1. 16.07.2013 / 14:53
CONTENTS
Sheet Comments
1 NOTES
2 MONTH-END CLOSING CROSS-MODULE PLANNING SCHEDULE
a FI/CO MONTH END SCHEDULE
b PROFIT CENTRE ACCOUNTING
c BACKGROUND
d BACKGROUND - IF PROFIT CENTRE ACCOUNTING IS IMPLEMENTED
SAP R3 Month-end Cross-Module Closing Schedule / Contents 1/20.
2. 16.07.2013 / 14:53
NOTES
A Basic Rules
1 Dependencies first.
2 Recommended Broad Sequence of Events
a All FI postings incl. from LO & AM
b All intra-CO Postings
c Activity Prices
d Equivalence Numbers
e Activities
f Overhead Rates
g Overhead & Surcharge Allocation
h Results Analysis
i Variance Calculation
j Settlement
k Stat Key Figures
l CCA Cycles
m CO-FI Reconciliation Posting
n FI BA/PC Clearing
o FI PA Adjustment
p FI Period Close
q MM Shifter
r Validation of results
s Rest
3
B General
1 The "X" markings in the "Priority" columns are merely examples.
2 Indicate in column "A" by means of a "Y" which of the modules and tasks will be used. Set the filter on "Y".
3 Each company should update the schedule as required.
4 The schedule can then be copied per month and the "X"s replaced with actual dates and times.
5 Should any other activities need to be added, simply insert in the applicable area and update as required. Toggle "Protect Sheet" as required.
All activities indicated in a priority column must be completed BEFORE commencing activities indicated in the next column. Therefore a left to right rule applies. Per
module, activities per column should largely be completed in the order of appearance.
SAP R3 Month-end Cross-Module Closing Schedule / 1 2 /20
3. 16.07.2013 / 14:53
Area Modl Sq Activity TCode -7 -6 -5 -4 -3 -2 -1 0 1 2
FI GL General Ledger
FI GL 1 Clear prior month’s VAT to the payment clearing account S_ALR_87012357, FB41 X
FI GL 2 Pay prior month’s VAT due X
FI GL 3 Post periodic standard journals FB50/F-02 X
FI GL 4 Accruals – Manual postings X
FI GL 5 Account Clearing – Automatic or Manual F.13/F-03 X
FI GL 6 Execute Recurring Entries F.14/F.15 X
FI GL 7 Interest Calculation F.52 X
FI GL 8 Maintain Exchange Rates OB08 X
FI GL 9 Foreign Currency Open Item & Account Valuation F.05 X
FI GL 10 Enter Accruals/Deferrals – Current Month FBS1 X
FI GL 11 Reverse Accrual/Deferrals – Prior month F.81 X
FI GL 12 GR/IR Clearing F.19
FI GL 13 Profit and Loss Adjustment F.50 X
FI GL 14 Balance Sheet Adjustment F.5D - F.5G
FI GL 15 Check/Count - Comparison F.03 X
FI GL 16 Period Close OB52 X
FI GL 17 Reporting X
FI GL 18 Reconciliation of BS Accounts X
FI GL 19 Validate control accounts re AR, AP, AM, CO, MM, etc. X
FI GL 20 Confirm Business Area Balancing (After CO-CE Reconciliation Posting CO →
FI)
X
FI GL 21 Carry-forward balances F.16
FI AR Account Receivable
FI AR 1 Post adjustment journals FB70/FB75 X
FI AR 2 Post incoming payments F-28 X
FI AR 3 Process refunds X
FI AR 4 Recurring entries F.14/F.15 X
FI AR 5 Interest Calculation F.2A,F.2B,F.2C,
F.24,F.26
X
FI AR 6 Account Clearing F.13/F-03 X
FI AR 7 Maintain Exchange Rates OB08 X
FI AR 8 Foreign Currency Open Item Valuation F.05 X
FI AR 9 Doubtful Receivables Transfer Posting F103 X
FI AR 10 Reserve for Bad Debt F104 X
FI AR 11 Reclassify Receivables F101 X
FI AR 12 Check/Count F.03,F.2E,F.17, F.1B,F.1A X
FI AR 13 Period Close OB52 X
FI AR 14 Validate Totals against GL Control Accounts X
FI AR 15 Reporting X
FI AR 16 Dunning F.150 X
FI AR 17 Correspondence including Statements X
Priority
SAP R3 Month-end Cross-Module Closing Schedule / 2 3 /20.
