SAP R3 Month-end Cross-Module Closing Schedule
- 1. 16.07.2013 / 14:53 CONTENTS Sheet Comments 1 NOTES 2 MONTH-END CLOSING CROSS-MODULE PLANNING SCHEDULE a FI/CO MONTH END SCHEDULE b PROFIT CENTRE ACCOUNTING c BACKGROUND d BACKGROUND - IF PROFIT CENTRE ACCOUNTING IS IMPLEMENTED SAP R3 Month-end Cross-Module Closing Schedule / Contents 1/20.
- 2. 16.07.2013 / 14:53 NOTES A Basic Rules 1 Dependencies first. 2 Recommended Broad Sequence of Events a All FI postings incl. from LO & AM b All intra-CO Postings c Activity Prices d Equivalence Numbers e Activities f Overhead Rates g Overhead & Surcharge Allocation h Results Analysis i Variance Calculation j Settlement k Stat Key Figures l CCA Cycles m CO-FI Reconciliation Posting n FI BA/PC Clearing o FI PA Adjustment p FI Period Close q MM Shifter r Validation of results s Rest 3 B General 1 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
- 3. 16.07.2013 / 14:53 Area Modl Sq Activity TCode -7 -6 -5 -4 -3 -2 -1 0 1 2 FI GL General Ledger FI GL 1 Clear prior month’s VAT to the payment clearing account S_ALR_87012357, FB41 X FI GL 2 Pay prior month’s VAT due X FI GL 3 Post periodic standard journals FB50/F-02 X FI GL 4 Accruals – Manual postings X FI GL 5 Account Clearing – Automatic or Manual F.13/F-03 X FI GL 6 Execute Recurring Entries F.14/F.15 X FI GL 7 Interest Calculation F.52 X FI GL 8 Maintain Exchange Rates OB08 X FI GL 9 Foreign Currency Open Item & Account Valuation F.05 X FI GL 10 Enter Accruals/Deferrals – Current Month FBS1 X FI GL 11 Reverse Accrual/Deferrals – Prior month F.81 X FI GL 12 GR/IR Clearing F.19 FI GL 13 Profit and Loss Adjustment F.50 X FI GL 14 Balance Sheet Adjustment F.5D - F.5G FI GL 15 Check/Count - Comparison F.03 X FI GL 16 Period Close OB52 X FI GL 17 Reporting X FI GL 18 Reconciliation of BS Accounts X FI GL 19 Validate control accounts re AR, AP, AM, CO, MM, etc. X FI GL 20 Confirm Business Area Balancing (After CO-CE Reconciliation Posting CO → FI) X FI GL 21 Carry-forward balances F.16 FI AR Account Receivable FI AR 1 Post adjustment journals FB70/FB75 X FI AR 2 Post incoming payments F-28 X FI AR 3 Process refunds X FI AR 4 Recurring entries F.14/F.15 X FI AR 5 Interest Calculation F.2A,F.2B,F.2C, F.24,F.26 X FI AR 6 Account Clearing F.13/F-03 X FI AR 7 Maintain Exchange Rates OB08 X FI AR 8 Foreign Currency Open Item Valuation F.05 X FI AR 9 Doubtful Receivables Transfer Posting F103 X FI AR 10 Reserve for Bad Debt F104 X FI AR 11 Reclassify Receivables F101 X FI AR 12 Check/Count F.03,F.2E,F.17, F.1B,F.1A X FI AR 13 Period Close OB52 X FI AR 14 Validate Totals against GL Control Accounts X FI AR 15 Reporting X FI AR 16 Dunning F.150 X FI AR 17 Correspondence including Statements X Priority SAP R3 Month-end Cross-Module Closing Schedule / 2 3 /20.
