Fiscal Year 2008

Product DocumentationSAP Fiscal Year Change 2008/2009SAP R/3 releases 3.1, 4.0, 4.5, 4.6, SAP R/3 Enterprise, mySAP ERP2004, SAP ERP 6.0 and SAP enhancement packages 1, 2, 3, and 4 forSAP ERP 6.0

Target Audience

n SAP customersn SAP consultants

PUBLICDocument version: 1.3 ‒ 11/24/2008

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Document History

The following table provides an overview of the main changes to this document.

Version Date Description

1.0 9/30/2005 n First version in new layout. As a result, some of the subsections wererenumbered.

n Updates to the paths in the menus and Implementation Guide (IMG)n Section 2.2 Financial Accounting: Revaluation of foreign currencies added in

accordance with requirements for Italyn Section 2.7 Funds Management: Optional step added, valid as of SAP ERP 6.0,

SAP ECC 6.0n Section 3.9.2 Commitment Processor: Revised

1.1 12/14/2006 n Section 1 General Information: Added, causing the subsequent sections to berenumbered

n Section 2.1.1 Defining the Fiscal Year: IMG path for New General LedgerAccounting extended

n Section 2.3 Sales and Distribution: Addedn Section 3.1 Financial Accounting (General Ledger/Subledgers): Information

about New General Ledger Accounting added (mySAP ERP 2004 and SAP ERP6.0)

n Section 3.5 Profit Center Accounting (Classic (EC-PCA)): Corrected slightlyn Section 3.7 Funds Management: Updated and correctedn Section 4 HR: Updatedn Section 5 Factory and Holiday Calendars: Updated

1.2 12/10/2007 n Section 1 General Information: SAP Notes updatedn Section 3.3.2 Enterprise Controlling ‒ Consolidation (EC-CS) as of SAP R/3

4.0: Updated: New step for checking document number ranges for the nextfiscal year

n Section 3.3.3.2 SEM-BCS, based on SAP BW, SEM 3.1B to SEM 4.0: Updated:New step for checking document number ranges for the next fiscal year

n Section 3.3.3.3 SEM-BCS, based on SAP BW, SEM 4.0 to SEM 6.00: Wholechapter updated

n Section 3.3.3.4 SEM-BCS, based on SAP BW, as of SEM 6.02: Added for SEM 6.02,causing the subsequent sections to be renumbered

n Section 3.7 Funds Management: Chapter updated

1.3 11/24/2008 n Section 1 General information: Chapter updatedn Section 2 Fiscal Year Change Activities in Logistics: Chapter updatedn Section 3.1 Financial Accounting (General Ledger/Subledgers): Chapter

updatedn Section 3.8 Calendar Year Changes in Real Estate Management: Chapter

updatedn Section 4.8 Month End Accruals: Chapter updated

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Table of Contents

Chapter 1 General Information . . . . . . . . . . . . . . . . . . . . 7

Chapter 2 Fiscal Year Change Activities in Logistics . . . . . . . . . . . . 92.1 Materials Management . . . . . . . . . . . . . . . . . . . . 92.1.1 Defining the Fiscal Year . . . . . . . . . . . . . . . . . . . . 92.1.2 Timing . . . . . . . . . . . . . . . . . . . . . . . . . . 102.1.3 Posting to the Previous Period . . . . . . . . . . . . . . . . . . 102.1.4 Implementation . . . . . . . . . . . . . . . . . . . . . . . 102.2 Resetting Inventory Data for Storage Bins and Quants . . . . . . . . . 112.3 Sales and Distribution . . . . . . . . . . . . . . . . . . . . . 12

Chapter 3 Fiscal Year Change Activities in Accounting . . . . . . . . . . . 133.1 Financial Accounting (General Ledger/Subledgers) . . . . . . . . . . 143.2 Financial Accounting (Consolidation Staging Ledger) . . . . . . . . . 153.3 Consolidation . . . . . . . . . . . . . . . . . . . . . . . 173.3.1 Financial Accounting ‒ Legal Consolidation (FI-LC) up to SAP R/3 Release 4.6C 173.3.2 Enterprise Controlling ‒ Consolidation (EC-CS) as of SAP R/3 4.0 . . . . . 183.3.3 Consolidation in Strategic Enterprise Management ‒ Business Consolidation

(SEM-BCS) . . . . . . . . . . . . . . . . . . . . . . . . . 193.3.3.1 SEM-BCS, based on SAP R/3, as of SEM 2.0B . . . . . . . . . . . . . 193.3.3.2 SEM-BCS, based on SAP BW, SEM 3.1B to SEM 4.0 . . . . . . . . . . . 193.3.3.3 SEM-BCS, based on SAP BW, SEM 4.0 to SEM 6.00 . . . . . . . . . . . 203.3.3.4 SEM-BCS, based on SAP BW, as of SEM 6.02 . . . . . . . . . . . . . 223.3.3.5 SEM-BCS, based on SAP BW, as of SEM 3.5 . . . . . . . . . . . . . 233.4 Special Purpose Ledger (FI-SL) . . . . . . . . . . . . . . . . . . 243.5 Profit Center Accounting (Classic, EC-PCA) . . . . . . . . . . . . 243.6 Asset Accounting . . . . . . . . . . . . . . . . . . . . . . 253.7 Funds Management . . . . . . . . . . . . . . . . . . . . . 253.8 Calendar Year Changes in Real Estate Management . . . . . . . . . . 273.8.1 Classic Real Estate Management (RE Classic) . . . . . . . . . . . . 273.8.2 Flexible Real Estate Management (RE-FX) . . . . . . . . . . . . . 27

Chapter 4 Year Change Activities in HR . . . . . . . . . . . . . . . . . 294.1 Generating New Annual Leave . . . . . . . . . . . . . . . . . 294.2 Generating Work Schedules . . . . . . . . . . . . . . . . . . 30

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4.3 Checking Payroll Periods . . . . . . . . . . . . . . . . . . . . 314.4 Checking Time Evaluation Periods . . . . . . . . . . . . . . . . 314.5 Cumulations . . . . . . . . . . . . . . . . . . . . . . . . 324.6 Checking Deduction Periods for Payment Models . . . . . . . . . . 324.7 Posting (as of SAP R/3 4.0) . . . . . . . . . . . . . . . . . . . 334.8 Month End Accruals . . . . . . . . . . . . . . . . . . . . . 334.9 Position Budgeting and Control . . . . . . . . . . . . . . . . . 344.9.1 Personnel Budget Plan Management . . . . . . . . . . . . . . . 344.9.2 Commitment Processor . . . . . . . . . . . . . . . . . . . . 35

Chapter 5 Factory and Holiday Calendars . . . . . . . . . . . . . . . . 37

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1 General Information

1 General Information

This document describes fiscal year change activities for SAP R/3 3.1, 4.0, 4.5, and 4.6; SAP R/3Enterprise; mySAP ERP 2004; SAP ERP 6.0 and SAP ERP 6.0 enhancement package 1, 2 , 3, and 4. SinceJanuary 2007, SAP will only provide maintenance for SAP R/3 3.1I through SAP R/3 4.6B as part ofcustomer-specific maintenance. For further details, see SAP Note 52505. For more information aboutthe maintenance of these releases, see SAP Note 303751.

