1. Objective and Scope

1.1. Objective of this Operation

The purpose of this document is to explain how to retrieve from SAP the Journal entries book, known by Libro Giornale, one of the accounting books required by Italian law. It contains the records of all the accounting movements of a company. 

The objective is to prepare and check consistency of the data to print for each company. The information is sent via PDF to be uploaded by CAM in an electronic archive.

1.2. Scope

This procedure applies to the following Italian companies:

2. Definitions

See Finance Glossary:

• CAM

3. Tasks description

3.1. Periodicity

The procedure can only be started when we have the confirmation that the closing of the year is finalized. 

This means that for months of December we will perform it first in test mode, in real mode can only be done after the procedure "Final postings for year end closure", also known as, Diversi a Diversi is done. Afterwards it has to be performed on a monthly basis.

3.2. I retrieve from SAP the Libro Giornale (PF1)

3.2.1. I check if the tables are updated

 Before starting the extraction for the current year you have to update in SM30 the tables for program ZIBELJ10:

1) For that enter in SM30;

2) In field Table/View select T900;

3) Click in Display.

 As soon as you have access to the details you can select Position and in field PROG add ZIBELJ10 to visualize the information you need to add.

 As a final step click in Display> Change bottom (highlighted in yellow):

Then choose New Entries:

 and add:

 ZIBELJ10             0279                20XX  000000

Save it. 

 ADD one entry by each company 

3.2.2. I run transaction Z1F_IT_ZIBELJ11 and ensure consistency of data

Run transaction Z1F_IT_ZIBELJ11 with the following variants:

Confirm that the fields indicated are updated with:

• Fiscal Year: current year
• Posting date: previous period
• Year of Print: current year
• NEW DOCUMENT JOURNAL is selected
• Test is selected

Execute the transaction in test mode and as a first step ensure the following checks:

• On the third page of the monthly report we need to check if the carry-over balance is correct (should be the same as previous period with the exception of January):

 If in January:

In February the report need to be be:

• Last numbering page of the month and the first page of the following month should be sequential (with the exception of January):

If in January:

In February the report needs to be:

• The numbering of the report must be sequential:

• Penultimate page of the report should evidence the balance of the report:

If all checks are consistent, go back and unselect the test mode and run the transaction in background.

As a second step, go to SM37 and make a quick check on the spool to ensure the numbering. Note that, if you run the transaction in real mode and the pages are not correct, we have to request IS to reset the data for the month (see example in attachment).

Depending of the company we can have more than 500 pages to be printed. As the electronic archive accepts only 500 pages we have to create as many pdf as necessary (500 by 500 pages).

To facilitate name of the files like exemplified CCCC_LIBGIO_XXXX_YY_ZZ where:

• CCCC – Company Code
• XXXX – Year
• YY – Month
• ZZ – pdf file number (01,02,03….)

Archive the documents in Google Drive / IT LIBRO GIORNALE.

And inform CAM that the process is completed and share the documents extracted.

3.3. I retrieve from SAP the Libro Giornale (WP1)

Run transaction Z1F_IT_ZIBELJ11 with the following variants:

3.4. I retrieve from SAP the Libro Giornale (PE1)

Perform the logon in Italian language.

Run transaction S_ALR_87012287 with the following variants:

End of document.