Subsequent Implementation of Document Splitting in S/4HANA

Subsequent Implementation of Document Splitting in S/4HANA Early Knowledge Transfer September 2017 CUSTOMER

Objectives

After completing this learning module, you will be able to:  Outline the differences between the Subsequent Implementation of Document Splitting in S/4HANA and in ERP New GL

 Explain the technical phases of a project for the Subsequent Implementation of Document Splitting  Understand the dependencies between the activities in the project

 Perform the system activities necessary to active the Document Splitting in a productive system

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Agenda

PART 1: Concept of Subsequent Implementation of Document Splitting

Preparatory Phase

PART 2: Execution Phase Postprocessing Phase Summary

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Availability of General Ledger Features in SAP S/4HANA ERP with

Classic General Ledger

New General Ledger

Installation Migration

Installation Migration

ERP with

SAP S/4HANA New S/4HANA

Legacy Data Takeover

Subsequent Introduction of General Ledger Features

Installation Available with S/4H 1610 and 1605 SP5

Available with S/4H 1709

Document Splitting

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Ledger 0L

Copy

Ledger XY

4

Comparison of Implementation Features in S/4HANA with New G/L Migration Scenarios

Introduction of Accounting in SAP HANA is comparable with New G/L Migration Scenario 1 and parts of Scenario 2

Subsequent Implementation of Document Splitting Subsequent Implementation of a Further Accounting principle Subsequent Change from account to ledger solution

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Document Splitting in S/4HANA – What will change?

No Changes: •

Customizing of document splitting logic

•

Splitting of documents during posting

Changes: •

Logic of subsequent implementation of document splitting in a productive S/4HANA system

•

Services Offering / Cockpit

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Time Dependent Activation of Document Splitting in S/4HANA

Project Execution •

Early project start, blueprint and test

•

Data enrichment activities to enable document splitting start already before the activation of Document Splitting

•

Data enrichment activities don‘t disturb the operative business processes

NO DOWNTIME NEEDED! t

Fiscal Year Change or Period Change

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Project Phases of Subsequent Implementation of Document Splitting

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•

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•

•

•

•

• • •

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Project Phases in SAP Implementation Guide

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

SAP Standard Solution Offering



Part of IMG within the node „Document Splitting“



Guided implementation by following the sequence of activities in the IMG



Extensive documentation for every phase



Status Change Activities control the execution of mandatory steps and settings

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Agenda

PART 1: Concept of Subsequent Implementation of Document Splitting

Preparatory Phase

PART 2: Execution Phase Postprocessing Phase Summary

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Preparatory Phase - Overview

2 1

1

2

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Preparatory Phase Nothing Changed for: • Concept for Document Splitting Logic • Analysis of business processes and process adjustments • Configuration of Document Splitting

• Master data analysis and preparation, e.g. Maintenance and Assignment of Profit Centers, Segments Changed Approach: • Concept for Data Enrichment • Customizing of a Project for Subsequent Implementation • New Analysis tool to figure out, if document splitting configuration is complete and if existing journal entries could have been splitted

• Early start and completion of this phase to be in time with the enrichment of the open items before you reach the document splitting activation date © 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ CUSTOMER

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Master Data Considerations

In case you need to introduce a new reporting entity to fulfill the reporting requirements, you have to keep in mind the following: 

Correct master data maintenance in all systems (production, test, configuration)



Complete assignment to other accounting objects



Customizing for field status management

You can use the tools in the Implementation Guide to Check Organizational Structures in all systems.

All these preparation steps have to be tested and completed in the production system, before you start with the Subsequent Implementation of Document Splitting.

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Activation of Document Splitting for Productiv Company Codes 1

When setting the Document Splitting Flag (1) and keeping the company codes „active“ for the document splitting (2) you need to confirm, that these company codes don‘t have productive data.

2

3

4

5 In this case you need to proceed to the Preparatory Phase of the Subsequent Implementation of Document Splitting and first define a project and second assign it to the company codes for the Doc. Splitting activation.

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Preparatory Phase - Project Customizing



A project defines the surrounding conditions for the data enrichment steps when subsequently introducing document splitting.



The project definition includes the Activation Date of the Document Splitting.

Recommendation:

Choose the first day of a fiscal year as the activation date for the document splitting.

Nevertheless the activation can be done during a fiscal year.

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Preparatory Phase – Assignment of Company Codes to Project

The Document Splitting Flag only triggers the activation for company codes without productive data.

The activation of the document splitting for company codes with productive data is triggered via the activation date of a project in combination with the project status.