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2 Fiscal Year Change Activities in Logistics

2 Fiscal Year Change Activities inLogistics

In Logistics, two activities are required to change the fiscal year:

n The fiscal year change in materials managementn Resetting of inventory data

2.1 Materials Management

To change the fiscal year, use the period closing program.

n Menu path: Logistics Materials Management Material Master Other Close Period

To run the period closing program (program RMMMPERI) in the background, you have to create aselection variant:

n Menu path: System Services Reporting Program RMMMPERI Goto Variants

If no materials with accounting data or stocks exist, you can also initialize a company code separatelyin the Implementation Guide (IMG):

n IMG path (SAP R/3 3.x, 4.0, 4.5): Logistics Basic Data: Material Master Material Control DataInitialize Company Codes for Materials Management

n IMG path (as of SAP R/3 4.6): Logistics - General Material Master Basic Settings MaintainCompany Codes for Materials Management

2.1.1 Defining the Fiscal Year

Fiscal year variants can be used to define posting periods in relation to calendar months. The fiscalyear is usually defined on the basis of 12 periods, which correspond to the calendar months. The yearis closed when the period or month is changed from 12 to 01.Fiscal year variants can also be used to define non-calendar fiscal years (calendar month <> postingperiod), shortened fiscal years (number of posting periods < number of calendar months) or fiscalyears with special periods (number of posting periods > number of calendar months).The period closing program interprets fiscal year variants assigned to the company code and is capableof recognizing whether a fiscal year change is necessary when a period is closed.

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2 Fiscal Year Change Activities in Logistics2.1 Materials Management

n IMG path: Financial Accounting Financial Accounting Global Settings Fiscal Year Maintain FiscalYear Variant

n IMG Path for New General Ledger Accounting (mySAP ERP 2004 and SAP ERP 6.0):Financial Accounting (New) Financial Accounting Global Settings (New) Ledgers Fiscal Year and Posting

Periods Posting Periods Open and Close Posting Periods

2.1.2 Timing

The fiscal year should be changed after the last postings are made in the previous fiscal year or at thestart of the new fiscal year. You should make postings for the period prior to the last period of the oldfiscal year before you post the fiscal year change.

2.1.3 Posting to the Previous Period

During the first period of the new fiscal year, postings can still be made to the last period of theprevious year. Note that you must therefore close inventory adjustment postings for the previousyear before the end of the first period of the new fiscal year.If, at the time of a fiscal year change, you reset the number range in the new fiscal year, you mustmaintain separate number range intervals for the previous year and for the current year for onemonth to allow postings to the prior period.

Example

n Interval for 2008: 4900000000 to 4999999999 status: 4900451234

n Interval for 2009: 4900000000 to 4999999999 status: 4900000000

If only one number range interval exists for both years and you make any postings to the previousperiod, the system will assign numbers that already exist in the previous year. This would lead to anupdate termination.

2.1.4 Implementation

SAP R/3 3.1, SAP R/3 4.0

The period closing function (program RMMMPERI) is incorporated as a menu function (seeabove) and can be run directly. However, you are advised to run the program in the background toensure that no material master record is blocked by other transactions, such as a goods movement.Otherwise the program terminates and the update is cancelled.

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2 Fiscal Year Change Activities in Logistics2.2 Resetting Inventory Data for Storage Bins and Quants

Runtime

At the time of the fiscal year change, the period closing program updates the same number ofdatabase records as for period changes that do not coincide with a fiscal year change. This means thatthe runtime for the fiscal year change is roughly the same as the usual runtime for a period change.

SAP R/3 4.5A

The period closing function (program RMMMPERI) is incorporated as a menu function (see above)and can be run directly. If you are using the material ledger, you are advised to run the program inthe background to ensure that no material master record is blocked by other transactions, such as agoods movement. Otherwise, the program terminates and the update is cancelled. If you are notusing a material ledger, you should simply avoid performing inventory transactions during the periodclosing program. Nevertheless, if you anticipate a long runtime (see below), you are advised to runthe period closing program in the background.

Runtime

Unlike during other period changes, the storage location data, batch data, and special stock data areupdated for the fiscal year change (entries in the MARD and MCHB tables and special stock tables).However, compared to the fiscal year change in SAP R/3 4.0 or earlier, the runtime is significantlyshorter, since valuation data (table MBEW) is now no longer updated. The valuation data for thematerial ledger is still updated - as it is for every period change.

SAP R/3 4.5B, SAP R/3 4.6

The period closing function (program RMMMPERI) is incorporated as a menu function (see above)and can be run directly. If you anticipate a long runtime (see below), you are advised to run the periodclosing program in the background.

Runtime for SAP R/3 4.5B, SAP R/3 4.6A

Unlike during other period changes, the storage location data, batch data, and special stock data areupdated for the fiscal year change (entries in the MARD and MCHB tables and special stock tables).However, compared to the fiscal year change in SAP R/3 4.0 or earlier, the runtime is significantlyshorter, since valuation data (table MBEW) is now no longer updated.

Runtime for SAP R/3 4.6B, SAP R/3 4.6C

At the change of fiscal year, no more stock tables are updated. This means that the runtime roughlycorresponds to the usual runtime for a change of period.

2.2 Resetting Inventory Data for Storage Bins and Quants

For inventory management based on storage bins, the following applies: Warehouse inventory data isyear-dependent and must therefore be reset at the beginning of a new inventory period. ProgramRLREOLPQ, which is run in the background, has been defined for this reorganization purpose. The

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2 Fiscal Year Change Activities in Logistics2.3 Sales and Distribution

program can only be run for storage bins and quants containing inventory data. However, while thereorganization program is running, the storage bins and quants must not be included in a currentinventory (inventory is active if the indicator is set to X). The following inventory data is reset:

Storage Bin Quant

Inventory document number X X

Inventory item X X

Inventory indicator X

Inventory date X

The storage bin’s inventory history is retained.

Test Run

You can run the program in test mode prior to reorganization (parameter Testlauf = X). Dataremains unchanged during the test phase. A list containing the storage bins and quants selectedfor test purposes is issued in log form.

Production Run

You need to create a report variant for report RLREOLPQ to run the program in backgroundprocessing.You use this variant to run the background job.Menu Path: System Services Reporting Program RLREOLPQ Goto VariantsAfter the production run has taken place, the system generates a log containing information on thenumber of storage bins and quants that have and have not been reset.

2.3 Sales and Distribution

Check that the conditions used in Sales and Distribution are valid.Menu Path: Logistics Sales and Distribution Master Data Conditions

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3 Fiscal Year Change Activities in Accounting

3 Fiscal Year Change Activities inAccounting

In the SAP Financials modules, the following activities are defined for the change of fiscal year:

n In Financial Accounting: fiscal year change for the general ledger and subledgers and theconsolidation staging ledger

n In Consolidation: balance carried forward

n For Special Purpose Ledger: balance carried forwardn Fiscal year change in classic Profit Center Accounting (EC-PCA)n Fiscal year change in Asset Accountingn Fiscal year change in Funds Managementn Retrospective maintenance of number ranges in Real Estate Management

There are no fiscal year change activities to be carried out within Controlling.

Test Run

You can run the programs for each fiscal year change in test mode. The test run allows you to identifypotential problems before any data is actually changed. To run a program in test mode, select the TestRun field on the request screen of the respective program. After the test run has been carried out, thecorresponding results are issued in log form.You can call the fiscal year change programs and opt for a test run or a production run, eitherby selecting from the menu or by calling up the start transaction SA38 directly and entering theprogram name.

