(ZT)Important SAP Notes on Configuration of MM-FI AAA Posting

Example:
Posting lines are created in the following accounts in the case of a goods issue for a cost center:

Stock account, Consumption account

How does the system find the relevant accounts?

When entering the goods movement, the user does not have to enter a G/L account, since the R/3 System automatically finds the accounts to which postings are to be made using the following data:


Chart of accounts of the company code

If the user enters a company code or a plant when entering a transaction, the R/3 System determines the chart of accounts which is valid for the company code.
You must define the automatic account determination individually for each chart of accounts.

Valuation grouping code for the valuation area

If the automatic account determination within a chart of accounts is to run differently for certain company codes or plants (valuation areas), assign different valuation grouping codes to these valuation areas.

You must define the automatic account determination individually for every valuation grouping code within a chart of accounts. It applies to all valuation areas which are assigned to this valuation grouping code.

If the user enters a company code or a plant when entering a transaction, the system determines the valuation area and the valuation grouping code.





Transaction/event key (internal processing key)

Posting transactions are predefined for those inventory management and invoice verification transactions relevant to accounting. Posting records, which are generalized in the value string, are assigned to each relevant movement type in inventory management and each transaction in invoice verification. These contain keys for the relevant posting transaction (for example, inventory posting and consumption posting) instead of actual G/L account numbers. You do not have to define these transaction keys, they are determined automatically from the transaction (invoice verification) or the movement type (inventory management). All you have to do is assign the relevant G/L account to each posting transaction.

Account grouping (only for offsetting entries, consignment liabilities, and price differences)

Since the posting transaction "Offsetting entry for inventory posting" is used for different transactions (for example, goods issue, scrapping, physical inventory), which are assigned to different accounts (for example, consumption account, scrapping,
expense/income from inventory differences), it is necessary to divide the posting transaction according to a further key: account grouping code.

An account grouping is assigned to each movement type in inventory management which uses the posting transaction "Offsetting entry for inventory posting".



Under the posting transaction "Offsetting entry for inventory posting", you must assign G/L accounts for every account grouping, that is, assign G/L accounts.

If you wish to post price differences to different price difference accounts in the case of goods receipts for purchase orders, goods receipts for orders, or other movements, you can define different account grouping codes for the transaction key.

Using the account grouping, you can also have different accounts for consignment liabilities and pipeline liabilities.

Valuation class of material or (in case of split valuation) the valuation type

The valuation class allows you to define automatic account determination that is dependent on the material. for example: you post a goods receipt of a raw material to a different stock account than if the goods receipt were for trading goods, even though the user enters the same transaction for both materials. You can achieve this by assigning different valuation classes to the materials and by assigning different G/L accounts to the posting transaction for every valuation class.

If you do not want to differentiate according to valuation classes you do not have to maintain a valuation class for a transaction.

Requirements

Before you maintain automatic postings, you must obtain the following information:

1. Valuation level (plant or company code)
Establish whether the materials are valuated at plant or at company code level
When valuation is at plant level, the valuation area corresponds to a plant. When
valuation is at company code level, the valuation area corresponds to a company
code.

2. Chart of accounts and valuation grouping code per valuation area
Find out whether the valuation grouping code is active.
Activate split valuation
If it is not active, determine the chart of accounts assigned to each valuation area
(via the company code). If it is active, determine the chart of accounts and the
valuation grouping code assigned to each valuation area. Group valuation areas

You must define a separate account determination process for chart of accounts
and each valuation grouping code.


3 Valuation class per material type

If you wish to differentiate the account determination process for specific
transactions according to valuation classes, find out which valuation classes are
possible for each material type Define valuation class

4. Account grouping for offsetting entries to stock accounts
Under Define account grouping for movement types, determine for which
movement types an account grouping is defined for the transaction/event keys
GGB (offsetting entry to stock posting), KON (consignment liabilities) and PRD
(price differences).

Activities

1. Create account keys for each chart of accounts and each valuation grouping code
for the individual posting transactions. To do so, proceed as follows:

a) Call up the activity Configure Automatic Postings.

The R/3 system first checks whether the valuation areas are correctly
maintained. If, for example, a plant is not assigned to a company code, a dialog
box and an error message appear. From this box, choose Continue (next entry)
to continue the check.

Choose Cancel to end the check.

The configuration menu Automatic postings appears.

b) Choose Goto -> Account assignment.

A list of posting transactions in Materials Management appears.
For further details of the individual transactions, see Further information.
The Account determination indicator shows whether automatic account
determination is defined for a transaction.

c) Choose a posting transaction.

