items contain the posting amount and the necessary information for General Ledger Accounting , Cash Management and Controlling .
The items in contract accounts also contain specifications regarding the due date, cash discount, dunning, automatic payments/debit memos, interest calculation
and additional industry-specific processes.
Items in contract accounts can be statistical. Statistical items do not update transaction figures in the general ledger. The corresponding open items are only
needed for creating follow-on postings. For example, when you clear a statistical charge receivable, it triggers the creation of a non-statistical charge receivable,
its clearing and the posting of the respective revenue. When you clear a budget billing request, it triggers the creation of a budget billing posting.
Documents can contain repetition specifications. In this case the document represents a time-dependent sequence of transactions with the same structure. For
example, you can post a budget billing request for which budget billing payments are requested every month for twelve months as a document. In an additional
item category, known as repetition items, data that varies with time (such as the due date for cash discount, due date for net payment, or billing period) is
recorded.
Repetition specifications can only be made if the document just contains statistical items.

1.2 Document type

Document types classify the documents in Contract Accounts Receivable and Payable and determine:
The number range from which the document number is assigned.
The minimum retention periods that are to be kept to before archiving.
How long after archiving you can still access the archive directly.
Whether postings in which different trading partners are addressed are allowed from a consolidation viewpoint.

1.3 Posting Dates and Posting Periods

To post a document in Contract Accounts Receivable and Payable, the relevant posting period must be open.
You define whether a posting period is open in Customizing (see IMG structure: Financial Accounting Global Settings Document Posting Periods Open
and Close Posting Periods ).
You can only carry out a posting in Contract Accounts Receivable and Payable if the period is allowed under account type V for contract accounts and under the
masked entry '*'.
If a period is to be closed only for postings in Contract Accounts Receivable and Payable but not for other postings, close this period using the account type entry
V . In addition, the system also checks the entries with account type S at G/L account level. Do not specify any account numbers for the contract accounts
entry, or for the entry * (all account types).

In order to be able to post in contract accounts receivable and payable after a release change from Release 4.51 (or earlier) to Release 4.61, enter account type
V for all variants in the posting periods.

Maintaining Specifications for Posting Documents

Use
External Transactions
You can assign own external - transactions to the main and subtransactions delivered by SAP. You assign your own installation-specific parameters for posting
documents to these own transactions. Internal transactions are all processes delivered by SAP, such as posting payments, calculating interest, or creating
installment plans. You can see an overview of these processes when you assign external transactions to internal transactions. The system determines both
external and internal transactions automatically for the relevant postings.
Business Area
You can define the business area in the contract account or in the transaction-relevant account assignment data. The system determines the business area
automatically for all postings in accordance with the specifications described below. If you enter the business partner in the business partner item directly, for
example, during manual posting, this entry overrides the automatic determination. The determination of the business area is based on the following:
1. In the first step the system reads the business area from the contract account to which the business partner item is assigned.
2. If no value is specified in the business partner item, the system derives the business area from the contract account.

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2. If no value is specified in the business partner item, the system derives the business area from the contract account.
3. If no business area can be determined for the item to be posted in this way, the system derives the business area from the transaction-relevant account
assignment data defined in Customizing.
If the system cannot determine a business area for the business partner item and business area financial statements are active for Financial Accounting (FI), an
error occurs when you post the document.
Account Determination ID
The account determination ID is used to determine the transaction- and main transaction-relevant account assignment data and is determined from the master data
of the contract to which the business partner item is posted for each posting.
Terms of Payment
For each posting in Contract Accounts Receivable and Payable , the terms of payment determine the due date of an item.

Procedure
Maintain External Transactions
Define the external transactions required and assign the required parameters to them. To do this, in the Implementation Guide for Contract Accounts Receivable
and Payable choose Basic Functions Postings and Documents Document Maintain Document Account Assignments Maintain
Transactions for Non-Industry Solution Contract Accounts Receivable and Payable Define and Parameterize External Transactions.
Then assign the external transactions to the internal transactions in the activity Assign External Transactions .
Business Area
Define the business area in the General Data of the account (SAP menu: Master Data Contract Account Create/Change ) or in the Implementation
Guide for Contract Accounts Receivable and Payable under Basic Functions Postings and Documents Document Define Account Assignments
for Automatic Postings Automatic G/L Account Determination Define Transaction-Relevant Account Assignment Data for FI-CAX .
Account Determination ID
Define the account determination IDs required in the Implementation Guide for Contract Accounts Receivable and Payable under Basic Functions
Contract Accounts Define Account Determination IDs . Define the account determination IDs in the contract accounts. Then configure the transactionrelevant account assignment data and the main transaction-relevant account assignment data with the account determination IDs you have defined. To do this, in
the Implementation Guide for Contract Accounts Receivable and Payable , choose Basic Functions Postings and Documents Document Define
Account Assignments for Automatic Postings Automatic G/L Account Determination .
Terms of Payment
Define the terms of payment in the Implementation Guide for Contract Accounts Receivable and Payable under Basic Functions Postings and
Documents Document Maintain Terms of Payment and then define them in the contract accounts of the business partner.

1.5 Screens and Navigation

You enter and process documents on the following processing screens:
Header screen
The header screen contains fields for entries that are the same for all line items or that control document entry, such as tax calculation.
List screens
To enable you to enter documents effectively, the system presents the input fields required for each line item in the form of a list. In Customizing, you define
screen variants for the list screens (see the IMG structure for Contract Accounts Receivable and Payable Basic Functions Postings and Documents
Document Screen Preparations ). To get a different subview of the data you have entered, you can switch between the variants using the function
Screen Variants .
List screens are available for business partner items and G/L items.
You can make all user-specific settings (SPA/GPA parameters) for entering/changing documents under Settings Display/Change on the initial screen.
When you save your entries, the system updates the user master record. With the SPA/GPA parameters 802TC and 803TC on the initial screen of the
transaction Post Document , you can enter both line layouts under Line Layout for List Entry . If you choose the function Display/Change Settings , a dialog box
appears; here you can choose the variants using input help and save them, whereby the variants are saved in the user parameters.
Detail screens
Detail screens contain all fields that are available for line items. In Customizing, you hide fields that are not required (see the IMG structure for Contract Accounts
Receivable and Payable Basic Functions Postings and Documents Document Screen Preparations ). Detail screens are available
for business partner items and G/L items.
Overview screen
On the overview screen you can display the line items entered in summarized form. The overview screen is divided into the following parts:
Summarized list of business partner items
All items with the same data in the following fields are summarized:
Company code
Business partners
Contract account

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 Contract
G/L account
Industry
Due date
Due date for cash discount
You can choose between two predefined variants with the Line Layout function: Contract , Division or Due Net/Due with Cash Discount .
The overview screen for document display also contains the automatically created postings that cannot be displayed when you enter a document. The following
specifications also appear as part of the overview:
Compressed list of G/L account items per company code and G/L account.
Compressed display of the items cleared with this document (for clearing documents).
Tax screens
Tax screens are display screens for the tax items to be created or that have already been created. The tax screens used depend on whether you have selected
the field for the jurisdiction code (USA or Canada) in the document header.
Screen for processing open items
If you want to clear open items straight away with the line items you enter, you can process the open items on a separate screen for clearing. For more information,
see Processing Open Items.

