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1.1
Author
Shaivali Shah
Date
23rd May 2016
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How to identify Postings to Grant/ Dummy FundCentre and how to correct them
Identify postings to Grant/ Dummy Fund-Centre
Due to Master Data set up errors, it may happen that transactions are posted to Dummy Fund-Centre instead of
being posted to correct Fund-Centre.
Error: If Project Master Data is not linked with correct Funding Bundle (via t-code: ZPROJECT) then expenditure will
be posted to Dummy Fund-Centre.
Note: Funding-Bundle and Fund-Centre mean the same things in SAP.
You can identify such incorrect postings via two options:
(1) Run SAP BI Grants Management G2 report
Screenshot displaying Grant/ Dummy Fund-Centre Posting
You can Select the Column Fund Centre and click Subtotal
You can see Transactions posted against Dummy Fund-Centre rather than correct Fund-Centre EGY100329.
(2)
-
If you have not assigned correct Funding Bundle to the Project yet, then:
Reverse all the documents that were posted to Dummy Fund-Centre.
Create Project Modification and add correct Funding Bundle on Project Header (t-code: ZPROJECT)
Then re-post all the transactions ensuring correct Fund-Centre is being picked up when transactions are
posted.
(3) If you had posting to Partner Advance to Dummy Fund-Centre but subsequent Liquidation was posted to
correct Fund-Centre then you need to first reverse Liquidation document even though it was posted to
correct Fund-Centre. Then raise Project Modification to remove funding bundle and then reverse all
incorrect postings, raise project modification to add back correct Funding Bundle and then re-post Partner
Advance & Liquidation documents following correct procedure.
Solution:
(1) Identify documents numbers with incorrect postings via Grants Management Line Item report (t-code:
S_PLN_16000269) via selecting report layout.
(2) Create Project Modification and remove Funding Bundle from the project (t-code: ZPROJECT). Note: Make
sure that there are no new postings being made against this Project/ Bundle meantime when you had
removed Funding Bundle from Project.
(3) Reverse those documents via t-code: FB08 (refer to Assima Training Material FI20 Basic GL notes)
Note: If documents have already been cleared e.g. Vendor Invoices might have been cleared already. If so, then you
wont be able to reverse such documents via FB08 straightaway.
Screenshots of an example with error message below:
You need to Reset Cleared Items and then reverse the document.
T-code: FBRA
Enter: Clearing document number
Click: Reset cleared items
This will reset clearing and reverse the document as well. It will generate Reversal Document number
Screenshots below:
Check Payment: If you had made payment using Check number then you wont be able to perform Resetting and
Revers function.
If so, you need to click Only resetting here.
Then go back to t-code: FB08 and enter original vendor invoice number 1900002801 and reverse the document.
(4) Once all the reversals have been posted, then check Dummy Postings have been removed from Grant. You
should see 0.00 figures. T-code: S_PLN_16000269/ Select Layout.
(5) Create Project Modification to add correct Funding Bundle to the Project (t-code: ZPROJECT).
(6) Then, re-post all the transactions ensuring that they are posted to correct Fund-Centre. You must check
while posting transactions if they are being posted to correct Fund-Centre or not. You can check documents
posted to Grants via t-code: S_PLN_16000269.
Note:
You need to make sure that Grant is still within validity date to be able to post reversal documents.
Check with NO/ Donors if you could temporarily extend Grant End Date to be able to make adjustment
postings.
Extend Grant End Date via t-code: GMGRANT on Basic Data tab and Budget validity to date on Budget
tab. Also, extend end date on Bundle t-code: FMSPLITMAINT
Make sure Project is still in System Approved status otherwise you wont be able to post the corrections.
If you are making corrections to postings made to previous financial year, then please ask Senior
Management/ IH Finance how you should correct this i.e. if you can post corrective journals in correct
financial year.
Please provide any feedback you may have on this guidance to Shaivali Shah, IH, SPO - SAP Support Team. Email:
shaivali.shah@plan-international.org (or Skype ID: Shaivali.shah1)
If you experience any errors while posting corrections, please raise ticket with Global Helpdesk.