Reconciliation SAP FI, CO with CO-PA

SAP ICR_002-Add-on (Tool-kit)

Fast Month-End-Closing, Process reconcile SAP FI, CO <-> CO-PA

Nick Scherer, nick.scherer@spc4saparis.ch www.spc4saparis.ch M: +41 79 833 22 33

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Closing Process Without ICR-Add-on Reconciliation

Company 1300 Company 1200 Local Closing Process Company 1100 Local Closing Process Company 1000 Local Closing Process Local Closing Process
Goods Issue (COGS) USD 3.000

Company 2300 2200 Local Company Closing Process Company 2100 Local Closing Process Partner COPA Local Closing Process Local Closing Process
i.e. COGS USD 3.500

Analysis of differences is very difficult Many different ways of excel lists must be created to find the differences Missing processes cannot be showed No communication and traking support between controller and logistic Posting Period closed Processes partly reversed, Currency differences Cost estimation differences 2 FI-GL, UKV, Reported by cost element

Local Closing Find differences not easy

Wehre are the wrong documents?

Closing Process with ICR_002-Add-on, Recon. FI/CO <-> CO-PA

Company 1300 Company 2300 Company 1200 Company 2200 Local Closing Process with Local Closing Process Reconciliation ICR-tool-kit Company 1100 Company 2100 Local Closing Process Local Closing Process Intercompany Reconciliation Enable analysis early in Local the Partner Company 1000 Company 2000 COPA Local Closing Process Closing Process Reconciliation FI with CO-PA Communicate with responsible closing process Local Closing Process Local Closing Process Local Closing Process Find differences easy as part of accountants Avoid differences altogether closing process Receivables 2000: EUR FI-GL-Account 5.000 Receivables 1000: USD 3.500 local Post corrections Navigation to the source Characteristic/Valuefields PayablesElement CO-Cost 2000: USD 3.500 3.000 Payables USD 3.500 1000: 5.000 EUR 3.000 Navigate all relevant documents document USD 2.000 per mouseclick Communication- and Tracking function available Reconcile any time in the month Monitoring value flow Local in Closing Processes Reconcile local currency And Elimination much more of Differences
Goods issue EUR 5.000 USD 3.500 Invoice in CO-PA EUR 5.000 USD 3.500

Reconciliation Process flow with ICR_002-Add-on

Data Selection (1) Data Matching(2)

Post Corrections *

Data Presentation & Analysis(3)

Communication(4)

* Available through programming interface (BAdI) or Online posting in case of errors

New Reconciliation Functionality with ICR_002-Add-on

Agenda: Single Steps of ICR_002 Add-on Supported Business Processes Data model Data selection automated matching and storage Data presentation and reconciliation Communication- and tracking support Availability Technical aspects Implementation, see the last slide FAQ:
Is this tool replacing the Account-based CO-PA? yes Can all postings in FI, CO-OM, CO-PC be reconciled automatically with CO-PA? yes

Steps of Reconcile FI/CO with CO-PA

Retrieve relevant data from FI, CO-OM and CO-PA Store relevant data in central system Global Special Ledger Assign documents automatically based on customizable business rules (hard rules; e.g. same reference, Sales Order, Materialnumber, and so on) Access central system (local or group accountants, controller) Find matching documents using customizable business rules (soft rules; e.g. same document date, local currency, and amount) Assign matching documents Communicate with other users by e-mail and workflow Enhancement of functionality possible through BAdI (e.g. posting of correction documents in operative and/or reconciliation system) Posting from FI,CO can be overtaken Online and in Batch into the Special Ledger Postings in CO-PA can be overtaken in Batch or start the TC: FBICS2 - GL Accounts: Select Documents into the Ledger.
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Supported Business Processes

Reconciliation of Open Items at key date
GL accounts with open item management Customer/vendor accounts with open item management

Reconciliation of documents according to posting date

GL accounts with posting in FI,CO-OM and CO-PA on IRC_002-Add-

Data Model
Mandatory characteristics
Company Partner company Document Number Transaction currency Amount in transaction currency Local currency Amount in local currency

Additional characteristics
Any additional document characteristics
Material number Sales Order Sales Order item Purchase Order / Item

Any customer definable characteristics

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Data Selection with SAP-Integration

SAP Integration
Data selection across SAP systems Access via RFC (Remote Function Call) Function modules for data selection are available for
4.6C R/3 Enterprise SAP ERP

Components for data selection

FI Documents FI Open Items on GL accounts FI Open Items from sub-ledgers BAdIs to select Data from outside of FI and SAP-System

Automatic derivation of
Company from company code Group account from operative account

