Document Splitting in New GL in SAP #7 Customise Document Splitting rules

Document Splitting in New GL in SAP #7 Customise Document Splitting rules

Customise Document Splitting


Overview

SAP has delivered a set of pre-configured Document Splitting rules that should cater to most business scenarios. However, in many business scenarios, these rules may not meet the requirements of the business.

In this blog, I will explore the customisation of Document Splitting by configuring Extended Document Splitting – this configuration allows you to split line items that would not normally split based on SAP pre-configured rules.

 

Blogs on Document Splitting

In my series of blogs on document splitting, I intend to explain and elaborate the concepts behind Document Splitting and highlight using examples how document splitting can be achieved for various complex business processes. I use Profit Centre as a “scenario” to explain the functionalities; however all processes that apply to Profit Centre also apply to the other scenarios (Segment, Business Area).

To identify the series of blog, I have categorised the blogs under SAP > Document Splitting. If you have questions/ comments/ suggestions, please send me your comments in the form below. Sharing your questions and experience using comment box below will help other readers to gain additional knowledge involved in this functionality.

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Assumption for this blog

You should read by first 5 blogs to gain an understanding of the concepts around document splitting. These 5 blogs form the backbone of this blog series. Where possible in this blog, I will link the context to the foundation blog so you can refer back to the concept, if you want to.

#1  Overview of new GL Document Splitting Process

#2  Architecture of SAP new GL

#3  The Design driving the new GL Document Splitting process

#4  SAP delivered pre-configuration for document splitting in SAP new GL

#5  The semantics of SAP new GL document splitting process

 

What I am demonstrating

In this blog, I intend to demonstrate the impact of configuring Extended Document Splitting.

Initially, I will make an expense payment through Petty Cash against the background of SAP delivered Document Splitting rules. The document does not derive Profit Centre for Petty Cash line item. We will analyse what pre-configured rules caused the document not to split.

Then, I will demonstrate how the document splitting can be customised by configuring Extended Document Splitting rule; this customisation will enable a similar expense document through Petty Cash to split.

 

Posting with pre-configured Document Splitting rules

We have seen that SAP has delivered pre-configured settings for Document Splitting. However, these settings may not suit all business processes for individual customers.

Below is a scenario of an expense payment made from Petty Cash. This document was posted using SAP pre-configured Document Splitting rules. The financial document has not split; the Profit Centre against Petty Cash is blank. (The document could generate an error message instead of posting to blank Profit Centre depending on SAP pre-configured rules).

Document Type SA is mapped to Transaction 0000 and Variant 0001 (unspecified posting). This combination of Business Transaction and Business Transaction Variant is not well pre-configured.

 

One option is to map Document Type SA to a different business transaction and business transaction variant.

However, the recommended approach is to create new Document Splitting rules to suit your business processes. You should not modify the SAP standard pre-configured Document Splitting rules. Instead, copy all standard Document Splitting rules under Document Splitting Method 0000000012 to a new set of rules under Document Splitting method Z000000012. Then proceed to modify the rules.

Remember to change the assignment of Document Splitting method in the “Activate Document Splitting” configuration to point to Z000000012.

Steps to customise Document Splitting

You have to complete the below additional configuration to customise the Document Splitting process for your business processes:

  • Define Document Splitting Method
  • Define Document Splitting Rule
  • Assign Document Splitting Method
  • Define Business Transaction Variants (optional)

Define Document Splitting Method

As mentioned before, create a new Document Splitting Method Z000000012 as a copy from SAP standard Document Splitting Method 0000000012.

Configuration can be performed in IMG menu path

Financial Accounting (New) > General Ledger Accounting (New) > Business Transactions > Document Splitting > Extended Document Splitting > Define Document Splitting Method

 

Define Document Splitting Rule

Document Splitting rule assigns Business Transaction and Business Transaction Variant to Document Splitting Method. In the scenario of Petty Cash expense, the Business Transaction is 0000 and the Business Transaction Variant is 0001. We will proceed to modify the splitting rule for this combination.

Configuration can be performed in IMG menu path

Financial Accounting (New) > General Ledger Accounting (New) > Business Transactions > Document Splitting > Extended Document Splitting > Define Document Splitting Rule

 

Add Item Category 04000 (Cash Account) as an “Item Category to be edited.”.

 

Add Item Category 20000 (Expense) as a “Base Item Category” used to split Item Category 0400 (Cash Account).

 

Assign Document Splitting Method

Assign the newly created Document Splitting Method Z000000012 to the activation of Document Splitting.

