Tasks to be completed when documenting an SAP Transaction, Report or Message code.

1. Title of the page = SAP Transaction code, SAP Report or SAP Message

2. Add the following Labels, respectively:

    • SAP Transaction => "sap_transaction", Transaction code "xxxx"

    • SAP Report => "sap_report"

    • SAP Message => "sap_msg"

3. On the left section, describe the steps. On the right section, insert respective print screens and additional guidelines, if needed (e.g. Main selections of the transaction...)

STEP 1

Use transaction code: 

Z1F_Stock_transit_V - Stock Transit - Posting & Reverse: Initial Screen


As usually at the end of month some goods delivered between Group companies has not been reach their destination, and so has not been post as good receipts by the buyer company, there is the need to post the goods as Stocks in Solvay Financial statements of the Group. The way that is defined by Solvay rules is that these goods are Stock in Transit of the buyer company.


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Accounts to use

The accounting department transfers, once a month, the detail of the "stock in transit" in the specific account depending of the "types" of goods:

  • 2020000000 "Finished goods inventory in transit"
  • 2100010201 "Raw materials in transit"
  • 2100110001 "Semi-finished goods in transit"

The posting is reversed the first day of the following month. 



Periodicity

At the end of the month; after automatic clearing of the account 2320000000 "Invoice to be received" (see: PTP archived-SOP10.1/02-v.02 - Manage accruals accounts linked to MM). (Change PTP)(error)

As this operation has no impact on others processes, it is recommended to launch it at the end of the closure process (night of D+4 or night of D+5). 

Checking before launch the transaction

Before the launch of the transaction, it is necessary to check if all the open invoices of the G/L account 2320000000 has to be transferred in the "stock in transit" accounts 2020000000 / 2100010201 / 2100110001 for their total amount or partially. 

Go to transaction Z1F_Stock_transit_V:

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The transaction proposes the invoices to be transferred based on the following calculation by "assignment".

1) Only 1 line item for the assignment 

    • If Debit => proposed for transfer

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    • If Credit => not proposed for transfer

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2) More then 1 line for the assignment

    • Total "Amount" and Total "Quantity" = 0 => not proposed for transfer (documents have to be cleared)

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    • Total "Amount" not = 0 and Total "Quantity" = 0 => not proposed for transfer

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    • Total "Amount" an Total "Quantity"< 0 => not proposed for transfer

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    • Total "Amount" an Total "Quantity"> 0 => the detailed document aren't proposed for transfer but a line for the difference is calculated and proposed for transfer

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The total amount of the assignment is 2X the real total amount because the additional line is included.

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Basically, the program searches all the invoices received without corresponding goods received in the month, posted by a "Sales company" (= company which sells goods produced by another company) and books in the "Stock in transit" account with counterpart in the "Internal - Vendors accrual account.



STEP 2

Select the transaction fields

CompanyCompany code of the company
G/L accountAlways G/L account 2320000000 (proposed by default)
Date for calculation and for postingDate for calculation and for posting (normally the last day of the closing month)
Only group vendorSelect all posting where the Trading partner is not empty
Group vendors & Third partySelect all the postings 


It's also possible to run the transaction for more than one company at the same time. 

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STEP 3

Get the proposed list of invoices to be transferred 

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Execute: 

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In order to generate only two postings for each company we should sort by Company Code before executing the posting. 

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STEP 4

Validate the invoices to be transferred


The transaction shows all the lines selected regrouped by assignment with the proposed status:

  •  (to be transferred)
  •  (not to be transferred)

During the "validation" phase, the operator has the possibility to remove and/or add the "flag"  proposed by the system for any good reason. 

If required by "Local Accountant" the selection can be downloaded in excels using  and sends for Local validation. 

It is not possible to save the intermediate validation in the system and after confirmation of the "local accountant" it will be necessary to remove and/or add the "flag" again. This "local" validation is only recommended in implementation phase. 

In this file:

  • Status  is replaced by 
  • Status by 


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Remark

Material code are normally between 10000 and 999999, the material type Z700; if not please check with locals or process owner team if it is correct.




STEP 5

Perform the posting


Country where the "variation posting" is needed

For the companies where the "Purchase Account Processing" is active, a complementary posting on the accounts 604000000 / 6000000100 / 6001000000 & 6092100000 / 6090100100 / 6090100400 will be automatically posted. 



Remark

The period selected and the next period must be opened for G/L account 2020000000 / 2100010201 / 2100110001, 2322010000, 60400000000 / 6000000100 / 6001000000 & 6092100000 / 6090100100 / 6090100400 otherwise the document will not be created. If the period is not open you should ask to the Specialist or Senior Operator to open the period (Transaction OB52) for these accounts and process the posting again. Afterwards request them to close the period again. 

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After validation, the posting has to be executed with  
The transaction creates:

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1) One FI posting FB01 :

    • Posting date = the last day of the month
    • Document type = S1
    • Debit on G/L account = 2020000000 / 2100010201 / 2100110001 with the following detail in the line items:
      • Purchasing order
      • Material code
      • Business area
      • Profit center
      • Trading Partner
      • Amount in local currency
      • Quantity

    • Credit on counterpart account = 2322010000 (not 2320000000 which is an automatic account) with the same detail in the line items

      For DE, G/L account 2322010099 is used.

      If "variation posting" is foreseen:

      • Debit on P&L account = 6040000000 / 6000000100 / 6001000000 with total amount of the operation and profit center = CHEF_DUMMY (for PF1)
      • Credit on counterpart account = 6092100000 / 6090100100 / 6090100400 with the same detail.

2) One FI reversal posting FB08:

    • Posting date = first day of the next month

The transaction provides the list of document created (original + reversal).

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Close the transaction with  and if required by Local Finance a case with documents posted should be open.