Background Processing

Recommendation

We recommend that, for a production run, you run the fiscal year change programs usingbackground processing. This is particularly important if you have selected a large number ofcompany codes or ledgers.

To process a program in the background, you must first create the corresponding selection variants.You can either do this directly when scheduling the background job or in the start transaction for thecorresponding program. You can see the status of the background jobs and the results in log formin the overview of background jobs.

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3 Fiscal Year Change Activities in Accounting3.1 Financial Accounting (General Ledger/Subledgers)

3.1 Financial Accounting (General Ledger/Subledgers)

You must carry out the following steps:

n Open the posting periods for the next fiscal yearn Check the customizing for the balance carried forward programs (retained earnings accounts)n Run the balance carried forward programs

SAP Library path:

n For New General Ledger Accounting: Financials Financial Accounting (FI) General LedgerAccounting (FI-GL) (New) Configuring New General Ledger Accounting Fiscal Year and Calendar YearPeriodic Processing Closing Operations

n For classic General Ledger Accounting: Financials Financial Accounting (FI) General LedgerAccounting (FI-GL) Closing and Reporting (FI) Fiscal Year and Calendar Year Year-End Closing

If you use year-dependent number ranges, you must check whether document number ranges havebeen defined for the next fiscal year. If they have not been defined, then you must create them (bycopying them from the old fiscal year, for example).IMG path: Financial Accounting Global Settings Document Document Number RangesTo carry forward the general ledger balance, you have to use the corresponding fiscal year changeprogram:

n Classic General Ledger Accounting (up to SAP R/3 4.5):To reach the fiscal year program (SAPF011), use the following menu path:Menu path: Accounting Financial Accounting General Ledger Periodic Processing ClosingCarry Forward Balance Carried FwdClassic General Ledger Accounting (as of SAP R/3 4.6C):By following the same menu path, you run another program (SAPFGVTR). You must carry out aseparate run for ledger 00 and for all special purpose ledgers that contain multiple currencies.

n New General Ledger Accounting:You carry forward the balance separately for each ledger that is defined in New General LedgerAccounting (program SAPFGVTR).Menu path: Accounting Financial Accounting General Ledger Periodic Processing ClosingCarrying Forward Balance Carryforward (New)

Italy, Slovakia, Turkey, Columbia, Romania, Portugal, Brazil

To reach the program for year-end closing and opening postings for these countries, use the followingmenu path:

n New General Ledger Accounting (as of SAP R/3 4.7 up to SAP ERP 6.0, EnhancementPackage 3) and classic General Ledger Accounting (as SAP R/3 4.7):Menu path: Accounting Financial Accounting General Ledger Periodic Processing ClosingClosing/Opening Postings (RFSUMB00)

n New General Ledger Accounting (SAP ERP 6.0, Enhancement Package 4):

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3 Fiscal Year Change Activities in Accounting3.2 Financial Accounting (Consolidation Staging Ledger)

Menu path: Accounting Financial Accounting General Ledger Periodic Processing ClosingClosing/Opening Postings (FAGL_YEC_POSTINGS_EHP4)

To reach the fiscal year change program for carrying forward the customer/vendor balances(SAPF010), use the following menu path:Menu path: Accounting Financial Accounting Accounts Receivable (or Accounts Payable) PeriodicProcessing Closing Carry Forward Balance Carried FwdThe programs require you to enter the next fiscal year and to select the company codes for which thefiscal year is to be changed.For more information see the program help and the SAP Library under: Financial Accounting (FI)Accounts Payable (FI-AP)/Accounts Receivable (FI-AR) FI Accounts Receivable and Accounts Payable ClosingOperations for Accounts Receivable and Accounts Payable Carrying Forward Balances

n Menu path (SAP R/3 Enterprise): Accounting Financial Accounting General Ledger PeriodicProcessing Closing Closing/Opening Postings Italy

Columbia

To reach the program for year-end closing and opening postings for Colombia (RFSUMB00), use thefollowing menu path (as of SAP R/3 Enterprise):

n Menu path (SAP R/3 Enterprise): Accounting Financial Accounting General Ledger PeriodicProcessing Closing Closing/Opening Postings Colombia

Carrying Forward the Accounts Payable/Receivable Balances

To reach the fiscal year change program for carrying forward the customer/vendor balances(SAPF010), use the following menu path:Menu path: Accounting Financial Accounting Accounts Receivable (or Accounts Payable) PeriodicProcessing Closing Carry Forward Balance Carried FwdThe programs require you to enter the next fiscal year and to select the company codes for which thefiscal year is to be changed.The documentation describes the main aspects of the fiscal year change programs. To access thedocumentation, choose:Menu path: Help Extended Help

3.2 Financial Accounting (Consolidation Staging Ledger)

If you use the periodic extract method for transferring data from individual financial statements, youhave to keep a consolidation staging ledger (ledger 09) in parallel to the general ledger. Carry forwardthe balances to this ledger in the same way that you carry them forward to the general ledger.The balances in the consolidation staging ledger and the general ledger are carried forward at thesame time.

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3 Fiscal Year Change Activities in Accounting3.2 Financial Accounting (Consolidation Staging Ledger)

To implement the carryforward logic used in consolidation in the consolidation staging ledger aswell, you must define certain field transfer rules and assign these to the ledger. This is done in theIMG for Financial Accounting under Special Purpose Ledger.IMG path in Financial Accounting:Special Purpose Ledger Basic Settings Master Data Maintain Field TransferSpecial Purpose Ledger Periodic Tasks Carryforwards Assign Field Transfer

The field transfers 1001 and 1002 are delivered in the standard system as of SAP R/3 3.0C and areassigned to the consolidation staging ledger (ledger 09).Run the carryforward program in the FI-SL (Special Purpose Ledger) component.Menu path: Accounting Financial Accounting Special Purpose Ledger Periodic Tasks Carry ForwardThe program prompts you for the ledger, the range of company codes, the record types, the versions,and the fiscal year to be transferred to.

Revaluation of Foreign Currencies in Accordance with Italian Requirements

Prerequisite as of SAP R/3 4.6C: You have implemented SAP Note 826834 or, in higher releases, thenecessary Support Package stacks. To calculate and subsequently post foreign currency revaluationsin accordance with Italian requirements, proceed as follows:

Entering All Relevant Foreign Currency Valuations

1. Call the Foreign Currency Revaluation report (SAPF100) for open customer/vendor invoicesposted in a foreign currency.

2. On the report selection screen, make the required entries, select the Creating Postings checkbox, andchoose Execute.The system updates the BSBW table with the revaluation difference amount.

3. Delete the batch input session created by the report to avoid double postings of the revaluationamount.

Executing the Revaluations

1. Call the Post Foreign Currency Revaluation report (transaction RVITREVAL).2. Enter the required data and run the report.

The posting parameters are filled automatically with default entries, unless you have changedthese entries in Customizing by defining account settings and posting keys for the respectivetransaction types.The system reads the entries in the BSBW table and retrieves the revaluation difference amount,based on the selection criteria entered. It posts the revaluation difference amount to the relevantvendor/customer account and makes a reversal entry with a posting date of the current date plusone day (unless you have changed the default posting parameters).

