Review after point 3.2. (error)


Tasks to be completed when documenting an operation (from creation to publication)

 1. Enter the Title of the operation / page

2. Add the following Labels : 

    • Scope of applicability: ww, country_accounting 

    • Country or group of countries (if applicable): belux, china, france, italy, lam, nam, uk_ie, bulgaria, dach, netherlands, iberia, poland, latvia, australia, india, japan, south_korea, thailand, singapore

    • Unit and Domain according to the List of labels to be used in the Finance Service Line space

      • E.g. 1: WW Operation in Financial Accounting under domain "Central Finance Processes & Compliance":

        • Labels to be used: ww, financial_accounting, central_fin_proc_compliance


      • E.g. 2: France Operation in Financial Accounting:

        • Labels to be used: country_accounting, france, financial_accounting

          (for country operations, the Domain is always country_accounting)

3. Fill in all fields as described above

 4. Once the description of the operation is completed, ensure it is approved and published by launching the SBS-Finance approval workflow 



Domain: Country Accounting



Responsibility area: N/A


Table of contents 

By default the table of contents displays Heading 1 & Heading 2 (other levels can be added)



Scope

3. Remove the icon when not applicable


ERP

4. Remove the icon(s) when not applicable


Frequency

5. Remove the icon(s) when not applicable

 

References

6. Add the link to SAP transaction(s) (when it exists)


Forms

7. Insert the links accordingly and change the link text with the OP name

IT 8090 Manual Postings Diversi


Attachments



Previous OP << >> Next OP



1. Objective and Scope

1.1. Objective of this Operation

This procedure explains how to run the standard ERP transactions assigned to process the final postings to close the balance sheet at year end, according to Italian general accounting usages.
In fact the accounting usages in Italy demands that at year end all the accounts should close through the account "Closing balance sheet" (Bilancio di chiusura).
In our case is the account "89000900002 Pick-up account nr. 2" & "89899999 REPORT ITALIE COMPTE DE RESULTAT".

This procedure should run after the General Shareholders' Meeting (around March) and CAM approval.

1.2. Scope

This procedure is applicable to all Italian companies from PF1 & WP1.


2. Definitions

See Finance Glossary:


3. Tasks description

3.1. Responsibilities

  • CAM's are responsible to communicate to RTR BO (change RTR BO)(error) when they must run the closing procedure.
  • Financial Accounting is fully responsible for the postings in accordance with the operations explained in this document.

3.2. I perform the year end closure activity for PF1

3.2.1. I request firefighter access - emergency access


To run this procedure it is mandatory to have authorization to the transaction FS02.


A special Firefighter authorization was created to overcome this step.

Before starting the procedure execution for PF1 you will need to confirm if you have access to transaction: /n/GRCPI/GRIA_EAM

and access to Firefighter ID: FF_RTRBO1_T2. (if you don't have it you will need to request IS for authorizations support).

 


1) Select Logon button and enter the justification

Fill in with the Reason Codes & the Actions that anticipate to perform as bellow:


2) Status of the firefighter changed to red (it means that you are logged in)



A new window will open, and we will execute SM35 in this window:


3.2.2. I perform the opening of periods

To start the task it is necessary to manage some past periods opening:

1) Transaction OB52 – opening the periods

Using the transaction OB52 you have to open the accounting period nr.16 of the previous year and period 1 of the current year, please ask the team responsible to do it.


2) Transaction OKP1 – opening the periods for CO postings

Using the transaction OKP1 you have to open the accounting period nr.16 of the previous year and period 1 of the current year for CO postings – "CO Through-postings from FI", please ask the team responsible to do it. 

The transition to run the year end closure activity is F_IT_01 (program RFSUMB00):

 

Per each company code there are three variants to be selected and run with the following order:

Each variant will be explained in detail in this procedure and also the parameters that need to be updated in each tab of the transaction:

When running the transaction in real mode a Batch Input Session will be created in SM35 with the following names:

      • 5835 CHIU.ALF. – for first variant (Conti Alphanumerical)
      • 5835 CHIU.ECO. – for second variant (Conti Economic)
      • 5835 CHIU.PAT.– for third variant (Conti Patrimoniale)

Each variant will carry forward data in Balance Sheet report GR55 – Z4F1, this report will be controlled after each batch session is processed. 
During all the process some errors might be displayed on every variant, those are explained in step 4.3 of this OP. In case something appears we need to confirm with local FO team (change FO)(error) how to solve and afterward update documentation. 

3.2.3. I run the Diversi a Diversi Transaction F_IT_01

3.2.3.1. I run the 1st Variant – Balance Alphanumerical (F and G)

Open transaction F_IT_01 and select 1st variant "5835 CHIU.ALF.":


Pay very attention on the selections that need to be updated every year, all the other fields are fixed:

  • Fiscal Year must be always the one we are closing

  • TAB Selections - Create Batch Input Update Run – If the field is empty you are in TEST MODE when you select "X" the batch session will be created. By default this field will be empty.


  • TAB Postings - the date of the postings (doc date and posting date) have to be updated accordingly to the year that is being close and reopened, doc type and period should remain (S8 – period 16 and S7 – period 01)

If these fields are ok and you are in test mode run transaction by selecting  

When the report finish, scroll down the data until the end of the page where will find a total amount resuming all the alphanumerical accounts G and F type.


Now we have to confront the data with report GR55 - Z4F1; 

If the amount in lines (F and G) are the same 36.549,36 € has previous report we can run the program in real mode.

Go back to the main screen of the transaction, all selections are the same except on Create Batch Input Update RUN where we need to insert "X" to create the batch session:

The outcome will be exactly the one displayed before but instead of test run you will see Update Run – this means that a batch session has been created.

Before processing the batch session never forget to save this outcome, you will need to send it to CAM along with the excel with the final checks performed.



Choose:

Save this file in one folder, open it in Excel and save it back in XLS, in the end will be send with the other two variants outcome to FO (change FO)(error) team.