Prerequisites
In Customizing, you define the fields that you do not require and screen variants for the list screens (see the IMG structure for Contract Accounts Receivable and
Payable Basic Functions Postings and Documents Document Screen Preparations ).

Activities
You can navigate between the processing screens. The following functions are available:
You want to:

Choose the following function:

Enter a business partner item

Detail screen: BP item

Detail screen: BP item

Enter a G/L account item

Detail screen: G/L item

List screen: G/L item

Display tax items

Taxes

Select open items

Select open items

Process open items

Process open items

Display header data

Header

Display document overview

Overview

1.6 Automatic Postings

Use
Certain G/L items are created automatically. This reduces the manual entries required.

Features
During clearing, items for cash discount, payment differences, revenues from charges, exchange rates differences, and any necessary tax adjustments are
amended automatically (see
Automatic Postings During Clearing).
With all business transactions containing cross-company code documents, offsetting entries representing receivables and payables between the company codes
involved are amended automatically.
When posting down payments, you may have to post the tax from a general ledger viewpoint. No special line items for tax and tax clearing are generated for this
in Contract Accounts Receivable and Payable . Only the tax code, tax amount, and account numbers for the tax account and tax clearing account are noted in
the open item for the down payment. This information is sufficient for updating the general ledger.

Prerequisites
The accounts to be posted to must be defined in Customizing for the line items to be created automatically (see the IMG structure for Contract Accounts
Receivable and Payable Basic Functions Postings and Documents Document Define Account Assignments for Automatic Postings ).

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1.8.5 Entering Taxes

Prerequisites
The system determines the tax accounts automatically. Define the corresponding account numbers in Customizing (see the IMG structure for Contract Accounts
Receivable and Payable Basic Functions Postings and Documents Document Define Account Assignments for Automatic
Postings ).

Features
If taxes are to be taken into consideration during document entry, you have the following options:
Manual entry
Automatic calculation of taxes from the business partner items
Automatic calculation of taxes from the G/L account items.
You can set the preferred entry type in the options. You can change this setting on the initial screen and during document entry.
You can post documents with or without tax jurisdiction code. You define this on the initial screen by selecting the Jurisdiction code indicator.
The tax base amounts for line items that are the same with regard to their tax code, company code, tax jurisdiction and tax date are added for tax calculation
purposes. The tax is first calculated on the totals.
When you display the document, the tax items appear on the overview screen in the G/L account item area. They form part of the document balance.
Here you distinguish between line items that result in tax and tax items:
Line items that result in tax
You enter the tax code, tax jurisdiction, and tax date. A line item that involves tax may generate several tax items. You enter these items involving tax in the
lower half of a list screen (for business partner items or G/L account items).
Tax items
You cannot actually enter tax items: You can, however, display them with the Taxes function.
If you delete a line item that results in tax, all tax items generated from this item are deleted.
In the industry solution components Utilities and Telecommunications , the tax items are created automatically from the business partner
item.
For more information, see Entering Taxes.

1.8 Entering Documents

Purpose
You enter documents using the Post Document function. The way you proceed depends on the document type.
Posting without clearing open items
For example, if you post a payment on account or carry out a transfer posting or debit entry, you post the document without clearing any items. In this case you
carry out the following steps:
1.
2.
3.
4.

Enter the document header.

Enter the business partner items.
The G/L account items are normally created automatically by the applications (see Automatic Postings). You can also enter them manually if necessary.
Post the document

Posting and clearing open items

You usually clear items with one of several specialized functions, which include payment lot, payment program, account maintenance, or write-offs. You can also
clear open items during document entry. In this case you carry out the following steps:
1.
2.
3.
4.
5.

Enter the document header.

Enter the G/L account items where necessary (example: Incoming payment in a bank clearing account).
Enter business partner items where necessary (payments on account or transfer postings).
Select and process the open items.
Post the document.

Prerequisites
You have made the settings in the Implementation Guide for Contract Accounts Receivable and Payable under Basic Functions Postings and
Documents .
If you frequently enter single postings of a specific category online, for example, in the cash desk or in the cash journal, and usually always use the same
document type, the response times may be slow because all users use the same number range for document number assignment. To avoid slow response
times, you can assign several number ranges to a document type for single postings (see Implementation Guide for Contract Accounts Receivable and Payable
under Basic Functions Postings and Documents Document Maintain Document Account Assignments Document Types
Maintain Document Types and Assign Number Ranges (Additional Number Ranges for Individual Processing) ).

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Result
Posting without clearing open items
The system posts a document.
Posting and clearing open items
The clearing document created may contain business partner and G/L items as well as a list of the cleared items in the lower portion of the overview screen.

1.8.1 Entering Document Headers

Choose one of the following paths:
Roles
Manual Postings ( SAP_FI_CA_MANUAL_POSTINGS) Post Document
SAP Menu
Document Post
The initial screen for posting a document appears.

Enter the required data:

Document type (see the "Document Types" section)
Currency (see
Entering Foreign Currency Postings)
Document date
Posting date (see also
Posting Dates and Posting Periods)
Reconciliation key (see
Creating Reconciliation Keys).
3. Also select the following:
A screen variant. This determines which fields are ready for input or are hidden when you enter a document.
How the taxes are to be entered or determined.
If necessary, define a company code that is relevant for all items.
4. Now enter the line items (see
Entering and Processing Items).

You can still change certain document header data during the entry transaction.

1.8.2 Entering and Processing Items

After the header data, you now enter the line items and process them. Depending on the business transaction to be posted, you have the following options:
To

Proceed as follows:

Enter or adjust one or more business partner items

Use the detail screen if you want to enter an item and not all the required fields
are available on the list screen. Choose BP item.
Use the list screen if you want to enter more than one item. Choose the BP
item function for a display in list form.

Enter or adjust one or more G/L account items

Use the detail screen if you want to enter an item and not all the required fields
are available on the list screen. Choose G/L item .
Use the list screen if you want to enter more than one item. Choose the G/L
item function for a display in list form.

Delete a business partner item or G/L account item

Call the corresponding list screen and place the cursor on the required item.
Choose the Delete function.
Delete an item on the detail screen by choosing Edit Delete item .

