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 prepared is sent via PDF to be uploaded in an electronic archive, this is done by an external consultant and only possible if we follow some rules and perform the procedure as explained. 

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) 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 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:

• • 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 ends with 510 pages:

In February the report needs to start with 511 page:

• • 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 and archive 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 (00,01,02,03….)

For the companies with only a file the name is XXX_LIBGIO_2021_01_00.PDF.

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)

Enter in system in IT language, so that the reports may be retrieved in Italian language.

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 and archive the data extracted

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), go to printer icon and print 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 (00,01,02,03….)

For the companies with only a file the name is XXX_LIBGIO_2021_01_00.PDF

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.