3. Run the automatic clearing program to close the open items in vendor and customer accounts.

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3 Fiscal Year Change Activities in Accounting3.3 Consolidation

3.3 Consolidation

3.3.1 Financial Accounting ‒ Legal Consolidation (FI-LC) up toSAP R/3 Release 4.6C

Nomatter what method you use for transferring data for consolidation, you always have to carry thebalance forward. You do not have to carry forward the balances at the same time as you carry themforward in the general ledger. You carry forward the balances in consolidation once the consolidationtasks are finished. Carry out the following steps:

n Check the Customizing settings for carryforwardsn Run the balance carried forward program RGCVTR00

Checking the Customizing Settings for Carryforwards

1. Check the item type in FS item maintenance.IMG path in Financial Accounting: Consolidation Master Data Financial Statement Items

2. In transaction type maintenance, check the assignment of carryforward transaction types.IMG path in Financial Accounting: Consolidation Master Data Transaction Types MaintainTransaction Types

3. If necessary, check any selected items for the balance carried forward.IMG path in Financial Accounting: Consolidation Individual Financial Statement Data Assign FSItems for Balance Carryforward

Running the Carryforward Program RGCVTR00

n Menu path: Accounting Financial Accounting Consolidation Individual Financial StatementsCarryforward

The program prompts you for the range of companies, the balances of which are to be carriedforward, as well as the ledger, the version, the (old) year, and the input type. In addition to carryingforward the balance sheet items, you can also carry forward statistical consolidation items.

Repeating the Carryforward

It is possible to repeat the carryforward. However, note that you can only run the carryforward forranges of companies that share the same input type. For more information, see the SAP Library.

n SAP Library path (for example, for SAP R/3 4.6C): Financials Financial Accounting (FI) LegalConsolidation (FI-LC) Consolidation (FI-LC) Special Functions Fiscal Year End

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3.3.2 Enterprise Controlling ‒ Consolidation (EC-CS) as ofSAP R/3 4.0

Nomatter what method you use for transferring data for consolidation, you always have to carry thebalance forward. You do not have to carry forward the balances at the same time as you carry themforward in the general ledger. You carry forward the balances in consolidation once the consolidationtasks are finished. Carry out the following steps:

n Check the Customizing settings for carryforwardsn Run the balance carried forward program FICBCF00


1. In FS item maintenance, check the where-applied indicator. Statistical items are only carriedforward if the indicator Carry Forward Net Balance is set.n IMG path in Enterprise Controlling: Consolidation Master Data Financial Statement Items

User-Defined Consolidation Chart of Accounts2. In subitem maintenance, check the assignment of the carryforward subitems.n IMG path in Enterprise Controlling (SAP R/3 4.0, SAP R/3 4.5): Consolidation Master

Data Financial Statement Items Account Assignment Information Define Subitems

n IMG path in Enterprise Controlling (SAP R/3 4.6A): Consolidation Master Data FinancialStatement Items Subassignments Define Subitems

n IMG path in Enterprise Controlling (SAP R/3 4.6C ‒ SAP ERP 6.0): Consolidation MasterData Financial Statement Items Subassignments Define Subitem Categories and Subitems

3. If necessary, check which financial statement items are carried forward, and which are not.n IMG path in Enterprise Controlling: Consolidation Data Carrying Forward Balances

Running the Carryforward Program FICBCF00

n Menu path: Accounting Enterprise Controlling Consolidation Data Collection UtilitiesCarry Forward Balance

The program prompts you for a consolidation group containing the consolidation units to becarried forward. You can also restrict the carryforward to a smaller number of these consolidationunits. You must also specify the version, the (old) year, and the consolidation chart of accounts.Check whether document number ranges have been defined for the next fiscal year. If they havenot been defined, then you must create them (by copying them from the old fiscal year, forexample).n IMG path in Enterprise Controlling: Consolidation Data Manual Posting Posting Define

Document TypesChoose any existing document type, navigate to Number Ranges/Auto Reversal and push button Definenumber range.

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3.3.3 Consolidation in Strategic Enterprise Management ‒Business Consolidation (SEM-BCS)

3.3.3.1 SEM-BCS, based on SAP R/3, as of SEM 2.0B

Nomatter what method you use for transferring data for consolidation, you always have to carry thebalance forward. The balances are carried forward in consolidation once the consolidation tasks arefinished. Carry out the following steps:

n Check the Customizing settings for carryforwardsn Run the carryforward program FICBCF00


1. In FS item maintenance, check the where-applied indicator. Statistical items are only carriedforward if the indicator Carry Forward Net Balance is set.n IMG path in Strategic Enterprise Management: Business Consolidation Master Data

Financial Statement Items User-Defined Consolidation Chart of Accounts2. Check the subitems.n IMG path in Strategic Enterprise Management: Business Consolidation Master Data

Financial Statement Items Subassignments Define Subitem Categories and Subitems3. If necessary, check which financial statement items are carried forward, and which are not.n IMG path in Strategic Enterprise Management: Business Consolidation Data Carrying

Forward Balances

Running the Carryforward Program FICBCF00

n Menu path: Business Consolidation Data Utilities Carrying Forward Balances

The program prompts you for a consolidation group containing the consolidation units to be carriedforward. You can also restrict the carryforward to a smaller number of these consolidation units. Youmust also specify the version, the (old) year, and the consolidation chart of accounts.

3.3.3.2 SEM-BCS, based on SAP BW, SEM 3.1B to SEM 4.0

Nomatter what method you use for transferring data for consolidation, you always have to carry thebalance forward. You do not have to carry the balances forward at the same time as you carry themforward for the individual consolidation units (that is, in subsidiaries, profit centers, and similar).You carry forward the balances in consolidation once the consolidation tasks are finished. For moreinformation, see the SAP Library.

n SAP Library path: Business Consolidation (SEM-BCS) Balance Carryforward and Period Initialization

Carry out the following steps:

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n Check the Customizing settings for carryforwardsn Run the carryforward program


1. Choose a task for the carryforward.n Workbench process-view path: Consolidation Functions Balance Carried Forward Task

2. Determine the carryforward financial items.n Workbench process-view path: Consolidation Functions Balance Carried Forward Carry

Forward Items to be Carried ForwardBalance sheet items and statistical balance items are carried forward as standard. In the workbench,determine the financial statement items that are to be carried forward in addition to those that arecarried forward as standard. These might be:n Financial statement items that are not carried forward as standard but nevertheless should be

carried forward (for example, financial statement items on the profit and loss statement).n Balance sheet items to be carried forward although these are actually carried forward as

standard.3. Check the Customizing settings.

Workbench process-view path: Consolidation Functions Balance Carried Forward List Settings4. In Customizing, determine the carryforward transaction types for the subassignments.n Workbench process-view path: Master Data Subassignments [characteristic with the role

transaction type]

Running the Carryforward Program

n Start the carryforward in the consolidation monitor for one consolidation group for the currentparameters (for example, version, fiscal year, consolidation chart of accounts).

n Check whether document number ranges have been defined for the next fiscal year. If they havenot been defined, then you must create them (by copying them from the old fiscal year, forexample).

n Workbench technical view path: Characteristics Document TypeSelect any existing document type and push button Number range maintenance.