Enter an incoming payment

1. Choose G/L item .

2. Enter the data for the bank posting.
3. Now choose the open items for clearing, and process the items. To do
this, choose the Select open items and Process open items functions.
For more information, see Processing Open Items.
You can switch between the selected open items and the current document at
any time. The remaining open items stay in processing mode.

Enter repetition data

1. Choose Repetitions Enter data.

2. Enter the data to be repeated (interval, number).
3. Assign the valid repetition specifications to the individual line items using
the field for the repetition group. To do this, we recommend that you create
a screen variant with repetition data.
You can display the repetition data using Repetitions Display .

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You can display the repetition data using Repetitions Display .

Result
If all the items have been entered correctly, the balance should be zero. You can now post the document.

1.8.3 Creating, Changing and Displaying Locks

Use
There is one lock field for dunning, payments, clearing and interest in the Change document: item screen. You enter a lock reason in this field if you want to lock
a line item. You can set the lock for a limited period or set multiple locks for each business transaction.

Prerequisites
The lock reasons for dunning, payment, clearing and interest have been maintained in Customizing.

Procedure
Call up the line item you want to change.
Enter the payment lock reason , the clearing lock reason, the dunning lock reason or the interest lock reason in the appropriate field on the payment
data tab page on the Document change: item screen.
If you want to set a lock for a limited period or if you want to set or display multiple locks, press the arrow key next to the respective lock field.
You will see a dialog box for displaying and entering the lock interval or the lock itself. This window takes you to the lock history, in which the changes to
the locks are logged.
You can change and delete the locks in this dialog box.
Be aware of the following:
- If you only specify one lock reason, the lock will be for an unlimited period of time.
- If you only specify one lock reason, you can change the lock in the Change document: Item screen. If multiple or limited-time locks have been set,
press the arrow key to make changes. The system displays a dialog box in which you can change the locks.
- If you have set multiple or limited-time locks, only a ~ will be shown in the lock field in the Change document: Item screen. In this case, choose the
arrow key to display the locks.

Result
The line item is locked for the business transaction selected either for a limited or unlimited amount of time, depending on the lock reason.
Items with a clearing lock are not paid. In the exception list, they are marked with the item indicator 5 (account is locked for clearing) or 13 (item is locked for
clearing).

1.8.4 Foreign Currency Postings

Prerequisites
You have made the required settings in Customizing and defined the currency keys and exchange rate specifications (see the IMG structure: Global Settings
Currencies ).
You have defined in the user settings whether:
The amounts are to be entered in document currency only. The local currency fields are then hidden during document entry.
Documents can be entered in currencies other than the company code currency.
You can check your user settings with the following paths:
Roles
Current Settings Contract A/R & A/P
Maintain User-Specific Posting Settings
SAP Menu
Settings Current Settings Maintain User-Specific Posting Settings
You can maintain foreign exchange rates under the following paths:
Roles

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Current Settings Contract A/R & A/P Enter Exchange Rates

SAP Menu
Settings Current Settings Enter Exchange Rates

Activities
Enter the foreign currency in the document header. This ensures the currency is unambiguous in the document.
You can specify the exchange rate in the header when entering foreign currency postings if you have specified in your user settings that you only enter
documents in company codes with the same local currency. This local currency must also be specified in your user settings. The exchange rate is then used as
the default value for translating the amounts in the line items.
You can enter an exchange rate as well as both the local currency and foreign currency amounts in the line item. Mismatched combinations of entries are
corrected by the system.
You can only post a document if it has a zero balance for each company code involved in both local currency and transaction currency. If you manage other
currencies in parallel to the local currency (such as the group currency), a zero balance is required here too.

1.8.5 Entering Taxes

Use
If taxes are to be taken into consideration during document entry, you have the following options:
Manual entry
Automatic calculation of taxes from the business partner items
Automatic calculation of taxes from the G/L account items.
You select the necessary field on the document entry initial screen. You can change your selection in the line item using Settings Taxes .

Procedure
Manual entry of tax data
You select the necessary field on the document entry initial screen.
You enter the data required for calculating tax on the lower half of the screen in the business partner or G/L account item:
Tax code and tax base
Tax jurisdiction code and tax date for company codes that use the jurisdiction code (such as company codes in the USA)
The system proposes the posting date as the tax date. The tax amount is calculated and is not an input field.
Automatic calculation from the business partner items
You select the necessary field on the document entry initial screen.
You enter the respective tax codes in the business partner items.
If necessary, the system automatically determines the tax date from the posting date and the tax jurisdiction code from the business partner-specific details
in the contract account.
The amounts from the business partner items are totaled per tax code or per combination of tax code, tax date and tax jurisdiction code. From the total, the
system determines the net amount (this is the tax base amount) and the tax amount.
When you post the document, the line items for the tax are created automatically.
Automatic calculation from the G/L account items
You select the necessary field on the document entry initial screen.
You enter the tax code in the G/L account item.
If necessary, the system automatically determines the tax date from the posting date and the tax jurisdiction code from the business partner items. If several
tax jurisdiction codes have been entered there, the system cannot automatically calculate the taxes from the G/L account items. A message appears.
The amounts from the G/L account items are totaled per tax code or per combination of tax code, tax date, and tax jurisdiction code. From the total, the
system determines the net amount (this is the tax base amount) and the tax amount.

Items giving rise to tax are displayed in the lower half of all list screens. Actual tax items are displayed on a separate list screen; choose the
Taxes function.

1.8.6 Entering Down Payment Items

Down payment items are created when a payment for a down payment request is posted. Down payment items are generated automatically when a payment lot
is posted or by a payment run, provided the payment for a down payment request appears.
To enter a down payment item for which there is no down payment request, select the Down payment field in the business partner item.

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If down payments are relevant to tax, you must enter a tax code. The account numbers for the tax account and tax clearing account are then automatically entered
in the fields defined for this purpose in the down payment item.

1.8.7 Entering Statistical Line Items

To enter a statistical line item, you only need to specify the type of statistical item (such as a statistical charge receivable) in the Statist.key (statistical key) field.
Statistical items are not included in balance calculation.

A document that has been entered manually can only contain one type of statistical item.

Selecting Open Items for Posting with Clearing

Use
If you want to clear open items when entering a document, choose the items you require by specifying selection criteria.

Prerequisites
You have specified the required selection criteria (selection categories) in Customizing (see the IMG structure for Contract Accounts Receivable and Payable
Basic Functions Open Item Management Specify Selection Categories ).