A box appears for the first posting transaction. Here you can enter a chart of
accounts

You can enter the following data for each transaction:

- Rules for account number assignments
With Goto -> Rules you can enter the factors on which the
account number assignments depend:
- debit/credit indicator
- general grouping (= account grouping)
- valuation grouping
- valuation class

- Posting keys for the posting lines
Normally you do not have to change the posting keys. If you
wish to use new posting keys, you have to define them in the
Customizing system of Financial Accounting.

- Account number assignments
You must assign G/L accounts for each transaction/event key
(except KBS). You can assign these accounts manually or copy
them from another chart of accounts via Edit -> Copy.
If you want to differentiate posting transactions (e.g.
inventory postings) according to valuation classes, you must
make an account assignment for each valuation class.
Using the posting transaction "Offsetting entry for inventory
posting", you have to make an account assignment for each
account grouping

If the transaction PRD (price differences) is also dependent on
the account grouping, you must create three account assignments:
- an account assignment without account grouping
- an account assignment with account grouping PRF
- an account assignment with account grouping PRA
If the transaction KON (consignment and pipeline liabilities) is
also dependent on the account grouping, you must create two
account assignments:
- an account assignment without account grouping (consignment)
- an account assignment with account grouping (pipeline)

d) Save your settings.

Then check your settings with the simulation function.
With the simulation function, you can simulate the following:

- Inventory Management transactions

- Invoice Verification transactions
When you enter a material or valuation class, the R/3 system
determines the G/L accounts which are assigned to the corresponding
posting transactions. Depending on the configuration, the SAP system
checks whether the G/L account exists
In the simulation you can compare the field selection of the
movement type with that of the individual accounts and make any corrections.
If you want to print the simulation, choose Simulation -> Report.
To carry out the simulation, proceed as follows:

a) Choose Settings to check the simulation defaults for
- the application area (Invoice Verification or Inventory
Management)
- the input mode (material or valuation class)
- account assignment
Instructions

b) Choose Goto -> Simulation.
The screen for entering simulation data appears.

c) Depending on the valuation level, enter a plant or a company
code on the screen.

d) When you simulate Inventory Management transactions, goods
movements are simulated. The R/3 system suggests the first
movement type for simulation. If several movements are possible
with this movement type, you can select a line.
When you simulate Invoice Verification transactions, a list
appears on the screen of the possible transaction types. Select
a line.

e) Then choose Goto -> Account assignments.
A list appears of the posting lines which can be created by the
selected transaction. For each posting line, the G/L account for
the debit posting as well as the G/L account for the credit
posting are displayed.

f) From this screen, choose Goto -> Movement+ to get a list of the
posting lines for the next movement type or transaction type.
If you work with valuation classes, choose Goto -> Valuation
class+ to receive the simulation for the next valuation class.
This function is not possible when simulating with material
numbers.
Choose Goto -> Check screen layout to compare the movement type
with the G/L accounts determined by the system and make any
necessary corrections.

Further Notes

 Expense/revenue from consumption of consignment material (AKO)

This transaction is used in Inventory Management in the case of
withdrawals from consignment stock or when consignment stock is
transferred to own stock if the material is subject to standard
price control and the consignment price differs from the standard
price.

 Expenditure/income from transfer posting (AUM)

This transaction is used for transfer postings from one material to
another if the complete value of the issuing material cannot be
posted to the value of the receiving material. This applies both to
materials with standard price control and to materials with moving
average price control. Price differences can arise for materials
with moving average price if stock levels are negative and the stock
value becomes unrealistic as a result of the posting. Transaction
AUM can be used irrespective of whether the transfer posting
involves a transfer between plants. The expenditure/income is added
to the receiving material.

 Provisions for subsequent (end-of-period rebate) settlement (BO1)

If you use the "subsequent settlement" function with regard to
conditions (e.g. for period-end volume-based rebates), provisions
for accrued income are set up when goods receipts are recorded
against purchase orders if this is defined for the condition type.




 Income from subsequent settlement (BO2)

The rebate income generated in the course of "subsequent settlement"
(end-of-period rebate settlement) is posted via this transaction.

 Income from subsequent settlement after actual settlement (BO3)

If a goods receipt occurs after settlement accounting has been
effected for a rebate arrangement, no further provisions for accrued
rebate income can be managed by the "subsequent settlement"
facility. No postings should be made to the account normally used
for such provisions. As an alternative, you can use this transaction
to post provisions for accrued rebate income to a separate account
in cases such as the one described.

 Change in stock (BSV)

Changes in stocks are posted in Inventory Management at the time
goods receipts are recorded or subsequent adjustments made with
regard to subcontract orders.

