Substitution of Document Fields Within Document En (SAP Library

Substitution of Document Fields Within Document Entry

Description

Summary

The substitution allows the user to fill certain document fields with statically defined or dynamically determined values at different times during document entry and document creation. A substitution consists of preconditions as well as replacement rules and is allocated to a company code.

The maintenance and installation is similar to the one for the validation which was already delivered with Release 2.2 and allows the user to install his own checks within document entry.

Application

If substitution is installed, it is automatically run within document entry. It only manifests itself to the effect that certain input fields are filled with values that were gained from the replacement rules.

Three callup points of substitution are to be distinguished here:

1. Document header: This callup point is passed after entering the document header data. All document header fields are sorted out while only certain standard fields can be replaced.

2. Line item: If an item is entered and confirmed on the individual screen or on the fast entry screen such as G/L account fast entry or account assignment models, item substitution is carried out. Here all fields from the document header and the current item can be sorted out while only certain fields of the item can be substituted. This callup point is also passed for all automatically created line items.

3. Complete document: This callup point is processed soon before the actual posting. Here all line items and the document header (for cross-company postings, multiple runs per document) are displayed again for substitution. Here also only certain fields can be changed. This callup point is not yet carried out in the accounting interface in the present release; that is, documents that are created by other applications (CO, MM, and so on) do not receive a field substitution by callup point 3.

Change system parameters in customizing

The customizing is done centrally in FI customizing via:

Bus.transactions -> Base parameters -> Substitution.

There you reach a screen where you can assign a substitution to the company codes at a certain callup point. If no substitution was created, proceed as follows:

Choose "New entries"; there enter company code, callup point, substitution name and levels of activation.

Then position the cursor on the item and branch to the substitution maintenance with Goto -> Substitution .

There set Substitution -> Create.

Substitution can then be maintained as described in the F1 help.

The entries are to be saved when returning.

If you want to assign an existing substitution to a company code, it is sufficient to only maintain the entries on the first screen. Substitutions can only be deleted if they are no longer used in a company code. This is then done in analog steps via the substitution maintenance.

For more information, refer to the step "Define substitution in accounting documents" in the Financial accounting Implementation Guide.

Effect on batch input

The substitutions are also carried out in batch input.

Further notes

If "Business area balance sheets" is switched on for all company codes of a posting and a particular business area is specified in any item in the document, it is automatically copied into all other items. This transferred business area is can only be evaluated for the validation and substitution at callup point 3, but not at callup point 2.

The standard fields allowed for substitution by SAP can be found in table GB01. Only the fields allowed and not prohibited there are proposed for maintenance during customizing. The user has the option of allowing other (for example, his own, new) fields for substitution (table GB01C) with the exception of the prohibited fields.

It is possible to create separate change routines for a field via a user exit. For information on the handling, the user is referred to the online help in the substitution maintenance.

In addition to the online entry and the batch input, substitution is also carried out when creating documents in MM invoice verification, the payment program and the documents which enter into FI via the FI/CO interface. The substitution for the complete document is not supported for postings via the FI/CO interface.

Validation in the respective callup points is carried out immediately after the substitution. Consequently, your own, freely-defined substitutions can also be checked.