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Preparatory Phase – Analysis Tools

1 2

•

Check assignment of accounts to item categories to ensure a complete configuration and compare it with SAP default setting

•

Clustering of all existing journal entries according to document splitting relevant criterias and simulation of an example journal entry per cluster

•

Simulation of Document Splitting logic for selected journal entries

1 2

Analyzed Entries: 381.812 Calculated Clusters: 248 Runtime: 2 sec © 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ CUSTOMER

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Preparatory Phase – Activation of Online Validation The validation of document splitting should be activated in your productive system while a detailed testing phase runs in your quality system.

Validating document splitting is important for the following reasons: •

test the business processes modeled in document splitting under live system conditions early

•

extend the scope of and improve the quality of modeling in an iterative procedure

•

identify problem areas of the operational posting transactions early and take necessary actions to correct them

•

check if the posting rules specified in document splitting are adhered to and, where necessary, implement measures to ensure adherence to them.

Decide what form the validation should take: •

No validation

•

Log only

•

Warning message and log

•

Error message

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The Validation has to be active when the project status is set to „preparation completed“.

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Preparatory Phase – Further Settings for Online Validation

In the general activation of validation, you have defined the validation level Error.

However, you only want to have a log written for transaction FB08.

•

BAdI VALIDATION_ADJUST allows you to adjust the degree of validation individually

•

BAdI COMPLETE_ASSGNMT simulates account assignments for specific lines

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Preparatory Phase – Logic for Data Enrichment Open Item Enrichment: •

Open items need to be enriched with the document splitting characteristics before the document splitting gets active, to ensure follow-up processes can be posted according to the document splitting logic

•

No splitting – only adding account assignment information to the open item

•

BAdI Implementation is mandatory – no other enrichment logic is offered

•

Example implementation CL_FINS_SIS_BADI_OPITEMS_EX1 available

Balance Carry Forward Splitting:

The BAdI implementations need to be active when the project status is set to „Preparation Completed“.

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•

Opening balances need to be splitted, to ensure reporting of opening balances for document splitting characteristics

•

Splitting of opening balances generates new balance carry forward entries in table ACDOCA (identifier is mig_source „E“)

•

Only empty fields get filled by the BAdI – no overwriting of available information

•

BAdI Implementation is mandatory – no other enrichment logic is offered

•

Example implementation CL_FINS_SIS_BADI_BAL_EXAMPLE available

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Preparatory Phase – Logic for Data Enrichment

Enrichment of Reversal Postings: •

Fills account assignments in journal entries that have been posted prior to the Document Splitting activation date and get reversed after the document splitting activation date

•

This enrichment logic is not part of the data conversion – it‘s used in daily processes esp. reversals

Enrichment of Period End Postings: •

•

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Fills account assignments for the following: 

Line items or balances that have been posted prior to the document splitting activation date



Line items or balances that are processed by a closing transaction, such as Foreign Currency Valuation, and result in a posting with posting date after the document splitting activation date



Line items or balances that are processed by a periodic tax payable calculation and result in a posting with posting date after the document splitting activation date

This enrichment logic is not part of the data conversion – it‘s used during period end activities 21

Preparatory Phase – Further Settings

•

Define notification settings per project

•

Notifications can be sent for different events and activities, which are part of the cockpit (Execution Phase)

Definition of number of jobs to optimize performance of data enrichment and reconciliation actvities

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•

Define the number of jobs that the system shall use to enrich/ reconcile the data

•

Without defining a number in this customizing, the system uses the default number of jobs, which is the maximum number of possible batch jobs minus 3 22

Preparatory Phase – Check Preparations

Check Preparations Analyzes mandatory settings for your project: •

Document splitting activation date is set in the future

•

Company codes with cross-company code postings are assigned to one project

•

Online Validation for Document Splitting is active

•

BAdIs for data enrichment are implemented

Ensures, that

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•

No documents exist with a posting date later than the document splitting activation date

•

No splitting information exists so far for the company codes assigned to the project

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Preparatory Phase – Complete Preparations

Complete Preparations: •

Checks customizing settings

•

Creates snapshot of existing customizing

•

Checks availability of journal entries after Document Splitting activation date

•

Same checks as „Check Preparations“

Status “Complete Preparations” automatically starts the online enrichment of newly posted open items! © 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ CUSTOMER

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Preparatory Phase - Summary

2 1

1

2

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Summary Part 1

•

•

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•

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• • •

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QUESTIONS?