Procedure
1. Choose Edit Select Open Items anywhere within document entry.
The Enter Selection Criteria dialog box appears.
2. Enter at least one of the following selection criteria:
Business partner, contract account, contract number, payment form number, payment form reference, document number, reference number, or number of a
payment advice note.
Selection criteria of the same type are linked with a logical Or. For example, if you specify business partner number 4711 and 4712, the system selects
the items that are posted to contract accounts for business partner 4711 or 4712.
Selection criteria of different types are linked with a logical And. For example, if you enter business partner number 4711 and contract account numbers
V100 and V101, the system only selects those items that have been posted to business partner 4711 and either contract account V100 or V101.
Selection according to the payment advice note cannot be combined with other selections.
3. You can specify one or more company codes as an additional selection criterion.
4. Choose Continue .
The screen for processing open items appears.
5. Now process the open items.

1.8.9 Processing Open Items

Use
When processing open items, you select the items that are to be completely or partially cleared. You can also define whether cash discounts are allowed and to
what extent.

Prerequisites
During posting, account maintenance, or clarification processing of a payment lot, you have selected open items and you are in the overview screen with the open
items.

Features
When processing open items, you can:

Select items for processing

Activate or deactivate open items (see Assigning Clearing Amounts and Cash Discounts). Only active items are included in the clearing.
Change clearing amounts (see Assigning Clearing Amounts and Cash Discounts)
Activate or deactivate cash discounts (see Assigning Clearing Amounts and Cash Discounts)
Change cash discount amounts (see Assigning Clearing Amounts and Cash Discounts)

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 Sort the list of open items

You can define the initial sorting for the items. To do this, enter a function module for event 0103; this defines the fields that you want to use for sorting.
Search for items with certain properties (button
Select filtered items

Filter , see Searching for Open Items).

You can use the functions Filter and Select in combination. After you have filtered items (button

Filter ), you can select the items found with the button

( Select Filtered Items ) to then activate or deactivate them.

Expand summarized rows or summarize rows (see Deactivating the Summarized Item Display)
Define how the list is displayed
In order to ensure efficient processing of open items, you should use a suitable setting for the processing screen. On the Document Posting: Process Open
Items screen, choose Setting Display Format .
Select items, thus selecting open items of various contract accounts. The additional items selected are displayed at the end of the list. Choose:
Edit Select More All for Partner
Edit Select More All for Account
Edit Select More Any Items
Define alternative amounts for clearing in alternative currency
The system carries out the translations required automatically. The translation involves two steps:
Translation of document currency to local currency
Translation of local currency to clearing currency
For the translation, the system uses the average rates in accordance with the exchange rate table. If you have agreed other exchange rates or amounts with
the customer, differences arise during the translation. To avoid these differences, you can change the translated amounts (see Assigning Clearing Amounts
and Cash Discount).
Bundle items before clearing (see Bundling Open Items during Clearing).

You can process open items using:

Commands (see: Processing Open Items Using Commands)
Function keys or menu entries
The mouse

1.9 Posting the Document

You can post a document when it has a zero balance. During posting, the summary records for the
reconciliation key specified in the document header as well as any balances in Cash Management are updated.
You can post the document under the following paths:
Roles
Manual Postings (SAP_FI_CA_MANUAL_POSTINGS ) Post Document
SAP Menu
Document Post

1.10 Aperiodic Postings

Use
If a posting period is already closed, but you still have to post expenses or revenues to this posting period, you can carry out an aperiodic posting.

Prerequisites
You have entered the accounts to be posted to (posting area 0140) in the Implementation Guide for Contract Accounts Receivable and Payable , under Basic
Functions Postings and Documents Document Define Account Assignments for Automatic Postings Automatic G/L Account
Determination Define Alternative Accounts for Aperiodic Postings .

Features
For aperiodic postings, aperiodic documents are created. The system derives the account assignment of the revenue item for the G/L account of an aperiodic
document automatically from posting area 0140 in contrast to documents posted in an open period.

Activities
1. To post a document in a period that is already closed, in the SAP menu choose Document Post .
2. Enter the header data of the document.
3. In the menu of the transaction choose Edit New Business Partner Item . Enter the business partner items and set the indicator Aperiodic Posting
under Aperiodic Postings .
4. Save the document.
To post the documents manually, see also Entering Documents.

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1.11 Document changes

Features
You can change the field contents for a document. The changes are logged. You can display the document changes from the transactions to display and change
documents by using the Environment Document changes function.
Field groups can be locked from document changes by using the authorization object F_KKKO_AEN. The changeable fields are grouped into field groups in the
business partner items for a document, for which only certain users receive a change authorization. This means that you can ensure that certain fields can only be
changed by selected users.
A field that is contained in at least one field group, for which there is no change authorization, cannot be changed by using the change document transaction.
If you have defined some changeable additional fields in the business partner item, the list of these non-changeable fields is made available in the function
module FKK_DOCT_AKTYP_GET.
You define the field groups in the contract accounts receivable and payable IMG: Basic Functions Postings and Documents Basic Settings Define
Authorizations for Changing Fields.

Functions Available for Displaying and Changing Documents

If you want to display or change a document, choose one of the following paths:
Roles
Manual Postings ( SAP_FI_CA_MANUAL_POSTINGS ) Display/Change Document
SAP Menu
Document Display/Change
On the initial screen, you can specify either the document number or the reference document number. If you set the Compressed indicator, you can hide empty
or empty, non-modifiable fields.
You can also use the following functions on the initial screen:
Function

Display

Goto Document Header

Document header data

Goto First Item

First document item

Goto Overview

Business partner items, G/L account items, and clearing of receivables document

Goto Business Partner Item List

Business partner items for the document

Goto G/L Item List

Only the G/L items for the document

Settings Taxes

Tax data for the document

Read from Archive (Pushbutton)

Documents from the document archive (including archived SD documents).

However, you cannot display change documents for archived documents. You cannot
change documents read from the archive or rewrite them to the database.

If you have selected the document for the Document Display or Document Change, you have the option of using additional views as well as the list of
individual items:
Function

Display

Goto Physical View

Displays business partner items and repetition specifications separately

Goto Logical View

Displays integrated business partner items and repetition specifications, with due date,
clearing numbers, and open residual amounts

Goto Due Date View

Displays due dates, deferral date, payment and dunning blocks in a logical view

Goto Payments/Returns

Displays the payments, payment returns, and returns with return reasons, bank data,
and return texts for the selected business partner item

Extras Interest Supplement

Displays the interest data for an item on which interest has been calculated

Extras Payment Card Supplement

Displays the payment card data for a clearing document for which receivables were
cleared by the payment run or cash desk using the payment card payment method.

Extras Profitability Analysis

Displays the profitability analysis account assignment for the G/L item

Extras Deferred Revenues

Displays the trigger for deferred revenue postings for receivables for which a revenue
deferral has been carried out.