3.3.3.3 SEM-BCS, based on SAP BW, SEM 4.0 to SEM 6.00



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n Check the Customizing settings for carryforwardsn Run the carryforward program



2. Assign Currency Translation Method for currency translation.If a consolidation unit changes its local currency at the start of a new fiscal year, a currencytranslation needs to be performed on the data records carried forward into the new year. Thesystem then uses the currency translation method you specify here.

3. Determine the carryforward financial items.n Workbench process-view path: Consolidation Functions Balance Carried Forward Items to be

Carried ForwardBalance sheet items and statistical balance items are carried forward as standard. In the workbench,determine the financial statement items that are to be carried forward in addition to those that arecarried forward as standard. These might be:n Financial statement items that are not carried forward as standard but nevertheless should be

carried forward (for example, financial statement items on the profit and loss statement).n Balance sheet items to be carried forward although these are actually carried forward as

standard.4. Check the Customizing settings.n Workbench process-view path: Consolidation Functions Balance Carried Forward Items to be

Carried Forward5. Customizing, determine the carryforward transaction types for the subassignments.n Workbench process-view path: Master Data Subassignments [characteristic with the role

transaction type]





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3.3.3.4 SEM-BCS, based on SAP BW, as of SEM 6.02






2. Assign Currency Translation Method for currency translation. If a consolidation unit changes itslocal currency at the start of a new fiscal year, a currency translation needs to be performed on thedata records carried forward into the new year. The system then uses the currency translationmethod you specify here.

3. Assign copymethod that copies the data records to be carried forward for the balance carryforwardfunction.The copy method you specify here is used only within multiperiod consolidation when carryingforward balances in the first year of a consolidation cycle. During such a run, the specification ofa copy method is optional.In all other cases, you do not need to specify a copy method because the system disregards thecopy method assignment.You can use a copy method to have the system include data of another version or even anotherconsolidation area in the balance carryforward logic: The system first executes the copy methodthat processes the data of the source for the entire previous year. After this preparation, the data isincluded in the balance carryforward logic.

4. Determine Posting Levels.Specifies which posting levels should be processed in the balance carryforward task: All PostingLevels: All data (regardless of posting level) is carried forward, including the additional financialdata for investments and equity, but not data records posted in consolidation group changes.UseIn multiperiod consolidation you can use balance carryforward tasks for specific posting levelsto carry forward only the necessary data records when executing a task group across a fiscalyear boundary.

5. Determine the carryforward financial items.n Workbench process-view path: Consolidation Functions Balance Carried Forward Items to be

Carried Forward

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Balance sheet items and statistical balance items are carried forward as standard. In theworkbench, determine the financial statement items that are to be carried forward in additionto those that are carried forward as standard. These might be:l Financial statement items that are not carried forward as standard but nevertheless should

be carried forward (for example, financial statement items on the profit and loss statement).l Balance sheet items to be carried forward although these are actually carried forward as

standard.6. Check the Customizing settings.n Workbench process-view path: Consolidation Functions Balance Carried Forward List Settings

7. In Customizing, determine the carryforward transaction types for the subassignments.n Workbench process-view path: Master Data Subassignments [characteristic with the role

transaction type]





3.3.3.5 SEM-BCS, based on SAP BW, as of SEM 3.5

In addition to the steps described above, which apply as of SEM-BCS 3.1B, in SEM-BCS 3.5 you can alsocarry out period initialization following balance carryforward. This gives you the option of reversingselected documents from earlier periods using inversion. For more information, see the SAP Library:

n SAP Library path: Business Consolidation (SEM-BCS) Balance Carryforward and Period InitializationPeriod Initialization (Task)


n Check the Customizing settings for period initializationn Start the period initialization task

Checking the Customizing Settings for Period Initialization

1. Choose a task for the period initialization.n Workbench process-view path: Consolidation Functions Other Functions Period Initialization

2. Specify the posting levels for which the period initialization task should be executed.

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3 Fiscal Year Change Activities in Accounting3.4 Special Purpose Ledger (FI-SL)

Starting the Period Initialization Task

n Start period initialization in the consolidation monitor for the parameters currently set (forexample, version, fiscal year, consolidation chart of accounts).

3.4 Special Purpose Ledger (FI-SL)

In the Special Purpose Ledger system, you have to run the balance carryforward program for allledgers in which the balance carryforward indicator is set.Even if the balance carryforward program has not yet started, you can make settings in the IMG. Thisapplies in particular to the retained earnings account and the field grouping code.

n IMG path: Financial Accounting Special Purpose Ledger Periodic Processing Balance Carry Forward

As well as entering the ledger, you can specify the company code or the global company for thebalance carryforward. You must also enter the next fiscal year. If you post data to the previousyear after running the balance carryforward program, the direct posting to the special purposeledgers activates an automatic balance carryforward for the ledgers that have already been carriedforward. You can repeat the balance carryforward as often as required. The program redeterminesthe balance each time.

n Menu path: Accounting Financial Accounting Special Purpose Ledger Periodic Processing BalanceCarry Forward

Note

You can only run the balance carryforward program for the FI-SL special purpose ledgers(user-defined ledgers). For the standard ledgers in the other applications (EC-PCA, FI-LC, FI-GL),you must start the balance carryforward program from the respective menu ‒ in particular for theprofit center ledger (table GLPCT) in the menu in classic Profit Center Accounting.

3.5 Profit Center Accounting (Classic, EC-PCA)

If, in addition to the periodically transferred balance sheet items (payables/receivables, assets, workin process, and material stocks), you also transfer other balance sheet items simultaneously (bytransaction) to Profit Center Accounting, you need to carry the balances forward for these as well.Carry out the following steps:

1. Permit balances to be carried forward in Profit Center Accounting.n IMG path (SAP R/3 3.x, SAP R/3 4.0, SAP R/3 4.5): Enterprise Controlling Profit Center

Accounting Actual Postings Balances Carried Forward Allow Balances to Be Carried Forward

n IMG path (SAP R/3 4.6x): Enterprise Controlling Profit Center Accounting Basic SettingsCarrying Forward of Balances Allow Balances to Be Carried Forward

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3 Fiscal Year Change Activities in Accounting3.6 Asset Accounting

2. Check the setting for retained earnings accounts.n IMG path (SAP R/3 3.x, SAP R/3 4.0, SAP R/3 4.5): Enterprise Controlling Profit Center

Accounting Actual Postings Balances Carried Forward Maintain Retained Earnings Accounts

n IMG path (SAP R/3 4.6x): Enterprise Controlling Profit Center Accounting Basic SettingsCarrying Forward of Balances Maintain Retained Earnings Accounts

3. Carry the balances forward.n Menu path (SAP R/3 3.x, SAP R/3 4.0, SAP R/3 4.5): Accounting Enterprise Controlling Profit

Center Accounting Actual Postings Balance Carr’d Forw.

n Menu path (SAP R/3 4.6x): Accounting Enterprise Controlling Profit Center Accounting ActualPostings Period-End Closing Carry Forward Balance

You can repeat the balance carryforward as often as required. The program redetermines thebalance each time.

3.6 Asset Accounting

In Asset Accounting, you need to start the program RAJAWE00 for the fiscal year change.

n Menu path: Accounting Financial Accounting Fixed Assets Periodic Processing Fiscal Year Change

Enter the next fiscal year and the company codes that are affected.

