Customizing of Versions

You use this process to assign special versions to valid version combinations. By doing this, definitions are made once only and become available to any number of version combinations.

Prerequisites

You have executed the following activities in Customizing for consolidation:

You have created the consolidation area in which you want to customize your versions.
You have created the version(s).

Process

Defining Valid Version Combinations

You need to define the version combinations that you want to use in the consolidation system. To do this, go to Customizing of versions and choose Version Combinations.

If there is only one characteristic with the role version, this version is identical to the version combination.

If there are two or more characteristics with the role version, you define the (appropriate) combinations with which you want to work. By doing this, you limit the number of valid combinations.

Example Example

Example 1

You have two characteristics with the role version:

Data category with the values actual and plan
Accounting principles with the values U.S. GAAP and IAS

You use both accounting principles for planning, but you use only U.S. GAAP to create consolidated statements with actual data. Therefore, you select the following three combinations (out of the four that are possible):

Actual / U.S. GAAP
Plan / U.S. GAAP
Plan / IAS

End of the example.

Example Example

Example 2

There are three characteristics with the role version:

Data category with the values actual, plan, and forecast
Valuation with the values group and profit center
Accounting principles with the values U.S. GAAP and German HGB

You select the following version combinations:

This graphic is explained in the accompanying text.

End of the example.

Specify the following for each version combination:

Specify the consolidation frequency.
Specify how you want the system to handle documents that have already been created when you have to repeat the program run. This setting also applies to the deletion function. For more information, see Deletion – Periodic and Nonperiodic.
You can have the system delete or reverse old documents or any documents to be deleted – either for all documents of a version combination or depending on the given document type. If you choose document type-dependent, you need to define the system behavior for all document types of the consolidation functions involved. For more information, see Document Type.

When execution of an automatic-posting task is repeated, the system compares each document to be posted with the old documents. If a matching old document is found, the system retains the old document and does not create a new document. The remaining old documents are either deleted or reversed, depending on what you have defined.
Specify for which hierarchies (for example, item hierarchies) data entry is to be permitted on hierarchy nodes.
For example, if you want to enter plan data onto hierarchy nodes (that is, totals items) to later distribute the data using an allocation task, you need to select the corresponding indicator in Customizing for version combinations. The indicator applies to both manual data entry and data collection using flexible upload.
Specify a method for the validation of totals data.

Special Versions

You can define special versions for each special version type. You can decide for each special version type whether you want to create a special version or use special version 100 provided by SAP.

Special versions enable you to reuse the same Customizing settings in different version combinations. To do this, you define an explicit dependence of the special version rather than a version combination in Customizing.

Use of Special Version Types

Special Version Type	Description	Examples of Usage
05	Balance carryforward	Task settings
07	Period initialization	Task settings Posting item for the adjustment of deferred taxes (business function Financials, Group Close, Adjustment for Changes of Tax Rates only) Document type assignment for the adjustment of deferred taxes (business function Financials, Group Close, Adjustment for Changes of Tax Rates only)
10	Data collection	Task settings Year and period of the first data collection Tax rate
20	Copy task	Task settings
25	Reconciliation of elimination data	Task settings
35	Manual posting	Task settings
40	Currency translation	Task settings
45	Capitalization and valuation allowances	Task settings
50	Consolidation group changes	Task settings
55	Interunit elimination	Task settings
60	Elimination of interunit profit/loss in transferred inventory	Task settings Inventory items Data origin of the inventory data (business function Financials, Group Closing only)
65	Elimination of interunit profit/loss in transferred assets	Task settings
70	Consolidation of investments	Task settings Document types for calculation base Combined entry of investment and equity data Goodwill in divestitures and transfers Posting items for equity method
73	Posting of group shares	Task settings
75	Reclassification	Task settings
80	Allocation	Task settings
85	Validation	Task settings
90	Custom task	Task settings
A0	Attributes	Attributes for consolidation unit combinations: Year and period of first consolidation Year and period of final divestiture Final divestiture at beginning of period Properties of document types: Number range Automatic document inversion Repetition run of automatic tasks Workflow variant (business function Financials, Group Close, Compliance only) Validation method Properties of the Assets/Liabilities role
H0	Hierarchy structure	Hierarchies Preceding task relationships
I0	Account assignment	Assignment of breakdown categories to items Balance carryforward: items to be carried forward Selected items: global Selected items: document type-dependent Selected items: consolidation of investments Selected items: elimination of IU profit/loss in inventory Type of assets/liabilities: posting items
OC	Organizational change	To year, to period Sender/receiver relationship Top node
T0	Tax rates	Consolidation unit: tax rate Document type: tax rate
V0	Validity	Validity of master data
X0	Exchange rates	Exchange rate indicator: assignment of an exchange rate type
D3	Inventory data	Saving of additional financial data
D4	Supplier data	Saving of additional financial data
D5	Investments	Saving of additional financial data
D6	Equity	Saving of additional financial data
DD	Assets/Liabilities	Saving of additional financial data
DE	Noncurrent assets	Saving of additional financial data
95	Sign-off	Task settings

Note Note

To list characteristics and their dependencies to special version types, select List Field Properties in the context menu for the consolidation area, and choose Details: Basic Data and Dependencies.

