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 Writing Off Items

Prerequisites

You have to make the following settings in the Implementation Guide for Contract Accounts Receivable and Payable ( Start of the navigation path Business Transactions Next navigation step Write-Offs): End of the navigation path

  • Define the write-off reasons that are stored in the written-off line items for information purposes

  • Define the specifications (choice of check level) and default values required for posting a write-off document (the clearing reason, for example).

  • Define the G/L accounts for writing off receivables and payables and define these accounts for automatic account determination in Customizing.

  • If you also want to permit partial write-offs, set the indicator PW/O (permit partial write-off) for the required write-off reasons under Start of the navigation path Business Transactions Next navigation step Write-Offs Next navigation step Define Write-Off Reasons. End of the navigation path

  • Under Start of the navigation path Basic Functions Next navigation step Special Features for Tax Processing Next navigation step Define Tax Calculation Types for Write-Offs and Individual Value Adjustments End of the navigation path , you have selected a rule to be used to calculate the tax adjustment for a write-off.

If you program corresponding function modules and define them in Customizing under Start of the navigation path Program Enhancements Next navigation step Define Customer-Specific Functions Modules End of the navigation path , you can:

  • Subject open items to a check in event 5010

    The module should contain the required check rules. You have already defined the checking level at which these rules are applied in Customizing under default values. You can only write-off items that may be written-off according to the checking rules.

  • Enter default values and check the specifications for write-off in event 5006

  • Apply industry-specific check rules in event 5008.

    In this event, you can also apply check rules that are independent of whether the indicator Do Not Apply Write-Off Rules is set. This event is always processed.

You might want a certain number of people to be able to write off all open items, despite the check rules that have been implemented (through the industry-specific or customer-specific component).In this case, you can issue these people with special authorization for activity 020 of the authorization object FI-CA Special Function (technical name F_KK_SOND). To define authorizations, see Start of the navigation path Basic Functions Next navigation step Authorization Management End of the navigation path .

Procedure

  1. Choose one of the following paths:

    Roles

    Start of the navigation path Account Maintenance, Transfer Postings, Reversals(SAP_FI_CA_ACCOUNT_MAIN_REVERS) Next navigation step Write Off Items End of the navigation path

    SAP Menu

    Start of the navigation path Account Next navigation step Write Off Items End of the navigation path

  2. Enter your selection specifications for the open items and the details for posting the write-off.

  3. Start of the navigation path ChooseContinueor, if you have the authorization to write off without check rules, chooseEdit Next navigation step Select without Rule. End of the navigation path The items that can be written-off are displayed.If applicable, the number of items not meeting the checking rules is output.

  4. Select the open items that you want to write off.

    Select and activate the required items or select the items using the amount field in the corresponding row. The system transfers the complete amount of the item (column Gross Clearing ) for the write-off.

    If you only want to write off a partial amount, enter this partial amount in the column Gross Clearing .

  5. Choose Post .

Via Start of the navigation path Extras Next navigation step Display Document,you can display the write-off document. End of the navigation path

Start of the navigation path ViaExtras Next navigation step Account Balance,you can display the account balance of the business partner. End of the navigation path

Via Start of the navigation path Extras Next navigation step Notes Next navigation step Enter Notes End of the navigation path , you can enter notes for write-off document.

Result

The open items you selected are (partially) cleared and a write-off document is created. The document number of the document created is displayed in the status line. If you only cleared part of the amount, the remaining amount of the document is open.