Advance payments for operating costs, heating expenses and sales-based rents are handled, from a technical point of view, as customer down payments, and are updated as such in Controlling. To ensure that the down payment data is updated, you have to assign a revenue element to each special G/L account.
You do this as follows:
For all special G/L accounts that are required for the down payment postings, create a parallel G/L account:
Example
Special G/L transaction Special G/L account Pararell G/L account
J AP request 196900 841100
K Operation costs 196910 841110
U Sales-based rent 196920 841120
C Cash deposit 196930 841130
The G/L accounts you create must be profit and loss accounts.
Result
In Financial Accounting, the debit position updates the accounts 196900-196930 (in this example) which represent the special G/L accounts for the special G/L transactions used.
No postings are made on accounts 841100-841130 in Financial Accounting (!), and consequently no balance is shown on these accounts after the debit position run. The purpose of these accounts is only to update the down payments in Controlling.
If no revenue type is entered in the "Accounts for Updating RE Down Payments" table, the revenue type for customer down payments is used; you can maintain this revenue type depending on the controlling area. In this case, choose the IMG activity "Default Cost Elements for Down Payment Update". Note that this default cost element does not differentiate between J and K postings, which means that debit and credit postings balance.
Note: Even if you do not need this default cost element, you have to maintain the data. If you do not, the system will terminate the debit position with an error message.