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Function documentationSetting the Final Account Assignment Indicator in Purchase Orders Locate this document in the navigation structure

 

This function allows you to prevent further quantity postings to single account assignment items (AA items) and - if encumbrance tracking takes place for the account assignment - to reduce the open commitment value accordingly.

Prerequisites

In Customizing for Materials Management, under   Purchasing   Purchase Order   Define Final Account Assignment Reasons  , you have defined final account assignment reasons that are available to the user in entry help during purchase order processing. If you set the final account assignment indicator (FAA indicator) in an AA item without setting a final account assignment reason, the system displays a message. In Customizing you can define this message as a warning or an error message.

By default the system does not include quantities from parked invoices when determining the final account assignment quantity (FAA quantity). However, if you want the system to include invoices with the status parked as complete or parked released when calculating the FAA quantity, you must specify this in Customizing for Public Sector Management, under   Funds Management Government   Actual and Commitment Update/Integration   Integration   Integration Materials Management   Apply Parked Invoices in Calculating Final Account Assignment Quantity  .

You can only set the FAA indicator if the following conditions have been fulfilled:

  • You have created the purchase order manually or using a BAPI.

  • You have created multiple account assignments for the purchase order.

  • You have already created follow-on documents, such as goods receipts or invoice receipts, for the purchase order.

  • You have not flagged the purchase order item as a returns item.

  • If you want to create service items (item type D) and set an FAA indicator for them, you must have activated service-based invoice verification. In unplanned service lines (up to a limit), the FAA indicator is simply for information purposes.

  • You have made the appropriate goods receipt settings on the Delivery tab:

    • If you are expecting a goods receipt for the purchase order item, you have deselected the GR Non-Valuated checkbox.

    • If you are not expecting a goods receipt for the purchase order position, and have deselected the Goods Receipt checkbox, you cannot invoice this purchase order item using an invoicing plan. Once you have set the FAA indicator for an account assignment item, the system no longer allows you to create invoicing plans on the Invoice tab. If you have already created an invoicing plan for a purchase order item, you can no longer set the FAA indicator for the assigned account assignment items.

      If you are not expecting a goods receipt for the purchase order item, you are not longer permitted to change the account assignments for the purchase order item during invoice entry. The system only displays the FAA indicator in the purchase order if you have not selected the AA Chgable at IR (Account Assignment Changeable at Invoice Receipt) checkbox in Customizing for Materials Management, under   Purchasing   Account Assignment   Maintain Account Assignment Categories  .

Features

Setting the Final Account Assignment Indicator

If you want to limit further quantity postings to an account assignment item, select the Final AA Indicator checkbox. To document why you have set the FAA indicator for this account assignment item, you can select a final account assignment reason (FAA reason). If the related message is defined as an error message in Customizing, you cannot set the FAA indicator and save without entering an appropriate FAA reason.

If you remove the FAA indicator from an AA item, the system posts quantities to the item again at the next partial goods receipt or invoice receipt, according to the distribution specified by you.

Determining the Final Account Assignment Quantity

When you set the FAA indicator, the system determines the FAA quantity from the purchase order history, and reduces the original AA quantity that was stored there accordingly. The system determines the FAA quantity based on delivered and invoiced material quantities, but does not include delivery costs in the calculation. The FAA quantity determined by the system then applies to material items and planned delivery costs.

The system calculates the FAA quantity depending on the distribution logic selected by you:

  • If you have selected distribution by quantity, the system compares the delivered and invoiced quantities for this AA item, and sets the higher of the two as the FAA quantity.

  • If you have selected distribution by amount, the system compares the delivered and invoiced quantities for this AA item, which it has calculated to the floating point from the amounts, and sets the higher of the two as the FAA quantity. In the case of distribution by amount, the system saves the FAA quantity to the floating point and displays it on the screen rounded to three decimal places.

  • If you have chosen percentage distribution and then set the FAA indicator, the system changes the distribution logic to distribution by quantity. This is necessary in order to avoid rounding errors when distributing the remaining quantity.

Caution Caution

We therefore recommend that you do not choose percentage distribution if you want to work with the FAA indicator in your procurement process.

End of the caution.

The system only distributes subsequent partial goods receipts and invoice receipts to AA items with an FAA indicator up to the level of the FAA quantity. The system always distributes quantities to items with with FAA indicators on a progressive fill-up basis, even if you specified a different distribution in the partial invoice indicator.

Redistributing the Quantity Difference

When the system has determined the FAA quantity from the purchase order history, it reduces the originally entered AA quantity to match the FAA quantity. After you have set the FAA indicator, the sum of the quantities at account assignment level is lower than the previously entered purchase order item quantity.

You can balance out the ensuing quantity difference in the following ways:

  • You can reduce the quantity at purchase order item level by the difference in quantities.

  • You can specify in a Business Add-In (BAdI) how you want the system to distribute the quantity difference across the remaining open account assignment items. If you implement the BAdI: Adjust MAA Distribution for Final Account Assignment (ME_MAA_ADJUST), you can trigger a redistribution of the quantity or value difference according to an algorithm stored by you. You can do this in the details of the purchase order item on the Account Assignment tab using the Adjust Distribution pushbutton. The example implementation CL_EXM_ME_MAA_ADJUST is available for this BAdI.

  • You can distribute the quantity difference manually across the remaining open account assignment items.

  • You can add new account assignment items and post the quantity difference to these items.

Deselecting the Final Account Assignment Indicator

If you remove the FAA indicator from an AA item, the system posts quantities to the item again at the next partial goods receipt or invoice receipt - according to the distribution specified by you.

More Information

For further information on the effects of the FAA indicator on your procurement process, see:

Goods Movements for Purchase Orders with a Final Account Assignment Indicator

Creating Incoming Invoices for Purchase Orders with a Final Account Assignment Indicator