Process documentationObject Type: FM Document with FI Reference

 

The reassignment of FM documents with an FI reference is performed in two steps:

  1. Generation and reassignment

  2. Transfer posting

1. Generation and Reassignment

The generation and reassignment of the object type "FM Document with FI Reference" does not occur in a reorganization plan; instead, it occurs during the change in fiscal year. With reassignments during the change in fiscal year (commitment carryforward), the system automatically determines all other FI line items in new General Ledger Accounting that have a reassigned FI line item in Funds Management (FM).

For such line items, the document splitting information in new General Ledger Accounting is adjusted automatically. The reassignment is logged in the reorganization plan.

The system uses the FI document reference field (field KNBELNR) to find the FI line items (and G/L accounts) that are to be reassigned and transferred with the FM fiscal year change in new G/L Accounting.

Note Note

The FI Document Reference field contains the complete key information (company code, fiscal year, document number, and line item) of an FI line item that has been updated in Funds Management (generally an expense or revenue item or a tax item). This information is also used in new General Ledger Accounting to enable identification of FI line items that have not been updated to Funds Management but that are linked to it (such as payables or bank items). The reference information is imparted by means of document splitting in new General Ledger Accounting.

In this way, this field is the basic prerequisite for the correct use of scenario 1. If the FI document reference in new General Ledger Accounting is missing in a line item that has been reassigned in FM (for example, because it is a migration document relating to the migration from classic General Ledger Accounting to new General Ledger Accounting or because the FI Document Reference field (KNBELNR) is generally not defined as a document splitting characteristic), this line item is reassigned in FM and included in the reorganization plan, but there is no reassignment or transfer posting in new General Ledger Accounting for FI items linked to this line item.

Example:

FI document 4711 (invoice) in 2010, company code 0001, with two line items:

  • Line item 01: Payable (commitment item with financial transaction 60)

  • Line item 02 : Expense (commitment item with financial transaction 30)

Only the expense item is updated in FM. In this way, FI document reference 0001-2010-4711-02 is updated in FM. This information is also inherited by the payable item as a result of document splitting. When the expense item is reassigned in FM, the corresponding payable item is also found in FI and reassigned as a result of this same inheritance.

End of the note.

The reorganization manager checks the results of the commitment carryforward in the reorganization plan and starts the transfer posting of the affected balances in new General Ledger Accounting.

2. Transfer Posting

Balances (such as payables, receivables, tax clearing balances, or bank clearing balances) have to be transferred in the general ledger with the reassignment. These balances are transferred in aggregated form from the old to the new account assignment.

The transfer posting is made in all ledgers that update FM account assignments. The balance transfer is only performed in new General Ledger Accounting; other application components (such as Accounts Payable) remain unaffected.

Foreign Currency Valuation

For payables posted in foreign currency, there are often adjustment balances from foreign currency valuation. These adjustment balances are also transferred to the corresponding accounts (and in any corresponding ledgers) from the old to the new account assignment when foreign currency valuation is performed using the delta procedure (that is, without automatic reversal in the new period).

Note Note

In Customizing for document splitting, you can specify in view Characteristics for Split for P&L Processes (V_FAGL_SPLIT_FL2) that specific account assignments are not used in foreign currency valuations. This setting is also applied for the adjustment of balances during foreign currency valuation.

End of the note.
Transfer Posting Documents

Each transfer posting document (apart from the transfer posting documents from Asset Accounting) has the following details in the document header:

  • Document header text: The reorganization plan and the object type (using the following format: REORG <PLAN 10char> / <Object Type>, such as REORG MYPLAN01 / DOC)

  • Reference key: Object type and reorganization plan

  • Reference transaction: BKPFR

With the transfer posting, the standard posting keys (debit/credit) for transaction key SAK (G/L account posting) are applied in accordance with table T030B. With the standard settings, key 40 is used for debit postings and key 50 is used for credit postings.

For each company code and ledger, separate documents are posted. This means that balances that need to be corrected in different company codes or ledgers are transferred in separate documents. If the values need to be corrected in the same way in all ledgers, a document is posted with the ledger group “space”.

Within a transfer posting document, balances that were posted to the same G/L accounts and in the same currency are generally summarized in one line item.