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Agenda

PART 1: Concept of Subsequent Implementation of Document Splitting

Preparatory Phase

PART 2: Execution Phase Postprocessing Phase Summary

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Project Phases of Subsequent Implementation of Document Splitting

•

•

•

•

•

•

•

• • •

•

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Execution Phase - Overview

& Online Enrichment of new open items

Execution of data enrichment and reconciliation is handled in the Cockpit © 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ CUSTOMER

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Execution Phase – Separation of Major Tasks 1. Part before Activation of Docment Splitting Enrichment of open items with necessary account assignments – Online for new open items and as batch process for old open items

2. Part after Activation of Document Splitting and Year End Close Enrichment of opening balances with necessary account assignments

& Online Enrichment of new open items

To run the data enrichment and reconciliation activities, the authorization object FINS_MPROJ must be assigned to your user. © 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ CUSTOMER

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Execution Phase - Cockpit Action Buttons: •

Start Activity

•

Reset Activity

•

Refresh

•

Filter erroneous steps

Information about: •

Status of activity

•

Number of errors/ warnings

•

Processing status of activity

•

Number of processed packages

•

Duration

Context Menu: •

Available with right mouse click

•

Actions can be triggered

•

Dynamic – depending on processing status

•

Documentation accessible for every activity

Project activities, runs and packages with technical Id, description in predefined order

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Data processing related details per activity and below activity (run and package)

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Cockpit – Actions

Execute: •

Activities until „Activate Document Splitting“ are performed for all company codes assigned to the project together

•

Activities from „Confirm Fiscal Year Closure“ onwards can be executed by a subset of entities assigned to the project Activities start with selection screen: company code, ledger, fiscal year variant – selection is optional!

Selection Screen: Company Code, Ledger, Fiscal Year Variant

Packages built by selected entity: company code / ledger and for some activities also by fiscal year

Reset: •

Test environment:

– all activities in the cockpit can be reset

•

Productive environment:

- only activities up to „Reconcile Splitting Information (SIS_RC_SPL)“ can be reset; as soon as the Document Splitting has been set to active, a reset isn‘t allowed anymore

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Cockpit – Log and Error Analysis

Double click on Run Id:

Aggregated error analysis on run id level

Double click on package:

Detailed error analysis on package level © 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ CUSTOMER

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Cockpit Activity: Reconcile Journal Entries

SIS_RC_UJE „Reconcile Journal Entries“ checks all journal entries for consistency before any data conversion takes place.

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Following checks are performed: 

Check if cross company postings are in the system that at least 1 company code, which is maintained in the project Customizing



Check if the field content is the same for each document line in tables BKPF and BSEG: • Month (period) • BSTAT (document status) • BUDAT (posting date) • BLDAT (document date) • WAERS (currency) • BLART (document type) • AWTYP (reference procedure) • AWSYS (logical system of source document) • AWKEY (object key)



Check that the universal journal entries have a 0 balance



Check that the entry exists in table BSEG and table ACDOCA



Check that the entry exists in table ACDOCA and table BSEG



Check that the entry exists in table BSEG_ADD and table ACDOCA



Check that the entry exists in table ACDOCA and table BSEG_ADD 35

Cockpit Activities: Generate Splitting Information for Open Items Splitting information for open items is required for follow-up processes, e.g. clearing or reversal, that run after the doc. splitting activation date.

Open items are only enriched with account assignments – not splitted!

FAGL_SPLINFO 1000342/001

160000

120 €

PRCTR1

BAdI SET_ACCOUNT_ASSIGNMENT ACDOCA 1000342/001 1000342/002 1000342/003

SIS_SPL „Generate Splitting Information“ creates splitting information for open items in tables FAGL_SPLINFO and FAGL_SPLINFO_VAL. Implementation of the BAdI method SET_ACCOUNT_ASSIGNMENTS .

Open items posted after the project status was set to „Complete Preparations“, are enriched online using the same BAdI method

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120 € 80 € 40 €

PRCTR1 PRCTR2

Activation of Document Splitting

Complete Preparations

Open items

Precondition:

160000 400001 400100

SIS_SPL Generate Splitting Information using BAdI Implementation

t

Online enrichment of open items using BAdI implementation Peparation Phase

Execution Phase

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Cockpit Activities: Generate Splitting Information for Open Items and Reconciliation of Splitting Information 

Activity SIS_SPL is delta enabled – means, that it only processes items for which no entry in table FAGL_SPLINFO exists



Reset of the enrichment activity SIS_SPL deletes the entries in both tables FAGL_SPLINFO and FAGL_SPLINFO_VAL



Splitting characteristics in table FAGL_SPLINFO are later transferred with activity SIS_ENR into the universal journal table ACDOCA

SIS_RC_SPL “Reconcile Splitting Information” verifies, that splitting information exists for all line items, which are posted to open-item managed accounts and which are not cleared before the Subsequent Implementation of Document Splitting activation date. © 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ CUSTOMER

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Cockpit Activity: Activate Document Splitting SIS_MAN_SP „Activate Document Splitting“ is a manual activity to confirm the Activation of Document Splitting for the defined date

Activation of Document Splitting depends on the combination of: 

Posting date in journal entry is identical or after the document splitting activation date in the project definition



Activity SIS_MAN_SP „Activate Document Splitting“ was executed



Without performing this activity, the document splitting will not be activated.