Data Selection from Non-SAP Systems

Non-SAP systems
SAP provides a programming interface for the data selection of documents and/or balances
Pull principle Data selection program calls customer specific data selection logic (BAdI)* Data selection program stores data in ICR database Example: Read from legacy system Push principle Non-SAP application calls SAP function module SAP function module stores data in ICR database Example: customer creates web transaction for supplying data

(*) BAdI = Business Add In

in ABAP Objects

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Data Selection & Storage: FI, CO <-> CO-PA, ICR_002

SL Global Ledger Y2 Tables: FBICRC002A FBICRC002T

Control tables RFC destinations Last selection

Data selection process

Reconciliation System
Online/ U-exit CO-OM CO-PC BKPF BSEG Posting from FI, MM, SD, CO-OM, to CO-PA are extracted by TC: FBICS2 Into Ledger Y2 FBICS2 BAdI CO-PA

Online Posting from FI, MM, SD, CO-OM, into Ledger Y2

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Data Selection Further Aspects

Pre-requisites
Data delivery from the source systems contains global characteristics

Standard validations
Valid companies Valid group accounts

Customer specific validations

SAP provides BAdI User-exit Examples for customer specific validations
Valid combinations of company/profit center Valid characteristics for any sub-assignments

...

Monitoring
Storing of logs for data selection per company Information: date, time, user,
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Data Storage
Technical aspects
Documents are stored in reconciliation system using standard FI-SL functionality (2 Tables: Line-items and sum items) Standard reporting tools for FI-SL are available for reconciliation data:
Report Writer / Report Painter Drill-down reporting Data export to SAP Business Information Warehouse

Functional aspects
Changes to documents will not be overwritten by new data selection
Reconciliation of Open Items
Data selection program determines whether document has been transferred before only new documents are added; cleared documents are deleted

Reconciliation of documents
Delta selection (only newly posted documents are transferred)

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Data Selection, Storage, Presentation, Analysis

Summary Select data from operative systems (e.g. as scheduled background job from SAP systems and flat file upload for non SAP systems) Store data in central Reconciliation System (ERP2005) Assign documents automatically using customizable rules (e.g. matching reference numbers,,) Present data to accountants responsible for reconciling differences (local accountants or group accountants depending on organizational structures) Using communication tools like e-mail Store communication or process status to specific problem processes Replacing completely the Account-based CO-PA Accelerate closing and Reconcile process significant.

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Data Presentation: User Interface

Hide / Show the following slides depending on options: SAP iTutor available in same folder Live Demo in the system Use slides SAP iTutor for ICR_002-Add-on not available at this moment See next slides as an overview

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Omya SAP-CC

Data Presentation: User Interface Functions

Data Presentation: User Interface Layout

Unassigned documents of selected company; flexible layout to show any information contained in Reconciliation DB

Unassigned documents of selected partner; flexible layout to show any information contained in Reconciliation DB

Differences to be reconciled per partner

Assigned documents for selected business relationship

Data Presentation and Reconciliation Functionality

Functionality
Assign documents / delete assignments Set status (e.g. communication and processing status) Find matching documents using customizable rules Correct transaction or local currency and amount manually Correct amount, wrong transaction or local currency manually Communication support Template based mails Contact person database Customer specific functions through BAdI Standard functions can be deactivated

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Availability
The new functionality is contained in mySAP ERP 2005. mySAP ERP 2004 is generally available as of March, 1st, 2005. Customers need a license for mySAP ERP or mySAP Business Suite. This may imply a change of contract from SAP R/3 or R/3 Enterprise to mySAP.

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Technical Aspects
Reporting
Report Writer / Report Painter Drill-down reporting Export to BW A new FI-SL Global Ledger is a must for ICR_002-Add-on

User interface
SAPGUI for Windows or SAPGUI for HTML

Assignment to component
ECC 5.0 (= ERP Core Component) Functionality is not contained in isolated BW/SEM installation

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Service Portfolio in the ICR-environment from SPC:

IRC-003: Intercompany reconciliation for Customer / Vendor ICR-003: Implementation of NON-SAP companies, customer/Vendor ICR-002: Reconcile FI, CO-OM with CO-PA, as an Add-on Solution with several BAdIs ICR-001: Any matching issue with external or internal SAP Data Nick Scherer, SPC Scherer & Partner GmbH dispose over 20 years of SAPBusiness Consulting experience in many different Business Processes. More see under http://www.spc4saparis.ch / Project Expericence

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Implementation scenario for ICR-002-Add-on

Live demo with this ICR_002 Tool-kit Analyze your System environment Analyze process flow from FI-GL, MM, SD,,, to CO-PA Create offer for implementation and Add-on Implementing, testing, training the solution and over give the documentation to the Customer For more information and question, please ask

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Nick Scherer Raebeweg 8 CH-6402 Merlischachen Switzerland M: +41 79 833 22 33 E: info@spc4saparis.ch I: www.spc4saparis.ch