4. 16.07.2013 / 14:53
Area Modl Sq Activity TCode -7 -6 -5 -4 -3 -2 -1 0 1 2
Priority
FI AR 18 Evaluations F.29/F.30 X
FI AR 19 Carry-forward balances F.07 X
FI AR 20 Archive F48A,F64A,FCAA,F56A,F61A X
FI AP Accounts Payable
FI AP 1 Post adjustment journals FB60/FB65 X
FI AP 2 Post Vendor Intercompany Postings FB60/FB65
FI AP 3 Manual payments F-53,F-58 X
FI AP 4 Payment run F110 X
FI AP 5 Recurring entries F.14/F.15 X
FI AP 6 Interest Calculation F.2A,F.2B,F.2C,
F.24,F.26
X
FI AP 7 Account Clearing F.13/F.44 X
FI AP 8 Maintain Exchange Rates OB08 X
FI AP 9 Foreign Currency Open Item Valuation F.05 X
FI AP 10 Reclassify Payables F101 X
FI AP 11 Check/Count F.03,F.2E,F.17,
F.1B,F.1A
X
FI AP 12 Cleared Cheque Issued FCHR
FI AP 13 Period Close OB52 X
FI AP 14 Validate Totals against GL Control Accounts X
FI AP 15 Reporting X
FI AP 16 Correspondence F.61,F.63,F.27,F.62 X
FI AP 17 Evaluations F.45/F.46 X
FI AP 18 Carry-forward balances F.07 X
FI AP 19 Archiving F48A,F64A,FCAA,F56A,F61A X
FI BANK Bank Accounting
FI BANK 1 Archiving F61A
FI AM Asset Management
FI AM 1 Finalise all transactions X
FI AM 2 Settle/Capitalise Assets under Construction AIAB,AIBU X
FI AM 3 Revaluation – Manual or automatic AR29 X
FI AM 4 Set Index Figures ABAW/OAV5 X
FI AM 5 Depreciation Run AFAB X
FI AM 6 Periodic Posting ASKB
FI AM 7 Validate Totals against GL Control and Expense Accounts X
FI AM 8 Account Reconciliation ABST2 X
FI AM 9 Reporting X
FI AM 10 Fiscal Year change AJRW X
FI AM 11 Year-end closing AJAB X
CO CCA Cost Center Accounting
CO CCA 1 Intra-CO postings KB11N,KB14N,KB41N,KB44N,KB61,KB64 X
CO CCA 2 Activity Prices KP26 X
SAP R3 Month-end Cross-Module Closing Schedule / 2 4 /20.
5. 16.07.2013 / 14:53
Area Modl Sq Activity TCode -7 -6 -5 -4 -3 -2 -1 0 1 2
Priority
CO CCA 3 Activity Postings KB21N,KB24N,KB65,
KB66,KB67,KB51,
KB54
X
CO CCA 4 Statistical Key Figures Postings KB31N,KB34N X
CO CCA 5 Periodic reposting KSW5 X
CO CCA 6 Accrual Calculation KSA3 X
CO CCA 7 Actual Overhead KSI4 X
CO CCA 8 Overhead Commitment KSO9 X
CO CCA 9 Completion of standard tasks by ALL accountants
CO CCA 10 Distribution KSV5 X
CO CCA 11 Assessment KSU5 X
CO CCA 12 Indirect Activity Allocation KSC5
CO CCA 13 Template Allocation KPAS
CO CCA 14 Target=Actual Activity Allocation KNMA
CO CCA 15 Variances KSS1
CO CCA 16 Predistribution of Fixed Costs KSFX
CO CCA 17 Splitting KSS2
CO CCA 18 Price Calculation KSII
CO CCA 19 Confirm expected results of cycles, etc. X
CO CCA 20 Period lock OKP1 X
CO CCA 21 Summarisation KR05 X
CO CCA 22 Reporting X
CO CCA 23 Commitment carried forward KSCF
CO CCA 24 Archiving KA10,KA12,KA16,KA18,FMRE_ARCH X
CO IOA Internal Order Accounting
CO IOA 1 Activity Prices KP26 X
CO IOA 2 Activity Postings KB21N,KB24N,KB65,
KB66,KB67,KB51,
KB54
X
CO IOA 3 Statistical Key Figures Postings KB31N,KB34N X
CO IOA 4 Template Allocation CPTA/CPTB
CO IOA 5 Revaluation at Actual Prices KON1/KON2
CO IOA 6 Overhead Rates KOG2/4 & KGI2/4
CO IOA 7 Interest Calculation CJZ6/CJZ8
CO IOA 8 Status Management KO02,KOK2,KOK4 X
CO IOA 9 Results Analysis KKA0,KKA1,KKAI X
CO IOA 10 Settlement KO88,KO8G,KOB5 X
CO IOA 11 Check for expected, and unexpected, developments X
CO IOA 12 Period lock OKP1 X
CO IOA 13 Order Summarisation KKRC X
CO IOA 14 Reporting X
CO IOA 15 Archiving KOAR,KOAA,FMRE_ARCH X
SAP R3 Month-end Cross-Module Closing Schedule / 2 5 /20.