The activity needs to be performed before the posting period is opened in which the document splitting activation date is included and before any journal entry has been posted with or after the defined date.



Activities for open item enrichment have to be performed completely before setting this confirmation status.



In production system you can not RESET activities from SIS_MAN_SP onwards.



An action log is provided for manual activities via the context menu.

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Cockpit Activity: Confirm Fiscal Year Closure SIS_MAN_GJ „Confirm Fiscal Year Closure“ is a manual activity to confirm, that your fiscal year end close is completed and all carried forward balances will not be changed anymore.



This confirmation activity is precondition for the enrichment of the opening balances.



The activity checks, that balance carry forward entries are available for the year of document splitting activation.



An action log is provided for manual activities via the context menu.



The confirmation activity can be performed per company code and ledger combination, all follow-on activities as well. In case one company code closes the year faster than other company codes, the fast one could proceed with the enrichment on it‘s own.

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Cockpit Activity: Enrich Journal Entries SIS_ENR „Enrich Journal Entries“ copies splitting information, created by activity SIS_SPL „Generate Splitting Information“ from tables FAGL_SPLINFO and FAGL_SPLINFO_VAL into table ACDOCA.

FAGL_SPLINFO 1000342/001

160000

120 €

PRCTR1

BAdI

SIS_ENR

SET_ACCOUNT _ASSIGNMENT

Enrich Journal Entries

ACDOCA 1000342/001 1000342/002 1000342/003



Only document splitting characteristics are copied from FAGL_SPLINFO into ACDOCA.



The results of this activity are the basis for the calculation of opening balances on open item managed accounts in the activity SIS_BAL “Enrich Opening Balances”.



The log gives you detailed information on error and success messages



“Reset Activity” doesn’t delete entries. The updated information is kept in table ACDOCA.

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160000 400001 400100

120 € 80 € 40 €

PRCTR1 PRCTR1 PRCTR2

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Cockpit Activities: Reconcile Opening Balances SIS_RC_BL1 „Reconcile Opening Balances“ checks: •

Posting periods of previous fiscal year are closed

•

Aggregated amount of all items, open on the last day of the previous fiscal year, matches the balance carryforward



In case of error messages you need to analyze the issues and clarify them before proceeding with the enrichment of the opening balances.

SIS_RC_BL2 „Reconcile Enriched Opening Balances“ performs the same checks on a more detailed level by including the account assignment information.

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Cockpit Activities: Enrich Opening Balances SIS_BAL „Enrich Opening Balances“ adds the relevant account

assignment details to the balance carryforward data.

Different scenarios for the Enrichment: 

Resetting the Opening Balances: 

Deletes entries in ACDOCA with mig_source “E”



Deletion includes entries from “Repost Opening Balances” in the Post Processing Phase



Postings from “Post Values Adjustment for Opening Balances” in the Post Processing Phase must be reversed before Resetting the activity Enrich Opening Balances

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

Open-item-managed accounts: 

The opening balances are equal to the total of their open items and therefore based on the enriched open items



The total number of the open items in combination with the relevant account assignments is calculated and the opening balances are enriched

Not open-item-managed accounts: 

The opening balances for accounts are enriched based on the definition of the BAdI FINS_SIS_BAL

When defining the enrichment logic in the BAdI consider, that the opening balances are much more detailed in S/4HANA than in ECC! 42

Cockpit Activity: Confirm Data Enrichment SIS_MAN_DT “Confirm Data Enrichment” completes the mandatory steps for the

enrichment of data in the Subsequent Implementation of Document Splitting.



Once you have confirmed the data enrichment, you can no longer reset activities in the project cockpit.



If you need to reset and rerun activities, you need to reset the Confirm Data Enrichment first.



You can only reset the Confirm Data Enrichment activity in test systems.



Steps in the Post Processing Phase can only be performed, if data enrichment has been confirmed.