Now go to transaction SM35 select the line with batch session name "5916 CHIUS 1" and run it in mode display errors only.


During this process some errors might be displayed, please consult section 4.3.1/2 to see how they are solved. 


In the end open LOG and confirm that several documents have been posted according to the list extracted. 
See one example:

If you remember the last item in the list displayed we had G/L G712000000 the with amount 3.254,87 € on credit, with the posting we balance this account to C042000000.

After complete SM35 we need to open again GR55 - Z4F1 and see what happen in column definitive lines G and L:

As expected accounts have been balanced, we can go ahead to next variant.

3.2.3.2. I run the 2nd Variant – Balance P &L Accounts (Net Result)

Open transaction F_IT_01 and select 2nd variant "5916-CHIU.ECO.":


Make the same selection you have chosen in the first variant, additionally confirm that in the last tab "other parameters" you have one cost center identified. Usually this data should be saved in the variant although in case this does not happen go to section errors 4.3.1 and choose the right object according to the company code you are taking care.

After confirmation that all selections are ok, click on and run the transaction, first in test. When outcome is displayed, scroll down the report and cross check the result with balance sheet report GR55 – Z4F1 in heading L12000 - Profit/Loss for the period.


F_IT_01 outcome:


GR55 – Z4F1 Outcome

If pre-check is ok, follow the same actions explained in 1st variant run:

  • Run transaction in real mode
  • Extract the outcome in HTML and convert in xls.
  • Run batch session named "5916 CHIUS 2"
  • Open log and confirm that documents where posted

Example last line booked:

During the batch session running some errors can be displayed, you need to consult the section 4.3.2 – ERRORS 2nd Variant 

Afterwards open again GR55 – Z4F1 and look to column definitive confirm that amount was carry forward (set to zero).

If yes we can proceed and run the last variant.

3.2.3.3. I run the 3rd Variant - Balance Sheet Accounts Balanced

Open transaction F_IT_01 and select 3rd variant "5916-CHIU.PAT.":

Follow the same selections and actions has in first variant ensure the update of:

  • Fiscal Year
  • In tab confirm the dates (document date and posting date).


In this step of the procedure the TEST running outcome seems different from the one when you run in REAL MODE

Test Outcome

Real Mode Outcome

No issues with this, we can continue the work and generate the last batch input session with name "5916 CHIUS 3".
In case or errors displayed consult section 4.3.3 of this procedure.

One important highlight in this step are the posting booked in this case per each line two posting are done, one in past year and other in the new year for the opening balance.
Example:

In this last variant there is no need to make any pre-check against Balance Sheet Report GR55 – Z4F1, only after we book all the documents we open the report and column "Definitive" has to be blank, all the G/L balances have been carry forward.

If the running of the three variants when t well the balance sheet was set to zero we can go ahead with the final check of data consistency described in section 4.2. 

3.2.4. I perform the final checks

3.2.4.1. I check the balance of F.08 and perform the final postings (please confirm this title)(error)

Once you complete all step described in section 4.1 (three variants run), in order to finalize and see if everything is all right, you need to run a COCA balances check list with transaction F.08 and then verify that all the accounts are at zero, except the following ones :

  • 3042000000 Retained earnings-current year
  • C042000000 Retained earnings-current year (only if there are differences between statutory and GAAP balance sheet)
  • 89000900002 Pick-up account nr. 2


The final balance has to be anyhow at zero.

Fill in the information listed here under and run the report by clicking on

  • Company Code
  • Fiscal Year
  • Reporting periods

The report will show all the accounts line by line with accumulated balance, if this column total is zero all is ok and we can consider the year end closure procedure completed.


If amounts are displayed in accounts mentioned, two postings have to be booked:


1) In closure year 

Period 16 – 31/12/201Y

 

 

 

Doc Type S7





 

 

 

50/40

3042000000

 

 

40/50

C042000000

 

 

40/50

8900090002

  • €

 


2) In new year 

Period 01 – 31/01/201+Y

 

 

 

Doc Type S8

 

 

 

 

 

 

 

40/50

3042000000

 

 

50/40

C042000000

 

 

50/40

8900090002

  • €

 


In both posting the same descriptions is considered:

  • In reference field text: Year-end closing 201Y
  • In assignment field text: Chiusura/Apertura
  • In text field: CHIUSURA CONTI


The second posting is the opposite of the first one, the only changes are: posting date, period and the posting keys used.

E.g. Company 0345 closure year 2013 

Posting in period 16

The correspondent opposite in 2014

3.2.4.2. I check customer and suppliers final balances

After complete all the steps described on the previous points we can make one additional check on customer and suppliers closing balance and confirm that have been updated correctly:

  • Customers balances

Open report S_ALR_87012172, and select the company code, the year that is being closed and the reporting periods 1 to 16.
Afterwards in OUTPUT CONTROL choose "normal balances":

Confirm that customers are set to zero in column Balance Carryforward:

If you look carefully you see customer account "410759", fictitious customer created in the system to close and reopen the balances.
Repeat the operation for "Special G/L balances" using the same previous selections:


  • Vendor Balance

Now we need to apply the same check for supplier's balances with report S_ALR_87012082.
The selections to be considered are exactly the same has for Customers.




The column Balance Carry forward should be set to zero and the supplier fictitious "406188153" has the counterpart balance.
Repeat the operation for "Special G/L balances" using the same previous selections:

In case we don't see the figures in this report on column "Balance carry forward we need to open a Fas connects.

3.2.4.4. I clear customer, vendor and G/L accounts

After the previous check we need to proceed with clearings on the fictitious customer and supplier number and also per each type of Special GL indicator linked to both.
Hereunder the number to be consider equal for all Italian companies:

  • Customer - 410759
  • Supplier - 406188153

Customer data to clear.

Customer Normal Customer Normal Items - open FBL5N Customer Normal Items - open FBL5N.


