Download pdf - SAP R3 Month-end Cross-Module Closing Schedule

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CONTENTS

Sheet Comments1 NOTES2 MONTH-END CLOSING CROSS-MODULE PLANNING SCHEDULEa FI/CO MONTH END SCHEDULEb PROFIT CENTRE ACCOUNTINGc BACKGROUNDd BACKGROUND - IF PROFIT CENTRE ACCOUNTING IS IMPLEMENTED

SAP R3 Month-end Cross-Module Closing Schedule / Contents 1/20.

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NOTES

A Basic Rules1 Dependencies first.2 Recommended Broad Sequence of Events

a All FI postings incl. from LO & AMb All intra-CO Postingsc Activity Pricesd Equivalence Numberse Activitiesf Overhead Ratesg Overhead & Surcharge Allocationh Results Analysisi Variance Calculationj Settlementk Stat Key Figuresl CCA Cycles

m CO-FI Reconciliation Postingn FI BA/PC Clearingo FI PA Adjustmentp FI Period Closeq MM Shifterr Validation of resultss Rest

3

B General1 The "X" markings in the "Priority" columns are merely examples.2 Indicate in column "A" by means of a "Y" which of the modules and tasks will be used. Set the filter on "Y".3 Each company should update the schedule as required.4 The schedule can then be copied per month and the "X"s replaced with actual dates and times.5 Should any other activities need to be added, simply insert in the applicable area and update as required. Toggle "Protect Sheet" as required.

All activities indicated in a priority column must be completed BEFORE commencing activities indicated in the next column. Therefore a left to right rule applies. Per module, activities per column should largely be completed in the order of appearance.

SAP R3 Month-end Cross-Module Closing Schedule / 1 2 /20

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Area Modl Sq Activity TCode -7 -6 -5 -4 -3 -2 -1 0 1 2FI GL General LedgerFI GL 1 Clear prior month’s VAT to the payment clearing account S_ALR_87012357, FB41 XFI GL 2 Pay prior month’s VAT due XFI GL 3 Post periodic standard journals FB50/F-02 XFI GL 4 Accruals – Manual postings XFI GL 5 Account Clearing – Automatic or Manual F.13/F-03 XFI GL 6 Execute Recurring Entries F.14/F.15 XFI GL 7 Interest Calculation F.52 XFI GL 8 Maintain Exchange Rates OB08 XFI GL 9 Foreign Currency Open Item & Account Valuation F.05 XFI GL 10 Enter Accruals/Deferrals – Current Month FBS1 XFI GL 11 Reverse Accrual/Deferrals – Prior month F.81 XFI GL 12 GR/IR Clearing F.19FI GL 13 Profit and Loss Adjustment F.50 XFI GL 14 Balance Sheet Adjustment F.5D - F.5GFI GL 15 Check/Count - Comparison F.03 XFI GL 16 Period Close OB52 XFI GL 17 Reporting XFI GL 18 Reconciliation of BS Accounts XFI GL 19 Validate control accounts re AR, AP, AM, CO, MM, etc. XFI GL 20 Confirm Business Area Balancing (After CO-CE Reconciliation Posting CO →

FI)X

FI GL 21 Carry-forward balances F.16FI AR Account ReceivableFI AR 1 Post adjustment journals FB70/FB75 XFI AR 2 Post incoming payments F-28 XFI AR 3 Process refunds XFI AR 4 Recurring entries F.14/F.15 XFI AR 5 Interest Calculation F.2A,F.2B,F.2C,

F.24,F.26X

FI AR 6 Account Clearing F.13/F-03 XFI AR 7 Maintain Exchange Rates OB08 XFI AR 8 Foreign Currency Open Item Valuation F.05 XFI AR 9 Doubtful Receivables Transfer Posting F103 XFI AR 10 Reserve for Bad Debt F104 XFI AR 11 Reclassify Receivables F101 XFI AR 12 Check/Count F.03,F.2E,F.17, F.1B,F.1A XFI AR 13 Period Close OB52 XFI AR 14 Validate Totals against GL Control Accounts XFI AR 15 Reporting XFI AR 16 Dunning F.150 XFI AR 17 Correspondence including Statements X

Priority

SAP R3 Month-end Cross-Module Closing Schedule / 2 3 /20.

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Area Modl Sq Activity TCode -7 -6 -5 -4 -3 -2 -1 0 1 2Priority

FI AR 18 Evaluations F.29/F.30 XFI AR 19 Carry-forward balances F.07 XFI AR 20 Archive F48A,F64A,FCAA,F56A,F61A XFI AP Accounts PayableFI AP 1 Post adjustment journals FB60/FB65 XFI AP 2 Post Vendor Intercompany Postings FB60/FB65FI AP 3 Manual payments F-53,F-58 XFI AP 4 Payment run F110 XFI AP 5 Recurring entries F.14/F.15 XFI AP 6 Interest Calculation F.2A,F.2B,F.2C,

F.24,F.26X

FI AP 7 Account Clearing F.13/F.44 XFI AP 8 Maintain Exchange Rates OB08 XFI AP 9 Foreign Currency Open Item Valuation F.05 XFI AP 10 Reclassify Payables F101 XFI AP 11 Check/Count F.03,F.2E,F.17,