If the account assigned here is defined as a cost element, you must
specify a preliminary account assignment for the account in the
table of automatic account assignment specification (Customizing for
Controlling) in order to be able to post goods receipts against
subcontract orders. In the standard system, cost center SC-1 is
defined for this purpose.

Stock posting (BSX)

This transaction is used for all postings to stock accounts. Such
postings are effected, for example:

- In inventory management in the case of goods receipts to own
stock and goods issues from own stock

- In invoice verification, if price differences occur in
connection with incoming invoices for materials valuated at
moving average price and there is adequate stock coverage

- In order settlement, if the order is assigned to a material with
moving average price and the actual costs at the time of
settlement vary from the actual costs at the time of goods
receipt

Because this transaction is dependent on the valuation class, it is
possible to manage materials with different valuation classes in
separate stock accounts.

Caution :

Take care to ensure that:

- A stock account is not used for any transaction other than BSX

- Postings are not made to the account manually

- The account is not changed in the productive system before all
stock has been booked out of it

Otherwise differences would arise between the total stock value of
the material master records and the balance on the stock account.

Revaluation of "other" consumptions (COC)

This transaction/event key is only relevant to Brazil. It is used if
a revaluation report is used for company codes in Brazil.
The revaluation report uses the actual prices determined by the
material ledger/actual costing to:

- Revaluate costs on the basis of actual prices

- Post the price differences arising from "other" consumptions
(e.g. consumption to cost center) to a collective account

This transaction/event key is needed to post the price differences.
The account specified here is posted with the price differences for
"other" consumptions.

o documentation currently available.

Small differences, Materials Management (DIF)

This transaction is used in Invoice Verification if you define a
tolerance for minor differences and the balance of an invoice does
not exceed the tolerance.

Purchase account(EIN), purchase offsetting account (EKG), freight
purchase account (FRE)

These transactions are used only if Purchase Account Management is
active in the company code.


Freight clearing (FR1), provision for freight charges (FR2), customs
duty clearing (FR3), provision for customs duty (FR4)
These transactions are used to post delivery costs (incidental
procurement costs) in the case of goods receipts against purchase
orders and incoming invoices. Which transaction is used for which
delivery costs depends on the condition types defined in the
purchase order.
You can also enter your own transactions for delivery costs in
condition types.

External service (FRL)

The transaction is used for goods and invoice receipts in connection
with subcontract orders.
If the account assigned here is defined as a cost element, you must
specify a preliminary account assignment for the account in the
table of automatic account assignment specification (Customizing for
Controlling) in order to be able to post goods receipts against
subcontract orders. In the standard system, cost center SC-1 is
defined for this purpose.

External service, delivery costs (FRN)

This transaction is used for delivery costs (incidental costs of
procurement) in connection with subcontract orders.
If the account assigned here is defined as a cost element, you must

Offsetting entry for stock posting (GBB)

Offsetting entries for stock postings are used in Inventory
Management. They are dependent on the account grouping to which each
movement type is assigned. The following account groupings are
defined in the standard system:

- AUA: for order settlement

- AUF: for goods receipts for orders (without account
assignment)
and for order settlement if AUA is not maintained

- AUI: Subsequent adjustment of actual price from cost center
directly
to material (with account assignment)

- BSA: for initial entry of stock balances

- INV: for expenditure/income from inventory differences

- VAX: for goods issues for sales orders without
account assignment object (the account is not a cost
element)

- VAY: for goods issues for sales orders with
account assignment object (account is a cost element)

- VBO: for consumption from stock of material provided to
vendor

- VBR: for internal goods issues (for example, for cost
center)

- VKA: for sales order account assignment
(for example, for individual purchase order)

- VKP: for project account assignment (for example, for
individual PO)

- VNG: for scrapping/destruction

- VQP: for sample withdrawals without account assignment

- VQY: for sample withdrawals with account assignment

- ZOB: for goods receipts without purchase orders (mvt type
501)
- ZOF: for goods receipts without production orders
(mvt types 521 and 531)

You can also define your own account groupings. If you intend to
post goods issues for cost centers (mvt type 201) and goods issues
for orders (mvt type 261) to separate consumption accounts, you can
assign the account grouping ZZZ to movement type 201 and account
grouping YYY to movement type 261.

Caution

If you use goods receipts without a purchase order in your system
(movement type 501), you have to check to which accounts the account
groupings are assigned ZOB
If you expect invoices for the goods receipts, and these invoices
can only be posted in Accounting, you can enter a clearing account
(similar to a GR/IR clearing account though without open item
management), which is cleared in Accounting when you post the vendor
invoice.
Note that the goods movement is valuated with the valuation price of
the material if no external amount has been entered.
As no account assignment has been entered in the standard system,
the assigned account is not defined as a cost element. If you assign
a cost element, you have to enter an account assignment via the
field selection or maintain an automatic account assignment for the
cost element.