After open F-32 and clear the data open.


Second step is to repeat the process for customer special GL indicator data


For each type of special GL make a clearing in F-32.




3.2.4.5. I clear vendor open items

Open FBL1N and choose first normal items for supplier.



 

After select again supplier but now with Special G/L transactions.



 

The clearing is to be performed in F-44 first to normal items:

After for Special G/L transactions



In the end all supplier accounts should be set to zero.

Sometimes the customer account is block at company level open it to make the clearings and when finished close it again.


3.2.4.6. I clear G/L accounts

In this step we need to drill down the G/L accounts that we have seen in the F.08 report and clear the ones that are managed by open items.
The transaction to be use can be the automatic clearing F.13 by inserting all the accounts and run it or the F-03 clear individually.

3.2.5. I perform the final actions

3.2.5.1. I send the data to CAM.

After completing all the steps described in points 4.1 and 4.2 we have to aggregate the outcome of the three variants and send to front office CAM (according to each company code) with a brief explanation on the checks performed and also the range of document numbers booked.

See hereunder as example, company 0270 data treated for closing year 2017:


Use Freshdesk ticket tool to communicate with CAM's.

3.2.5.2. I close periods in OB52 and OKP1




When completing the all the tasks and send data to CAMs; it is mandatory to close all the periods (FI and CO) has described in the beginning of this documentation.




3.2.6. I identify variants errors (please confirm the title and subtitles)(error)

Some errors described in section 4.3.2 (change section) (error) can be common to other variants like the periods and accounts blocked.

3.2.6.1. I identify errors in 1st variant

Error 1 – "Account F790000000 or F100000001 requires an assignment to a CO Object"


For each company code one cost center was defined to be use in this case. See the table bellow with all companies cost centers to be considered.

Company Code

Cost center

1196

ZZ5916

1083

ZZ1083

0270

XR89999999

0345

ET89999999

5894

JZ89999999

5711

FN89999999

2447

AN89999999

0279

YU89999999

5881

I989999999

5835

JF89900001

0210

BM89999999

 3.2.6.2. I identify errors in 2nd variant

Error 1 - " Posting period is not opened"

In this case ask to an expert or senior operator to open the periods 16 and 1 with transaction OB52


Error 2 – "Transaction CO through postings from FI has been locked"

In this case ask to CO Transversal team to open the periods 16/2013 and 01/2014 with transaction OKP1, both have to be opened.

And


Error 3 – "G/L account in tax code DZ not found"

In this case continue to process the batch session until the end by selecting in the toolbar – System - Services – Batch Input – Next transaction.
Leave these errors to be the last ones to processed they will be booked by running the batch session in Foreground mode.
Per each line that is displayed with tax code "DZ" delete this code and give enter for the next screen, repeat this operation until the end and ensure you remove all "DZ" tax codes.

Error 4 - Error 2"CHEF/ET89999999 CTR belong to business area 7310 not 7530"



In this case you have to cancel the business area. Push Enter and the system starts again.

Error 5 - "Create account 6xxxxxxxxx for 31/12/2007 has a cost element in controlling area CHEF "

In this case you need to delete the cost center and push enter to continue to process the batch impute session.

Error 6 – "Field quantity is a required field for G/L account 6141030000"

To solve this error we need to process the batch session in foreground mode, therefore first select in the Menu Bar /Nend



You will leave the batch input to be able to start again, when you have the main screen again
Click on and then select the following modes


Press on and the batch starts again in manual mode. Then you click until account 6141030000 is pointed out. Now you have to input Quantity = 1 and Type = KM. You have to continue manually until you meet a document without the foresaid account inside.
Then return to a processing using only a blocking error in this way:
System
Batch-input
Display errors only
The transaction starts automatically again.

Error 7 – Amount higher then 1.999.999.999,99

To solve this problem is necessary to open a fas connect

3.2.6.3. I identify errors in 3rd variant

Error 1 - Account 410759 in company 5916 is blocked for posting



Open transaction FD02, select the account and company code in error and afterwards in header select the tab . Choose fields (Blocking data and Delition flags) and unblock everything.

Leave the batch session with the following control:



Enter again and process using the option display errors only.

After process the batches don't forget to re-block the account in the fields changed before. 


Error 2– "Account 1200000000 0270 is blocked for posting"

In this case the first check to be done is to understand in which level account is blocked:
At Client Level (COCA) - Open FS02 and in the main menu toolbar choose G/L account - Block



The following window is displayed:


Remove all the blocks that are selected save the data go back to SM35 and process the batch input session in error.


When you complete to process the information NEVER FORGET to come back again in FS02 and set back the original blockings. 
These accounts are not allowed to be used for postings in any company of the group.


Error 3 - " Make an entry in all required fields – due date "
The system requires a due date. This date has no consequences, so you can input the end of previous year.

Input the date 31-12-2013 and press enter, the batch session will starts again.


Error 4 - " Make an entry in all required fields – Business Area"
If the business area is missing, you have just to input the preponderant one and push enter, the batch session will continue to be processed


Error 5 - " Make an entry in all required fields – Material and Partner"
If the Material and partner is missing you have to add this information

For company 270:

    • Material: 20132617
    • Partner: 400002

For company 5835

  • Material: 20132617
  • Partner: 409015



Error 6 - Provision accounts field "transaction type" missing

Go to FSS0 open account 4003000000 in change mode and in tab "Creat/bank/interest"change the parameter "Field status group" from GEN3 to GENE.

Go back to the batch session, in order to the system assume the new customization for the account it is necessary to leave the batch session (type /NEND) and start again processing display errors only.

After process the batch input don't forget to open again FSS0 in change mode and set up again the correct group "GEN3" on "Field status group".


Error 7 – "Missing data in table TABKT"
Open trasnaction SM30 and confirm in table TABKT that account displayed in error is missing for the company being treated.