Prerequisites

Before you can start the reassignment of FM documents with an FI reference, the following prerequisites must be met:

  • You have ensured that all the prerequisites for the reorganization are met and you have made the general Customizing settings for the Reorganization in General Ledger Accounting (New) under Reorganization.

    For more information, see Prerequisites and Customizing.

  • You need a reorganization document type for the transfer posting.

    For more information, see Prerequisites and Customizing.

  • The balances to be transferred are determined for each ledger. When transferring the balances, the system makes the posting using the ledger group of the same name. The ledger group of the same name must exist and must contain the ledger of the same name exclusively (that it, the ledger group must not contain any other ledger).

    Note Note

    If you want to make postings to a ledger group that contains more than one ledger, you can override the corresponding error message (FAGL_REORGANIZATION 072) by deploying it as a warning message. The system then makes postings to all ledgers of the ledger group. For this reason, you need to ensure that the balances in all affected ledgers actually need to be corrected.

    End of the note.

  • Balances in ledgers to which postings cannot be made directly (such as day ledgers or week ledgers) cannot be corrected unless postings to the ledger are made using a ledger group for which the ledger of the same name is also corrected.

    Note Note

    In such cases, you need to deploy the error message FAGL_REORGANIZATION 072 as a warning message (see above).

    Example:

    Ledger T1 is a day ledger; consequently, postings cannot be made directly to this ledger.. Ledger L1 contains balances that need to be corrected. Ledger group L1 contains ledgers L1 and T1.

    If message FAGL_REORGANIZATION 072 is issued as a warning message only, postings are made to ledger group L1, and the balances in ledgers L1 and T1 are corrected.

    End of the note.

  • The reorganization date is always the first day of the new fiscal year of the leading ledger. Other ledgers should use the same periods in the fiscal year variants.

    If the fiscal year variants of the other ledgers have a period start that differs from the period start of the leading ledger, the transfer posting in such ledgers might not be made to the correct period in certain circumstances, thereby creating distorted data.

    Example Example

    The reorganization date is the first day of the new fiscal year of the leading ledger, such as 2010-01-01. Another ledger has a different fiscal year variant: Period 3 extends from 2009-12-05 through 2010-01-05. The reassignment is performed on 2010-01-10.

    All balances that arose using the old account assignment up until this date are transferred in the step "Transfer Posting" on 2010-01-01. In this way, the transfer posting is made in period 1 for the leading ledger but in period 12 for the other ledger. Balances that arose between 2010-01-06 and the date of the reassignment (2010-01-10) but actually arose in period 1 are nevertheless transferred in period 12.

    End of the example.

  • The balance in the general ledger for an FM invoice item are always transferred with the first day of the period on which the fiscal year change was performed for the item in FM as the posting date. However, the earliest possible posting date is the reorganization date. The relevant period in FI must be open at the time of the transfer posting.

    Example Example

    Fiscal year variant K4, reorganization date 2010-01-01:

    • In FM, invoice item 4711 001 was carried forward on 15.12.09. The relevant balance was transferred with the posting date 01.01.10.

    • In FM, invoice item 4712 001 was carried forward on 2010-02-06. The relevant balance was transferred with the posting date 2010-02-01.

    End of the example.

Process

For the object type "FM Document with FI Reference", you proceed as follows:

  1. The reorganization manager creates a reorganization plan with plan type 002 (FM reassignment).

  2. The budget manager starts the reassignment as part of a fiscal year change (commitment carryforward). This automatically adjust the document splitting information for the relevant FI documents in new General Ledger Accounting.

  3. In the reorganization plan overview, the reorganization manager calls the reorganization plan and checks the results of the reassignment.

  4. On the Object Lists tab page, select the line for the object type FM Document with FI Reference in the Transfer Posting area.

    1. Specify a time for the transfer posting run.

    2. The system makes the transfer posting.

    3. When an object has been transferred successfully, the system sets the status Reorganized Successfully.

  5. You can display the result of the transfer posting by opening the object list and checking the balances determined on the Transfer Posting tab page. To check the transfer posting documents individually, you can navigate from the document number to the document display.

Result

The system outputs an object list showing for each object the objects transferred or to be transferred and a link to the document with which the relevant balance was transferred (jump to document display).

You can close the reorganization plan when the following applies:

  • The FM fiscal year change is closed and all objects in the object list FM Document with FI Reference have been transferred.

  • The objects in the object list Fixed Asset, if there are any, have been reorganized successfully.