F.1B,F.1AX

FI AP 12 Cleared Cheque Issued FCHRFI AP 13 Period Close OB52 XFI AP 14 Validate Totals against GL Control Accounts XFI AP 15 Reporting XFI AP 16 Correspondence F.61,F.63,F.27,F.62 XFI AP 17 Evaluations F.45/F.46 XFI AP 18 Carry-forward balances F.07 XFI AP 19 Archiving F48A,F64A,FCAA,F56A,F61A XFI BANK Bank AccountingFI BANK 1 Archiving F61AFI AM Asset ManagementFI AM 1 Finalise all transactions XFI AM 2 Settle/Capitalise Assets under Construction AIAB,AIBU XFI AM 3 Revaluation – Manual or automatic AR29 XFI AM 4 Set Index Figures ABAW/OAV5 XFI AM 5 Depreciation Run AFAB XFI AM 6 Periodic Posting ASKBFI AM 7 Validate Totals against GL Control and Expense Accounts XFI AM 8 Account Reconciliation ABST2 XFI AM 9 Reporting XFI AM 10 Fiscal Year change AJRW XFI AM 11 Year-end closing AJAB X

CO CCA Cost Center AccountingCO CCA 1 Intra-CO postings KB11N,KB14N,KB41N,KB44N,KB61,KB64 XCO CCA 2 Activity Prices KP26 X


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CO CCA 3 Activity Postings KB21N,KB24N,KB65,KB66,KB67,KB51,KB54

X

CO CCA 4 Statistical Key Figures Postings KB31N,KB34N XCO CCA 5 Periodic reposting KSW5 XCO CCA 6 Accrual Calculation KSA3 XCO CCA 7 Actual Overhead KSI4 XCO CCA 8 Overhead Commitment KSO9 XCO CCA 9 Completion of standard tasks by ALL accountantsCO CCA 10 Distribution KSV5 XCO CCA 11 Assessment KSU5 XCO CCA 12 Indirect Activity Allocation KSC5CO CCA 13 Template Allocation KPASCO CCA 14 Target=Actual Activity Allocation KNMACO CCA 15 Variances KSS1CO CCA 16 Predistribution of Fixed Costs KSFXCO CCA 17 Splitting KSS2CO CCA 18 Price Calculation KSIICO CCA 19 Confirm expected results of cycles, etc. XCO CCA 20 Period lock OKP1 XCO CCA 21 Summarisation KR05 XCO CCA 22 Reporting XCO CCA 23 Commitment carried forward KSCFCO CCA 24 Archiving KA10,KA12,KA16,KA18,FMRE_ARCH XCO IOA Internal Order AccountingCO IOA 1 Activity Prices KP26 XCO IOA 2 Activity Postings KB21N,KB24N,KB65,

KB66,KB67,KB51,KB54

X

CO IOA 3 Statistical Key Figures Postings KB31N,KB34N XCO IOA 4 Template Allocation CPTA/CPTBCO IOA 5 Revaluation at Actual Prices KON1/KON2CO IOA 6 Overhead Rates KOG2/4 & KGI2/4CO IOA 7 Interest Calculation CJZ6/CJZ8CO IOA 8 Status Management KO02,KOK2,KOK4 XCO IOA 9 Results Analysis KKA0,KKA1,KKAI XCO IOA 10 Settlement KO88,KO8G,KOB5 XCO IOA 11 Check for expected, and unexpected, developments XCO IOA 12 Period lock OKP1 XCO IOA 13 Order Summarisation KKRC XCO IOA 14 Reporting XCO IOA 15 Archiving KOAR,KOAA,FMRE_ARCH X


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CO PP Production ControllingCO PP 1 Activity Prices KP26 XCO PP 2 Activity Postings incl. via Completion Confirmations KB21N,KB24N,KB65,KB66,KB67,KB51,KB54 XCO PP 3 Statistical Key Figures KB31N,KB34N XCO PP 4 Maintain Templates S_ALR_87008041CO PP 5 Overhead Rates S_ALR_87008272,S_ALR_87008275 XCO PP 6 Status Management CO02 XCO PP 7 Template Allocation KPTA,KPTDCO PP 8 Revaluation at Actual Prices KFN1,KON2CO PP 9 Overheads KGI2,KO43 XCO PP 10 Closing RA Period KKA0 XCO PP 11 WIP Calculation KKAX,KKAO XCO PP 12 Variance Calculation KKS2,KKS1CO PP 13 Settlement KO88,CO88 XCO PP 14 Confirm WIP, etc. against the GL Accounts XCO PP 15 Check for expected, and unexpected, developments XCO PP 16 Period lock OKP1 XCO PP 17 Order Summarisation KKRV,KKRC,KKRS XCO PP 18 Order Selection S_ALR_87013127 XCO PP 19 Reporting XCO PP 20 Archiving KOAR,KOAA XCO PC Product CostingCO PC 1 Create Standard Cost Estimates CK40N, CK11N,KKPAN XCO PC 2 Price Update (Marking) CK40N,CK24 XCO PC 3 Price Update (Release) CK40N,CK24 XCO PS Project SystemsCO PS 1 Periodic Reposting KSW5CO PS 2 Template Allocation CPTK,CPTLCO PS 3 Revaluation at Actual Prices CJN1,CJN2CO PS 4 Applied Overhead CJ44,CJ45CO PS 5 Interest Calculation CJZ2,CJZ1CO PS 6 Results Analysis CJC1,KKG2,KKA2, KKAJCO PS 7 Settlement CJ88/CJ8GCO PA Profitability AnalysisCO PA 1 Assess Cost Centre Costs KEU5 XCO PA 2 Indirect Activity Allocation KEG5CO PA 3 Template Allocation CPAECO PA 4 Periodic Valuation KE27CO PA 5 Top-down Distribution KE28,KE29CO PA 6 Confirm expected results XCO PA 7 Reconcile Billing and Cost of Sales to SD, GL, etc. XCO PA 8 Check for expected, and unexpected developments X


