1. Objective and Scope

1.1 Objective of this Operation

The objective of this procedure is to manage the creation of General Ledger (G/L) account at a company code level by performing the necessary checks and validations to ensure master data consistency. 

1.2 Scope

Detail the scope (legal entities, etc.)The scope of this procedure is worldwide.

2. Definitions

See See Finance Glossary:

• CICC
• ERP
• GL
• PF1
• WP1

3. Tasks description

WHAT and HOW - Main content of the operation

The content should be mainly organized in 2 levels of Headings to ensure a proper link with the Table of Contents.

 Select the level of heading in the "Paragraph" option.

3.1

I receive a request to create a General ledger account at company code level

3.1.1. Step 1 of Task 1

3.1.2. Step 2 of Task 1

...

Requests must be submitted to the Data Management Finance Operations entry point through the Finance Master Data Workflow in PRS (PF2_050) using – transaction ZZF_MDWF_REQUEST or via SyRA.

3.2

I confirm that the request is made by an authorized

requester

 The required validations are based on the same principles outlined in the procedure I analyze the creation of a General Ledger at Chart of Accounts level. 

 When new data is required, a formal request must be submitted to the organization responsible for data management. To ensure effective control, only authorized requesters are permitted to initiate such requests.

The authorized requesters for creating new G/L accounts at Chart of Accounts level are:

• Company Accounting Managers/Directors (CAM and CAD)

Workflow roles are typically assigned based on the individual’s function within the organization.

If you are unsure who the appropriate requester is, please consult the Legal Entity Card , in the Finance - Group Accounting & Reporting section.

3.3

3.2.1. Step 1 of Task 2

3.2.2. Step 2 of Task 2

I analyze and validate the information provided in the request

Prior to the creation of the GL validate the following information:

a) Ensure all required fields are filled in the template:

• • Company code
  • G/L account
.

Note: If parameter information is missing, values from another view will be

replicated—ideally from the reference company code (MOCO for PF1 and XEU1 for

WP2).

b) Alternative Account Requirement:

Provide an

alternative account

for

requests concerning the following countries:

WP2: Chile, France, Luxembourg, Peru, and Spain

(only for a few very specific accounts)

PF2: France, Luxembourg, Portugal,

and Russia

c) Consistency Validation:

Validate

that the account code and description

are consistent with its parameters, including:

• • VAT

• • Open item management

• • Line items
  • Post automatically only

d) Country Validity:

Confirm that the account is valid for all countries

.

If the account exists in the reference company (MOCO/XEU1) but is “blocked for

posting,” it

indicates restricted use and the account can only be used in specific circumstances.

Please verify the intended use.

 e) Country-Specific Accounts:

Ensure the account can be created for

the intended country. Accounts available for a single country are

identified as follows:

WP2: A two-letter country code

is entered

at the beginning of the description

(e.g.

, IN for India

, CH for China

, BR for Brazil).

PF2: A two-digit phone country code

is included in the last characters of the account number.

f) GL Bank Accounts:

For GL bank accounts, the account created in the reference company (MOCO/XEU1) must be “blocked for posting” in that company.

3.4

I record the new General ledger account at company code level

To be used by a company,

a G/L account must be extended at the company code level (

i.e., a company view must be created).

Run SAP transaction FSS0.

This extension can be performed in PRS (PF2_050) using the Workflow via transaction ZZF_MDWF_REQUEST, or manually using transaction FS00 or FSS0 (both serve the same purpose; FS00 has one additional tab).

Whenever a new account is created at the Chart of Accounts level, it should also be created in the reference company codes (MOCO for PF2 and XEU1 for WP2). This enables the use of the Workflow for extension. If the account does not exist in the reference company code, the extension at the company level must be performed manually using transaction FSS0—this should only be done in exceptional cases.

Enter account and company code.

Check that the parameters of the new account are suitable.

Enter the alternative account, if applicable for that country.

• WP1 : if no alternative account applies, enter in this field the new Z001 account number.

• Check the appropriate account in other companies for the same country [note : in PF1, for Russia, do not use company 6019 as reference as its alternative accounts differ from the other Russian companies]. 
  • If the country does not require alternative account, in WP1 only, enter in this field the new COCA account number – leave blank in PF1.

If several similar accounts have to be extended, the account previously extended can be used as the reference one.

Save.

3.5. I inform the requester about the new General Ledger account creation

3.2.1. Step 1 of Task 3

3.2.2. Step 2 of Task 3

End of document.

As a final step and if applicable, a primary cost element must be created. Please check Primary cost element

3.5 Specific cases

Additional WP2-Specific Steps

For new B/S accounts with recurrent movements:

• Update Table ZWFAT198 
  • Assign relevant Transaction Types to the account (see 1st alternative above).
  • Run transaction ZWFAT198.
  • Click “New entry” and create as many lines as needed for authorized Transaction Types.
  • Enter the transaction types to associate with the new B/S account.
  • Save.

For default flows assignment (2. single transaction type):

•  Launch transaction GS02 to access default flow sets.
• Search for HKONT sets.
• Choose the relevant substitution set (F15, F32, or F40).
• Add the account.
• Save.

3.6 I inform the requester about the new General Ledger account creation