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Document Splitting in SAP new GL #1 Overview of new GL Document Splitting ProcessDocument Splitting in SAP new GL #1 Overview of new GL Document Splitting ProcessBy By Rajesh ShanbhagRajesh Shanbhag on on 12/09/201112/09/2011

Introduction to Document Splitting in new GLIntroduction to Document Splitting in new GL

OverviewOverview

Document Splitting in new GL in SAP ECC is one of the key changes introduced by SAP to streamline multiple reporting requirements and to enable faster closingDocument Splitting in new GL in SAP ECC is one of the key changes introduced by SAP to streamline multiple reporting requirements and to enable faster closingprocesses for its customers. No functionality was more keenly awaited than Document Splitting. This blog examines the features in Document Splitting introduced as aprocesses for its customers. No functionality was more keenly awaited than Document Splitting. This blog examines the features in Document Splitting introduced as apart of new GL.part of new GL.

Blogs on Document SplittingBlogs on Document SplittingIn 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 canIn 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 canbe 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 applybe 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 applyto the other scenarios (Segment, Business Area).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 inTo 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 inthe form below. Sharing your questions and experience using comment box below will help other readers to gain additional knowledge involved in this functionality.the form below. Sharing your questions and experience using comment box below will help other readers to gain additional knowledge involved in this functionality.

Share this blog Share this blog with your networkwith your network using one of the social media icons at the top or bottom of this page.using one of the social media icons at the top or bottom of this page.

General Ledger before newGLGeneral Ledger before newGLFinancial postings in SAP automatically generate values for certain characteristics (like Profit Centre) on the document. This generation of characteristic value is derived fromFinancial postings in SAP automatically generate values for certain characteristics (like Profit Centre) on the document. This generation of characteristic value is derived fromcharacteristics already input by users (for example, Profit Centre is derived from Cost Centre) and triggered either by a code inherent in SAP or due to user-defined derivationcharacteristics already input by users (for example, Profit Centre is derived from Cost Centre) and triggered either by a code inherent in SAP or due to user-defined derivationrules (for example, Profit Centre is derived based on default value per Balance Sheet GL account).rules (for example, Profit Centre is derived based on default value per Balance Sheet GL account).

However, certain lines items in the financial posting (like Payables, Receivables) would not generate any value for Profit Centre. There was an apparent conflict between theHowever, certain lines items in the financial posting (like Payables, Receivables) would not generate any value for Profit Centre. There was an apparent conflict between therequirements for accounting and the requirements for reporting of financial transactions.requirements for accounting and the requirements for reporting of financial transactions.

For the purposes of accounting, the Vendor line item belongs to the legal entity (or company code) that is responsible for the accrual of expense/ Vendor dues.For the purposes of accounting, the Vendor line item belongs to the legal entity (or company code) that is responsible for the accrual of expense/ Vendor dues.For the purposes of reporting, a Vendor line item could belong to multiple Profit Centres depending on which Profit Centre bought goods/ services from itFor the purposes of reporting, a Vendor line item could belong to multiple Profit Centres depending on which Profit Centre bought goods/ services from it

All financial postings catered to accounting requirement of the posting. This meant that Vendor, Customer line items did not post to Profit Centre. At the month-end, users couldAll financial postings catered to accounting requirement of the posting. This meant that Vendor, Customer line items did not post to Profit Centre. At the month-end, users couldmanually execute a series of steps to transfer Vendor, Customer, Asset and Inventory balances to Profit Centres. During this transfer, the outstanding balance at the time ofmanually execute a series of steps to transfer Vendor, Customer, Asset and Inventory balances to Profit Centres. During this transfer, the outstanding balance at the time oftransfer would be split by Profit Centre and post to respective Profit Centres.transfer would be split by Profit Centre and post to respective Profit Centres.

