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be performed between D-5 and D-2.
1.2. Scope
This procedure is applied to all WW companies under IFRS 16.
2. Definitions
See Finance Glossary;
3. Tasks description
Pre-Closure Activities need to be performed during D-5 to D1
3.1. D-5
3.1.1. RERAPP + RECEEP
Go to SAP transaction F-03 and clear accounts 5112100020 for PF2 and 56030110 for WP2, for the companies that are possible.
Run SAP transaction RERAPP in Simulation mode to check if any errors appear. The month we should run is the month we are currently in (therefore the month we are pre-closing)
If no error appears, run in update run mode.
Run SAP transaction RECEEP in Simulation mode to check if any errors appear. The month we should run is the month we are currently in (therefore the month we are pre-closing)
If no error appears, run in update run mode.
Go to SAP transaction FBL3N and open items for accounts 5112100020 (PF2) and 56030110 (WP2), run and do a subtotal by company code and assignment.
Example 1:
In February 2025, we have the following company codes to analyze:
Opening company code 5978, we find that contract 400079 only has posted S5, so it's missing the S4 posting.
We need to re run RERAPP for this specific contract to see if it solves it.
Apparently, looks like it was solved but we have an error log:
To solve it, open the contract in transaction RECN and change the user to your user. After that, re-run RERAPP.
Check if the open items are zero now and if so, go to F-03 and clear the account for the company.
Example 2:
Opening company code 5835, we find that contract 400138 only has posted two S4, so it's missing two S5 postings.
First, we run RECEEP to see if it gets fixed.
This means, there is nothing to run, so we need to analyze the contract itself
This contract is an unlimited contract that is not updated on RECN because as you can see, the valuation ended in 2024.
Go check on Convergence if we have the information that we need to update the contract.
In this case, we’ll create a new valuation until 30.11.2025
This specific contract is also cleared.
3.1.2. Technical Accounts are 0?
Open technical accounts 1260000999 and A260000999 for PF2, for WP2 23500999, 82350099 and 82350999 in SAP transaction FBL3N, using the open items of the last day of the past month (for example, if the closing is February 28.02, use 31.01 for the check).
If the total balance is 0, the check is OK. If it has balance, there is need to check what movement happened or what was missing during the period.
3.1.3. Lease Debt F20 Check
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Run the FBL3N for accounts 5102100010 (PF2) and 16830100 (WP2) for all items of the current year, filtering the flow F20.
All the Texts must be only “Asset clearing IFRS”.
If any other texts or descriptions appear, the entry must be checked and corrected.
3.1.4. Check of Suspense Account
(SAP transaction code FBL3N - PF2: 5112100020 | WP2: 56030110)
The Suspense Account must always be balanced (the only exception when it's acceptable to not be balanced it is when a contract has a "payment in advance" rent posted).
This check should be performed along the month and in case it's not balanced it will need to be corrected until D-3.
Go to transaction FBL3N and insert the account and the company code, then select "Open items" at the last day of the month for which you are performing the check.
In the following case we can see that Company 4056 is balanced.
Company 0005 instead is not balanced.
If you open the line items you can see in detail which are the contracts that aren't balanced.
In this situation as you can see contracts 0005/200000 and 0005/200002 have issues.
For contract 0005/200000 the amount is only in the column "Amount in local currency". This means that Suspense Account for this contract is actually balanced (the column "Amount in document currency" is 0,00), but the currency of this specific contract (GBP) differs from the currency of the company (EUR) and in this situation the error is due to different exchange rates in the system.
For contract 0005/200002 the difference is due to the presence of a "probable end date" in the valuation parameters of the contract, which is limiting the calculation of the valuation part of the contract.
To solve this situation you need to confirm if the contract in fact will be extended, and then create a new time slot in the valuation which will consider the term extension with the correct interest rate.
After the contract is updated you should post the contract and refresh FBL3N to see if it's balanced and the issue is solved.
This is the most frequent reason why the suspense account might not be balanced.
This always happens with "open-end" contracts, as it is necessary to insert a "probable end date" during the contract creation.
NOTE: If you find any other type of issue that's unbalancing the account please analyze and solve and update this documentation if necessary.
Also, might solve RERAPP if the S4 (condition) document is missing, or RECEEP if the S5 (valuation) document is missing.
ATTENTION: For Germany only, enter contract type "LA"
3.2. D-2
3.2.1. Check of Retirement Flow
Goal: Check if the sum is 0. This check is performed to verify if there is any special flow in the contracts.
PF2 G/L Accounts
7560020000
6560020000
G560020000
F560020000
WP2 G/L Accounts
98546300
98546310
89854631
89854631
Go to FBL3N: run for all companies, all items from the beginning of the year until the last day of the current month
If the balance is zero, it’s all ok.
The Retirement Flow Accounts must always be balanced.
This check should be performed along the month and in case it's not balanced it will need to be corrected until D-3.
Go to transaction FBL3N and insert the accounts and then select "All items" from the first day of the year until the last day of the month for which you are performing the check.
Retirement Flow accounts might not be balanced if a RE-FX contract presents a Special Flow in the valuation of the contract.
In that case it is necessary to analyze and correct the contract.
NOTE: If you find any issue that's not recurrent and unbalancing the account please analyze and solve and update this documentation if necessary.
Note that, if we have amounts and they are from DTO or Sublease, it is ok to have balance, if not, needs to be analyzed and corrected.