Extras Corrections

Displays the trigger records for doubtful items.

Environment Document Changes

Displays document changes

Environment Master Data

Displays the contract account, business partner, and contract data for the document

Environment Posting Totals

Displays the posting totals for the reconciliation key used to post the displayed document.

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By double-clicking on the business partner item, you can go to the detail display. You can now use the following functions to display clearing documents:
Function
Environment Cleared Items

Display
Displays the items cleared with this clearing document within the account balance
display

Environment Previously Cleared Items

For a clearing document for which clearing postings have been reset, this displays the
items that were cleared with this document.

Environment Payment Usage

Displays the items cleared with this clearing document in a dialog box.

Environment Bank Data from Returns Document/Payment Lot/Payment Run

Displays the bank data from the sources mentioned

Environment Clearing Analysis

For the clearing document, displays the items that were cleared.
For items that are still open, this function displays the status of the item (open, cleared,
partially cleared).

Extras Clearing History

Displays clearing postings and resetting of clearing postings in a chronological view

Environment Clearing Document

Displays the clearing document for the open business partner item

You can use the following functions for dunning/installment plan/collective bills:
Function
Environment Source Receivables

Display
For an installment plan document, this function displays all the items that went into this
installment plan and were replaced by it.

Environment Line Items: Collective Bill

Displays the individual invoices that make up a collective bill

Environment Installment Plan

Displays the installment plan for the installment plan document

Goto Dunning History

Displays the dunning history for the dunned items

When you display a business transaction that consists of several documents, you can use the following functions:
Function

Display

Document Business Transaction Individual Document Display

Displays the individual document of a business transaction

Document Business Transaction Total Display

Allows you to switch from the individual document to the overall business transaction

You can use the following functions in connection with the changeover to the Euro:
Function

Display

Goto Document Prior to Conversion

Displays the document data before the Euro conversion

Euro Simulation On (Pushbutton)

Displays the amounts in Euro

In the detail display for the business partner and G/L item, the data is organized on tab pages. By pressing the First Offsetting Posting button in the navigation
area for the detail screens, you can switch between the detail screen for the business partner item and the detail screen for the general ledger item.

1.13 Navigation in Documents

Use
When you are displaying or changing documents, in addition to switching between the different document views and displaying additional information for the
document as described in the section
Functions Available When Displaying and Changing Documents, you also have the following options: You can navigate between the items, the repetition items,
the partial payment items, and the business partner items of a document.

Features
On the detail screen for displaying business partner items, in the Navigation area, you can use an item counter, repetition counter, or a subitem counter.
You can use the buttons next to the item counters to navigate between the individual items. The data appears in the Business Partner Items area
.

Integration
By double-clicking on the output fields, you can display the detailed information about the objects displayed in the business partner item (for example, business
partner, contract, installment plan).

1.14 Mass Changes to Documents

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Use
You can use the transaction Mass Changes to Documents to change several line items at once.

Integration
If you want to define alternative business partners (for payment) that have not yet been created, you can create them from mass changes.

Prerequisites
In the system settings, you can determine the layout of the list of business partner items to be changed by defining line layout variants for mass changes to
documents. From the Contract Accounts Receivable and Payable IMG, choose Basic Functions Postings and Documents Document Screen
Preparations Define Line Layout Variants for Mass Document Change .
You can define an initial sorting for processing open items. To do this, enter a function module for event 0103; this defines the fields that you want to use for sorting.
You can also include any customer field that is in the structure FKKOP in a line layout variant.

Activities
1. Choose one of the following paths:
Role
Manual Postings ( SAP_FI_CA_MANUAL_POSTINGS ) Mass Changes to Documents
SAP menu
Document Mass Change
2. You select the line items to be changed in the same way as you select open items, by entering the business partner, contract account, contract or document
number.
3. Choose Continue .
The selected open business partner items appear in a list. There you can change the following data:
Payment data
Dunning data
Due date data
Locks
Payment data (alternative payer, alternative payment recipient)
4. Select individual items and enter the required changes individually or select all items to be changed and enter the changes that apply to all items in the
upper part of the screen. If you choose the button
For Deletion , on the upper part of the screen you can select the fields to be deleted in all selected
items.
You can also delete all locks with a specific lock reason, or all locks regardless of the lock reason, add new locks, and change existing locks. You can
display simultaneous locks by including the fields SPZAH_LST, MANSP_LST, SPERZ_LST, and CLRLO_LST in Customizing for the line layout variant with
the texts Payment Locks, Dunning Locks, Interest Locks, Clearing Locks . Doubleclick on these fields or the lock fields to display all locks. You can then
make changes to locks in the dialog box that appears.
5. Via the button
Transfer New Values , you can transfer the changes to all items selected.
6. Press Save to save the changes on the database. Change documents are updated in the same way as for changes to individual documents.
As well as making changes to individual fields, you can split document items when carrying out mass changes. You can change the subitems that arise in the
same way as the original item. This means that as in the original item, you can enter different alternative payees, payment methods, or locks. Choose the
pushbutton Copy from the list to split a line item. The original item is copied and the amounts are ready for input. You can either input the amounts manually or
you can change the original item automatically by double clicking on the amount field such that the total of the subitems corresponds once again to the original
amount. You can also enter percentages according to which the amounts are distributed. If you choose the pushbutton Delete from the list, the subitems created
as a result of the split are deleted. You can also define a distribution rule for several selected items. To do this, select the relevant items and choose the
pushbutton Distribute .
Example
Document number

Amount

Business partners

4711

100

1002

Payment lock

4733

200

1002

Alternative payee

If you select both documents, there is a total amount to be split of EUR 300. This should be split as follows:
20%, alternative payee G1, no payment lock
30%, alternative payee G2, no payment lock
50%, payment lock A
This results in:
Document number

Subitem amount

Business partners

Alternative payee

4711

20

1002

G1

4711

30

1002

G2

4711

50

1002

4733

40

1002

G1

4711

60

1002

G2

4711

100

1002

Payment lock

This means that EUR 20 + EUR 40 = EUR 60 can be paid to alternative payee G1, and EUR 30 + EUR 60 = EUR 90 to G2.

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You can only use one distribution rule for each mass change.