We need to open a fas-connect to request the table update, meantime contact the FO team (chanfe FO)(error) in order to inform them about the issue. In case of information needed they will provide.
In case G/L exist in other company, it is possible to copy the data with reference (inform SIS about it)

---------------------------------------(error)

3.2. Year End Closure Activity for PF1

3.2.1. Prepare the execution

o começo do banner

IT - Final Postings for Year End Closure_old

Ir para o final dos metadados



Ir para o início dos metadados

Authorizations & Roles

Author(s)

Verification

Approval

Giampiero Paperini
Isabel Bravo
Cláudia Fernandes

Paola Gagianesi
Francesco Piccoli
Company Accounting Manager

Lorenzo Roncoroni
Country Accounting Manager

29/05/2008

XX/XX/2015

XX/XX/2015


Version Control

Version

Date

Description

01

29-05-2008

Original document written by local Accountant

02

13-05-2015

The main update to the original document is linked with ERP prints and addition of some final consistency

03

18-09-2015

RCS steps procedure added


Table of contents
1 Objective and Scope
1.1 Objective of this Procedure
1.2 Scope
2 Reference Documents
3 Responsibilities
4 Year End Closure Activity
4.1 Close Balance sheet accounts
4.1.1 Run 1st Variant – Balance Alphanumerical (F and G)
4.1.2 Run 2nd Variant – Balance P &L Accounts (Net Result)
4.1.3 Run 3rd Variant - Balance Sheet Accounts Balanced
4.2 Final Checks
4.2.1 Balance of F.08 and final postings
4.2.2 Check Customer and Suppliers final balances
4.2.3 Clear Customer, vendor and G/L accounts
4.3 Final Actions
4.3.1 Data send to FO contacts
4.3.2 Close periods in OB52 and OKP1
When completing the all the tasks and send data to FO team it is mandatory to close all the periods (FI and CO) has described in the beginning of this documentation.
4.4 Variants Errors
Some errors described in section 4.3.2 can be common to other variants like the periods and accounts blocked.
4.4.1 Errors in 1st variant
4.4.2 Errors in 2nd variant
4.4.3 Errors in 3rd variant
5 RCS Process
5.1 Year end Closure Activities
5.1.1 Transaction FS02 – Change G/L account parameter
5.1.2 Transaction FSS0 – Change G/L account parameter
5.1.3 Transaction FK05 and FD05 – Change Vendor and Customer Master Data
5.1.4 Transaction OB_GLACC12
5.1.5 Transaction ZWFA32A
5.1.6 Transaction OB52 – opening the periods
5.1.7 Transaction n/FIN3/OKP1_BK – opening the periods for CO postings
5.1.8 Transaction KEDR
5.2 Prepare the Batch input
5.2.1 Variant 8090PL_HGRP
5.2.2 Variant 8090PL_GRP
5.2.3 Variant 8090BI_HGRP
5.2.4 Variant 8090BI_GRP
5.3 Execute in Test Mode the Batch input
5.4 Execute in Real Mode the Batch input
5.5 Manual Postings
5.6 Final Actions
6 Appendix

 

Objective and Scope

Objective of this Procedure

 

  • This procedure explains how to run the standard ERP transactions assigned to process final postings to close the balance sheet at year end according to Italian general accounting usages. In fact the accounting usages in Italy demand that at year end all the accounts close through the account "Closing balance sheet" ( Bilancio di chiusura). In our case is the account "89000900002 Pick-up account nr. 2".

 

  • This procedure is run after the General Shareholders' Meeting.

 

Scope


This procedure refers to all Italian companies from CH, PL. available in PF1 system

Reference Documents


(…).

Responsibilities

 

  • FO Managers are responsible to communicate toRTR BO when they must run the closing procedure.
  • RTR BO is fully responsible for the postings in accordance with the operations explained in this document.







Year End Closure Activity



Attention: to run this procedure it is mandatory to have authorization to the transaction FS02.

 A special Firefighter authorization was created to overcome this step.

Before starting the procedure execution for PF1 you will need to confirm if you have access to transaction: /n/GRCPI/GRIA_EAM

and access to Firefighter ID: FF_RTRBO1_T2. (if you don't have it you will need to request IS for authorizations support)

1st - Select Logon button and enter the justification:

2nd - Status of the firefighter changed to red (it means that you are logged in)

A new window will open, and we will execute SM35 in this window:


To start the task it is necessary to manage some past periods opening :


  1. Transaction OB52 – opening the periods


Using the transaction OB52 you have to open the accounting period nr.16 of the previous year and period 1 of the current year, please ask the team responsible to do it.

  1. Transaction OKP1 – opening the periods for CO postings


Using the transaction OKP1 you have to open the accounting period nr.16 of the previous year and period 1 of the current year for CO postings – "CO Through-postings from FI", please ask the team responsible to do it.

The transition to run the year end closure activity is F_IT_01 (program RFSUMB00):
 


Per each company code there are three variants to be selected and run with the following order:

Each variant will be explained in detail in this OP and also the parameters that need to be updated in each tab of the transaction:



When running the transaction in real mode a Batch Imput Session will be created in SM35 with the following names:

    • 5916 CHIUS 1 – for first variant (Conti Alphanumerical)
    • 5916 CHIUS 2 – for second variant (Conti Economic)
    • 5916 CHIUS 3 – for third variant (Conti Patrimoniale)



Each variant will carry forward data in Balance Sheet report GR55 – Z4F1, this report will be controlled after each batch session is processed.

During all the process some errors might be displayed on every variant, those are explained in step 4.3 of this OP. In case something appears we need to confirm with local FO team how to solve and afterward update documentation.




Close Balance sheet accounts

 

Run 1st Variant – Balance Alphanumerical (F and G)


Open transaction F_IT_01 and select 1st variant "5916-CHIU.ALF." :


Pay very attention on the selections that need to be updated every year, all the other fields are fixed:

  • Fiscal Year must be always the one we are closing

 

  • TAB Selections:


Create Batch Input Update Run – If the field is empty you are in TEST MODE when you select "X" the batch session will be created. By default this field will be empty.

