Reconciling Open Items Interactively

After the automatic assignment, you can interactively reconcile any remaining, unresolved documents and trigger any necessary adjustment postings.

This graphic is explained in the accompanying text.

Overview of Process Steps

Prerequisites

You have made the necessary Customizing settings for the sender and reconciliation systems.

To make the Customizing settings for General Ledger Accounting, use the following menu path:

If you use classic General Ledger Accounting:
Financial Accounting General Ledger Accounting Business Transactions Closing Check/Count Cross-System Intercompany Reconciliation
If you use new General Ledger Accounting:
Financial Accounting (New) General Ledger Accounting (New) Periodic Processing Check/Count Cross-System Intercompany Reconciliation

To make the Customizing settings for Accounts Receivable and Accounts Payable, use the following menu path:

If you use classic Financial Accounting:
Financial Accounting Accounts Receivable and Accounts Payable Business Transactions Closing Count Cross-System Intercompany Reconciliation
If you use new Financial Accounting:
Financial Accounting (New) Accounts Receivable and Accounts Payable Business Transactions Closing Count Cross-System Intercompany Reconciliation

You have transferred operation data to the reconciliation database and have run the automatic assignment.

Procedure

On the SAP Easy Access screen, choose the following paths:
- To reconcile documents for open items in G/L accounts:
  Accounting Financial Accounting General Ledger Periodic Processing Closing Check/Count Intercompany Reconciliation: Open Items Cross-System Intercompany Reconciliation Reconcile Documents Manually
- To reconcile documents for open items in customer and vendor accounts:
  Accounting Financial Accounting Accounts Receivable or Accounts Payable Periodic Processing Closing Check/Count Cross-System Intercompany Reconciliation Reconcile Documents Manually .
In all screen areas, enter the data that you want to reconcile interactively.

Choose Execute (Execute).

The system analyzes the selected data records and groups them in object groups as defined in Customizing.

On the following screen, the left screen area displays a tree structure that you can minimize or restore using (Show/Hide Navigation). The tree structure shows the companies, with their partners beneath them, and then the relevant object groups beneath them (for example, Open Items).

To change the view, you use the following functions:

Symbol	Meaning
(Show/Hide: No data records selected)	The system shows or hides pairs of companies without business relationships. No actions are required for the corresponding business relationships.
(Show/Hide: Without Variants)	The system shows or hides pairs of companies without variances. No actions are required for the corresponding business relationships.
(Show/Hide: Not Assigned)	The system shows or hides pairs of companies without differences. The total contains no variances, but there are still documents that are not assigned to a business transaction. To check that all business transactions have been reconciled, you should analyze the documents in detail.
(Show/Hide: With Variants)	The system shows or hides pairs of companies with differences. Analyze the differences and make adjustment postings.
(List Output)	The system outputs the information of the tree structure in a list. You can structure the list according to your requirements (filters, totals, subtotals, and so on) as well as send it by mail.

You can also define your user default settings:

You can adjust the standard width of the structure tree to meet your requirements.
You can define a tolerance value and an associated currency. If the difference of an object subgroup is below the tolerance value that you have defined, the system does not include the subgroup in the program run. Any change to the tolerance value does not take effect until you restart the program.
You can define a standard recipient for sent messages (for example, yourself if you want to receive a copy of any correspondence).

In the tree structure, select one of the object groups. The system displays the open items of the selected pair of business partners.

This graphic is explained in the accompanying text.