1.15 Cross-Company Code Documents

Points to note when entering documents
You can post documents across more than one company code. The company code is not recorded in the document header, but separately for each line item. You
can enter items for several company codes in one document.
If you enter a cross-company code document or one is created by a program, you can only post it if all of the non-statistical items balance out to zero in document
currency.
The following applies for the local currency and any simultaneously managed currencies: If the corresponding values have been specified and the local currency
(or parallel currencies) for all company codes affected are the same, then all of the non-statistical items must also balance out to zero in these currencies.
From a financial accounting viewpoint, the balance in each company code involved has to be zero in addition to the total balance in a document being zero. This is
achieved by offsetting items that are automatically added to the document. These offsetting items reflect the receivables and payables between the company
codes that result from the cross-company code transaction.
The offsetting entries are generated so that receivables and payables are always created for the first company code mentioned in the document for all other
company codes. An offsetting entry is generated in each case in each of the other company codes.
Points to note when entering taxes
When you enter documents relevant to tax you can have the system calculate tax amounts and add information to tax items or you can enter tax data manually.
For more information, see
Entering Taxes. If these are cross-company code document, tax postings for multiple company codes will be created automatically if postings must be made with
tax.
The following applies to cross-company code documents:
You can enter a tax company code that applies to all line items in the document header. This company code is used for posting tax. This tax company code
is the company code that issues the business partner a bill (which displays the tax) or that contains a business partners bill (on which tax is displayed).
If no tax company code can be used, the company code of the line item entered for the tax posting is used. In this case tax postings can therefore occur in
different company codes.
Points to note when making payments
You can enter cross-company code payments as well as cross-company code bills. If items from different company codes are selected and cleared when making
a payment, then any offsetting items needed are automatically added so as to create a zero balance in the document for each company code.
The system also supports cross-company code incoming payments (debit memos) and outgoing payments for automatic payment transactions. Since the
documents and therefore also the posting to the bank clearing account are generated automatically, you must previously have used Customizing to define the
company code in which the bank offsetting item is to be generated. This company code is known as the "responsible company code". It processes payment
transactions for other company codes. To be able to do this, you use Customizing to assign a responsible company code to each company code.
Each contract account is also assigned to a responsible company code at business partner level. Payment transaction specifications in the account master
record always refer to this responsible company code. You can only post to the contract account in company codes that you have assigned to the specified
responsible company code.

1.16 Reversing Documents

Use
You may sometimes have to reverse a document posting or the clearing of open items, as well as all the postings that were created automatically. Depending on
the situation, you choose one of the following functions:

Returns
Resetting clearing
Reversing Documents

Prerequisites
You can reverse a document if it contains items that were cleared by another document. Otherwise you first have to reset the clearing. Reversal documents
themselves can be reversed, but you receive a corresponding warning. A reversed document cannot be reversed again, unless the related reversal document
itself has been reversed beforehand.

Features
Reversing documents
When you reverse a document, the following happens:
Each business partner item in the document is cleared.
An item with a reversed +/- sign is created for each G/L item in a reversal document.
Reversing payment documents
When you reverse a payment document, the following also happens:
The clearing data of the item originally paid is reset.

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The clearing data of the item originally paid is reset.

In the payment document, one or more business partner items are created which are cleared by the reversal document.
A reversal document that also contains a cleared business partner item is created.
The transaction is recorded in the clearing history.
The original receivables with the original due dates then become open again.
Before reversing a document, you can use the Cleared Items function to check whether you have entered the correct document number. You can display the
items cleared with the specified document using the Account Balance Display function.
If you reverse a payment document that was posted directly without clarification, you can use a dialog box when posting the reversal to decide whether you want to
reverse the payment document or transfer post to the clarification account. If the clarification case is created for a payment lot that has already been closed, the
status changes again to Postprocessing necessary .
Reversing a clarification or partial clarification document
When you reverse a clarification or partial clarification document for an incoming payment, either a new clarification case for incoming payments is created
automatically or the amount to be clarified in an existing case is adjusted.
Special features for documents with cleared items
If you manually reverse a document that contains cleared items, an overview screen with all clearings appears. You cannot execute the reversal unless you reset
these clearings. The overview screen displays the date and origin of the clearing documents and whether additional documents were cleared by this clearing. You
can display the clearing documents or initiate the clearing reset via function keys. You can carry out the clearing individually online or carry out all clearing in the
background. If you carry out clearing online, you can also partially reset clearing and thereby retain the distribution of the clearing amounts to the accounts.
Special features for documents with repetition specifications
If a document contains repetition items, you can reverse a particular repetition specification by specifying the posting date of the repetition specification to be
reversed in the Repetition date field. Alternatively, you can reverse all repetitions that are still open.
Special features for reversing more than one document
You can reverse all documents with the same reference document number together as a group. Using a simulation function, you can check whether the
documents that were selected using the reference number can be reversed. A list with the selected documents is displayed. In this list, error messages point to
any individual documents that cannot be reversed.

Activities
Choose one of the following paths:
Roles
Manual Postings (SAP_FI_CA_MANUAL_POSTINGS ) Reverse Document
SAP Menu
Document Reverse
2. Enter the number of the document to be reversed. If you want to reverse documents with the same reference number, enter the reference number instead.
In the case of a document with repetition specifications, you must also enter the desired date of the repetition, or indicate that all open repetitions should be
reversed.
3. Choose Document Reverse.

1.16.1 Reversing Documents in a Mass Run

Use
Under certain circumstances, it might be necessary to reverse a large number of documents. A mass reversal might be necessary, for example, if you have
executed a payment run by mistake, or if you have entered a payment lot twice.

Prerequisites
You must have authorization for the activity Reverse FI-CA Documents/Mass Processing of authorization object F_KKRD_MAS.

Activities
1. Choose one of the following paths:
Roles
Account Maintenance, Transfer Postings, Reversals (SAP_FI_CA_ACCOUNT_MAIN_REVERS) Mass Reversal of Documents
SAP menu
Document Mass Reversal
2. Here you can select the documents to be reversed according to the following criteria:
Reconciliation key
Document number
Reference document number
Posting date
Document date
Name of clerk
Document type
Date of entry
3. Enter the specifications for the reversal posting and if required, enter a check voiding reason.
If you set the indicator Enhanced Reversal Processing , you can also reverse documents that have cleared items. In the same way as for an individual

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reversal, obstructive clearing is reset automatically. See also the documentation for the indicator.
In addition, you can count or display the affected documents before the reversal.
4. Execute the program.

1.17 Document Archiving

Use
When you archive documents, data is deleted from the database and archived in the file system. You can then store the data from the file system in external
archives. This way you can take some of the load off the database at regular intervals. The archiving is carried out in two steps: First, data is written to an archive
file in the file system. Based on the archive, data is then deleted from the database. Once you have archived data to the archive file in the file system, you can
still access it. If you need the data in the database again (for example, because you have to make changes to it or because you archived it by mistake), you can
also reload the archives.