  • TAB Postings - the date of the postings (doc date and posting date) have to be updated accordingly to the year that is being close and reopened, doc type and period should remain (S8 – period 16 and S7 – period 01)




If this fiels are ok and you are in test mode run transaction by selecting
When the report finish, scroll down the data until the end of the page where will find a total amount resuming all the alphanumerical accounts G and F type.


Now we have to confront the data with report GR55 - Z4F1






Go to column definitive and scroll down the report until aphanumerical accounts:



If the amount in lines (F and G) are the same 36.549,36 € has previous report we can run the program in real mode.

Go back to the main screen of the transaction, all selections are the same except on Create Batch Imput Update RUN where we need to insert "X" to create the batch session:


The outcome will be exactly the one displayed before but instead of test run you will see Update Run – this means that a batch session has been created.



Before processing the batch session never forget to save this outcome, you will need to send it to the FO team along with the final checks performed.

Choose:

Save this file in one folder, open it in Excel and save it back in XLS, in the end will be send with the other two variants outcome to FO team.


Now go to transaction SM35 select the line with batch session name "5916 CHIUS 1" and run it in mode display errors only.

During this process some errors might be displayed, please consult section 4.3.1/2 to see whow they are solved.

In the end open LOG and confirm that several documents have been posted according to the list extracted.

See one example:



If you remember the last item in the list displayed we had G/L G712000000 the with amount 3.254,87 € on credit, with the posting we balance this account to C042000000.




After complete SM35 we need to open again GR55 - Z4F1 and see what happen in column definitive lines G and L:


As expected accounts have been balanced, we can go ahed to next variant.









Run 2nd Variant – Balance P &L Accounts (Net Result)


Open transaction F_IT_01 and select 2st variant "5916-CHIU.ECO.":

Make the same selection you have chosen in the first variant, additionally confirm that in the last tab "other parameters" you have one cost center identified. Usually this data should be saved in the variant although in case this does not happen go to section errors 4.3.1 and choose the right object according to the company code you are taking care.



After confirmation that all selections are ok, click on and run the transaction, first in test. When oucome is displayed, scroll down the report and cross check the result with balance sheet report GR55 – Z4F1 in heading L12000 - Profit/Loss for the period.

F_IT_01 outcome:



GR55 – Z4F1 Outcome

If pre-check is ok follow the same actions explained in 1st variant run:

  • Run transaction in real mode
  • Extract the outcome in HTML and convert in xls.
  • Run batch session named "5916 CHIUS 2"
  • Open log and confirm that documents where posted


Example last line booked:


During the batch session running some errors can be displayed, you need to consult the section 4.3.2 – ERRORS 2nd Variant




Afterwards open again GR55 – Z4F1 and look to column definitive confirm that amount was carry forward (set to zero).

If yes we can proceed and run the last variant.

Run 3rd Variant - Balance Sheet Accounts Balanced


Open transaction F_IT_01 and select 3rd variant "5916-CHIU.PAT.":

Follow the same selections and actions has in first variant ensure the update of:

  • Fiscal Year
  • In tab confirm the dates (document date and posting date).



In this step of the procedure the TEST running outcome seems different from the one when you run in REAL MODE
Test Outcome

Real Mode Outcome



No issues with this, we can continue the work and generate the last batch imput session with name "5916 CHIUS 3".
In case or errors displayed consult section 4.3.3 of this OP.

One important highlight in this step are the posting booked in this case per each line two posting are done, one in past year and other in the new year for the opening balance.
Example:






In this last variant there is no need to make any pre-check against Balance Sheet Report GR55 – Z4F1, only after we book all the documents we open the report and column "Definitive" has to be blank, all the G/L balances have been carry forward.



If the running of the three variants when t well the balance sheet was set to zero we can go ahead with the final check of data consistency described in section 4.2.






Final Checks

Balance of F.08 and final postings


Once you complete all step described in section 4.1 (three variants run), in order to finalize and see if everything is all right, you need to run a COCA balances check list with transaction F.08 and then verify that all the accounts are at zero, except the following ones :

  • 3042000000 Retained earnings-current year
  • C042000000 Retained earnings-current year (only if there are differences between statutory and GAAP balance sheet)
  • 89000900002 Pick-up account nr. 2


The final balance has to be anyhow at zero

Fill in the information listed here under and run the report by clicking on

  • Company Code
  • Fiscal Year
  • Reporting periods

The report will show all the accounts line by line with accumulated balance, if this column total is zero all is ok and we can consider the year end closure procedure completed.


If amounts are displayed in accounts mentioned, two postings have to be booked:
1 – In closure year - 2013

Period 16 – Posting date 31/12/2013

 

 

 

Doc Type S8

 

 

 

 

 

 

 

50/40

3042000000

 

 

40/50

C042000000

 

 

40/50

8900090002

  • €

 

 

 

 

 


2 – In new year - 2014

Period 01 – 31/01/2014

 

 

 

Doc Type S7

 

 

 

 

 

 

 

40/50

3042000000

 

 

50/40

C042000000

 

 

50/40

8900090002

  • €

 




In both posting the same descriptions is considered:

  • In reference field text: Year-end closing 2013
  • In assignment field text: Chiusura/Apertura
  • In text field: CHIUSURA CONTI



NOTE:
The second posting is the opposite of the first one, the only changes are: posting date, period and the posting keys used.
Eg: Company 0345 closure year 2013
Posting in period 16

The correspondent opposite in 2014



Check Customer and Suppliers final balances


After complete all the steps described on the previous points we can make one additional check on customer and suppliers closing balance and confirm that have been updated correctly:

Customers balances


Open report S_ALR_87012172, and select the company code, the year that is being closed and the reporting periods 1 to 16.
Afterwards in OUTPUT CONTROL choose "normal balances":



Confirm that customers are set to zero in column Balance Carryforward:

If you look carefully you see customer account "410759", fictitious customer created in the system to close and reopen the balances.
Repeat the operation for "Special G/L balances" using the same previous selections:

Vendor Balances


Now we need to apply the same check for supplier's balances with report S_ALR_87012082.
The selections to be considered are exactly the same has for Customers.