3.2.2. Check of Postings Without CO Object
The goal is to check if the balance is zero. This check helps us confirm that nothing is posted without cost center
Go to FBL3N, and with the variant, run the transaction for all companies and the whole year. The balance must be zero
PF2 G/L ACCOUNT 6100000001 - VARIANT IFRS16 CO OBJ
WP2 G/L ACCOUNT 98300160 - VARIANT IFRS16 CO OBJ
The RENTING-MOVABLE ASSETS account must always be balanced.
This check should be performed along the month and in case it's not balanced it will need to be corrected until D-3.
Go to transaction FBL3N and select the variant "IFRS16 CO OBJ", then select "All items" from the first day of the year until the last day of the month for which you are performing the check.
There shouldn't exist postings without CO object so these accounts with the selections of these should be balanced.
If it's not balanced it's necessary to analyze and correct the postings.
NOTE: If you find any issue or error that is allowing postings without CO object, you should report to CO and ID process experts in order to check this situation with IS.
3.2.3. Check of OI table
(SAP code transaction SE16 - PF2: Table name = Z1F_CAPEX_OI | WP2: Table name = ZWFAT58001)
This table is used for vendor OI reclassification. Source : data from WBP
Go to transaction SE16 and select the table according to the system you are in.
Click enter and insert as Key date the last day of the month of closure and "Execute".
The following tab will appear:
If you perform this check and the table above doesn't appear in the transaction, you should report this situation to the Process Expert and the Process Coordinator.
3.2.4. Clearing of Suspense Account (PF2: 5112100020 | WP2: 56030110)
The goal is to clear the suspense account for both systems. This account is a mirror between Lease Reconciliation Account and Long-Term Debt account.
We must clear all the movements including the ones with 0 balance for the closing month and months prior, except postings for advance rents
In transaction F-03 for the account selection1 insert the correspondent G/L account and the fill in the other fields (Company Code, Clearing Date, Period and Currency) accordingly to the data.
Select "Process Open Items" and the following tab will appear.
If the total of "Not Assigned" is zero, you can save the clearing (CTRL+S) or select icon "save"
to process the open items.
In case the total of "Not assigned" is different from 0, it means that some contracts may have a payment in advance so the following month has been posted already and this makes the suspense account not balanced.
In order to clear the open items, detect the RE-FX contracts with payment in advance. Normally a contract, in F-03, should only have 2 lines posted (one with document type S4 and other with document type S5), so if we have 3 lines for a contract this is a contract with payment in advance (two lines with document type S4 and another line with document type S5).
In order to clear the items you have to "unselect" the S4 document that is related to next month's rent and have as total of zero for the "Not assigned".
After the "Not assigned" amount is zero you can save the clearing in order to process the open items.
The clearing document will be posted in the company selected
To confirm that the clearing was performed correctly you should have no open items when you check the G/L account balance in FBL3N, unless the contract is an advance payment contract and you'll have as open item the posting for next month's rent.
3.2.5. Clearing of Lease Liability (ST) Lease reclassifications Account (PF2: 5112100070 | WP2: 56030160)
Before you perform the clearing please check the balance of this G/L account in FBL3N (open items last day of the current month).
In order to proceed with the clearing the balance has to be zero.
If the balance is not zero, this means that when the transaction was performed in a previous closure one of two postings wasn't performed due to accounts in OB52 being closed.
In order to correct this situation we need to manually reverse, through FB03, the document that was posted, since the balance for this account should also be zero.
After all necessary corrections were done and G/L account is balanced (=0) in FBL3N you can proceed with the account clearing.
In transaction F-03 for the account selection1 insert the correspondent G/L account and the fill in the other fields (Company Code, Clearing Date, Period and Currency) accordingly to the data.
Select "Process Open Items" and the following tab will appear.
You can save the clearing (CTRL+S) or select icon "save" to process the open items.
3.2.6. Clearing of LT Lease Debt - ST Portion Account (PF2: 5112100010 | WP2: 56030100)
Before you perform the clearing please check the balance of this G/L account in FBL3N (open items last day of the current month).
In order to proceed with the clearing the balance has to be zero.
If the balance is not zero, this means that when the transaction was performed in a previous closure one of two postings wasn't performed due to accounts in OB52 being closed.
In order to correct this situation we need to manually reverse, through FB03, the document that was posted, since the balance for this account should also be zero.
After all necessary corrections were done and G/L account is balanced (=0) in FBL3N you can proceed with the account clearing.
In transaction F-03 for the account selection1 insert the correspondent G/L account and the fill in the other fields (Company Code, Clearing Date, Period and Currency) accordingly to the data.
Select "Process Open Items" and the following tab will appear.
You can save the clearing (CTRL+S) or select icon "save" to process the open items.
3.2.7. ASKB
The goal of this transaction is to transfer postings of assets from the group account to the local account.
Open the transaction, put the company code you want to run with all boxes filled as follows, and first run in test mode
- Main asset number for PF2: 28*
- Main asset number for WP2: 4*
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Insert one company at the time and run in "Test Run".
If there's nothing to post the screen will appear as following:
Otherwise if there are assets to be posted it will appear as following:
In this second case, go back
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(or press F9).
Then, run "Immediate", check and save.
In order to check the status
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transaction.
Here you can see the status of the action performed.
Going back
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3.2.
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runs the depreciation of each company.
Run in "Test Run" one company at
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in "Repeat" mode.
If there is nothing to post the following message will appear:
If there are documents that need to be posted, please follow the same steps
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Example of balanced account:
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Unbalanced accounts:
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For this last situation you should perform an analysis of the contract and the IFRS 16 accounts that can impact the Z1AANNUL posting.
Please ensure that all necessary analysis and corrections are performed before D-1.
After this last task you may consider all closure activities as completed.