Recommendation

If Customizing has already taken place, we recommend that you carry out the fiscal year change forAsset Accounting, even if assets have not yet been entered in the system.

3.7 Funds Management

You use the closing operations in Funds Management to display the budgets and assigned valuesin their respective periods. In the system, you have to carry out the closing operations when thefiscal year changes if you do not deploy period-based encumbrance tracking and (as of SAPR/3 Enterprise extension Public Services 2.00 (EA-PS 200)) have not activatedmulti-year budgetexecution. How you go about carrying out such a change and the scope of such an undertakinglargely depends on individual customer requirements. The Schedule Manager can support you, forwhich, as of SAP R/3 Enterprise extension Public Services 1.10 (EA-PS 110), the task list 0-PSM-FYC forthe fiscal year change in Funds Management is provided.You can carry forward open documents to the next financial year using the commitmentcarryforward function. The continuation of the relevant business processes is then effective for thebudget in the next year. Before carrying open documents forward, you can (as of SAP R/3 Enterpriseextension Public Services 1.10 (EA-PS 110)) close remaining commitment documents using the reportRFFMCCLS and close earmarked funds using the report RFFMERLK.

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3 Fiscal Year Change Activities in Accounting3.7 Funds Management

You can carry forward both non-assigned budget (residual budget) as well as the budget originallyassigned to the commitments using the budget carry-forward function. If you use the Budget ControlSystem (BCS) and you wish to carry forward the budget assigned to the open commitments, thebudget carryover can, as an option, take place automatically when the commitment documents arecarried forward in transaction FMJ2. You can carry forward the balances for the actual totals recordsfor individual funds to the next fiscal year using the balance carry-forward function (transactionFMVT).

Note

You can start the fiscal year change programs in Funds Management whenever you wish, irrespectiveof when the financial year actually ends.

When updating on a payment basis, and if you do not use the new flexible general ledger in FI withonline update of payments to Funds Management, you must run the program for payments selection(RFFMS200) for all fiscal years, before you carry out the fiscal year change.In addition, the following activities should be carried out if required:

1. Write off the cross assignments when using cover pools and revenues increasing the budget (callprocedure). This activity is only necessary, if you work with Former Budgeting. If you work withthe Budget Control System (BCS), this step is not relevant.

2. As of SAP R/3 Enterprise extension Public Services 6.00 (EA-PS 600), in the Budget Control System(BCS) you can transfer residual budget between different budget addresses using transactionFMMPPCLO, before you carry over the residual budget (using transaction FMMPCOVR) to the followingyear.

3. Close the available revenues from the revenues increasing the budget process (distributionprocedure) by increasing the budget in the old fiscal year.

4. Check using the year-end closing reports RFFMEP1GX and RFFMEP3GX (as of SAP R/3 Enterpriseextension Public Services 1.10 (EA-PS 1.10)) or RFFMEP2G and RFFMEP3G (up to SAP R/3 4.6C).However, these reports only apply to Former Budgeting.

5. As of EA-PS 2.00, you can use the derivation strategy for reassignments to take organizationalstructure changes for the new fiscal year into account in closing operations.

6. As of EA-PS 6.00, you can return the budget from encumbrances of previous fiscal years after thefiscal year change. This function is activated in Customizing under Funds Management, ClosingOperations (automatic budget postings (ABP) for budget recovery).

For more information, see the SAP Library.

n SAP Library path (up to SAP R/3 4.6C): Financials Financial Accounting (FI) Funds ManagementClosing Operations

n SAP Library path (as of SAP R/3 Enterprise extension Public Services 1.10 (EA-PS 110)): SAPERP Central Component Financials Public Sector Management Funds Management Closing Operations

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3 Fiscal Year Change Activities in Accounting3.8 Calendar Year Changes in Real Estate Management

3.8 Calendar Year Changes in Real Estate Management

3.8.1 Classic Real Estate Management (RE Classic)

In classic Real Estate Management, you can define number ranges for specific posting procedures intwo ways:

n Per calendar yearn For all calendar years (enter 9999)

If you define the posting procedures per calendar year, you must define the appropriate numberranges for the new calendar year by no later than the beginning of the calendar year. This affects thefollowing posting procedures:

n Automatic posting procedures (for example, debit position for lease outs and vacancies, input taxtreatment, accruals and deferrals, external heating expenses settlement, internal service chargesettlement)l IMG path: Real Estate Rental Accounting Number Ranges for Posting Procedures Maintain Number

Ranges for Automatic Procedures

n One-time posting proceduresl IMG path: Real Estate Rental Accounting Number Ranges for Posting Procedures Maintain Number

Ranges for One-Time Postings

n Invoice printingl IMG path: Real Estate Rental Accounting Number Ranges for Posting Procedures Maintain Number

Ranges for Invoice Numbers

3.8.2 Flexible Real Estate Management (RE-FX)

In flexible Real Estate Management, you can define number ranges for specific posting procedures intwo ways:

n Per calendar yearn For all calendar years (enter 9999)

If you define the posting procedures per calendar year, you must define the appropriate numberranges for the new calendar year by no later than the beginning of the calendar year. This affects thefollowing posting procedures:

n Automatic posting procedures (for example, periodic posting of contracts, periodic postingof vacancies, input tax distribution, one-time postings, service charge settlement, sales-basedsettlement, reversal of one of these processes)l IMG path: Flexible Real Estate Management Accounting Automatically Generated Accounting

Documents Set Number Range for Automatically Generated Posting Documents

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3 Fiscal Year Change Activities in Accounting3.8 Calendar Year Changes in Real Estate Management

n Invoice numbersl IMG path: Flexible Real Estate Management Accounting Rent Invoice Number Range for Rent

Invoice

If you use RE-FX along with earmarked funds (as of 603):for every new fiscal year, earmarked funds for real estate contracts need to be generated. For thatpurpose, run the report“Generation of Cash Flow for Contracts” (Transaction RECDCGOL) withselecting “generate next year’s approval”.For customers using input tax correction (as of 600):At the end of the calendar year, input tax correction runs (Transaction REITTCCALC) need to beexecuted with selecting “Year-End Closing” (Correction Run Type).

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4 Year Change Activities in HR

4 Year Change Activities in HR

Legislative changes often come into effect at the start of a new fiscal year. When such legislativechanges affect payroll accounting, SAP provides you with the required program modifications inHR Support Packages.For correction release SAP R/3 4.6C, updates for the new fiscal year are delivered in SAP R/3 HRSupport Packages and not with extended maintenance. For further details, see SAP Note 505060.Since January 2007, SAP will only provide maintenance for SAP R/3 3.1I through SAP R/3 4.6B as partof customer-specific maintenance. For further details, see SAP Note 52505. For more informationabout the maintenance of these releases, see SAP Note 505060.

4.1 Generating New Annual Leave

Note that you must maintain new leave entitlement records for your employees at the start of a leaveyear if you do not use the functions to automatically generate absence quotas in the time evaluationreport RPTIME00. You can choose from a range of reports, and your choice will depend on how youdetermine leave and whether you record annual leave in the Leave Entitlement (0005) infotype or inthe Absence Quotas (2006) infotype. As a rule, you only use one of the reports.

n Generating Absence Quotas (RPTQTA00)n Batch Input: Annual Leave (RPTLEA30)n Leave Accrual (RPILVA00)

Note that infotype 0005 is available for the last time in SAP ERP 6.0 because it was replaced withinfotype 2006. For further details, see SAP Note 952860. Therefore, you need to switch to infotype 2006as described at the end of this section.