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CO PA 9 Summarisation KEDU,KEDW XCO PA 10 Reporting KE30 XCO CEA Cost Element AccountingCO CEA 1 Accrual Calculation KSA3 XCO CEA 2 Reconciliation posting CO->FI KALC XCO CEA 3 Reconcile cost element totals to the GL Accounts S_ALR_87013603 XCO CEA 4 Reconcile Business Area Balancing in CO to FI S_ALR_87013605 XCO CEA 5 Reporting XCO CEA 6 Period lock OKP1 XCO CEA 7 Archiving CO_ITEM_WR XCO PCA Profit Center AccountingCO PCA 1 Validate accuracy of assignments 1KE4 XCO PCA 2 Statistical Key Figures 9KE5,9KE6 XCO PCA 3 Distribution 4KE5 XCO PCA 4 Assessment 3KE5 XCO PCA 5 Transferring Payables/Receivables 1KEK XCO PCA 6 Compare and Reconcile G/L Accounts KE5UCO PCA 7 Confirm expected results XCO PCA 8 Check for expected, and unexpected, developments XCO PCA 9 Carry-forward balances 2KES XCO PCA 10 Reporting XCO PCA 11 Archiving KE72,KE73 XLO MM Material MasterLO MM 1 Plan Price 1 Update SCAT XLO IM Inventory ManagementLO IM 1 Scrapping MB1A XLO IM 2 Change Prices MR21,CKMPRPN,CKME,CKMPCD XLO IM 3 Inventory Count – Finalise MI* XLO IM 4 Post GR for stock-in-transit between Company Codes MB01, MB1BLO IM 5 Close Period (Shifter) MMPV XLO IM 6 Validate Totals against GL Control Accounts MB5L XLO IM 7 Validate Totals against Business Areas XLO IM 8 Analyse aggregate movements by Document Type for expected, and

unexpected, movements.X

LO IM 9 Reporting MB5S, etc. XLO IM 10 Determine Lowest Value MRN0,CKU1,MRN1,MRN2,MRN3,MRY1 XLO IM 11 LIFO/FIFO Valuation MRL*,MRF* XLO PU PurchasingLO PU 1 Rebate Settlements MEB4 XLO IV Invoice VerificationLO IV 1 Evaluated Receipt Settlement MRRL XLO IV 2 Consignment Liability Settlement MRKO X


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LO IV 3 Pipeline Liabilities Settlement MRKO XLO IV 4 Maintain GR/IR GL Control Account MR11, MR11SHOW XLO SD Sales & DistributionLO SD 1 Incomplete SD Documents V.00 XLO SD 2 Release Orders for Billing V.23 XLO SD 3 Process Delivery Due List VL06O XLO SD 4 Process Billing Due List VF04, VF06 XLO SD 5 Review blocked sales orders and resolve any issues V.14,V.23 XLO SD 6 Review billing documents not posted to FI and resolve any issues VFX3,V21 XLO SD 7 Process Rebate Settlements VA42 X


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FI/CO Month End Schedule# Description

Au

to/

Man

ual

Are

a Responsible Location

Suggested Day of the Month

Dependencies/Events Triggered

Comments TX Code/Program

V.21� Logistics � Sales & Distribution � Billing � Billing Document � Billing Log� NotesV.14

Logistics�Sales & Distribution�Sales�Environment�Document Analysis�Blocked Sales Documents

Corporate and

VF06

Plants RSNAST00Logistics�Sales & Distribution�Billing

�Billing Document�Billing (Background)

Manual MMPV

or Logistics � Materials management � Material master. Other � Close period.

AutoOB52IMG :Financial Accounting� Financial Accounting Global Settings� Document� Posting Periods�Open and close posting periods.OB08IMG:Global Settings � Currencies � Enter exchange rates.

7 Recurring Entry Auto FI GL 1st Day of Month None Can be triggered as soon as they are known. SAPF120F.14 Accounting-�Financial Account-�General Ledger�Periodic Processing-�Recurring Entries�Execute

Reporting Menu **ZXXX

10 Send out message regarding Close of A/R and A/P

Manual or Auto

FI Central 2nd Day of Month Suggested approach for notifying users that the posting period will be closed for their areas. Can be an SAP system message.