- 4. 16.07.2013 / 14:53 Area Modl Sq Activity TCode -7 -6 -5 -4 -3 -2 -1 0 1 2 Priority FI AR 18 Evaluations F.29/F.30 X FI AR 19 Carry-forward balances F.07 X FI AR 20 Archive F48A,F64A,FCAA,F56A,F61A X FI AP Accounts Payable FI AP 1 Post adjustment journals FB60/FB65 X FI AP 2 Post Vendor Intercompany Postings FB60/FB65 FI AP 3 Manual payments F-53,F-58 X FI AP 4 Payment run F110 X FI AP 5 Recurring entries F.14/F.15 X FI AP 6 Interest Calculation F.2A,F.2B,F.2C, F.24,F.26 X FI AP 7 Account Clearing F.13/F.44 X FI AP 8 Maintain Exchange Rates OB08 X FI AP 9 Foreign Currency Open Item Valuation F.05 X FI AP 10 Reclassify Payables F101 X FI AP 11 Check/Count F.03,F.2E,F.17, F.1B,F.1A X FI AP 12 Cleared Cheque Issued FCHR FI AP 13 Period Close OB52 X FI AP 14 Validate Totals against GL Control Accounts X FI AP 15 Reporting X FI AP 16 Correspondence F.61,F.63,F.27,F.62 X FI AP 17 Evaluations F.45/F.46 X FI AP 18 Carry-forward balances F.07 X FI AP 19 Archiving F48A,F64A,FCAA,F56A,F61A X FI BANK Bank Accounting FI BANK 1 Archiving F61A FI AM Asset Management FI AM 1 Finalise all transactions X FI AM 2 Settle/Capitalise Assets under Construction AIAB,AIBU X FI AM 3 Revaluation – Manual or automatic AR29 X FI AM 4 Set Index Figures ABAW/OAV5 X FI AM 5 Depreciation Run AFAB X FI AM 6 Periodic Posting ASKB FI AM 7 Validate Totals against GL Control and Expense Accounts X FI AM 8 Account Reconciliation ABST2 X FI AM 9 Reporting X FI AM 10 Fiscal Year change AJRW X FI AM 11 Year-end closing AJAB X CO CCA Cost Center Accounting CO CCA 1 Intra-CO postings KB11N,KB14N,KB41N,KB44N,KB61,KB64 X CO CCA 2 Activity Prices KP26 X SAP R3 Month-end Cross-Module Closing Schedule / 2 4 /20.
- 5. 16.07.2013 / 14:53 Area Modl Sq Activity TCode -7 -6 -5 -4 -3 -2 -1 0 1 2 Priority CO CCA 3 Activity Postings KB21N,KB24N,KB65, KB66,KB67,KB51, KB54 X CO CCA 4 Statistical Key Figures Postings KB31N,KB34N X CO CCA 5 Periodic reposting KSW5 X CO CCA 6 Accrual Calculation KSA3 X CO CCA 7 Actual Overhead KSI4 X CO CCA 8 Overhead Commitment KSO9 X CO CCA 9 Completion of standard tasks by ALL accountants CO CCA 10 Distribution KSV5 X CO CCA 11 Assessment KSU5 X CO CCA 12 Indirect Activity Allocation KSC5 CO CCA 13 Template Allocation KPAS CO CCA 14 Target=Actual Activity Allocation KNMA CO CCA 15 Variances KSS1 CO CCA 16 Predistribution of Fixed Costs KSFX CO CCA 17 Splitting KSS2 CO CCA 18 Price Calculation KSII CO CCA 19 Confirm expected results of cycles, etc. X CO CCA 20 Period lock OKP1 X CO CCA 21 Summarisation KR05 X CO CCA 22 Reporting X CO CCA 23 Commitment carried forward KSCF CO CCA 24 Archiving KA10,KA12,KA16,KA18,FMRE_ARCH X CO IOA Internal Order Accounting CO IOA 1 Activity Prices KP26 X CO IOA 2 Activity Postings KB21N,KB24N,KB65, KB66,KB67,KB51, KB54 X CO IOA 3 Statistical Key Figures Postings KB31N,KB34N X CO IOA 4 Template Allocation CPTA/CPTB CO IOA 5 Revaluation at Actual Prices KON1/KON2 CO IOA 6 Overhead Rates KOG2/4 & KGI2/4 CO IOA 7 Interest Calculation CJZ6/CJZ8 CO IOA 8 Status Management KO02,KOK2,KOK4 X CO IOA 9 Results Analysis KKA0,KKA1,KKAI X CO IOA 10 Settlement KO88,KO8G,KOB5 X CO IOA 11 Check for expected, and unexpected, developments X CO IOA 12 Period lock OKP1 X CO IOA 13 Order Summarisation KKRC X CO IOA 14 Reporting X CO IOA 15 Archiving KOAR,KOAA,FMRE_ARCH X SAP R3 Month-end Cross-Module Closing Schedule / 2 5 /20.