Screen Areas

You can use the following main functions for interactive reconciliation:

Symbol	Meaning
(Assign Data Records)	After you have selected the affected items, you use this symbol to assign them to one another. The assignment of open items corresponds to the assignment of documents to a document group that needs to correspond to a business transaction. A document group can contain any number of documents (for example, outgoing invoices, incoming invoices, and adjustment postings). If the balance of the document group is not zero, the group appears in the lower screen area. If the balance of the document group is zero, it is no longer displayed here (with the default settings). Note However, you can also show document groups that balance to zero in the lower screen area. End of the note.
(Propose Assignments)	After you have selected one of the rules defined in Customizing, the system proposes a list of suitable data records for assignment. Note The suggested document groups do not always balance to zero. For more information about the display, see the examples below. End of the note. In the list of proposals, you can use (Assign Data Records) to assign selected data records to a business transaction. If you want to make such an assignment, the system assigns the corresponding data records to a new document group irrespectively of the temporary document group displayed. You can use (Delete from Display) to delete the selected data records from the display of proposed assignments. The corresponding data records remain in the worklist. At any time, you can return to the main display. Any proposals that have not been confirmed remain in the worklist.
(Set Status)	Based on the Customizing settings made, you can set the different processing statuses and communication statuses.
(Mail)	When processing dispute cases, you can contact the relevant processor. For this, you can use templates that you can adapt to your requirements (available in different languages). You choose the relevant recipient from the database of contact persons. In this way, you prepare the adjustment postings.

Example Example

You use a rule that checks whether the document date, transaction currency, and transaction currency amount match. The program proposes the following document groups:

Group	Company	Partner	Document Date	Currency	Amount
T0000001	C1000	C2000	December 31, 2015	EUR	5,000
	C2000	C1000	December 31, 2015	EUR	-5,000
	C2000	C1000	December 31, 2015	EUR	-5,000
T0000001				EUR
T0000002	C1000	C2000	January 1, 2016	EUR	5,000.00
	C1000	C2000	January 1, 2016	EUR	5,000.00
	C2000	C1000	January 1, 2016	EUR	-5,000
T0000002				EUR	5,000

You select the first two data records and assign them to each other using (Assign Data Records). You then analyze the remaining data records and establish that the document date was incorrect in the third document. You therefore select the third and fourth data records and assign them to each other.

You can use (Delete from Display) to delete the selected data records from the display of proposed assignments. The corresponding data records remain in the worklist.

If you select data records from one or more of the temporary document groups proposed and confirm the proposals using (Confirm Proposals), the system assigns the selected data records to new document groups in accordance with the proposal.

End of the example.

Example Example

You use a rule that checks whether the document date, transaction currency, and transaction currency amount match. The system proposes the following document groups:

Group	Company	Partner	Document Date	Currency	Amount
T0000001	8,000
	C2000	C1000	December 31, 2015	EUR	–8,000
T0000001				EUR	0.00
T0000002	C1000	C2000	January 1, 2016	EUR	8,000
	C2000	C1000	January 1, 2016	EUR	–8,000
T0000002				EUR	0.00

You select all data records and use (Confirm Proposals) to assign them to one another. In this way, you produce two separate document groups. If you had assigned the documents using (Assign Data Records), all documents would have been assigned to the same document group.

End of the example.

Note Note

You can use an enhancement to set up additional main functions. Such functions then also appear in the toolbar of the standard functions. You can use the same enhancement to deactivate individual standard functions.

End of the note.

To adjust the list of open items to meet your requirements, you can use (Select Layout) to set a user-defined view.

The standard display shows only selected standard functions of the ALV grid. To use the standard functions (such as sort or set filter), call the context menu for the header of the columns displayed or choose (Standard Functions) (for example, the function for exporting data in the display). You can also use (Standard Functions) to define whether the system displays all standard functions of the ALV grid in the application toolbar.
You can use the following functions:
- You can display the original document in the source system. This function is only available if the original document comes from an SAP system and if you have set up the corresponding RFC connection.
- You can create public and private notes and attachments.
- You use (Delete Assignment) to remove the assignment of documents to document groups.
- You can adjust the size of the lower screen area for unassigned items.

Result

Document groups with a difference amount are displayed in the lower screen area. For such groups, you can usually identify the reason for the difference (for example, incorrect transaction currency, incorrect amount, or missing document on one side of the business relationship). Document groups without difference amounts are not displayed with the standard settings.

Note Note

In the lower screen area, you can also display document groups without differences.

End of the note.

In the case of documents that you cannot reconcile within a period, you can post any prepaid/deferred items to reduce the differences at month end.