The disadvantage with this process was that the Trial Balance by Profit Centre could only be reasonably generated at the end of the month after the balances were transferred toThe disadvantage with this process was that the Trial Balance by Profit Centre could only be reasonably generated at the end of the month after the balances were transferred toprofit centres. Real-time reporting by Profit Centre for certain balance sheet items was not possible, unless the user manually split the lines during data entry. The process toprofit centres. Real-time reporting by Profit Centre for certain balance sheet items was not possible, unless the user manually split the lines during data entry. The process totransfer balances to Profit Centre increased the time to close books at end of the month.transfer balances to Profit Centre increased the time to close books at end of the month.

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Vendor Invoice split before SAP ECCVendor Invoice split before SAP ECC

New GL in SAP ECCNew GL in SAP ECCDocument Splitting functionality in new GL performs an automatic split in real-time of the line items on a financial document for the user-selected characteristics (calledDocument Splitting functionality in new GL performs an automatic split in real-time of the line items on a financial document for the user-selected characteristics (called“scenarios”) like Profit Centre, Segment. SAP delivers pre-configured splitting rules that can be used to perform the online document split. SAP customers can configure the rules“scenarios”) like Profit Centre, Segment. SAP delivers pre-configured splitting rules that can be used to perform the online document split. SAP customers can configure the rulesto suit their business processes if the pre-configured rules do not satisfy their business requirements.to suit their business processes if the pre-configured rules do not satisfy their business requirements.

The document splitting functionality was delivered with another useful functionality: The document splitting functionality was delivered with another useful functionality: zero/ self-balancingzero/ self-balancing. This functionality enables SAP customers to produce a complete AND a. This functionality enables SAP customers to produce a complete AND abalanced balance sheet and Profit & Loss by Profit Centre.balanced balance sheet and Profit & Loss by Profit Centre.

Functions of Document Splitting in new GL in SAP: Active SplitFunctions of Document Splitting in new GL in SAP: Active Split

The amounts on the line items that do not have Profit Centre will be split in the ratio of the amounts on the base line items. The identification of the line item to be split and theThe amounts on the line items that do not have Profit Centre will be split in the ratio of the amounts on the base line items. The identification of the line item to be split and thebase line item can be configured by users.base line item can be configured by users.

Example of Document Splitting during Vendor Invoice processing (Active Split)Example of Document Splitting during Vendor Invoice processing (Active Split)

Active split occurs when the amounts on the line items that do not have Profit Centre are split by the system based on preconfigured splitting rules.Active split occurs when the amounts on the line items that do not have Profit Centre are split by the system based on preconfigured splitting rules.

Let us look at an example of a Vendor Invoice posted in new GL. The Vendor Invoice is posted to expense accounts for costs belonging to two Profit Centres. There is an input taxLet us look at an example of a Vendor Invoice posted in new GL. The Vendor Invoice is posted to expense accounts for costs belonging to two Profit Centres. There is an input taxposted as part of this transaction. This view is called the “data entry view.” The Vendor Account is credited with AUD 440.00; this is the amount that is relevant for accounting (i.e.posted as part of this transaction. This view is called the “data entry view.” The Vendor Account is credited with AUD 440.00; this is the amount that is relevant for accounting (i.e.payable to vendor).payable to vendor).

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Data entry view – Active SplitData entry view – Active Split

SAP will split the document in the background based on pre-configured splitting rules. The split document (based on standard splitting rules) is reflected in the “General LedgerSAP will split the document in the background based on pre-configured splitting rules. The split document (based on standard splitting rules) is reflected in the “General Ledgerview” will look as below:view” will look as below:

General Ledger view – Active splitGeneral Ledger view – Active split

The amounts on the Vendor line and the amounts on the Tax line are split to the Profit Centres in the ratio of the amounts of the expense lines. This is a reporting view of theThe amounts on the Vendor line and the amounts on the Tax line are split to the Profit Centres in the ratio of the amounts of the expense lines. This is a reporting view of thesame financial document; the Vendor payable is AUD 440 in accounting view but is split by Profit Centre in the reporting view.same financial document; the Vendor payable is AUD 440 in accounting view but is split by Profit Centre in the reporting view.