Generating Absence Quotas (RPTQTA00) as of SAP R/3 4.5A

As of SAP R/3 4.5A, you can use report Generate Absence Quotas (RPTQTA00) to generate absence quotasfor groups of employees. These quotas are stored in the Absence Quotas (2006) infotype. You can takeadvantage of the numerous functions in the new Customizing tables for automatically generatingquotas.

n Menu path (SAP R/3 4.5x, SAP R/3 4.6x, SAP R/3 Enterprise, mySAP ERP 2004 and SAP ERP6.0): Human Resources Personnel Time Management Administration Time Data Quota OverviewEdit Quota Generation

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4 Year Change Activities in HR4.2 Generating Work Schedules

Batch Input: Annual Leave (RPTLEA30)

With the report Batch Input: Annual Leave (RPTLEA30), you can generate new leave entitlementrecords, which you can transfer to the Leave Entitlement infotype (0005) either directly or byprocessing it in the background.

n Menu path (SAP R/3 3.1x): Human Resources Time Management Tools Tool SelectionAttendance/Absence Create Leave Entitlement

n Menu path (SAP R/3 4.0x): Human Resources Time Management Administration Tools ToolSelection Attendance/Absence Create Leave Entitlement

n Menu path (SAP R/3 4.5x, SAP R/3 4.6x, SAP R/3 Enterprise, mySAP ERP 2004 and SAPERP 6.0): Human Resources Personnel Time Management Administration Tools Tool SelectionAttendance/Absence Create Leave Entitlement

Leave Accrual (RPILVA00)

With the report Leave Accrual (RPILVA00), you can generate infotype records for the Leave Entitlement(0005) infotype. Here you can generate leave dependent upon time data from the previous year. Youcan also transfer remaining leave from the previous year to the new leave year. You also generateleave entitlement with this report either by processing it in the background or by updating directly.

n Menu path (SAP R/3 3.1x): Human Resources Time Management Tools Tool SelectionAttendance/Absence Leave Accumulation

n Menu path (SAP R/3 4.0x): Human Resources Time Management Administration Tools ToolSelection Attendance/Absence Leave Accumulation

n Menu path (SAP R/3 4.5x, SAP R/3 4.6x, SAP R/3 Enterprise, mySAP ERP 2004 and SAPERP 6.0): Human Resources Personnel Time Management Administration Tools Tool SelectionAttendance/Absence Leave Accrual

Transferring Remaining Leave

If you have not yet started using the new functions for generating absence quotas, the fiscal yearchange is a good opportunity to do so. As of SAP R/3 4.5B, report RPTLEACONV (Transfer of RemainingLeave from Infotype 0005 to Infotype 2006) simplifies the switch to the new functions. For moreinformation, see release note Transfer of Remaining Leave to Absence Quotas (SAP R/3 4.6C only) or thereport documentation.

4.2 Generating Work Schedules

The start of a new year is a good time to generate work schedules for the coming year. You can usethe report Generate Monthly Work Schedules (RPTSHF00) to generate several or all work schedules at once.

n Menu path (SAP R/3 3.1x): Human Resources Time Management Tools Tool Selection WorkSchedule Create Monthly Work Schedule

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4 Year Change Activities in HR4.3 Checking Payroll Periods

n Menu path (SAP R/3 4.x, SAP R/3 Enterprise, mySAP ERP 2004 and SAP ERP 6.0): HumanResources Personnel Time Management Administration Tools Tool Selection Work Schedule CreateMonthly Work Schedule

The program itself only creates a batch input session. The schedules are not actually generateduntil the session is processed. Before you generate the schedules, check that your public holidaycalendar is up to date.

n Menu path (SAP R/3 3.1x): Human Resources Time Management Work Schedule Holiday Calendar

n Menu path (SAP R/3 4.x, SAP R/3 Enterprise, mySAP ERP 2004 and SAP ERP 6.0): HumanResources Personnel Time Management Administration Work Schedule Public Holiday Calendar

4.3 Checking Payroll Periods

At the start of a new year, check whether the payroll periods required for the coming year have beenset up. If they have not, you must generate them for an appropriate time frame. We recommendthat you generate payroll periods for a time frame of several years.

n IMG path (SAP R/3 3.x):l Personnel Administration and Payroll Accounting Payroll (Country <Country Name>) Basic Settings

Payroll Organization Generate Payroll Periods

l Personnel Administration and Payroll Accounting Payroll: International Basic Settings PayrollOrganization Generate Payroll Periods

n IMG path (SAP R/3 4.x, SAP R/3 Enterprise, mySAP ERP 2004 and SAP ERP 6.0):l Payroll Accounting Payroll (Country <Country Name>) Basic Settings Payroll Organization

Generate Payroll Periods

l Payroll Accounting Payroll: International Basic Settings Payroll Organization Generate PayrollPeriods

4.4 Checking Time Evaluation Periods

At the beginning of the year, check whether the required date specifications have been created forthe periods of time evaluation, for example, for the time evaluation periods, for automatic quotageneration, and for checking value limits. You determine the time evaluation periods in the sameway as payroll periods ‒ using a period modifier. Period modifier 01 is particularly important fordetermining time evaluation periods.

n Menu path (SAP R/3 3.x): Human Resources Time Management Tools Current Settings CreatePayroll Accounting Periods

n Menu path (SAP R/3 4.0x, SAP R/3 4.5x): Human Resources Personnel Time ManagementAdministration Tools Current Settings Create Payroll Accounting Periods

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4 Year Change Activities in HR4.5 Cumulations

n Menu path (SAP R/3 4.6x, SAP R/3 Enterprise, mySAP ERP 2004 and SAP ERP 6.0): HumanResources Personnel Time Management Administration Settings Create Payroll Accounting Periods

4.5 Cumulations

This function is used up to SAP R/3 4.0 only in the following countries:

n Japann Canada

n United Kingdomn Mexico

n New Zealand

n Sweden

n South Africa

n Taiwan

n United States

These settings have to be maintained in all countries as of SAP R/3 4.5A.At the start of a new year, decide how you want cumulations to be formed during payroll accounting.Before you can do this, you must know to which month, quarter, or year the current payroll periodbelongs. You can define these settings for several years at a time.

n IMG path: Payroll Accounting Payroll (Country XX) or Payroll: International Basic SettingsPayroll Organization Generate Calendar for Cumulation

4.6 Checking Deduction Periods for Payment Models

Using payment models, you can determine when recurring payments and deductions should beallocated with the remuneration of your employees. You use payment models in particular whenthe periodicity of the deductions does not correspond with the payroll area to which the relevantemployees belong.If you use payment models in your company, you must check the deduction periods that you havedefined for the year change. We recommend that you define the deduction periods for several yearsin advance.

n IMG path (SAP R/3 3.1): Personnel Administration and Payroll Accounting Payroll (<Country>)Deductions Deduction Frequencies Set Pay Periods

n IMG path (SAP R/3 4.0): Payroll Accounting Payroll (<Country>) Deductions DeductionFrequencies Set Pay Periods

n IMG path (SAP R/3 4.0): Payroll Accounting Payroll: International Deductions DeductionFrequencies Set Pay Periods

