Document Journal

Use

You use this report to create a list of all your accounting documents, as part of the month-end closing process. It is used by many countries, but offers two features specifically for Turkey: the storage of document journal numbers for use in the balance audit trail and the hiding of the date and time from the list header.

Prerequisites

Before you use the report, you have to install a user exit that prevents the date and time of the journal's creation from being displayed in the list header, as is the case otherwise (for more information, see Hiding the Date and Time ).

Features

Storage of Document Journal Numbers

When you run the report, the system assigns each accounting document a journal number. Normally, the system does not save the journal numbers anywhere, and once you leave the report, the journal numbers are lost. When you run the report for Turkish company codes, however, the system stores the journal numbers in a single file, for use in the balance audit trail , which you need for year-end closing.

In order to prevent the file from becoming too large, the system automatically deletes any data from it that is not from the current fiscal year or the previous one. This includes any data that you have regenerated for past years (see below).

The procedure is illustrated by means of the following example:

Example Example

Your fiscal year runs from April through March, and you run the report at the end of each month. You run it at the end of April, and it saves the document journal numbers for that month's accounting documents. The next time you run it, at the end of May, it adds that month's entries to the file, and so on, month for month through March. The file continues to grow.

At the start of the next fiscal year, when you run the report for April again, the same file is used, and so on through the year. At the end of March, the file contains the document journal numbers for all the documents from the past two fiscal years.

At the start of the third fiscal year, you run the report at the end of April, as usual. The system saves the document journal numbers, as usual, but at the same time, it also deletes all the information from the first fiscal year.

End of the example.

Regenerating Deleted Document Journal Numbers

If for any reason you need to regenerate document journal numbers for a given fiscal year that have already been deleted, you can do so by running the report from the first date to the last date of the fiscal year in test mode. The system stores the numbers in the file. They are then automatically deleted the next time you run the report.

Activities

To access the report, from the SAP Easy Access screen, choose Start of the navigation path Accounting Next navigation step Financial Accounting General Ledger Information System General Ledger Reports Document General Document Journal Document Journal End of the navigation path .