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. This is one of the accounting books required by Italian law that 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 is performed on a monthly basis but can only be started when we have the confirmation that the closing of the previous 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 can 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 extractions for the current year you have to update the tables for program ZIBELJ10:

1) For that enter in SM30;

2) In field Table/View select T900 and click in display:

3) 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.

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

 Then choose New Entries:

and add:

 Example: ZIBELJ10             0279                20XX  000000

Save it. 

 ADD one entry for each company 

3.2.2. I run transaction Z1F_IT_ZIBELJ11 in test mode 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:

3.2.3. I run transaction Z1F_IT_ZIBELJ11 in real mode 

If all checks are consistent, go back in transaction Z1F_IT_ZIBELJ11:

 - Unselect the test mode;

 - Run the transaction in background.

3.2.4. I download the data extracted

Go to SM37 and make a quick check on the spool to ensure the numbering is correct and download the data in .pdf format. 

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 the rule for the name of the files can be 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 sharing the documents extracted.

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

3.3.1. I run transaction S_ALR_87012287 in test mode and ensure consistency of data

Run transaction S_ALR_87012287 with the following variant:

Confirm that the fields indicated are updated with:

• • Company Code: 8090
  • Fiscal Year: Current year
  • Posting date: previous period
  • Test Run: Selected

Execute the transaction in test mode and ensure the checks as explained in step 3.2.2.

3.3.2. I run transaction S_ALR_87012287 in real mode

If all checks are consistent, go back in transaction S_ALR_87012287: 

 - Unselect the test mode;

 - Run the transaction in foreground.

3.3.3. I download the data extracted

To download the information the steps to follow are:

  1. Go to List > Save/Send > File and select uncoverted     

It will open a new window and you can save the file in your desktop with .txt type.

 2. As WP1 is not so advanced as PF1 we will need to do some additional work to transform the file downloaded into a .pdf file type.

     2.1. Open the file downloaded using Word program: 

            It will ask you how you want to see the data > Select Windows (Default) and press OK;

     2.2. Select all text and change text size to 10;

     2.3. Go to Page setup and modify the Margins, Orientation and Size of the pages as highlighted below and press OK whe finalised:

    Once all steps completed we will have as many pages as in SAP, just check if at the bottom of each one we have the cumulated  amount and in the beggining of the next the correct page number and CarryFwd amount: 

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

3.4.1. I run transaction S_ALR_87012287 in test mode and ensure consistency of data

Run transaction S_ALR_87012287 with the following variant:

Confirm that the fields indicated are updated with:

• • Company Code: 7257
  • Fiscal Year: Current year
  • Ledger: 1L
  • Posting date: previous period
  • Test Run: Selected
    
    

Execute the transaction in test mode and ensure the checks as explained in step 3.2.2.

3.4.2. I run transaction S_ALR_87012287 in real mode

If all checks are consistent, go back in transaction S_ALR_87012287: 

 - Unselect the test mode;

 - Run the transaction in foreground.

3.4.3. I download the data extracted

To download the information the steps to follow are:

  1. Go to List > Save/Send > File and select uncoverted     

It will open a new window and you can save the file in your desktop with .txt type.

 2. As PE1 is not so advanced as PF1 we will need to do some additional work to transform the file downloaded into a .pdf file type.

     2.1. Open the file downloaded using Word program: 

            It will ask you how you want to see the data > Select Windows (Default) and press OK;

     2.2. Select all text and change text size to 10;

     2.3. Go to Page setup and modify the Margins, Orientation and Size of the pages as highlighted below and press OK whe finalised:

    Once all steps completed we will have as many pages as in SAP, just check if at the bottom of each one we have the cumulated  amount and in the beggining of the next the correct page number and CarryFwd amount: 

  3. The last step is to save the document as type.pdf. Go to save as, select type PDF and save the document: 

To facilitate the rule for the name of the files can be 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 sharing the documents extracted.

4. Errors handling

If for some reason in the checks you detect inconsistencies in the page numbering sequence, totals carry forward or sequence number you have to contact IS to reset the report, indicate as much information as possible and the last report extracted sequences to support the request.

In case you need to run the transaction a second time for the same period after running the first time in real mode you have to send a request to IS to reset not only the page numbering but also the sequence number of the report, for example: 

End of document.