Functions of Document splitting in new GL in SAP: Passive SplitFunctions of Document splitting in new GL in SAP: Passive Split

Passive split occurs when the amounts on the line items that do not have Profit Centre are split by the system based on the preceding processes. This split is defined within SAPPassive split occurs when the amounts on the line items that do not have Profit Centre are split by the system based on the preceding processes. This split is defined within SAPcode and cannot be configured. An example is when the Vendor Invoice is paid, the Vendor line items on the payment document are split in the ratio of the original split in thecode and cannot be configured. An example is when the Vendor Invoice is paid, the Vendor line items on the payment document are split in the ratio of the original split in thepreceding Vendor Invoice document.preceding Vendor Invoice document.

Example of Document Splitting during Vendor Payment processing (Passive Split)Example of Document Splitting during Vendor Payment processing (Passive Split)

Let us look at passive split in a business process when the above Vendor Invoice is paid in full. The accounting document in data entry view is as below:Let us look at passive split in a business process when the above Vendor Invoice is paid in full. The accounting document in data entry view is as below:

Data entry view – Passive SplitData entry view – Passive Split

SAP will carry over the split on the Vendor line item from the preceding process (Vendor Invoice process) and will split the Vendor line in the payment document in the same ratio.SAP will carry over the split on the Vendor line item from the preceding process (Vendor Invoice process) and will split the Vendor line in the payment document in the same ratio.The split document is shown in the General Ledger view:The split document is shown in the General Ledger view:

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General Ledger view – Passive SplitGeneral Ledger view – Passive Split

Functions of Document splitting in new GL in SAP: Self-balancingFunctions of Document splitting in new GL in SAP: Self-balancing

Document splitting functionality in new GL allows the users to produce a balance sheet by Profit Centre. However, in some cases, the Balance Sheet is not a balanced BalanceDocument splitting functionality in new GL allows the users to produce a balance sheet by Profit Centre. However, in some cases, the Balance Sheet is not a balanced BalanceSheet. If you notice in the “data entry view” document below, the total of Profit Centre 1100 is in the credit of $30 and the total of Profit Centre 1000 is in the debit of $30.Sheet. If you notice in the “data entry view” document below, the total of Profit Centre 1100 is in the credit of $30 and the total of Profit Centre 1000 is in the debit of $30.

The Profit Centre Managers do not have enough information in their respective Balance Sheets to analyse the cause of the difference or which Profit Centre is owing/ in debt toThe Profit Centre Managers do not have enough information in their respective Balance Sheets to analyse the cause of the difference or which Profit Centre is owing/ in debt totheir own Profit Centre.their own Profit Centre.

Document not self-balanced by profit centreDocument not self-balanced by profit centre

The self-balancing functionality in new GL will produce additional entries in General Ledger view to offset the balance in each Profit Centre in the document. This process willThe self-balancing functionality in new GL will produce additional entries in General Ledger view to offset the balance in each Profit Centre in the document. This process willnormally occur when:normally occur when:

multiple Profit Centres have been derived on all lines of the financial document, and hence, active document splitting was not required; ANDmultiple Profit Centres have been derived on all lines of the financial document, and hence, active document splitting was not required; ANDthe total amount on all lines for any given Profit Centre is not zerothe total amount on all lines for any given Profit Centre is not zero

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Self-balanced document in SAP ECC newGLSelf-balanced document in SAP ECC newGL

As in the previous example, the self balancing entry is automatically posted based on configuration settings.As in the previous example, the self balancing entry is automatically posted based on configuration settings.

In the self-balancing clearing entry below, you will notice that the line item has also populated a partner Profit Centre. This will allow Profit Centre Managers to analyse theIn the self-balancing clearing entry below, you will notice that the line item has also populated a partner Profit Centre. This will allow Profit Centre Managers to analyse theclearing account by Profit Centre owing/ owed.clearing account by Profit Centre owing/ owed.