Prerequisite
To be able to archive a document, all business partner items must have been cleared and a predefined retention period in the system must have expired. In
Customizing you define the retention period per document type (see the IMG structure for Contract Accounts Receivable and Payable Basic Functions
Postings and Documents Archiving Define Life of Document Types or choose Goto Customizing in transaction SARA ). The
archive information structure must also be activated for documents. You can find a detailed list of all the checks that are carried out before archiving in the
documentation on the archiving program. To execute an archiving function in the background, you need a variant in which you define the parameters for the
program run.

Features
When you archive documents in Contract Accounts Receivable and Payable , you can only archive documents and their related clearing documents in a
predefined order. You can only display the complete clearing document in the system if the items cleared by it still exist in the database. A reverse dependency
does not apply. Therefore all the clearing documents that have exceeded their retention period are first archived in an archiving run. You can then archive the
documents with their related cleared items in a second archiving run. You use the standard component for archiving, the Archive Development Kit , to archive
documents from Contract Accounts Receivable and Payable . The archiving object for document archiving is FI_MKKDOC. The associated programs are:
RFKKAR10 FI-CA: Document archiving, archiving documents
RFKKAR11 FI-CA: Document archiving, delete documents
RFKKAR12 FI-CA: Document archiving, reload documents
The starting point for all activities within archiving is transaction SARA for the archive administration.

Activities
You should first be familiar with the basics of archiving (see

Introduction to archiving). To archive, choose one of the following paths:

Roles
Archiving (SAP_FI_CA_ARCHIVING) Document Archiving
SAP Menu
Periodic Processing Archive Data Documents .
The programs for archiving Contract Accounts Receivable and Payable documents appear under Actions . For more information about the individual programs,
see the program documentation.

1.17.1 Introduction to Data Archiving (CA-ARC)

Data Archiving a service provided by mySAP Technology removes mass data from the database that the system no longer needs online, but which must still
be accessible at a later date if required. The following graphic illustrates the archiving process: Archiving objects are used to write documents to archive files,
which can be stored on other media.

Data in the database can only be archived using archiving objects, which describe the data structure and context.

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Financial Accounting documents are, archived using the archiving object FI_DOCUMNT. It includes the document header, company codedependent postings, change documents, SAPscript texts, and other elements.

Integration
The SAP Data Archiving concept is based on the Archive Development Kit (ADK). The ADK provides the technical basis for the archiving transaction ( SARA ).
To call the archiving transaction, choose Tools
Administration Management Data Archiving , or call it directly from the application component. If Archive Administration is called from the application
component, application-specific parameters, such as programs and archiving objects, are activated automatically.
Archiving objects for each application component are predefined in the system. Their structures are described in the application-specific sections.

Features
The archiving procedure is divided into three main steps:
Creation of archive files
: The data to be archived is written sequentially to a newly created archive file.
Storage of archive files
: The newly created archive files can then be moved to a storage system or copied to a tape. The removal to an external storage system can be triggered
manually or automatically.
Deletion from the database:
The delete program reads the data from the archive files and then deletes it from the database.
You can schedule archiving programs as background tasks or run them during normal online operations.

1.18 Automatic Document Transfer

You can use a program to transfer documents from an operational system (initial data transfer). You can also use this program to transfer data regularly from an
operational system if you do not have an industry-specific program available.
For more information, see the report documentation.
You start the report under one of the following paths:
Roles
Transfer Posting Data (SAP_FI_CA_POSTING_DATA_TRANSFR) Transfer Documents
SAP Menu
Periodic Processing Transfer Data Documents Transfer
During the document transfer, you can process errors under one of the following paths:
Roles
Transfer Posting Data (SAP_FI_CA_POSTING_DATA_TRANSFR) Transfer Documents - Process Errors
SAP Menu
Periodic Processing Transfer Data Documents Process Errors
You can delete the incorrect data here by choosing Cluster Delete .
You can ensure that the transfer file structure is release-independent by using Z structures. You can generate and check Z structures in Customizing. (See
Implementation Guide for Contract Accounts Receivable and Payable, Data Transfer Generate Structures for Document Transfer ).

1.19 Workflows for Checks and Approvals

Use
If you are carrying out postings or reversals, you can hold them in a status that has to be confirmed. A workflow is triggered for the confirmation; the last step in the
workflow is an approval or rejection.

Prerequisites
You have entered check reasons in the Implementation Guide for Contract Accounts Receivable and Payable (Basic Functions Postings and Documents
Workflows for Checks and Approvals Define Check Reasons). You can specify whether a check is necessary dependent on any number of criteria. For
example, you can make the reversal of receivables that exceed a predefined amount limit, or the posting of credit memos from a predefined amount, subject to
a check. In addition, you can also make random checks. For each check reason, you can define whether payments, other clearing transactions, dunning,
calculation of arrears interest, or document changes are to be permitted up until the time the workflow is completed.
You have written installation-specific function modules for the events concerned, 5500 (Post), 5502 (Reverse), 5504 (Change), 5506 (Installment Plan), and
5508 (Repayment Request) and defined them in the Implementation Guide for Contract Accounts Receivable and Payable (Program Enhancements Define
Customer-Specific Function Modules).
You have defined the workflows. (See: Features)

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You have defined the role resolution. (See: Features)

Features
Checks and approvals are supported for the following transactions:
Posting documents
Reversing documents
Changing documents
Creating installment plans
Creating repayment requests
If a confirmation is required for the transaction, the function module returns a check reason. The check reason is used to determine the addressees of the workflow,
and to define which activities are still permitted for the document until the check has taken place. In these events, you can register the workflows that trigger the
confirmation procedure. In addition to the check reason, the system can return the number of checks/authorizations required and three additional parameters that
are then available for the role resolution in the workflow. If these parameters are used, for example, to determine the addressees of the workflow, a company code
or amount category can be returned here. The number of checks required determines whether for example, the dual control principle (one additional check), or
further checks are to be carried out. The maximum permitted value is 9, meaning that a total of 10 checks have to be carried out. If a posting has to be confirmed,
the document to be checked is created, the check reason is assigned, and the document is locked for the following editing processes depending on the check
reason:
Payments
Clearing
Dunning
Calculation of interest on arrears
Document changes
Posting and reversing documents
For each posting, event 5500 is processed; for each reversal, event 5502. The function modules defined for these events transfer all of the data of the document to
be posted or reversed. If a check reason is returned by the modules for event 5500 or 5502, for posting, the event ApprovalRequired is triggered, and for
reversals, the event ReverseApprovalRequired from object category CA_DOC . SAP provides the workflow samples WS21000088 for postings, and
WS21000089 for reversals. Role 21000056 is used for the role resolution. If you are posting or reversing in the online transactions Post Document or
Reverse Document , the system prompts you to enter a reason for the required posting or reversal. If a reversal has to be confirmed, the reversal document is not
created. The check reason is entered in the document to be reversed. Depending on the check reason, this document is also locked for the editing processes
stated above.
Changing documents
The function module defined for event 5504 runs for document changes. Using the document data, it checks whether the change has to be confirmed and released
by other clerks in a workflow. If a check is required, the module returns a check reason that is stored in the document to be changed. Event
ChangeApprovalRequired from object category CA_DOC is triggered. In the document display, clerks that are assigned to the corresponding role in the
workflow can:
Display the original document and the planned changes using the function Planned Changes
Accept or reject the document change via function keys
SAP delivers the sample workflow 21000093 FICA_DCHAPPR. The role 21000056 FICA_DOCAPPR is used for the role resolution.
Creating installment plans
If, for example, you do not want to grant installment plans to customers with bad creditworthiness without subjecting them a check and approval first, define an
installation-specific function module for event 5506 in Customizing. This module runs when you create installment plans. If the module returns a check reason, the
event ApprovalRequired from object category INSTMNTPLN is triggered. SAP delivers the role 21000062 FICA_INSTPL and the sample workflow 21000094
INSTPL.
Repayment requests
In order to check and approve repayment requests in a workflow, you have to enter an installation-specific function module for event 5508 in Customizing. If the
module returns a check reason, the event ApprovalRequired from object category CA_RPAYREQ is triggered. SAP delivers the role 21000063
FICA_RPAYREQ and the sample workflow 21000095 FICA_RPAYREQ.