OB52IMG :Financial Accounting� Financial Accounting Global Settings� Document� Posting Periods�Open and close posting periods.OB52IMG :Financial Accounting� Financial Accounting Global Settings� Document� Posting Periods�Open and close posting periods.F.05SAPF100Accounting � Financial accounting � General ledger. Periodic processing � Closing � Valuate � For.curr. OI valuatn.

14 Customer Aged Trial Balance (Detailed)

Manualor

Auto

FI AR 2nd Day of Month After A/R Close, last days cash applied.

Periodic Processing-�Information System �Report Selection�Information System�Pmt History with open item analysis.KSV5Accounting�Controlling�Cost Centres�Actual Postings�Period end Closing�Distribution (or Assessment)

KEU5Accounting�Controlling�Profitability Analysis�Actual Postings�Assess Cost Centre CostsCo. Code currency -J5AF130EGroup currency - J5AF230SAccounting � Controlling � Cost elements. Information system � Choose report. Click once to the left of Reconciliation CO/FI. Make selection based on currency.KALCRKAKALFIAccounting � Controlling � Cost elements. Actual postings � Recon. Posting CO-FI.

19 Departmental (CO) Reporting

Manual CO GL and controlling

3rd Day of Month After Assessment and Distribution Runs

Various

A/R First Day of new month None In order to perform the close, this needs to be done following the month-end, however it is recommended that it be done throughout the month.

1 Review Billing Documents not Posted to FI and resolve issues

Manual FI

None In order to perform the close, this needs to be done following the month-end, however it is recommended that it be done throughout the month.

2 Review Items on Billing Block and resolve issues

Manual SD

3 Batch Customer Billing Auto SD

Customer Services

1st Day of Month

Per Client billing practices.

None

4 MM Close Period MM Central Last Day of Month If task is done automatically, the program variant must be changed manually or as part of the automated process.

Central 1st Day of Month This is a configuration change. The task is performed in the development system and transported to production.

5 Open New Posting Period

Manual FI

Central 1st Day of Month This is a configuration change. The task is performed in the Development system and transported to Production. Exchange rate updates can be purchased and uploaded into SAP.

6 Update TCURR Table with Monthly Currency Conversion Rates

Manual FI

GL 1st Day of new month None Can be entered as soon as they are known..8 Accruals Manual FI

Central and Local

1st Day of Month Reports to be run depend upon your company’s requirements and the SAP modules implemented.

9 Generate Month End Financial Reports

Manual FI

Central 2nd Day of Month This is a configuration change. The task is performed in the Development system and transported to Production.

11 Close A/R Posting Period

Manual FI

Corporate 2nd Day of Month This is a configuration change. The task is performed in the Development system and transported to Production.

12 Close A/P Posting Period

Manual FI

Central 2nd Day of Month After A/R,A/P close

Performed to value open items at the appropriate month-end exchange rate.

13 Open Item Valuation Manual or Auto

FI

GL or Controlling

3rd day of month After all primary costs are recorded

15 Cost Distributions and Assessments

Manual CO

GL or Controlling

3rd day of month After all primary costs recorded and distributed

If basis of assessment is a value field updated by billing, then steps 1 to 3 should be complete.

16 Assessments to PA Manual CO

Corporate 3rd Day of Month After Assessment and Distribution Runs

This report can be run in Company Code or Group currency.17 Run Reconciliation Ledger Reports

Manual or Auto

FI

Corporate 3rd Day of Month After Assessment and Distribution Runs

18 Run Reconciliation Ledger

Manual or Auto

FI

SAP R3 Month-end Cross-Module Closing Schedule / a 9/20

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FI/CO Month End Schedule# Description

Au

to/

Man

ual

Are

a Responsible Location

Suggested Day of the Month

Dependencies/Events Triggered

Comments TX Code/Program

A/R First Day of new month None In order to perform the close, this needs to be done following the 1 Review Billing Manual FI MB01 andMB1B

F.55SAPF123Accounting-�Financial Accounting-�General Ledger-�Periodic Processing-�Automatic Clearing-�Gds/inv rec clearingF.13sapf123Accounting-�Financial Accounting-�General Ledger-�Periodic Processing-�Automatic Clearing-�GL Accts Genl

AR Credit Memo F.13 Clearing SAPF123

Accounting-�Financial Accounting-�General Ledger-�Periodic Processing-�Automatic Clearing-�GL Accts GenlFCHRAccounting �Financial Accounting �Accounts Payable �Periodic Processing �Payments�Environment�Check Information�Change�Online Cashed Checks

25 Report on Profit In Inventory for I/C Consolidation Entries

Auto FI Central 3rd Day of Month Not an SAP standard report unless Legal Consolidations module is implemented.SAPF100F.05Accounting � Financial accounting � General ledger. Periodic processing � Closing � Valuate � Foreign Currency ValuationOB52IMG :Financial Accounting� Financial Accounting Global Settings� Document� Posting Periods�Open and close posting periods

Corporate Reporting Menu **and ZXXXControllers

29 Accrual Reversal early in next month to reverse any accruals created

Auto FI SAP System

5th Day of Month None F.81

Plants 3rd Day of Month After Report on Inventory In-Transit

To record the value of the inventory in-transit between two companies on SAP for month-end reporting.

