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2 Options for Opening and Closing Posting Periods More Flexibly

 

by Manish Dharnidharka, Director, SAP, PwC April 20, 2011

A

company periodically reports profit and loss (P&L)

statements and balance sheets, which are prepared only after the reporting period is closed so that reported numbers align with the numbers in the transaction system. The new period is opened at the right time for the users to record the transactions in the new period.

One of the many challenges I’ve seen users face is having the ability to open and close periods by an organizational unit other than company code — for instance, if there are multiple divisions within a company code and each division would like

to

have control over the open and close periods. I’ll

 

demonstrate new functionality in SAP ERP Central Component

(SAP ECC) 6.0 that allows you to do this. Additionally, with the introduction of real-time FI/CO integration, when a CO document is posted, the corresponding FI document is posted

in

real time based on configuration. However, it could be

 

possible that transaction OB52 is closed for a period and the

CO transaction fails to post. I will explain the new functionality

in

enhancement package 4 that can provide improved control

around this issue.

 

New Functionality 1: Additional Flexibility for Real-Time FI/CO Integration Postings

In

standard transaction OB52, there are two intervals (Interval

1 and Interval 2) of from periods and to periods and one

 

column for the authorization group (Figure 1). Posting periods

in

Interval 1 provides the ability to allow posting to only a

 

limited group of individuals assigned to an authorization group. Posting periods in Interval 2 is open for all users.

group. Posting periods in Interval 2 is open for all users.   Figure 1    
 

Figure 1

 
 

Open and close FI periods in transaction

 

OB52

With enhancement package 4, SAP has introduced a third interval of from and to period columns. This provides additional flexibility for the postings coming from CO as a part of real- time FI/CO reconciliation.

 

The standard screen for transaction code OB52 is shown in Figure 1 and has not changed. For the new functionality, use transaction code FAGL_EHP4_T001B_COFI or follow menu path SPRO > Financial Accounting (New) > Financial Accounting Global Settings (New) > Ledgers > Fiscal Year and Posting Periods > Posting Periods > Open and Close Posting Periods.

This brings up the new screen with three intervals (Figure 2). For the first interval, any user assigned to authorization group Z001 can post in period 1 and 2 of fiscal year 2011. For the second interval, all users can only post in period 2. For Interval 3, real-time FI/CO integration postings are allowed for periods 1 and 2 of fiscal year 2011. Even though period 1 is locked for any FI postings, postings generated as a result of real-time FI/CO reconciliation in period 1 of fiscal year 2011 are allowed based on the settings of Interval 3.

year 2011 are allowed based on the settings of Interval 3. Figure 2   Open and

Figure 2

 

Open and close posting periods with Interval

 

3

Note Settings for Interval 3 are valid only for the row with account type +.

 

Note Using this process results in no impact on transaction OKP1. You can continue to use this transaction as you already do. For example, transaction OKP1 has a period that is open and the corresponding FI document is triggered when making a CO posting. If the FI period is already closed, the CO document errors out. With the configuration of real-time FI/CO integration and the new functionality

shown in this section, you can avoid unnecessary errors.

 

New Functionality 2: Posting Control by Additional Account Assignment Objects

On multiple occasions, I’ve been asked if the SAP system has functionality to control open and closed periods by dimensions other than company code and my answer was always no. Now with the activation of SAP General Ledger, this functionality exists. Use transaction code FMGL_PERIOD_CONTROL or follow menu path SPRO > Financial Accounting (New) > Financial Accounting Global Settings (New) > Ledgers > Fiscal Year Posting Periods > Posting Periods > Open and Close Posting Periods According to G/L Account Assignment Objects.

This feature provides more granular control of postings. As you can see in Figure 3, additional fields such as profit center, segment, business area, functional area, and cost center are available to set posting control on these assignment objects. Create posting variant 1000 and assign the field Profit Center (PRCTR) to it. Then save. This produces the screen shown in Figure 4.

it. Then save. This produces the screen shown in Figure 4 . Figure 3   New

Figure 3

 

New fields available for posting period control

 
 
 

Figure 4

 

Assign field to the posting period variant

 

The posting period variant is assigned to the company code. In addition, in my example I configure additional control at the profit center level. Select the variant 1000 and double-click the Permitted Period folder (Figure 4). This produces the screen in Figure 5, where you can set period control by profit center.

5 , where you can set period control by profit center. Figure 5   Assign the

Figure 5

 

Assign the interval of the affected account assignments and periods that are allowed for the posting

 

Profit center P3000 is set to post in periods 2 and 3 of fiscal year 2011, and for profit center P3001 period 2 is closed. Both of these profit centers are assigned to company code 3900 with posting period variant 1000. Even if the posting period for company code 3900 is open for period 2, when trying to post to profit center P3001, the system displays the error message “Period 02/2011 is not open for Profit Center P3001” (Figure 6). The authorization group works in the same way as that of standard transaction OB52.

Figure 6 Error message based on the profit center period control configured In the past,

Figure 6

Error message based on the profit center period control configured

In the past, I had requirements for having posting period control by plants. You can design the system so plants and profit centers have a one-to-one relationship and, based on the design, posting period control by profit center result in control by plant. Similar to profit center, based on your requirement any other dimension from the list in Figure 3 can be used to for posting period control.