Purchase order with account assignment (KBS)

You cannot assign this transaction/event key to an account. It means
that the account assignment is adopted from the purchase order and
is used for the purpose of determining the posting keys for the
goods receipt.

Exchange rate differences in the case of open items (KDM)

Exchange rate differences in the case of open items arise when an
invoice relating to a purchase order is posted with a different
exchange rate to that of the goods receipt and the material cannot
be debited or credited due to standard price control or stock
undercoverage/shortage.

Differences due to exchange rate rounding, Materials Management
(KDR)

An exchange rate rounding difference can arise in the case of an
invoice made out in a foreign currency. If a difference arises when
the posting lines are translated into local currency (as a result of
rounding), the system automatically generates a posting line for
this rounding difference.

Consignment liabilities (KON)

Consignment liabilities arise in the case of withdrawals from
consignment stock or from a pipeline or when consignment stock is
transferred to own stock.
Depending on the settings for the posting rules for the

transaction/event key KON, it is possible to work with or without
account modification. If you work with account modification, the
following modifications are available in the standard system:

- None for consignment liabilities

- PIP for pipeline liabilities

Offsetting entry for price differences in cost object hierarchies
(KTR)

The contra entry for price difference postings (transaction PRK)
arising through settlement via material account determination is
carried out with transaction KTR.

Price differences (PRD)

Price differences arise for materials valuated at standard price in
the case of all movements and invoices with a value that differs
from the standard price. Examples: goods receipts against purchase
orders (if the PO price differs from the standard pricedardpreis),
goods issues in respect of which an external amount is entered,
invoices (if the invoice price differs from the PO price and the
standard price).
Price differences can also arise in the case of materials with
moving average price if there is not enough stock to cover the
invoiced quantity. In the case of goods movements in the negative
range, the moving average price is not changed. Instead, any price
differences arising are posted to a price difference account.
Depending on the settings for the posting rules for
transaction/event key PRD, it is possible to work with or without
account modification. If you use account modification, the following
modifications are available in the standard system:

- None for goods and invoice receipts against purchase orders

- PRF for goods receipts against production orders and
order settlement

- PRA for goods issues and other movements

- PRU for transfer postings (price differences in the case
of external amounts)

Provision for delivery costs (RUE)

Provisions are created for accrued delivery costs if a condition
type for provisions is entered in the purchase order. They must be
cleared manually at the time of invoice verification.

Taxes in case of transfer posting GI/GR (TXO)

This transaction/event key is only relevant to Brazil (nota fiscal).


Revenue/expense from revaluation (UMB)

This transaction/event key is used both in Inventory Management and
in Invoice Verification if the standard price of a material has been
changed and a movement or an invoice is posted to the previous
period (at the previous price).

Unplanned delivery costs (UPF)

Unplanned delivery costs are delivery costs (incidental procurement
costs) that were not planned in a purchase order (e.g. freight,
customs duty). In the SAP posting transaction in Logistics Invoice
Verification, instead of distributing these unplanned delivery costs
among all invoice items as hitherto, you have the option of posting
them to a special account. A separate tax code can be used for this
account.

Input tax, Purchasing (VST)

Transaction/event key for tax account determination within the
"subsequent settlement" facility for debit-side settlement types.
The key is needed in the settlement schema for tax conditions.

Goods issue, revaluation (inflation) (WGI)

This transaction/event key is used if already-posted goods issues
have to be revaluated following the determination of a new market
price within the framework of inflation handling.

Goods receipt, revaluation (inflation) (WGR)

This transaction/event key is used if already-effected transfer
postings have to be revaluated following the determination of a new
market price within the framework of inflation handling. This
transaction is used for the receiving plant, whereas transaction WGI
(goods receipt, revaluation (inflation)) is used for the plant at
which the goods are issued.

GR/IR clearing (WRX)

Postings to the GR/IR clearing account occur in the case of goods
and invoice receipts against purchase orders. For more on the GR/IR
clearing account, refer to the SAP Library (documentation MM
Material Valuation).
Caution
You must set the Balances in local currency only indicator for the
GR/IR clearing account to enable the open items to be cleared. For
more on this topic, see the field documentation.

Path
IMG (Implementation Guide)  Materials Management Valuation And Account Assignment  Account Determination  Account Determination without wizard  Configure Automatic Postings


Note: Configuration related to the above for growel attached as Annexure