20 Post GR for stock-in-transit between CC

Manual MM

Corporate 3rd Day of Month After all invoices have been matched to PO/Receipts

Should be run as batch job.21 GR/IR Clearing Auto FI

After last cash receipts have been cleared.

Should be run as batch job.22 Lockbox Receipt Clearing

Auto AR

23 Auto AR AR or FI

FI or AR 3rd Day of month.

3rd Day of month After releasing last credits for month

Should be run daily so that any client statements or aging run during month are up to date.

24 Cleared Cheque Issued Manual FI GL or Treasury

3rd Day of month Once bank statement is received.

This can be done as often as bank statements are received.

26 General Ledger Valuation

Manual or Auto

FI Central 3rd Day of Month Before GL Close

Corporate 4th Day of Month To be performed in the development system and transported to production..

27 Close G/L Manual FI

4th Day of Month After G/L Close Reports to be run depend upon your company’s requirements and the SAP modules implemented.

28 Generate Month End Financial Reports (FINAL)

Auto FI

SAP R3 Month-end Cross-Module Closing Schedule / a 10/20

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PROFIT CENTRE ACCOUNTING

# Description

Au

to/M

an

ual Area

Res

po

nsi

ble

L

oca

tio n

Su

gg

est

ed D

ay

of

M

on

th Dependencies/ Comments TX Code/Program

F.5DSAPF180AAccounting � Financial accounting � General ledger. Periodic processing � Closing � Regroup � Calc. sub. ad. (BA/PrC).1KEKSAPMKEC6Accounting � Controlling � Profit centre acctg. Actual postings � Trans. bal. sheet item � Payables/receivables.

F.50SAPF181Accounting � Financial accounting � General ledger. Periodic processing � Closing � Regroup � Prof. Segment adjstmt.1KE4SAPMKEC4Accounting � Controlling � Profit centre acctg. Master data � Assignment monitor.

Central 2nd Day of Month After A/R,A/P close. Before GL close.

1 Regroup and Calculate A/R and A/P Balances by Profit Centre

Manual or Auto

FI

After A/R,A/P close. Before GL close.

2 Distribute A/R and A/P to Profit Centres

Manual or Auto

PCA 2nd Day of Month

3 Distribute Cash Discounts and Foreign Exchange Rate Differences to Profit Centres

Manual or Auto

PCA

Central

Central 2nd Day of Month Before G/L Close

3rd Day of Month4 Assignment Monitor Review

Manual PCA Central or Other

SAP R3 Month-end Cross-Module Closing Schedule / b 11/20

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BACKGROUNDReview Billing Documents That Did Not Post to FI and Resolve Issues

Business Description:Background billing automatically generates a new log every time it is run; an entry is created in the log every time a sales transaction fails to bill. This log should be reviewed daily. While FI should review the log, resolution of the errors requires the participation of all functional areas.

Below are typical errors and the functional area that would normally fix the problem.

>> Customer not defined in Company Code xxxx (no accounting document generated) - Accounts Receivable (error in customer master).>> Pricing Error (Intercompany Pricing condition not maintained) - SD (pricing problem).>> You have not entered the Current Plan Period (no accounting document generated) - Costing (no current plan cost on the material master.)>> Period MM / YYYY is not open for account type D and G/L 124 - FI (open/close period problem)>> Inconsistent Amounts (no accounting document posted) - FI (Currency Problems)>> Billing Block - These messages relate to authorization requirements for sales orders and should go to the person responsible for reviewing/authorizing sales orders.

Technical Description:This is performed manually by reviewing the Billing Log.

Alternatively a complete list of all documents not posted to FI can be accessed through the menu path:Logistics � Sales & Distribution � Billing � Billing Document � Display Use Matchcode "A" to list those not posted to FI. The match code A reads table VBRK, and selects entries where the field status for transfer to accounting (RFBSK).Once the error is corrected, the documents may be Released to Accounting by using:Logistics � Sales & Distribution � Billing � Billing Document � Change (Type in the Billing Document and hit the "Release To Accounting" Button)

Options:See Discussion of Batch Billing. If Background billing is run with several variants, then the logs will be segregated based on the variant. To a limited degree this means that the errors can be segregated by type.

Review Billing Documents on Billing Block and Resolve IssuesBusiness Description:

This should occur daily. Billing Documents can be placed on billing block throughout the month depending on client procedure and policy. At month end they should be reviewed to ensure that they are appropriately accounted for.

Technical Description:This is a manual process.

If a document does not bill due to blocking it will be reported as such in the billing log if background billing is not instructed to ignore these items

Options:The significance of this procedure will depend on how a client configures and uses billing block functionality.

Batch Customer BillingBusiness Description:

This batch process generates sales billing documents and posts any related financial documents to FI automatically.

Technical Description:This is an automated process that should be scheduled per customer billing policy. The report name is RSNAST00.

Options:Using the selection variant you can control which documents get billed when. For each job a separate log file is generated listing all billing errors (see step 2 and 3).

