Process Flow for Entering Fuel Levels

I. Entering initial fuel level

The table where all fuel levels are recorded is not linked to Financial Accounting (FI). Therefore, when you enter initial levels for the first time, the system generates the following postings in the Financial Accounting (FI) component:

Posting: The system posts the initial level to a balance sheet account in the Financial Accounting (FI) component.

Posting: In addition, the system posts the initial level to the expense account for the service charge settlement, with additional account assignment to the settlement unit.

For both postings, the system posts either with or without value-added tax, depending on your settings in Customizing (country-specific settings for Switzerland). You control whether or not a document posts with value-added tax by entering an X (value-added tax) or a blank in the last position in the Excel file.

These postings to FI ensure that the value from the fuel supply account is included in the settlement and that the FI postings are the same as the values in the fuel level table. In addition, it ensures that this posting is correctly handled based on your Customizing settings using standard opting.

You can enter the initial fuel level either individually when processing the settlement unit, or using mass processing by uploading the data from an Microsoft Excel file.

The Excel file has to have the following data structure:

0050;1637;101;50;20080101;20100906;6560;LT;5136.85;CHF; CoCd;BE;SCK;SU;asset value date;posting date;no. of liters;unit of measure;amount;currency:X or blank = with or without VAT)

The tax group that you use when you post value-added tax is the same as the tax group entered in Customizing in the country-specific settings for Switzerland. In all other cases, the system uses the settings for value-added tax in the company code.

If you want to enter an initial fuel level with an input tax backlog already settled with tax management, then in the Excel file, you have to enter the fuel amount including the input tax backlog and enter a blank (apostrophe in Excel) in the last position.

Once you have entered the initial fuel level, the system ensures that it is not possible to import an initial fuel level again.

For more information, see Entering Initial Fuel Level .

II. Entering additions and removals

For every change to the initial fuel level, you enter a G/L accounting document, a vendor document, or a customer document. For a G/L account posting, for example, from the SAP Easy Access screen, choose Accounting → Financial Accounting → General Ledger → Posting → Enter General Posting for Ledger Group Or you can make the posting using the one-time postings function.

You can record the data of these postings in the fuel level table, again using one of two methods:

Individually when processing the settlement unit

Follow the procedure described in Entering Initial Fuel Level . However, in this case, select the Addition or Removal indicator. Then you enter the accounting document of the change posting. Or the system proposes the document automatically. When copying the data from the accounting document, the system checks if:

The document has account assignment to a real estate object (settlement unit, master settlement unit, or cost object settlement unit)

The G/L account agrees with the settings in Customizing

The document was not already copied to the table

The units of measure agree with those in Customizing

The document contains the quantity

If a line item in the document does not pass all of these tests, then the system rejects the entire document. It is not possible for only part of the document to be copied.

Mass processing using a transaction from the menu ( Mass Processing of Fuel Additions )

Using this transaction, you can transfer accounting postings together as transaction data to the fuel level table subsequently (for instance, at the end of the work day). You can select the posted documents using various selection criteria.

The system lists the selected postings. Any postings that are due, but do not have entries for the quantity, are rejected. The system issues the error message you set up in Customizing. You have to complete these postings manually (see above).

On the SAP Easy Access screen, choose Accounting → Flexible Real Estate Management → Country Specifics → Switzerland → Fuel Management → Mass Processing of Fuel Additions

III. Entering ending fuel level

You can enter the ending fuel level (quantity) as you do the initial level:

Individually when processing the settlement unit

Follow the procedure described in Entering Initial Fuel Level . Here you select the Ending Level indicator.

Mass processing using a transaction from the menu ( Mass Processing of Ending Level )

On the SAP Easy Access screen, choose Accounting → Flexible Real Estate Management → Country Specifics → Switzerland → Fuel Management → Mass Processing of Ending Level

You can enter the quantity of fuel at the ending level in the list that is displayed. To transfer the data, choose Transfer. In the next screen, choose Post

You can correct any quantities that were entered incorrectly. These corrections are allowed until you run the program for determining consumption in update mode. Once this program is run, you first have to reverse the determination of consumption before you can change a quantity.

Reporting on Fuel Levels

Overview of the Fuel Level

On the SAP Easy Access screen, choose Accounting → Flexible Real Estate Management → Country Specifics → Switzerland → Fuel Management → Overview of the Fuel Level

Here you can display fuel movements for one or more business entities. You can also make a selection using sets.

Fuel Level

On the SAP Easy Access screen, choose Accounting → Flexible Real Estate Management → Country Specifics → Switzerland → Fuel Management → Read Fuel Level

Here you can display the line items for the fuel level on a given key date. The balance of the balance sheet account (fuel supply account in Financial Accounting) must have the same balance on the same key date after the first settlement. Note that the amounts of changes to the fuel level were posted including an input tax backlog (only for opting real estate objects).

Displaying Fuel Levels in the Financial Statements

When you post the first initial fuel level, the system makes a balance sheet adjustment posting on the fuel supply account. If you want the fuel level to be displayed in the balance sheet during the first period, you have to make the required balance sheet posting manually at the level of the balance sheet account (without additional account assignment to a settlement unit). To determine the value of the initial fuel level, on the SAP Easy Access screen, choose Accounting → Flexible Real Estate Management → Country Specifics → Switzerland → Fuel Management → Overview of the Fuel Level