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Conditions and Limitations

Please be aware that some data is not enriched during the Execution Phase. The following accounting data is not relevant for General Ledger Accounting: 

Down Payment Requests and other statistical items



Payment Requests



Reference Documents such as recurring entries, sample document, account assignment model need to be updated manually



Held and parked documents without necessary account assignments have to be posted before the document splitting activation

If you want to create journal entries based on one of these types of documents, you can either change the journal entries, or reverse and re-create them to include the document splitting characteristics.

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Execution Phase - Overview

& Online Enrichment of new open items

Execution of data enrichments and reconciliations is handled in the Cockpit © 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ CUSTOMER

45

Agenda

PART 1: Concept of Subsequent Implementation of Document Splitting

Preparatory Phase

PART 2: Execution Phase Postprocessing Phase Summary

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Postprocessing Phase - Overview

All steps of the Post Processing Phase are optional except the step „Complete Project“. © 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ CUSTOMER

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Postprocessing Phase – Post Value Adjustement of Opening Balances These manual postings are used to adjust the result of the balance carry-forward (period 0) per account assignment.

Dependencies with other steps: •

As long as activity “Confirm Data Enrichment” hasn’t been performed you can’t post adjustments

•

Reverse adjustment documents before you reset the activity “Confirm Data Enrichment”

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

Can only handle currencies available in table BSEG



Posting date is set automatically to first day of fiscal year - If you activate document splitting sometime during a fiscal year, this date is the first day of the following fiscal year



Amounts in local currencies need to be entered – no currency calculation logic available

•

Postings can only be made to accounts that are not managed on an open item basis

•

Postings cannot be made to reconciliation accounts (customers or vendors) and asset accounts

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Postprocessing Phase – Repost Opening Balances Update G/L balances for document splitting characteristics without impacting balances on company code and account levels by writing records into period 0 in table ACDOCA like balance carry forward

Preconditions:

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

Data enrichment is confirmed



Project is not set to “Completed”

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Postprocessing Phase – Check Zero Balances Checks zero balance for reporting objects, which have been defined as zero balance entity in customizing for Document Splitting characteristic for General Ledger

•

Zero Balance Check runs as a mass data activity in the cockpit

•

Navigation from an error message to drill down reporting with handover of parameters for report selection

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Postprocessing Phase - Complete Project Confirm that the overall project, including all relevant activities, has been completed

Completion of Project blocks: 

Execution of activities within the project cockpit



Adjustment of the balance carryforward values

Complete Project can only be set, if: 

Data Enrichment is confirmed for all company codes



Authorization object FINS_MPROJ is assigned to user

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Postprocessing Phase - Overview

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Agenda

PART 1: Concept of Subsequent Implementation of Document Splitting

Preparatory Phase

PART 2: Execution Phase Postprocessing Phase Summary

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Activation of Doc. Splitting for Companies with Different Fiscal Years in One Project Company Codes with Fiscal Year Start Date at 01.06.

Enrich Open Items

03.04. 2018

Company Codes with Fiscal Year Start Date at 01.01.

29.04. 2018

Enrich Open Items

Enrich Opening Balances

05.07.2018

Adjust Opening Balances

15.07.2018

13.02. 2019

23.02. 2019

Enrich Opening Balances

03.03. 2019

t

Adjust Opening Balances

Client in Production System © 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ CUSTOMER

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System Dependencies Configuration Customizing of Document Splitting

Production

Test Transport

Test Business Processes

Run Daily Business Optional:

Adjust

!

Updated Customizing of Doc. Splitting and Subsequent Impl.

Transport

Before a new test cycle: Delete doc. splitting data or setup a new client

Test Subsequent Impl. of Doc. Splitting and Business Processes

Adjust

Client copy

Transport

Maintain new entities and assign them to others Run Daily Business with Online Validation of Doc. Splitting

Adjust Client copy

Transport

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Final Test of Subsequent Implementation and Document Splitting

Transport

Run Daily Business and Subsequent Implementation of Doc. Splitting

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Subsequent Implementation of Document Splitting - Summary

•

Only relevant, if productive accounting data need to be handled

•

Delivery with S/4HANA 1709 - Standard Offering

•

Subsequent Implementation runs without System Downtime

•

Time-dependent Activation of Document Splitting

•

Guided Implementation via IMG and Cockpit for Mass Data Processing

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Summary

You should now be able to  Outline the differences between the Subsequent Implementation of Document Splitting in S/4HANA and in ERP New GL

 Explain the technical phases of a project for the Subsequent Implementation of Document Splitting  Understand the dependencies between the activities in the project  Perform the system activities to active the Document Splitting in a productive system

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