SAP R3 Month-end Cross-Module Closing Schedule / c 12/20

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BACKGROUNDMM Close Period

Business Description:This process opens the new month for MM Postings.

Technical Description:The initialisation box should not be clicked on during the regular run. It uses the period and the year value, instead of the date value for period identification. This job can run on the last day of the month at 11:30 PM, for example.

Open New Posting Period Business Description:

This process opens the new posting period for designated account types in FI.

Technical Description:This step is performed manually and transported to the production system.

Options:The posting period can be opened for all account types at once or for individual account types at various times.The following account types are:>> + Valid for all account types >> A Assets >> D Customers >> K Vendors >> M Materials >> S G/L accounts>> V Contract Accounts

Update TCURR Table with Monthly Currency Conversion RatesBusiness Description:

New Currency Exchange rates must be entered into SAP via the correction and transport system. They are entered into the development environment and transported to the productive environment.

Technical Description:This step is performed manually or via an upload and transported to the production system.

Options:The exchange rates can be manually updated or uploaded from a file. Rates can be purchased from a third party.

Recurring EntriesBusiness Description:

Recurring entries are journal entries that do not change from month to month. If any recurring entries affect controlling then they should be run before any settlements, or assessments/distributions are performed.

Technical Description:Recurring entries can be run as a scheduled batch job (report SAPF120), but you will need to change the calculation period on the variant every month.

Options:If you don’t want to post all entries in one batch, you can segregate entries using the run schedule characteristic..


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BACKGROUNDAccruals

Business Description:Accrual entries that should be reversed in a subsequent month should be entered via accrual documents. Accrual entries that affect controlling should be posted before any settlements, or assessments/distributions are performed.

Technical Description:Accruals need to be entered manually, the transaction code is F.14.

Options:The reversal date is not limited to the following month.

Generate Month End Financial Reports (Preliminaries)Business Description:

This is the process of running Preliminary Financial Reports to analyze the financials before the close of the month, so that adjustments can be made.

Technical Description:This process is done manually.

Options:Reports may be run out of the General Ledger, Controlling, Special Ledger, Profit Centre Accounting, Profitability Analysis or a combination of these, depending on which modules are implemented.** Suggested Approach: Create a customized menu for reports only (transaction ZXXX). This is especially beneficial for those users that are Information Only users. This provides users with one place to go in the system to access all month end reports.

Send Out System Message to State That A/R and A/P Posting Period Will Be ClosedBusiness Description:

This task entails manually or automatically sending out a system message to communicate the fact that A/R and A/P will be closing at a specified time that day.

Technical Description:If run automatically, the message can be scheduled to run on the second day of every month at 6:00am, for example.

Close A/R Posting PeriodBusiness Description:

This process closes the previous month so that no Accounts Receivable entries may be made. This is account type ‘D’ in SAP.

Technical Description:This process is performed manually and transported to production system.

Close A/P Posting PeriodBusiness Description:

This process closes the previous month so that no Accounts Payable entries may be made. This is account type ‘K’ in SAP.

Technical Description:This process is performed manually and transported to the production system.

Open Item ValuationBusiness Description:


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BACKGROUNDThis standard report carries out Foreign Currency Valuation on open item accounts such as Customer and Vendor reconciliation accounts (Account Type D and K).

Technical Description:This standard SAP program SAPF100 is run from transaction code F.05. A required valuation method must be defined.

The rate at which you will value open items must be updated in the TCURR table.

The accounts for the posting of the differences from valuation must be identified in the automatic postings table T030, Group -Exchange rate differences (FWA), Process - Exchange rate difference for open items (KDF).

Options:This report can be run for specific company codes, account types, vendors, customers and G/L accounts. A method for calculating the Unrealised Gain/Loss can be specified by currency type (i.e., company currency, group currency, hard currency, etc.…)

Customer Aged Trial BalanceBusiness Description:

This report returns a listing of specified Customer Open Items, and ages them according to the variant supplied.

Technical Description:This is a standard AR report and can be scheduled to run in batch. The Aging buckets are defined by the user at run-time (can be saved in variant). If you use a report variant then you need to change the open item key date in the variant before you run it.

Cost Distributions and AssessmentsBusiness Description:

Based on predefined rules, assessments and distributions redistribute costs among controlling objects. Each assessment/distribution can effect the results of subsequent assessments, distributions, order settlements or assessments to PA. The sequence in which segments and cycles should be run should always be well documented. All primary costs relating to sender cost elements should be recorded before running this process. Even though a cycle can be run more than once or reversed, the relationship between cycles should be considered first.

Technical Description:Assessments cannot be scheduled as batch jobs, they need to be triggered manually. When the cycles are triggered, you can specify that they run in the background.

Options:Cycles can be run in test mode, so when a rule is changed it can be tested in advance of month-end.

Assessments to Profitability AnalysisBusiness Description:

Based on predefined rules, assessments record costs in PA. Each assessment can effect the results of subsequent assessments. The sequence in which segments and cycles should be run should always be well documented. All primary costs relating to sender cost elements should be recorded before running this process. Even though cycles can be run more than once or reversed the relationship between cycles should be considered first.