General Ledger view – self balanced documentGeneral Ledger view – self balanced document

ConclusionConclusionDocument Splitting functionality provided in new GL in SAP is a very powerful feature of the new SAP version. It allows business users to generate trial balance by Profit Centre inDocument Splitting functionality provided in new GL in SAP is a very powerful feature of the new SAP version. It allows business users to generate trial balance by Profit Centre inreal-time. This also makes redundant the month end processes to transfer Balance Sheet balances to Profit Centres – another feature of new GL – thereby enabling fasterreal-time. This also makes redundant the month end processes to transfer Balance Sheet balances to Profit Centres – another feature of new GL – thereby enabling fastermonth end close.month end close.

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

I strongly recommend you I strongly recommend you share this blogshare this blog with your network using one of the social media icons at the top or bottom of this page. with your network using one of the social media icons at the top or bottom of this page.

You could You could subscribesubscribe to a newsletter from this blog using the rss icon on the top right of this page. to a newsletter from this blog using the rss icon on the top right of this page.

View my presentation on SlideshareView my presentation on SlideshareDocument splitting in New GL in SAPDocument splitting in New GL in SAP

View more View more presentationspresentations from from Verity Business Solutions Pty LtdVerity Business Solutions Pty Ltd

Index of my blogs on Document Splitting in new GL in SAP ECCIndex of my blogs on Document Splitting in new GL in SAP ECCOverview of new GL Document Splitting ProcessOverview of new GL Document Splitting Process

Architecture of SAP new GLArchitecture of SAP new GL

The Design driving the new GL Document Splitting processThe Design driving the new GL Document Splitting process

SAP delivered pre-configuration for document splitting in SAP new GLSAP delivered pre-configuration for document splitting in SAP new GL

The semantics of SAP new GL document splitting processThe semantics of SAP new GL document splitting process

Set up Zero-balancing for SAP new GLSet up Zero-balancing for SAP new GL

Customise Document Splitting rulesCustomise Document Splitting rules

Use Constants for Nonassigned Processes in SAP new GLUse Constants for Nonassigned Processes in SAP new GL

Customise cross company code postings for document splittingCustomise cross company code postings for document splitting

Document Splitting in Cross company code vendor paymentDocument Splitting in Cross company code vendor payment

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Categories : Categories : Document SplittingDocument Splitting, , SAPSAPTags : Tags : business requirementsbusiness requirements, , configure document splittingconfigure document splitting, , document splittingdocument splitting, , document splitting functionalitydocument splitting functionality, , document splitting processdocument splitting process, , gl document splittinggl document splitting, , ledgerledger, , ledgerledgergroupgroup, , linkedinlinkedin, , new glnew gl, , new gl documentnew gl document, , newglnewgl, , parallel ledgersparallel ledgers, , profit centreprofit centre, , profit centre managersprofit centre managers, , SAPSAP, , SAP document splittingSAP document splitting, , SAP ECCSAP ECC, , SAP ERPSAP ERP, , SAP new GLSAP new GL,,scenariosscenarios, , self balancing ledgersself balancing ledgers, , special purpose ledgerspecial purpose ledger, , special purpose ledgersspecial purpose ledgers, , zero balance clearingzero balance clearing

Can SAP ECC newGL replace your existing Special Ledger?Can SAP ECC newGL replace your existing Special Ledger?

