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Function documentationAggregation of Reconciliation Keys

 

The aggregation of reconciliation keys for posting processes that generate documents is a means of grouping together posting totals under one reconciliation key (aggregation key). This aggregation enables you to reduce the number of posting items in the general ledger.

Prerequisites

You have preselected the reconciliation keys that you want to aggregate.

Features

Mass activities with jobs running in parallel, in which documents are posted, use a separate reconciliation key for each job. You can aggregate these reconciliation keys under one reconciliation key (aggregation key) before the transfer to the general ledger. In that case, the system adds the totals records that have the same account assignment together, which reduces the number of totals records. As a result, you transfer only the totals records of the aggregation key. This enables you to reduce the number of posting items in the general ledger. The following two approaches are available for the aggregation:

  • You can set up mass activities in Customizing that can be used for an automatic aggregation of the reconciliation keys.

  • You can manually preselect and aggregate the reconciliation keys used in a mass activity after you have executed the mass activity. This is described in the table below.

You can also aggregate reconciliation keys of other posting processes that generate documents by choosing one of these options:

  • You can preselect the reconciliation keys that are used at the time you create them, and then aggregate them later as described below in the table.

  • You can preselect and aggregate the reconciliation keys as described below in the table at a later point in time.

By preselecting a reconciliation key for aggregation, you prevent this reconciliation key from being transferred to the general ledger. To be able to transfer a reconciliation key that has this preselection designation to the general ledger, you first have to aggregate it.

Activities

To have the system perform aggregation automatically when a mass activity is run, enter the necessary reservation objects (such as payment run, payment lot, or returns lot) in Customizing for Contract Accounts Receivable and Payable. Choose Start of the navigation path Integration Next navigation step General Ledger Accounting Next navigation step Specify Aggregation of Reconciliation Keys End of the navigation path.

To preselect and aggregate the reconciliation keys at a later point in time, proceed as described below:

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

  2. Restrict the selection using a combination of the following parameters:

    • Concrete reconciliation key(s)

    • Date of entry

    • Entered by

    • Reservation object

    • Object key

    In addition, you can further limit the selection in the Additional Selections group box:

    • To reconciliation keys that are not yet aggregated

    • To reconciliation keys that are already aggregated

    • To all appropriate reconciliation keys for processing (regardless of aggregation)

  3. Run the program. Choose the Execute (Execute) pushbutton.

  4. In the screen that appears, you see a list of the reconciliation keys that meet the selection criteria.

    • To preselect a reconciliation key for aggregation, select the reconciliation key and choose the Flag for Aggregation Flag for Aggregation (Flag for Aggregation) pushbutton in the toolbar.

    • To aggregate reconciliation keys, first select the reconciliation keys you want. Then choose the Test Aggregation Check Aggreg. (Test Aggregation) pushbutton in the toolbar. A dialog box appears in which the system displays whether or not the prerequisites for an aggregation are fulfilled. For example, if a reconciliation key is not closed or was already aggregated, the system displays that information here. In that case, aggregation is not possible.

      If the aggregation is possible, then choose the Execute Aggregation Execute Aggregation (Execute Aggregation) pushbutton in the toolbar.

      A dialog box appears. Enter the aggregation key you want to use and choose Continue (Continue). If the reconciliation key you want to use does not already exist, the system asks if you want to create the reconciliation key.

    • To remove a reconciliation key that you already preselected for aggregation from the aggregation, choose the Remove Reconciliation Key from Aggregation Do Not Aggregate (Remove Reconciliation Key from Aggregation) pushbutton in the toolbar.

      Note Note

      The removal from the aggregation is possible, regardless of which of the following ways you used to preselect the reconciliation key for aggregation:

      • Manually in transaction Aggregate Reconciliation Key

      • Automatically using the Customizing settings for a mass activity

      • Using the Flag for Aggregation indicator when you created the reconciliation key

      End of the note.

    • By choosing the Select New Data (Select New Data) pushbutton in the toolbar, you can update the displayed data.

      Example Example

      It is possible for a user to close a reconciliation key while you are working. After you refresh the data, the display then shows this change.

      End of the example.

    Click on a reconciliation key in the list to display the reconciliation key. If the reconciliation key is not already closed, you can close it directly in this way. To do so, choose the Close (F8) Close (Close (F8)) pushbutton in the toolbar.

    To display all the dependent reconciliation keys for a reconciliation key, click on the given reconciliation key.