Technical Description:Assessments cannot be scheduled as batch jobs, they need to be triggered manually. When the cycles are triggered, you can specify that they run in the background.

Options:Cycles can be run in test mode, so when a rule is changed it can be tested in advance of month-end.

Run Reconciliation Ledger Reports


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BACKGROUNDBusiness Description:

The Reconciliation Ledger compares the total of all postings made to General Ledger accounts in FI to postings recorded to Cost Elements in CO for selected companies within a controlling area. If cross-company allocations are performed during the month within the controlling area for which this report is run, this report will show that the FI postings do not reconcile to the CO postings for the companies.

The next step on this schedule reconciles FI postings with the CO postings through automatic postings to the General Ledger. You have the ability to drill down on any account to display the line items that comprise the total amount displayed when the report was executed. The line items contain, among other things, the CO document number, line item number, the controlling object to which the posting was made, item value, currency. Double-clicking on the line item will launch you into the source document (FI, SD etc. document).

Technical Description:The program name is J5AF130E for Company Code currency. The program for Group currency is J5AF230S.

Run Reconciliation LedgerBusiness Description:

This process is required if cross-company allocations are made between companies that are assigned to the same controlling area. The program automatically posts intercompany transactions to the General Ledger for items that were assessed or distributed across companies within the same controlling area bringing FI into balance with CO.

Technical Description:The program name is RKAKALFI. It is run for a specified Controlling Area or Company Code, period and fiscal year. The account to which the program will post must be specified in table T030, Group - CO-FI transfer posting (C0F), Process - CO-FI reconciliation posting (C01).

Departmental CO reportingBusiness Description:

These CO reports include the following:>> Cost Centre Actual to Plan Comparison>> Cost Centre Actual to Actual>> Target to Actual>> Cost Element

Technical Description:All standard controlling reports can be accessed via the same path.

Post Goods Receipt for In-Transit Materials Business Description:

The report from the previous step in the schedule is used to manually create a Goods Receipt to the Receiving Company. A unique storage location may be used to easily identify the goods as In-Transit. When the goods actually arrive, they will be transferred into the correct storage location.

Technical Description:The GR can be posted manually via the menu path:� Logistics � Materials Management � Purchasing �Purchase Order � Follow on Functions � Goods ReceiptEnter the following fields:Movement Type = 101PO = Purchase Order NumberPlant Storage Location


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BACKGROUNDDocument Header Text = "MM/YY Month End Inventory in Transit "

If a separate storage location is used for the In-Transit posting, once the goods are physically received, a transfer order (Between Storage Locations) will be posted:� Logistics � Materials Management � Inventory Management � Goods Movement � Transfer PostingMovement Type = 311 (Transfer from temporary In-Transit storage location to the normal storage location)

GR/IR ClearingBusiness Description:

This process reads the GRIR account(s) and matches Goods Receipts for a particular PO to the Invoices for the same PO. After running this process the only open items in the account should be those receipts for which no invoice has been received and vice versa.

Technical Description:The clearing program SAPF123 can be run manually but is suited to batch processing since the variant need not be changed from month to month. Each account to be cleared automatically along with the field(s) to be matched on, must be identified in configuration for automatic clearing.

Options:In the variant for SAPF123 you can specify GL accounts to clear or that all GRIR accounts be cleared in the process.

LockboxBusiness Description:

Lockbox receipts generate 2 entries1. Dr Cash Cr Cash Clearing2. Dr Cash Clearing Cr AR-Customer

The first entry is generated for every check in the lockbox file. The second is generated when the check is posted to a customer account by lockbox or by the post process function. Clearing will match the cash deposit to the cash application in the clearing account based on the Check number that is put in the allocation field of both cash entries.

After running the clearing process the only open items in the clearing account should be those receipts which have not been applied to a customer account. The Cash Clearing account is identified in Lockbox configuration.


Options:Frequency is at the user discretion but if this clearing is run daily it can provide confirmation that cash is properly applied and balanced.

AR Credit MemoBusiness Description:

If a credit memo was created in SD with reference to an invoice the line item posted to the customer account is not automatically cleared against the invoice. Automatic clearing can be used to match the credit memo to the invoice based on the appropriate reference field.


Options:SAP R3 Month-end Cross-Module Closing Schedule / c 17/20

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BACKGROUNDAutomatic clearing does not need to wait until month-end. It should be run at least as often as the aged trial balance or as often as client statements are issued.

Cheques IssuedBusiness Description:

Assuming that when cheques are issued the credit is posted to an open item managed account (payment configuration), on-line cheque clearing can be used to match cleared cheques to issued cheques. The following entries are generated by the complete process.1. Dr AP – Vendor Cr Cheque Clearing2. Dr Cheque Clearing Cr Cash/Bank

The first entry is generated when the cheque is issued. The second when the cheque is identified as cleared in this process. After all cleared cheques are entered; open item display for the cheque clearing account would be equivalent to an outstanding cheques list.

Technical Description:This is a manual process. Note that when you enter the number of the cashed check you must enter the leading zeros.