The column Balance Carry forward should be set to zero and the supplier fictitious "406188153" has the counterpart balance.
Repeat the operation for "Special G/L balances" using the same previous selections:


In case we don't see the figures in this report on column "Balance carry forward we need to open a Fas connects.

Clear Customer, vendor and G/L accounts


After the previous check we need to proceed with clearings on the fictitious customer and supplier number and also per each type of Special GL indicator linked to both.
Hereunder the number to be consider equal for all Italian companies:
Customer - 410759
Supplier - 406188153

Customer data to clear


Customer Normal Items - open FBL5N




After open F-32 and clear the data open






Second step is to repeat the process for customer special GL indicator data







For each type of special GL make a clearing in F-32



Vendor open Items clearing


Open FBL1N and choose first normal items for supplier






After select again supplier but now with Special G/L transactions














The clearing is to be performed in F-44 first to normal items:

After for Special G/L transactions


In the end all supplier accounts should be set to zero.
NOTE:
Sometimes the customer account is block at company level open it to make the clearings and when finished close it again.

Clear G/L accounts


In this step we need to drill down the G/L accounts that we have seen in the F.08 report and clear the ones that are managed by open items.
The transaction to be use can be the automatic clearing F.13 by inserting all the accounts and run it or the F-03 clear individually.

Final Actions

Data send to FO contacts


After completing all the steps described in points 4.1 and 4.2 we have to agregate the outcome of the three variants and send to front office CAM (according to each company code) with a brief explanation on the checks performed and also the range of document numbers booked.

See hereunder as example, company 0210 data treated for closing year 2013:


Use Sales force tool to communicate with CAM's.

Close periods in OB52 and OKP1

 

When completing the all the tasks and send data to FO team it is mandatory to close all the periods (FI and CO) has described in the beginning of this documentation.



Variants Errors

Some errors described in section 4.3.2 can be common to other variants like the periods and accounts blocked.

 

Errors in 1st variant


Error 1 – "Account F790000000 or F100000001 requires an assignment to a CO Object "

For each company code one cost center was defined to be use in this case. See the table bellow with all companies cost centers to be considered.

Company Code

Cost center

1196

ZZ5916

1083

ZZ1083

0270

XR89999999

0345

ET89999999

5894

JZ89999999

5711

FN89999999

2447

AN89999999

0279

YU89999999

5881

I989999999

5835

JF89900001

0210

BM89999999

 

Errors in 2nd variant


Error 1 - " Posting period is not opened"

In this case ask to an expert or senior operator to open the periods 16 and 1 with transaction OB52
Error 2 – "Transaction CO through postings from FI has been locked"

In this case ask to CO Transversal team to open the periods 16/2013 and 01/2014 with transaction OKP1, both have to be opened.

And


Error 3 – "G/L account in tax code DZ not found"

In this case continue to process the batch session until the end by selecting in the toolbar – System - Services –Batch Imput – Next transaction.
Leave these errors to be the last ones to processed they will be booked by running the batch session in Foreground mode.
Per each line that is displayed with tax code "DZ" delete this code and give enter for the next screen, repeat this operation until the end and ensure you remove all "DZ" tax codes.

Error 4 - Error 2"CHEF/ET89999999 CTR belong to business area 7310 not 7530"


In this case you have to cancel the business area. Push Enter and the system starts again.

Error 5 - "Create account 6xxxxxxxxx for 31/12/2007 has a cost element in controlling area CHEF "

In this case you need to delete the cost center and push enter to continue to process the batch imput session.

Error 6 – "Field quantity is a required field for G/L account 6141030000"

To solve this error we need to process the bacth session in foreground mode, therefore first select in the Menu Bar /Nend



You will leave the batch imput to be able to start again, when you have the main screen again
Click on and then select the following modes

Press on and the batch starts again in manual mode. Then you click until account 6141030000 is pointed out. Now you have to input Quantity = 1 and Type = KM. You have to continue manually until you meet a document without the foresaid account inside.
Then return to a processing using only a blocking error in this way:
System
Batch-input
Display errors only
The transaction starts automatically again.

Error 7 – Amount higher then1.999.999.999,99


To solve this problem is necessary to open a fas connect

Errors in 3rd variant


Error 1 - Account 410759 in company 5916 is blocked for posting



Open transaction FD02, select the account and company code in error and afterwards in header select the tab . Choose fields (Blocking data and Delition flags) and unblock everything.

Leave the batch session with the following control:


Enter again and process using the option display errors only
After process the batches don't forget to re-block the account in the fields changed before.

Error 2 – "Account 1200000000 0270 is blocked for posting"

In this case the first check to be done is to understand in which level account is blocked:
At Client Level (COCA) - Open FS02 and in the main menu toolbar choose G/L account - Block


The following window is displayed:

Remove all the blocks that are selected save the data go back to SM35 and process the batch imput session in error.
When you complete to process the information NEVER FORGET to come back again in FS02 and set back the original blockings.
These accounts are not allowed to be used for postings in any company of the group.
Error 3 - " Make an entry in all required fields – due date "
The system requires a due date. This date has no consequences, so you can input the end of previous year.