End of the note.

Validity of Special Versions

If you want the validity of master data to depend on the version, you need to configure the validity of the special versions in Customizing. This Customizing is part of the master data for special versions. For each special version of the type Validity, you can specify whether the values are to be valid or invalid by default.

In Customizing for the assignment to combinations, you can then assign these special versions of the type validity to the individual properties that are used in the consolidation area and that are defined as version-dependent in the data basis.

In the master data for characteristics that are defined as version-dependent, you can then specify whether the master data values are valid by selecting a checkbox. If you do not specify a value for the validity in the master data, the system uses a default value instead. The system determines this default value from the special version that you have specified in Customizing for combination assignments.

Example Example

Example 3

You have created a plan version and an actual version.

In the plan version, all companies that are created in the system are to be valid by default. You therefore set the default value for the validity of the plan version to Values are automatically valid.

In the actual version, you only want to use those companies that you explicitly create for this plan version. You therefore do not set the default value for the validity of the plan version to Values are automatically valid.

You then assign these special versions of the type validity to specific characteristics in Customizing for combination assignment.

Customizing for plan version

In the Customizing settings for defining special versions, create a special version of the type validity, for example, special version V0 200.
In the master data for this special version, select the Values are automatically valid checkbox.
Assign the special version that you created in step 1 to the company characteristic in the relevant version combination.
1. Choose Master Data Versions Special Versions Assign to Combinations .
2. Select the relevant version combination.
3. Under the Validity node, assign the special version that you created in step 1 (such as 200) to the Company characteristic.

Customizing for actual version

In the Customizing settings for defining special versions, create a special version of the type validity, for example, special version V0 100.
In the master data for this special version, do not select the Values are automatically valid checkbox.
Assign the special version that you created in step 1 to the company characteristic in the relevant version combination as described above.

Result

When you create a company, the default setting for its validity depends on the permanent parameters currently configured.

If you create the company from the actual version, the company is valid in both the actual version and the plan version by default.
In the Customizing settings for the company, the Valid checkbox is selected automatically on the Validity Timeframes tab page.
If you create the company from the plan version, the company is valid in the plan version, but not in the actual version.
In the actual version, the Valid checkbox is by default not selected on the Validity Timeframes tab page.

End of the example.

Example Example

Example 4: Rules for special versions of the type Start of the navigation path Currency Translation Next navigation step Exchange Rates End of the navigation path

The following table provides a Customizing example of rules for special versions of the type Start of the navigation path Currency Translation Next navigation step Exchange Rates End of the navigation path .

Accounting System	Data Category	Valuation	Special Version
All values	All values	All values	100 — actual
All values	FC — forecast	All values	300 — forecast
All values	PL — plan	All values	200 — plan

Result

For the special version type Start of the navigation path Currency Translation Next navigation step Exchange Rates End of the navigation path , the system assigns special version 200 to all version combinations with data category plan, and special version 300 to all version combinations with data category forecast .

These rules simplify the assignment of special versions to version combinations. When you use these kinds of rules, you do not have to specify an explicit assignment for each version combination.

End of the example.

Assigning Special Versions to the Valid Version Combinations

You assign the relevant special versions to each version combination.

You can generate default settings that are valid for multiple version combinations. To do this, choose Start of the navigation path Special Versions Next navigation step Rules End of the navigation path . The system uses a rule to derive the special version that is valid for a version combination.

At least one default rule must be defined, which always applies when no separate rule is assigned to a version combination. To define the default rule, select All Values for all characteristics with the role Version, and enter the required special version. SAP delivers special version 100, which is used by default for all version combinations. You can also use your own special versions for your rules.

Now you can define your own rules for specific version combinations, which can be used to derive other special versions.

Note Note

You assign the special versions Validity, Attributes, and Hierarchy Structure to the version combinations separately for each characteristic of the special versions.

This graphic is explained in the accompanying text.

End of the note.

To assign the required special versions to a version combination, choose Start of the navigation path Special Versions Next navigation step Assign to Combinations End of the navigation path . The system shows for the version combination all of the special versions that were determined by the rules. You can overwrite the determined special versions with single values. To do this, select the inheritance symbol , choose Single Value in the context menu, and enter the required special version.

This graphic is explained in the accompanying text.

Example Example

You use the two version characteristics Data Category and Accounting Principles. You use the following as permitted combinations:

Actual / U.S. GAAP
Plan / U.S. GAAP
Plan / IAS
Plan / German HGB

You want to use the value 200 in all plan versions as the special version Data Collection, except for the combination Plan / U.S. GAAP, for which you want to use the value 210.

Create a rule for special version Data Collection as follows: Plan / All Values -> 200.

Overwrite this rule with the value 210 for the combination Plan / U.S. GAAP.

End of the example.