- 6. 16.07.2013 / 14:53 Area Modl Sq Activity TCode -7 -6 -5 -4 -3 -2 -1 0 1 2 Priority CO PP Production Controlling CO PP 1 Activity Prices KP26 X CO PP 2 Activity Postings incl. via Completion Confirmations KB21N,KB24N,KB65,KB66,KB67,KB51,KB54 X CO PP 3 Statistical Key Figures KB31N,KB34N X CO PP 4 Maintain Templates S_ALR_87008041 CO PP 5 Overhead Rates S_ALR_87008272,S_ALR_87008275 X CO PP 6 Status Management CO02 X CO PP 7 Template Allocation KPTA,KPTD CO PP 8 Revaluation at Actual Prices KFN1,KON2 CO PP 9 Overheads KGI2,KO43 X CO PP 10 Closing RA Period KKA0 X CO PP 11 WIP Calculation KKAX,KKAO X CO PP 12 Variance Calculation KKS2,KKS1 CO PP 13 Settlement KO88,CO88 X CO PP 14 Confirm WIP, etc. against the GL Accounts X CO PP 15 Check for expected, and unexpected, developments X CO PP 16 Period lock OKP1 X CO PP 17 Order Summarisation KKRV,KKRC,KKRS X CO PP 18 Order Selection S_ALR_87013127 X CO PP 19 Reporting X CO PP 20 Archiving KOAR,KOAA X CO PC Product Costing CO PC 1 Create Standard Cost Estimates CK40N, CK11N,KKPAN X CO PC 2 Price Update (Marking) CK40N,CK24 X CO PC 3 Price Update (Release) CK40N,CK24 X CO PS Project Systems CO PS 1 Periodic Reposting KSW5 CO PS 2 Template Allocation CPTK,CPTL CO PS 3 Revaluation at Actual Prices CJN1,CJN2 CO PS 4 Applied Overhead CJ44,CJ45 CO PS 5 Interest Calculation CJZ2,CJZ1 CO PS 6 Results Analysis CJC1,KKG2,KKA2, KKAJ CO PS 7 Settlement CJ88/CJ8G CO PA Profitability Analysis CO PA 1 Assess Cost Centre Costs KEU5 X CO PA 2 Indirect Activity Allocation KEG5 CO PA 3 Template Allocation CPAE CO PA 4 Periodic Valuation KE27 CO PA 5 Top-down Distribution KE28,KE29 CO PA 6 Confirm expected results X CO PA 7 Reconcile Billing and Cost of Sales to SD, GL, etc. X CO PA 8 Check for expected, and unexpected developments X SAP R3 Month-end Cross-Module Closing Schedule / 2 6 /20.