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

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CommentsComments

infrastructure consultinginfrastructure consulting says:says:11/11/2011 at 11:29 pm11/11/2011 at 11:29 pm

Great website. Plenty of helpful information here. I’m sending it to a few buddies ans also sharing in delicious. And naturally, thank you in your sweat!Great website. Plenty of helpful information here. I’m sending it to a few buddies ans also sharing in delicious. And naturally, thank you in your sweat!ReplyReply

SumaSuma says:says:15/11/2011 at 12:22 pm15/11/2011 at 12:22 pm

Thanks A Lot Rajesh…Thanks A Lot Rajesh…

Your explanation Is wonderful..It gave me a conceptual understanding of Doc Splitting..Your explanation Is wonderful..It gave me a conceptual understanding of Doc Splitting..ReplyReply

Debashis SarkarDebashis Sarkar says:says:14/12/2011 at 6:01 pm14/12/2011 at 6:01 pm

It really helped to understand the Splitting concept of SAP. I thank you for providing such a useful document for people like me.It really helped to understand the Splitting concept of SAP. I thank you for providing such a useful document for people like me.ReplyReply

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Rajesh ShanbhagRajesh Shanbhag says:says:

15/12/2011 at 8:03 am15/12/2011 at 8:03 am

Thank you Debashis. Do visit the slideshare presentation of these blogs at Thank you Debashis. Do visit the slideshare presentation of these blogs at http://www.slideshare.net/rshanbhag/document-splitting-in-new-gl-in-saphttp://www.slideshare.net/rshanbhag/document-splitting-in-new-gl-in-sap

RajeshRajeshReplyReply

Steven HoweSteven Howe says:says:06/01/2012 at 8:50 pm06/01/2012 at 8:50 pm

RajeshRajesh

Having now started to re-read the blogs I find the information even more interesting and have a couple of questions:Having now started to re-read the blogs I find the information even more interesting and have a couple of questions:

1. In your examples how have you defined the link between the company and profit centre – are they defined as being allowed in any comany or are they company specific?1. In your examples how have you defined the link between the company and profit centre – are they defined as being allowed in any comany or are they company specific?2. In blog 1 the last example shows the partner profit centre being populated via zero balancing – how is this achieved without putting the PPC on the original line items?2. In blog 1 the last example shows the partner profit centre being populated via zero balancing – how is this achieved without putting the PPC on the original line items?

FYI – I am working on an implementation of the new GL ECC6 with EHP5 with a requirement to provide balanced balance sheets by profit centre with profit centres beingFYI – I am working on an implementation of the new GL ECC6 with EHP5 with a requirement to provide balanced balance sheets by profit centre with profit centres beinglinked to a single company and where invoices are recorded in the originating company but paid from a central company.linked to a single company and where invoices are recorded in the originating company but paid from a central company.

RegardsRegards

Steven HoweSteven HoweReplyReply

Rajesh ShanbhagRajesh Shanbhag says:says:

07/01/2012 at 9:47 pm07/01/2012 at 9:47 pm

Hi SteveHi Steve

1. 1. Profit Centres are company code specific (in my examples). I prefer that setting because /a/ it allows business groups to control their profit centres /b/ roles/Profit Centres are company code specific (in my examples). I prefer that setting because /a/ it allows business groups to control their profit centres /b/ roles/security defined by authorisation object K_PCA is difficult if Profit Centres are assigned to multiple company codes /c/ lower chance of erroneous posting tosecurity defined by authorisation object K_PCA is difficult if Profit Centres are assigned to multiple company codes /c/ lower chance of erroneous posting to“common” profit centre. Only exceptions could be the DUMMY profit centre (or default profit centre in ECC6).“common” profit centre. Only exceptions could be the DUMMY profit centre (or default profit centre in ECC6).

