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 Creating, Displaying, and Changing Reconciliation Keys

Use

Each document that is posted in Contract Accounts Receivable and Payable is uniquely assigned to a reconciliation key.

Features

You can create reconciliation keys in the following ways:

  • Manually

    You can create reconciliation keys manually. You can use reconciliation keys created in this way for any postings as long as the keys remain open.

  • Automatically

    In posting transactions such as document posting, document reversal, or in account maintenance, you enter a reconciliation key. If this key does not already exist, the system asks if you want to create the key. If you confirm the query, the system creates the key automatically.

    Depending on the system setting, the system proposes a reconciliation key. Using a reconciliation key proposed by the system is useful if, for example, all manual postings for a given day are to be carried out with the same reconciliation key. As standard, the reconciliation key proposed is made up of the current date, the document source, and the user group. You can also use event 1113 to determine the default value.

In a payment lot or returns lot, you enter the desired reconciliation key for a payment run or dunning run (for a payment run, only the first 10 characters of the reconciliation key). Alternatively, for payment and returns lots, the system proposes the name of the lot as the reconciliation key.

The system creates the reconciliation key and reserves it exclusively for the relevant object. An alternative use, such as for manual posting, is not possible.

For a payment run, two characters (such as AA ) are attached to the characters specified for the reconciliation key. In this way, a sufficient number of reconciliation keys is also reserved for parallel processing steps.

For a mass posting run the procedure is different. Here, the system creates the reconciliation key automatically and closes it after the program run. The system proposal consists of the run date the and the run ID, in order to make the assignment to the mass run easier. The reconciliation key is created automatically from this key and the job number. In most cases the key agrees with the first document number created. Alternatively, you can enter the reconciliation key explicitly (for example, during the initial document transfer). In this case too, the system closes the reconciliation key automatically after the program run.

For external postings, the reconciliation key is also assigned automatically.

Activities

To create a reconciliation key manually:

  1. Choose one of the following paths:

    • Role Start of the navigation path Reconciliation Key Administration(SAP_FI_CA_RECONCILIATION_KEY) Next navigation step Create Reconciliation Key End of the navigation path

    • SAP Easy Access screen Start of the navigation path Document Next navigation step Reconciliation Key Next navigation step Create End of the navigation path

  2. Enter the reconciliation key.

    Set the Flag for Aggregation indicator if you only want to use this reconciliation key in aggregated form with other reconciliation keys in the general ledger. The system then does not consider this reconciliation key when data is transferred to the general ledger . You first have to aggregate this key under another reconciliation key (an aggregation key), before it can be transferred to the general ledger.

  3. Save the reconciliation key. Choose the ( Save) pushbutton.

To display a reconciliation key:

  1. Choose one of the following paths:

    • Role Start of the navigation path Reconciliation Key Administration(SAP_FI_CA_RECONCILIATION_KEY ) Next navigation step Display Reconciliation Key End of the navigation path

    • SAP Easy Access screen Start of the navigation path Document Next navigation step Reconciliation Key Next navigation step Display End of the navigation path

  2. Enter the reconciliation key you want and choose ( Continue ).

  3. In the screen that appears, you receive a general overview of the use of the reconciliation key in the Status group box. The following processing functions are also available in the toolbar:

    Pushbutton

    Function

    Close ( Close (F8) )

    Closes the reconciliation key to further postings

    Totals Records

    Displays the totals records contained in the reconciliation key

    Status of Transfer

    Displays the status of the transfer of the reconciliation key

    Document Itemization

    Displays the individual documents posted under the reconciliation key

    To change a reconciliation key:

  4. On the SAP Easy Access screen, choose Start of the navigation path Document Next navigation step Reconciliation Key Next navigation step Change End of the navigation path .

  5. Then you can delete the reconciliation key, close it, or display the documents contained in it.

    If the data stored in the totals records is no longer valid, it is not possible to make the transfer to the general ledger. In that case, you have to change the data so that you can still transfer the postings to the general ledger. You then have to set the Subseq. adjustments indicator for the affected reconciliation key. For more information, see the field help (F1).

    Example Example

    The field selection of a G/L account has changed. Certain entries, such as the profit center, were defined as required entries. However, you still have to transfer totals records in which the profit center is not entered.

    End of the example.