Configuration can be performed in IMG menu path

Financial Accounting (New) > General Ledger Accounting (New) > Business Transactions > Document Splitting > Extended Document Splitting > Assign Document Splitting Method

 

Posting with customised Document Splitting Rules

We can now post a similar Petty Cash expense transaction to test our customisation of Document Splitting rules. You will notice that the Petty Cash transaction is now split based on offsetting expense line items.

 

Conclusion

Pre-configured SAP Document Splitting Rules work for many business processes. However, it is not meant to be comprehensive. Customers should review their business processes and also review which processes post to Business Transaction 0000 and Business Transaction Variant 0001. These are the transactions that normally post without Profit Centre (or generate an error message for missing Profit Centre depending on configuration).

Generally, most customers prefer to post corporate Balance Sheet items (like Cash, Bank, Loans, Equity) to a default Profit Centre instead of splitting them across various Profit Centres. Only Vendors, Customers, Assets, Inventories are suitable to split across Profit Centres. This customisation is achieved by configuring “Constants” in the Document Splitting process. By configuring constants, you can post all lines items “missing” a Profit Centre assignment to a default Profit Centre. We will review the use of Constants in the Document Splitting process in the next blog.

 

Please Share

I hope this blog has helped you understand the configuration behind document splitting. Please do leave your comments below whether this article was helpful; and whether you have any suggestions/ comments; or if you would like to share your experience with document splitting.

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View my presentation on Slideshare

Document splitting in New GL in SAP

Index of my blogs on Document Splitting in new GL in SAP ECC

#1  Overview of new GL Document Splitting Process

#2  Architecture of SAP new GL

#3  The Design driving the new GL Document Splitting process

#4  SAP delivered pre-configuration for document splitting in SAP new GL

#5  The semantics of SAP new GL document splitting process

#6 Set up Zero-balancing for SAP new GL

#7 Customise Document Splitting rules

#8 Use Constants for Nonassigned Processes in SAP new GL

#9 Customise cross company code postings for document splitting

#10  Document Splitting in Cross company code vendor payment

 

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Rajesh has implemented new GL and Document Splitting for several customers. Rajesh has 12 years experience implementing SAP / IT / BPM Finance solutions for several customers globally; he also has 7 years experience working in the business in Finance and Accounting functions. His business process knowledge combined with his IT expertise enables him to provide his customers with best-of-breed advice on business process / IT implementations.

View Rajesh Shanbhag's profile on LinkedIn

 

Comments

  1. Hi Rajesh

    I have gone through all your blogs on New Gl. It was really informative and i used it in my project.

    I have a specific question for you.

    We are implementing New Gl for a customer.

    5 company codes are attached to one controlling area. so the contant profit center is attached at the controlling area level.

    Clients wants the contant profit center to be at the company code level. Is there any exit or method available to do this ?

    Your advice and thoughts on this will be helpful to us.

    Venkat

    • Hi Venkatesan
      Unfortunately I am not aware of any user exit to assign profit centre within newGL by company code.

      Regards

      Rajesh

  2. Hi Rajesh

    It is been always like whenever i get an issue with new g/l the first thing is i read your blogs to derive the solution which has certainly supported me in understanding the concepts and solving the issues at customers.

    Could you please clarify for the following scenario where am stuck

    Payment on Account is to be posted from a customer (2000 Company code). Bank is assigned to 1000 company code. Since there is no preceding document profit centers are not updated in the payment for the trade debtors but i get the following entry

    CO.Code 1000 Check Received Dr Profit Center 1900
    Co.Code 1000 Inter company Cr Profit Center 1900
    Co.Code 2000 Trade Debtors Cr Profit Center ?Not Deriving
    Co.Code 2000 Inter company Dr Profit Center 2100 (FAGL3KEH this customizing is done)
    Co.Code 1000 Doc Split Dr Profit Center ?Not Deriving
    Co.Code 2000 Doc Split Cr Profit Center 2100

    I would be grateful if you are able to suggest on this (some customizing advice from extended document splitting)

    • Sorry

      This is how the document displays

      CO.Code 1000 Check Received Dr Profit Center 1900
      Co.Code 1000 Inter company Cr Profit Center 1900
      Co.Code 2000 Trade Debtors Cr Profit Center ?Not Deriving
      Co.Code 2000 Inter company Dr Profit Center 2100 (FAGL3KEH this customizing is done)
      Co.Code 2000 Doc Split Dr Profit Center ?Not Deriving
      Co.Code 2000 Doc Split Cr Profit Center 2100

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