Input the date 31-12-2013 and press enter, the batch session will starts again.
Error 4 - " Make an entry in all required fields – Business Area"
If the business area is missing, you have just to input the preponderant one and push enter, the batch session will continue to be processed

Error 5 - " Make an entry in all required fields – Material and Partner"
If the Material and partner is missing you have to add this information


For company 270:

    • Material: 20132617
    • Partner: 400002


For company 5835

  • Material: 20132617
  • Partner: 409015



Error 6 - Provision accounts field "transaction type" missing

Go to FSS0 open account 4003000000 in change mode and in tab "Creat/bank/interest"change the parameter "Field status group" from GEN3 to GENE.


Go back to the batch session, in order to the system assume the new customization for the account it is necessary to leave the batch session (type /NEND) and start again processing display errors only.
After process the batch imput don't forget to open again FSS0 in change mode and set up again the correct group "GEN3" on "Field status group".


Error 7 – "Missing data in table TABKT"
Open trasnaction SM30 and confirm in table TABKT that account displayed in error is missing for the company being treated.


We need to open a fas-connect to request the table update, meantime contact the FO team in order to inform them about the issue. In case of information needed they will provide.
In case G/L exist in other company, it is possible to copy the data with reference (inform SIS about it)

RCS Process

Year end Closure Activities


The procedure is done only after the FO request and after his Ok to proceed.
Before starting and as this is a very specific procedure we need to request to IS a specific Role in RCS that will provide us access to some transactions, where we need to change some parameters before execution the Diversi a Diversi Batches.
RCS Role:
GACM049 - IND - Manage carry forward for Italian companies

We need to request IS to activate temporarily this roll by send an email to:
jean-louis.perret@solvay.com
leonardo.ghirardi@solvay.com
RFSUMB00 program (F_IT_01) uses specific accounts for the closing operations; these accounts are normally blocked during exercise.
For the recording of entries closing and opening, this parameter must be changed. Each account must not be blocked at company level.
In addition, we must unlock the recovery accounts used during the roll out.

Transaction FS02 – Change G/L account parameter


As we don't have access to unblock accounts we need to request DMR to unblock them temporarily.
Go to PRS 050 system:

Enter transaction ZZF_MDWF_REQUEST and create a request like the one bellow:

These are the accounts that need to be unblocked:

Account

Description

89899999

REPORT ITALIE COMPTE DE RESULTAT

85999900

REPORT ITALIE COMPTE DE BILAN CLOTURE

85999901

REPORT ITALIE COMPTE DE BILAN OUVERTURE

18000100

REPRISE STOCKS

18000200

REPRISE CLIENTS

18000300

REPRISE FOURNISSEURS

18000400

REPRISE COMPTES GENERAUX

 

Transaction FSS0 – Change G/L account parameter


Some results of analytic accounts with a mandatory charge the "cost center" area is not accessible.
In fact, the accounts listed in the table below include a group zone where the cost center is hidden.
For these accounts, the group zone must be temporarily changed with G004 value (where the cost center is available) of the time of the passage of closing entries.
Go to FSS0 and select change mode:

These are the accounts that need to be changed:

Company

Accounts

Origin group Zone

Target Group Zone

XXXX

98100000

G036

G004

XXXX

98100010

G036

G004

XXXX

98100020

G036

G004

XXXX

98100030

G036

G004

XXXX

98100100

G036

G004

XXXX

98100110

G036

G004

XXXX

98100120

G036

G004

XXXX

98100130

G036

G004

XXXX

98100200

G036

G004

XXXX

98100210

G036

G004

XXXX

98100250

G036

G004

XXXX

98100260

G036

G004

XXXX

98100400

G036

G004

XXXX

98100450

G036

G004

XXXX

98120100

G036

G004

XXXX

98150362

G100

G004

XXXX

98300853

G100

G004

XXXX

98360101

G036

G004

XXXX

98360102

G036

G004

XXXX

98360106

G036

G004

XXXX

98360107

G036

G004

 

Transaction FK05 and FD05 – Change Vendor and Customer Master Data


You need to unblock the follow customers and suppliers:

Type

Account

Description

Suppliers

59812

FOURNISSEUR COMPTABLE TECHNIQUE 1

Suppliers

59813

FOURNISSEUR COMPTABLE TECHNIQUE 2

Suppliers

59814

FOURNISSEUR COMPTABLE TECHNIQUE 3

Suppliers

59815

FOURNISSEUR COMPTABLE TECHNIQUE 4

Suppliers

59816

FOURNISSEUR COMPTABLE TECHNIQUE 5

Suppliers

59817

FOURNISSEUR COMPTABLE TECHNIQUE 6

Suppliers

59818

FOURNISSEUR COMPTABLE TECHNIQUE 7

Suppliers

59819

FOURNISSEUR COMPTABLE TECHNIQUE 8

Customers

56215

COMPTABLE CLIENT TECHNIQUE 1

Customers

56221

COMPTABLE CLIENT TECHNIQUE 2

Eg.

Change to:

Transaction OB_GLACC12


Some general accounts are defined with the group of statutes Z001 areas "Gen Accounts. With flow carat obliged codes ".
For these accounts the "consolidation movement Code" field is mandatory.
However, this information is not taken into account by the generation program closing / opening writings.
The number of accounts affected is about 80 account by society. This group will be replaced by the ZZ01 group (where the area in question has the status "Optional").
After recognition of the parts, the group will be reset to Z001 state.
Note: ZZ01 group was created specifically for this treatment, and is therefore used only temporarily.
Go to OB_GLACC12 and select variant: RAN_8090


Execute:

NOTE: Sellect all the accounts and copy to excel, after the procedure you will have to run this again to change again from ZZ01 to Z001.
Change all accounts from area Z001 to ZZ01

Following messages appear:

Transaction ZWFA32A


Some accounts are set to be charged only by automatic input (through integration with other modules).
The postings related with opening and closing accounts are from manual input for this reason is necessary to change some accounts settings.
This is taken into account by the RFSUMB00 program and treatment is provided in the batch input.
For Cons, the RCS model, automatic imputation setting only became compulsory for all accounts attached to AUTO group account.
A specific program ZWFAI01300 allows changing the group account by selecting the accounts to change from AUTO group. These are modified with Zsák group account (for special treatment).
This will put the accounts in the initial state after closing registrations.
Warning !!! This treatment is a change in the general level of the account plan. Therefore quickly process Batch Input accounting records in order to put the accounts in their original condition, with the AUTO group account.
Go to Transaction →ZWFA32A
Make the selection:

Accounts = Z001
• Account Group SOURCE = AUTO
• Account Group TARGET = ZSÁK


The following screen appears:

NOTE: Sellect all the accounts and copy to excel, after the procedure you will have to run this again to change again from ZSAK to AUTO:

You will insert the accounts in the G/L account fields.