Report on Profit in Inventory for I/C Consolidation EntriesBusiness Description:

The report can show a detail audit of all Intercompany inventory documents for the month showing the differences between the standard costs across the companies. This report is used to record a manual entry to Eliminate Intercompany profits, or if the goods have already been sold, record a reduction in Cost of Goods sold.

Technical Description:This is not a standard report if not using SAP’s Legal Consolidations module. The report can be run automatically with an established job or run manually.The journal entry is to be performed manually.

General Ledger ValuationBusiness Description:

This standard report carries out Foreign Currency Valuation on general ledger balance sheet accounts that are managed in a foreign currency, are not open item managed and are not reconciliation accounts. This is typically run for cash accounts and others maintained in a foreign currency (Account Type S). If adjustment postings are necessary due to the valuation, the report creates a batch input session to carry out the postings.

Technical Description:Standard SAP program RFSBEW00 run from transaction code F.06. A required valuation method must be defined in configuration. The program can be run for multiple currency types (local, group, hard, etc.)

The accounts for the posting of the differences from valuation must be identified in the automatic postings table T030, Group -Exchange rate differences (FWA), Process - Exch.rate diff.for forgn.curr.balances (KDB).

Options:This report can be run for specific company codes, G/L accounts and currency types. A method for calculating the valuation difference can be specified by currency type (i.e., company currency, group currency, hard currency, etc.…)Must exclude the general ledger account that receives the revaluation amount from the range of accounts for which the program is run..

Close G/LBusiness Description:


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BACKGROUNDThis process closes all entries to G/L (Account Type ‘S’) in SAP for the previous month.

Technical Description:Is currently manual

Generate Month End Financial ReportsBusiness Description:

This process is the generation of Final Financial Reports for the month. These reports will vary depending upon your company’s requirements and the SAP modules implemented.

Technical Description:For business reasons, preliminary reports before the close could be run manually at user discretion; however this FINAL set of reports could be automated with a job and sent to a designated printer.

Options:Reports may be run out of the General Ledger, Controlling, Special Ledger, Profit Centre Accounting, Profitability Analysis or a combination of these, depending on which modules are implemented.** Suggested Approach: Create a customized menu for reports only (transaction ZXXX). This is especially beneficial for those users that are Information Only users. This provides users with one place to go in the system to access all month end reports.

Accrual ReversalBusiness Description:

This process reverses Accrual Documents already posted.

Technical Description:Can be run in batch but the variant needs to be updated for posting period and selection criteria every month.


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BACKGROUND - IF PROFIT CENTRE ACCOUNTING IS IMPLEMENTEDRegroup and Calculate A/P and A/R balances

Business Description:None.

Technical Description:Program name - SAPF180A

While P&L items are updated to Profit Centre Accounting real time as the FI Documents are created, Balance Sheet items are not automatically posted to PCA. During the month, the A/P and A/R side of transactions do not receive profit centre assignments. This program determines the profit centre distribution for each A/P and A/R posting based upon the profit centre on opposite side of the original transaction.

This step performs the FI Calculation of all A/P and A/R by Profit Centre in preparation for the following step of transferring them to PCA. This job can be run multiple times throughout the month, but at a minimum, must run once a month after A/R and A/P close.

Distribute A/R and A/P to Profit CentresBusiness Description:

This process transfers the Profit Centre values that were calculated in the previous step through to Profit Centre Accounting. (PCA).

Technical Description:Program name - SAPMKEC6Accounts must be established for the adjustment posting in the automatic postings table, T030, Group - Balance sheet/P&L accts subsequent debit (GAU), Process - Adjustment accts for reconciliation accts (GA1).

If an adjustment account is not defined, the posting is made to the original account. If you wish to separate the subsequent adjustment postings from other postings, you should create your own adjustment accounts to do this and post to these accounts.

Distribute Cash Discounts and Foreign Exchange Gains/Losses to Profit CentresBusiness Description:

This is the process of transferring the realized currency exchange gains and losses and previously valuated exchange differences, as well as cash discounts taken, received and lost during the month to Profit Centre Accounting (PCA).

Technical Description:Program name - SAPF181This creates a batch session (BDC Session), which must be released and monitored.

The profit centre distribution is determined by the account assignments of the offsetting entries on the original documents.

Accounts can be defined for the adjustment posting in the automatic postings table, T030, Group - Balance sheet/P&L accts subsequent debit (GAU), Process - Adjustment accts for cash discount accts (GA3) and Adjustment accts for ex.rate diff.accts (GA4). If an adjustment account is not defined, the posting is made to the original account. If you wish to separate the subsequent adjustment postings from other postings, you should create your own adjustment accounts to do this and post to these accounts.

Assignment Monitor ReviewBusiness Description:

This process displays Materials, Cost Centres, Orders, Work Breakdown Structures and Cost Objects that do not have a profit centre assignment defined in their master records.

Technical Description:Follow the specified menu path in order to run the assignment monitor. Select the type of master data from the menu bar for which you want to run the report. Select "Non-assigned" from the pull-down menu. Enter selection criteria and execute.

SAP R3 Month-end Cross-Module Closing Schedule / d 20/20