2. 2. Partner Profit Centre is derived from the specific document and has nothing to do with original line items (my understanding). It is profit centre on posting linesPartner Profit Centre is derived from the specific document and has nothing to do with original line items (my understanding). It is profit centre on posting linesthat might derive from original line items. If the profit centres do not balance out, the system automatically balance them out using self-balancing configuration. Ifthat might derive from original line items. If the profit centres do not balance out, the system automatically balance them out using self-balancing configuration. Ifyou have activated partner profit centre, then the self-balancing lines are elaborated by partner profit center. Read blog 6 you have activated partner profit centre, then the self-balancing lines are elaborated by partner profit center. Read blog 6 on self-balancing and see if that helps.on self-balancing and see if that helps.http://veritysolutions.com.au/2011/10/10/document-splitting-in-new-gl-in-sap-6-set-up-zero-balancing-for-sap-new-gl/http://veritysolutions.com.au/2011/10/10/document-splitting-in-new-gl-in-sap-6-set-up-zero-balancing-for-sap-new-gl/

Also refer to slide 18 of the deck related to these blogs at Also refer to slide 18 of the deck related to these blogs at http://www.slideshare.net/rshanbhag/document-splitting-in-new-gl-in-saphttp://www.slideshare.net/rshanbhag/document-splitting-in-new-gl-in-sap

RegardsRegards

RajeshRajeshReplyReply

lakshmilakshmi says:says:10/04/2012 at 7:31 pm10/04/2012 at 7:31 pm

Thanks alot Rajesh. This is truly a wonderful explanation of the concept. I have been trying to understand the purpose of new gl from sometime andThanks alot Rajesh. This is truly a wonderful explanation of the concept. I have been trying to understand the purpose of new gl from sometime andhave read various material but this is truly the best. I have benefitted greatly.have read various material but this is truly the best. I have benefitted greatly.ReplyReply

KrishnaKrishna says:says:26/04/2012 at 11:43 am26/04/2012 at 11:43 am

Hello Rajesh,Hello Rajesh,

Thanks for your excellent blog posts on Doc splitting functionality.Thanks for your excellent blog posts on Doc splitting functionality.

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I have a question. I suppose Doc split is at client level. Under Parallel ledgers scenario, if we activate doc splitting functionality, system would split the documents in bothI have a question. I suppose Doc split is at client level. Under Parallel ledgers scenario, if we activate doc splitting functionality, system would split the documents in bothleading and non-leading ledger postings. Is my understanding correct?leading and non-leading ledger postings. Is my understanding correct?

ThanksThanksKrishnaKrishnaReplyReply

Rajesh ShanbhagRajesh Shanbhag says:says:

27/04/2012 at 9:05 am27/04/2012 at 9:05 am

Hi KrishnaHi Krishna

Yes, your understanding is correct. The document will split across all parallel ledgers.Yes, your understanding is correct. The document will split across all parallel ledgers.

RegardsRegards

Rajesh ShanbhagRajesh Shanbhaghttp://au.linkedin.com/in/veritysolutionshttp://au.linkedin.com/in/veritysolutionshttp://www.slideshare.net/rshanbhaghttp://www.slideshare.net/rshanbhagReplyReply

Parth BhattParth Bhatt says:says:04/04/2013 at 7:50 pm04/04/2013 at 7:50 pm

Hi RajeshHi Rajesh

Thanks for sharing a very informative blog on new gl , It is comprehensive and precise.Thanks for sharing a very informative blog on new gl , It is comprehensive and precise.

A small query regarding the blog Customising Document Splitting. After doing the customising for petty cash the profit centers are split accordingly however cost center areA small query regarding the blog Customising Document Splitting. After doing the customising for petty cash the profit centers are split accordingly however cost center arenot. what further can we do so as to the cost centers are also split accordingly.not. what further can we do so as to the cost centers are also split accordingly.

RegardsRegardsParth BhattParth BhattReplyReply

Rajesh ShanbhagRajesh Shanbhag says:says:

21/04/2013 at 9:32 am21/04/2013 at 9:32 am

Hi ParthHi ParthCost Centre is primary posting and cannot be split automatically. However for “subsequent postings” (clearing of customer/ vendor, realised forex differences etc)Cost Centre is primary posting and cannot be split automatically. However for “subsequent postings” (clearing of customer/ vendor, realised forex differences etc)the cost centre is split based on cost centre postings in the original document.the cost centre is split based on cost centre postings in the original document.

RajeshRajeshReplyReply

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