- 7. 16.07.2013 / 14:53 Area Modl Sq Activity TCode -7 -6 -5 -4 -3 -2 -1 0 1 2 Priority CO PA 9 Summarisation KEDU,KEDW X CO PA 10 Reporting KE30 X CO CEA Cost Element Accounting CO CEA 1 Accrual Calculation KSA3 X CO CEA 2 Reconciliation posting CO->FI KALC X CO CEA 3 Reconcile cost element totals to the GL Accounts S_ALR_87013603 X CO CEA 4 Reconcile Business Area Balancing in CO to FI S_ALR_87013605 X CO CEA 5 Reporting X CO CEA 6 Period lock OKP1 X CO CEA 7 Archiving CO_ITEM_WR X CO PCA Profit Center Accounting CO PCA 1 Validate accuracy of assignments 1KE4 X CO PCA 2 Statistical Key Figures 9KE5,9KE6 X CO PCA 3 Distribution 4KE5 X CO PCA 4 Assessment 3KE5 X CO PCA 5 Transferring Payables/Receivables 1KEK X CO PCA 6 Compare and Reconcile G/L Accounts KE5U CO PCA 7 Confirm expected results X CO PCA 8 Check for expected, and unexpected, developments X CO PCA 9 Carry-forward balances 2KES X CO PCA 10 Reporting X CO PCA 11 Archiving KE72,KE73 X LO MM Material Master LO MM 1 Plan Price 1 Update SCAT X LO IM Inventory Management LO IM 1 Scrapping MB1A X LO IM 2 Change Prices MR21,CKMPRPN,CKME,CKMPCD X LO IM 3 Inventory Count – Finalise MI* X LO IM 4 Post GR for stock-in-transit between Company Codes MB01, MB1B LO IM 5 Close Period (Shifter) MMPV X LO IM 6 Validate Totals against GL Control Accounts MB5L X LO IM 7 Validate Totals against Business Areas X LO IM 8 Analyse aggregate movements by Document Type for expected, and unexpected, movements. X LO IM 9 Reporting MB5S, etc. X LO IM 10 Determine Lowest Value MRN0,CKU1,MRN1,MRN2,MRN3,MRY1 X LO IM 11 LIFO/FIFO Valuation MRL*,MRF* X LO PU Purchasing LO PU 1 Rebate Settlements MEB4 X LO IV Invoice Verification LO IV 1 Evaluated Receipt Settlement MRRL X LO IV 2 Consignment Liability Settlement MRKO X SAP R3 Month-end Cross-Module Closing Schedule / 2 7 /20.
- 8. 16.07.2013 / 14:53 Area Modl Sq Activity TCode -7 -6 -5 -4 -3 -2 -1 0 1 2 Priority LO IV 3 Pipeline Liabilities Settlement MRKO X LO IV 4 Maintain GR/IR GL Control Account MR11, MR11SHOW X LO SD Sales & Distribution LO SD 1 Incomplete SD Documents V.00 X LO SD 2 Release Orders for Billing V.23 X LO SD 3 Process Delivery Due List VL06O X LO SD 4 Process Billing Due List VF04, VF06 X LO SD 5 Review blocked sales orders and resolve any issues V.14,V.23 X LO SD 6 Review billing documents not posted to FI and resolve any issues VFX3,V21 X LO SD 7 Process Rebate Settlements VA42 X SAP R3 Month-end Cross-Module Closing Schedule / 2 8 /20.
- 9. 16.07.2013 / 14:53 FI/CO Month End Schedule # Description Auto/ Manual Area Respon sible Location Suggested Day of the Month Dependencies/ Events Triggered Comments TX Code/Program V.21 Logistics Sales & Distribution Billing Billing Document Billing Log Notes V.14 Logistics Sales & Distribution Sales Environment Document Analysis Blocked Sales Documents Corporate and VF06 Plants RSNAST00 Logistics Sales & Distribution Billing Billing Document Billing (Background) Manual MMPV or Logistics Materials management Material master. Other Close period. Auto OB52 IMG : Financial Accounting Financial Accounting Global Settings Document Posting Periods Open and close posting periods. OB08 IMG: 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. SAPF120 F.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. OB52 IMG : Financial Accounting Financial Accounting Global Settings Document Posting Periods Open and close posting periods. OB52 IMG : Financial Accounting Financial Accounting Global Settings Document Posting Periods Open and close posting periods. F.05 SAPF100 Accounting Financial accounting General ledger. Periodic processing Closing Valuate For.curr. OI valuatn. 14 Customer Aged Trial Balance (Detailed) Manual or 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. KSV5 Accounting Controlling Cost Centres Actual Postings Period end Closing Distribution (or Assessment) KEU5 Accounting Controlling Profitability Analysis Actual Postings Assess Cost Centre Costs Co. Code currency - J5AF130E Group currency - J5AF230S Accounting Controlling Cost elements. Information system Choose report. Click once to the left of Reconciliation CO/FI. Make selection based on currency. KALC RKAKALFI Accounting 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
- 10. 16.07.2013 / 14:53 FI/CO Month End Schedule # Description Auto/ Manual Area Respon sible 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 the1 Review Billing Manual FI MB01 and MB1B F.55 SAPF123 Accounting- Financial Accounting- General Ledger- Periodic Processing- Automatic Clearing- Gds/inv rec clearing F.13 sapf123 Accounting- 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 Genl FCHR Accounting 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. SAPF100 F.05 Accounting Financial accounting General ledger. Periodic processing Closing Valuate Foreign Currency Valuation OB52 IMG : Financial Accounting Financial Accounting Global Settings Document Posting Periods Open and close posting periods Corporate Reporting Menu ** and ZXXX Controllers 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