Transaction OB52 – opening the periods


Before starting the task it is necessary to open some past periods.
We need to open the accounting period 16 of the previous year and period 1 of the current year.

  • Periods of 13-16 year N
  • Period to 01 year N + 1 (or other period Opening writes)

    Transaction n/FIN3/OKP1_BK – opening the periods for CO postings


    Open the accounting period 16 of the previous year and period 1 of the current year for CO postings – "CO Through-postings from FI",
    Select Actual, execute and change the columns of the "special periods" 13,14,15 & 16 and unflag the periods:



    Transaction KEDR


    Since the 1st of january 2007, Rhodia Geronazzo and Rhodia Engineering Plastics where merged into Rhodia Italia.
    Following this merging Rhodia Italia used the profit center.
    For techical reasons it's necessary to create a temporary derivation rule using a dummy profit center: Z006-9999

    Add a Temporary Rule:

    NOTE: RTR BO does not have access to this transaction, we need to request IS with a Fas-Connect to create this Dummy profit center temporary rule.
    Eg: Fas-Connect 99-333339

Prepare the Batch input


This program creates the Batch Input files for posting the closing and openning entries.
Go to Transaction → F_IT_01 (prog. RFSUMB00)
Select the following variants of 8090:

NOTE: We need to execute each variant by the order here mentioned and one by one:

1 - 8090PL_HGRP

Income statements outside the group

2 - 8090PL_GRP

Income statements inside the group

3 - 8090BI_HGRP

Balance sheet accounts outside the group

4 - 8090BI_GRP

Group Balance Sheet Accounts






We run 1st in TEST mode, extract the reports and send them to FO CAM, after the OK we proceed with the REAL mode.

Variant 8090PL_HGRP



1 - Change the Fiscal Year: Y-1 (previous year)
2 - Tab Postings:

Parameters for Closing Postings:
Change the Posting Date and Document Date = 31.12.Y-1
(Last day of previous year)
Parameters for Opening Postings:
Change the Posting Date and Document Date = 01.01.Y
(1St Day of the Current Year)
3 – Tab Other Parameters:

Change the Text: RIPORTO SALDI YYYY

Variant 8090PL_GRP



1 - Change the Fiscal Year: Y-1 (previous year)
2 - Tab Postings:

Parameters for Closing Postings:
Change the Posting Date and Document Date = 31.12.Y-1
(Last day of previous year)
Parameters for Opening Postings:
Change the Posting Date and Document Date = 01.01.Y
(1St Day of the Current Year)
3 – Tab Other Parameters:

Change the Text: RIPORTO SALDI YYYY

Variant 8090BI_HGRP



1 - Change the Fiscal Year: Y-1 (previous year)
2 - Tab Postings:

Parameters for Closing Postings:
Change the Posting Date and Document Date = 31.12.Y-1
(Last day of previous year)
Parameters for Opening Postings:
Change the Posting Date and Document Date = 01.01.Y
(1St Day of the Current Year)
3 – Tab Other Parameters:

Change the Text: RIPORTO SALDI YYYY

Variant 8090BI_GRP



1 - Change the Fiscal Year: Y-1 (previous year)
2 - Tab Postings:

Parameters for Closing Postings:
Change the Posting Date and Document Date = 31.12.Y-1
(Last day of previous year)
Parameters for Opening Postings:
Change the Posting Date and Document Date = 01.01.Y
(1St Day of the Current Year)
3 – Tab Other Parameters:

Change the Text: RIPORTO SALDI YYYY

Execute in Test Mode the Batch input


Execute one by one in test mode the variants:

DO NOT Select Create Batch Input Update Run and Hold processed session.
Extract the reports and send them to FO CAM for approval:



Execute in Real Mode the Batch input


After the Ok from FtO execute the variants in real mode to create the batches in SM35.

SELECT Create Batch Input Update Run and Hold processed session.
4 batches in SM35 are ready to run.

(Note: you need to run them in the order mentioned before)

Variants Errors


Bellow Listed types of errors to be manually processed during the execution of Batch Input files.

Common Errors while processing Batch-input

Solution

Movement type field mandatoryPour certains comptes, cette zone est rendue obligatoire via une procédure de validation FI

Fill the area with the "F99" value corresponding to the code used for occasions.

Partner company code

This information will be populated with the value corresponding to the Company being treated .Ex. : 77436 pour la société 7743 Rhodia Siliconi (estrela)

Value Date MandatoryMandatory for bank accounts

Closure period (31/12/NN)

Baseline Date MandatoryMandatory for 3rd parties accounts with code CGS

Closure Period (31/12/NN)

VAT CODEMandatory to insert the VAT code for Suppliers and Customers accounts

Codes to use :       CI for VAT deductible (Suppliers)       1G for VAT collective (Customers)



Use Profit center: Z006-9999

Manual Postings


Execute manually the posting template.
File in Appendix of this Procedure. 

Final Actions


After all the steps are done, we need to:
1 - Check the consistency and to reverse ALL the changes that we did before.
2 - Reverse all the changes done before
3 - Close the periods (OB52 and n/FIN3/OKP1_BK) 

3.2.2. Step 2 of Task 2

...


Sometimes the customer account is block at company level open it to make the clearings and when finished close it again.