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

The scope of this procedure is worldwide.

2. Definitions

See Finance Glossary 

3. Tasks description

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

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 Service One.

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 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
  • Only posting automatically

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).

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 PF1 and XEU1 for WP1). 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.

3.4.1 I create company view in Reference Company (XEU1 for WP1 / MOCO for PF1/PI1)

To maintain consistency in company code data, a “reference company code” is used as the basis for creating operational companies.

Each account created in the global CoA Z001/COCA must be extended to the reference company code:

• • “XEU1” in WP2
  • “MOCO” in PF2.

Automatic Replication:

In both systems, accounts are automatically replicated to non-production environments at both CoA and company code levels.
Wait for the replication at CoA level to complete before creating the MOCO & XEU1 references.

• • WP2: Replication occurs at every hour + 30 minutes (e.g., 9:30, 10:30, etc.). After creating the G/L account in Z001, wait for the next transfer before proceeding.
  • PF2: Replication occurs on the hour (e.g., 9:00, 10:00, 11:00, etc.). After creating the G/L account in COCA, wait for the next rounded hour before continuing, to allow automatic replication to PF2_020, PI2_020, etc.
  • PF2 Only: Ensure you are working in client 020 of “ERP Production PF2,” as the company code level exists only in PF2_020, not in PRS.

The steps to create the G/L account in the reference company code are similar to the ones described in section XXXX of this document. In summary, the steps are: 

1.  Launch transaction FSS0.
2. Enter the account and company code:
   • XEU1 (WP2)
   • MOCO (PF2)
3. Use a reference account to replicate parameters:
   • Click “Create with template” (or use menu: G/L accounts → create with reference account).
   • For multiple similar accounts, use the previously extended account as a reference.
4. Verify account parameters:
   • Pay special attention to the “field status group” (tab: “create/bank/interest”) as this may impact BFC headings. Please check the requirements listed in "managing Transaction types for B/S Accounts " in this document

5.Save the account.

3.4.2 Managing Transaction Types for B/S Accounts

For B/S accounts, there are 3 possibilities to manage transaction types :

• 1st Alternative: If the account will have multiple types of operating transactions (e.g., allowances, withdrawals):

  • WP2: Select the appropriate option based on required posting data:
    • ZZ01: Transaction Type mandatory
    • ZZ02: Transaction Type mandatory, External Reference optional
    • ZZ05: For Bank accounts—Value Date and Transaction Type mandatory
    • ZZ08: Transaction Type and JV partner mandatory
  • PF2: Select the code according to mandatory fields required by the BFC heading:
    • GEN3: Transaction Type mandatory
    • GEN5: Business Area and Transaction Type mandatory
    • GENA: Transaction Type and External Reference mandatory

  After account creation, update Table ZWFAT198 with the new account to list possible combinations between G/L accounts and Transaction Types.

• 2nd Possibility: If the account will have a single transaction type, select the appropriate transaction type in this field.

  • Substitution rules via sets of accounts apply. Update sets of accounts after account creation.

• 3rd Possibility: For accounts with extraordinary movements (e.g., perimeter entry), select the appropriate code for “field status group” (e.g., G005, G001, G067). Transaction type is linked to document type.

Additional WP1-Specific Steps

• • Update Table ZWFAT198 (for new B/S accounts with recurrent movements):

    • 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.

  • Manage Default Flows Assignment (see 2nd possibility above):

    • 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.

3.4.4 I Create a G/L account using transaction FSS0

  This is a manual procedure to create a G/L account for both PF2 (020) and WP2 (400). For PF2,  make sure you are working in client 020 of system “ERP Production”.

3.4.5 G/L bank accounts specifications

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