- 11. 16.07.2013 / 14:53 PROFIT CENTRE ACCOUNTING # Description Auto/Ma nual Area Respon sible Locatio n Suggest edDay of Month Dependencies/ Comments TX Code/Program F.5D SAPF180A Accounting Financial accounting General ledger. Periodic processing Closing Regroup Calc. sub. ad. (BA/PrC). 1KEK SAPMKEC6 Accounting Controlling Profit centre acctg. Actual postings Trans. bal. sheet item Payables/receivables. F.50 SAPF181 Accounting Financial accounting General ledger. Periodic processing Closing Regroup Prof. Segment adjstmt. 1KE4 SAPMKEC4 Accounting Controlling Profit centre acctg. Master data Assignment monitor. Central 2 nd 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 2 nd Day of Month Before G/L Close 3 rd Day of Month4 Assignment Monitor Review Manual PCA Central or Other SAP R3 Month-end Cross-Module Closing Schedule / b 11/20
- 12. 16.07.2013 / 14:53 BACKGROUND Review 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 Issues Business 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 Billing Business 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
- 13. 16.07.2013 / 14:53 BACKGROUND MM 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 Rates Business 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 Entries Business 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.. SAP R3 Month-end Cross-Module Closing Schedule / c 13/20
- 14. 16.07.2013 / 14:53 BACKGROUND Accruals 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 Closed Business 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 Period Business 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 Period Business 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 Valuation Business Description: SAP R3 Month-end Cross-Module Closing Schedule / c 14/20
- 15. 16.07.2013 / 14:53 BACKGROUND This 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 Balance Business 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 Assessments Business 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 Analysis Business 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 SAP R3 Month-end Cross-Module Closing Schedule / c 15/20
- 16. 16.07.2013 / 14:53 BACKGROUND Business 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 Ledger Business 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 reporting Business 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 Receipt Enter the following fields: Movement Type = 101 PO = Purchase Order Number Plant Storage Location SAP R3 Month-end Cross-Module Closing Schedule / c 16/20
- 17. 16.07.2013 / 14:53 BACKGROUND Document 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 Posting Movement Type = 311 (Transfer from temporary In-Transit storage location to the normal storage location) GR/IR Clearing Business 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. Lockbox Business Description: Lockbox receipts generate 2 entries 1. Dr Cash Cr Cash Clearing 2. 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. 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: 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 Memo Business 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. 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: SAP R3 Month-end Cross-Module Closing Schedule / c 17/20
- 18. 16.07.2013 / 14:53 BACKGROUND Automatic 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 Issued Business 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 Clearing 2. 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 Entries Business 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 Valuation Business 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/L Business Description: SAP R3 Month-end Cross-Module Closing Schedule / c 18/20
- 19. 16.07.2013 / 14:53 BACKGROUND This 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 Reports Business 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 Reversal Business 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. SAP R3 Month-end Cross-Module Closing Schedule / c 19/20
- 20. 16.07.2013 / 14:53 BACKGROUND - IF PROFIT CENTRE ACCOUNTING IS IMPLEMENTED Regroup 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 Centres Business 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 - SAPMKEC6 Accounts 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 Centres Business 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 - SAPF181 This 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 Review Business 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