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4 Year Change Activities in HR4.7 Posting (as of SAP R/3 4.0)

n IMG path (SAP R/3 4.5, 4.6, SAP R/3 Enterprise, mySAP ERP 2004 and SAP ERP 6.0): PersonnelManagement Personnel Administration Payroll Data Recurring Payments and Deductions Payment ModelsDefine Payment Models Define Deduction Periods

4.7 Posting (as of SAP R/3 4.0)

If you do not specify the posting date manually when posting to Accounting, but specify it foreach period in Customizing, you should check, at the fiscal year change, if the posting date for thefollowing year has already been generated.

n IMG path (SAP R/3 4.0 to 4.6B): Payroll Accounting Payroll (Country XX) or Payroll:International Reporting for Posting Payroll Results to Accounting Concluding Activities Maintain PostingDate for Payroll Periods

n IMG path (SAP R/3 Enterprise, mySAP ERP 2004 and SAP ERP 6.0): Payroll Payroll (CountryXX) or Payroll: International Reporting for Posting Payroll Results to Accounting Activities in the HRSystem Maintain Posting Date for Payroll Periods

4.8 Month End Accruals

Note

This function is only available for Australia, Canada, New Zealand and the United States.

To calculate month end accruals accurately, you must maintain the correct posting date, closingdate, expected posting creation date, and other data in the system.

n IMG path (SAP R/3 3.x):l Personnel Administration and Payroll Accounting Payroll (Country XX) Month End Accruals Triggering

Month End Accrual Computations Maintain Posting Date

l Payroll Administration and Payroll Accounting Payroll (Country XX) Month End Accruals TriggeringMonth End Accrual Computations Define Closing Date

l Personnel Administration and Payroll Accounting Payroll (Country XX) Month End Accruals TriggeringMonth End Accrual Computations Set Latest/Earliest Document Creation Date

n IMG path (SAP R/3 4.x, SAP R/3 Enterprise, mySAP ERP 2004 and SAP ERP 6.0):l Payroll Accounting Payroll (Country XX) Month End Accruals Triggering Month End Accrual

Computations Maintain Posting Date

l Payroll Accounting Payroll (Country XX) Month End Accruals Triggering Month End AccrualComputations Define Closing Date

l Payroll Accounting Payroll (Country XX) Month End Accruals Triggering Month End AccrualComputations Set Latest/Earliest Document Creation Date

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4 Year Change Activities in HR4.9 Position Budgeting and Control

4.9 Position Budgeting and Control

4.9.1 Personnel Budget Plan Management

In personnel budget plan management, fiscal year change activities are only required if the budget isfiscal-year dependent. The activities for the fiscal year change in HR Funds and Position Managementbegin relatively early in the financial year when the current overall budget is carried forward.This means you obtain a basis for budget planning for the following financial year. The budgetcarryforward has three stages:

1. Carry forward the budget hierarchy to the next financial year. The budget structure with itsbudget structure elements, the original budget of the budget structure elements, and the pay scaleevaluations of full-time equivalent budgets are carried forward to the following financial year. Youcan repeat this transaction as often as required to incorporate additional changes to the currentoverall budget in the following financial year. Note that this transaction creates any budgetstructure elements again in the following financial year although you have already deleted them.If necessary, change the budget hierarchy, the original budget of the budget structure elements,and the pay scale valuations of the full-time equivalent budget as part of budget planning inthe following overall budget.

2. Carry forward the budget memos to the next financial year. Note that you can only carry forwardthe budget memos once per budget structure element and financial year. If necessary, change thebudget memos or define new ones as part of the budget planning in the budget of the followingyear.

3. Carry forward the people and positions financing from the current overall budget. To do this,you must change the overall budget for the following year, which has proposed or being revisedbudget status because of the carryforward of the budget structure and the budget memos, sothat it has budget status released or released provisionally. After you have changed the budgetstatus of the following overall budget, you can carry forward the financing from the currentoverall budget to the following overall budget.

When you prepare the overall budget for the following year, the new overall budget is assigned a seriesof budget status settings that correspond to the cycles of budget planning. Note that to changethe status of the overall budget from proposed to being revised, you must first have maintainedvalid default values for the new financial year.You can start all carryforward functions either directly or in the background.

n Menu (SAP R/3 4.5, SAP R/3 4.6x): Human Resources Personnel Management Budget ManagementHR Funds and Position Management Carry Forward Carry Forward Budget

n Menu (SAP R/3 Enterprise and mySAP ERP 2004): Human Resources Personnel ManagementBudget Management HR Funds and Position Management Overall Budget Carry Forward Carry ForwardOverall Budget

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n Menu (SAP ERP 6.0): Human Resources Personnel Management Budget Management PositionBudgeting and Control Personnel Budget Plan Management Carryforward of Personnel Budget Plan CarryForward of Personnel Budget Plan

4.9.2 Commitment Processor

Customizing Activities

If you use the commitment processor, you must carry out the following fiscal year change activitiesfor the commitment and the budget.

n In the basic settings, enter the new fiscal year in the system by defining the commitment/budgettime frame (time frame and periods). To space out the tasks for the initial commitment/budgetcreation, you can create the initial commitment/budget for the following fiscal year during thecurrent fiscal year. In this case, you work with an (initial) run variant for the commitment/budgetcreation of which the time frame differs from the active time frame. You indicate this by settingflags.

n When you change the commitment time frame to the new fiscal year, you must adjust the reportvariants for the collection of personnel cost planning data (for employees and organizationalobjects) in the Personnel Cost Planning application. The data collection time frame in the reportvariant should match the commitment time frame.

n IMG path: Personnel Management Position Budgeting and Control Automatic Commitment/BudgetCreation Basic Settings Define Commitment/Budget Time Frame

Activity in the Application Menu: Completed Flag for HR Documents

Caution

Only set the completed flag if it is certain that there will be no more retroactive accounting.

The completed flag is for synchronizing documents from position budgeting and control withdocuments from fundsmanagement and setting them to completed. Thatmeans that the documentscannot be changed again. Once you have set the flag, existing earmarked funds and funds blocking areno longer taken into consideration and the allocated amount is returned to the budget.Prerequisite: The corresponding documents in funds management have been set to completedbeforehand.Personnel cost savings: Remove the funds blocking from personnel cost savings before the budgetcarryforward in funds management.

n Menu path: Human Resources Personnel Management Position Budgeting and Control CommitmentCreation Tools Administration Maintain Completed Indicator

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Note

The commitment documents and block documents of personnel cost savings are not carried forward.

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5 Factory and Holiday Calendars

5 Factory and Holiday Calendars

Many financial, logistics, and human resources functions use holiday and factory calendars. Checkthe validity of your holiday and factory calendars: They should both be valid at least for the next threeto five years. Extend the validity period if necessary.

n IMG path:l Global Settings Maintain Calendar Holiday Calendar

l Global Settings Maintain Calendar Factory Calendar

n IMG path (as of ECC 6.0):l SAP NetWeaver Global Settings Maintain Calendar Holiday Calendar

l SAP NetWeaver Global Settings Maintain Calendar Factory Calendar

Some functions in Logistics, such as material requirements planning and consumption-basedplanning, use the planning calendar. Extend the validity period if necessary.

n Path: Production Material Requirements Planning Master Data Maintain Planning Calendar

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