Activities
To authorize or reject a posting or reversal, proceed as follows:
In the SAP Business Workplace , choose Inbox Workflow .
The reason for the check procedure appears on the lower part of the screen.
Select the corresponding work item by doubleclicking it. The document posted or to be reversed appears. You can then use various functions to accept or
reject the posting or reversal:
Required Action

System Reaction/Activity to be Executed

Approve posting

The check reason is removed from the document. The workflow is completed
and the document is posted.

Reject posting

The screen for processing the reversal appears automatically. All the data is
copied, but you can change it (except for the number of the document to be
reversed). The workflow is completed when the reversal is posted.

Approve reversal

The screen for processing the reversal appears automatically. All the data is
copied, but you can change it (except for the number of the document to be
reversed). The workflow is completed when the reversal is posted.

Reject reversal

The check reason is removed from the document to be reversed. The document
is not reversed.

Accept document change

The check indicator is removed from the document automatically; the change is
included in the document.

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Reject document change

The check indicator is removed from the document automatically; the status of
the document does not change.

Accept installment plan

The check indicator is removed from the document automatically and the
installment plan is created.

Reject installment plan

The check indicator is removed from the document automatically. The original
receivables are not changed.

Accept repayment request

The repayment request is released.

Reject repayment request

The repayment request is reversed.

You can display the check reasons in the document display once the document has been posted. You can determine whether the
workflow was started in the SAP Business Workplace under Outbox Workflows Started .
In the transaction Reset Check Reason in Document ( menu: Administration) , you can remove the check reasons from the documents by
specifying the document number. To do this however, you need the special authorization for activity 060 for the authorization object
F_KK_SOND .
In the transaction Reset Check Reason in Repayment Request ( menu: Administration) , you can remove the check reasons from the
repayment requests by specifying the number of the repayment request.

Customer-Specific Enhancements for Postings and Documents

Use
You can use the function modules that are called up for the events listed below to trigger industry- or installation-specific additional actions when you are posting or
reversing a document in Contract Accounts Receivable and Payable .

Features
Additional Activities When Posting and Reversing
Event

You can use a function module called up for this event to:

0010

Trigger additional actions when you are posting a document in Contract Accounts
Receivable and Payable . To do this, you can use all the document data (except for the
document number) in this event.
See the documentation for the sample function module FKK_SAMPLE_0010.

0020

Trigger additional actions when you are posting a document in Contract Accounts
Receivable and Payable and simultaneously clearing or partially clearing open items.
You can use all the document data (except for the document number) and all the data for
the items to be cleared for this event.
See the documentation for the sample function module FKK_SAMPLE_0020.

0030

Close additional actions initiated by event 0010 (document posted) or 0020 (document
posted and items cleared). You can use the document header, including the document
number assigned (I_FKKKO_OPBEL).
See the documentation for the sample function module FKK_SAMPLE_0030.

0090

Reset the data noted for events 0010, 0020, and 0030 to ensure consistent data for a
ROLLBACK WORK.
See the documentation for the sample function module FKK_SAMPLE_0090.

Additional Items in the Document

Using a function module called up for event 0032, you can create additional line items in a document. Event 0032 is processed before the creation of items for
cross-company code clearing.
See the documentation for the sample function module FKK_SAMPLE_0032.
The event is not processed if you post reversals, returns, or clearing reversals. You cannot create additional items for purely statistical
documents.
Dependent Documents
You can use events 0010, 0020, or 0030 to create an additional document for a document automatically. To do this, in the events, define a function module that
creates the additional document, checks it, and the calls up the function module FKK_CREATE_DOC_ADDITIONAL.
For more information, see the documentation for the function module FKK_CREATE_DOC_ADDITIONAL.
Checks during Reversal
You can use a function module called up for event 0070 to integrate document reversal. To check whether the reversal is permitted, you can use the document
header data, I_FKKKO, the desired reversal date, I_STODT, and an ID for the reversal trigger, I_CALLR.
See the documentation for the sample function module FKK_SAMPLE_0070.
Checks during Clearing Reversal
You can use a function module called up for event 0071 to integrate clearing reversal. See the documentation for the sample function module
FKK_SAMPLE_0071.

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Dual Control Principle for Posting and Reversing

You can use function modules called up for events 5500 and 5502 to subject document posting and reversal to a check. For more information, see the
documentation for the sample function modules FKK_SAMPLE_5500 and FKK_SAMPLE_5502 and the section Dual Control Principle for Posting and Reversing.
Dual Control Principle for Document Changes
In event 5504, you can subject changes to documents to a check and subsequent release in accordance with the dual control principle dependent on document
data. See the documentation for the sample function module FKK_SAMPLE_5504.
Dual Control Principle for Repayment Requests
In event 5508, you can check and approve repayment requests in a workflow. See the documentation for the sample function module FKK_SAMPLE_5508.
Dual Control Principle for Write-Offs
In event 5512, you can subject write-offs of documents to a check and subsequent release in accordance with the dual control principle dependent on document
data. See the documentation for the sample function module FKK_SAMPLE_5512.

Activities
1. Write function modules for the events stated above as required.
2. Define these function modules for the relevant events in the Implementation Guide for Contract Accounts Receivable and Payable under Program
Enhancements Define Customer-Specific Function Modules .

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