6. 16.07.2013 / 14:53
Area Modl Sq Activity TCode -7 -6 -5 -4 -3 -2 -1 0 1 2
Priority
CO PP Production Controlling
CO PP 1 Activity Prices KP26 X
CO PP 2 Activity Postings incl. via Completion Confirmations KB21N,KB24N,KB65,KB66,KB67,KB51,KB54 X
CO PP 3 Statistical Key Figures KB31N,KB34N X
CO PP 4 Maintain Templates S_ALR_87008041
CO PP 5 Overhead Rates S_ALR_87008272,S_ALR_87008275 X
CO PP 6 Status Management CO02 X
CO PP 7 Template Allocation KPTA,KPTD
CO PP 8 Revaluation at Actual Prices KFN1,KON2
CO PP 9 Overheads KGI2,KO43 X
CO PP 10 Closing RA Period KKA0 X
CO PP 11 WIP Calculation KKAX,KKAO X
CO PP 12 Variance Calculation KKS2,KKS1
CO PP 13 Settlement KO88,CO88 X
CO PP 14 Confirm WIP, etc. against the GL Accounts X
CO PP 15 Check for expected, and unexpected, developments X
CO PP 16 Period lock OKP1 X
CO PP 17 Order Summarisation KKRV,KKRC,KKRS X
CO PP 18 Order Selection S_ALR_87013127 X
CO PP 19 Reporting X
CO PP 20 Archiving KOAR,KOAA X
CO PC Product Costing
CO PC 1 Create Standard Cost Estimates CK40N, CK11N,KKPAN X
CO PC 2 Price Update (Marking) CK40N,CK24 X
CO PC 3 Price Update (Release) CK40N,CK24 X
CO PS Project Systems
CO PS 1 Periodic Reposting KSW5
CO PS 2 Template Allocation CPTK,CPTL
CO PS 3 Revaluation at Actual Prices CJN1,CJN2
CO PS 4 Applied Overhead CJ44,CJ45
CO PS 5 Interest Calculation CJZ2,CJZ1
CO PS 6 Results Analysis CJC1,KKG2,KKA2, KKAJ
CO PS 7 Settlement CJ88/CJ8G
CO PA Profitability Analysis
CO PA 1 Assess Cost Centre Costs KEU5 X
CO PA 2 Indirect Activity Allocation KEG5
CO PA 3 Template Allocation CPAE
CO PA 4 Periodic Valuation KE27
CO PA 5 Top-down Distribution KE28,KE29
CO PA 6 Confirm expected results X
CO PA 7 Reconcile Billing and Cost of Sales to SD, GL, etc. X
CO PA 8 Check for expected, and unexpected developments X
SAP R3 Month-end Cross-Module Closing Schedule / 2 6 /20.
7. 16.07.2013 / 14:53
Area Modl Sq Activity TCode -7 -6 -5 -4 -3 -2 -1 0 1 2
Priority
CO PA 9 Summarisation KEDU,KEDW X
CO PA 10 Reporting KE30 X
CO CEA Cost Element Accounting
CO CEA 1 Accrual Calculation KSA3 X
CO CEA 2 Reconciliation posting CO->FI KALC X
CO CEA 3 Reconcile cost element totals to the GL Accounts S_ALR_87013603 X
CO CEA 4 Reconcile Business Area Balancing in CO to FI S_ALR_87013605 X
CO CEA 5 Reporting X
CO CEA 6 Period lock OKP1 X
CO CEA 7 Archiving CO_ITEM_WR X
CO PCA Profit Center Accounting
CO PCA 1 Validate accuracy of assignments 1KE4 X
CO PCA 2 Statistical Key Figures 9KE5,9KE6 X
CO PCA 3 Distribution 4KE5 X
CO PCA 4 Assessment 3KE5 X
CO PCA 5 Transferring Payables/Receivables 1KEK X
CO PCA 6 Compare and Reconcile G/L Accounts KE5U
CO PCA 7 Confirm expected results X
CO PCA 8 Check for expected, and unexpected, developments X
CO PCA 9 Carry-forward balances 2KES X
CO PCA 10 Reporting X
CO PCA 11 Archiving KE72,KE73 X
LO MM Material Master
LO MM 1 Plan Price 1 Update SCAT X
LO IM Inventory Management
LO IM 1 Scrapping MB1A X
LO IM 2 Change Prices MR21,CKMPRPN,CKME,CKMPCD X
LO IM 3 Inventory Count – Finalise MI* X
LO IM 4 Post GR for stock-in-transit between Company Codes MB01, MB1B
LO IM 5 Close Period (Shifter) MMPV X
LO IM 6 Validate Totals against GL Control Accounts MB5L X
LO IM 7 Validate Totals against Business Areas X
LO IM 8 Analyse aggregate movements by Document Type for expected, and
unexpected, movements.
X
LO IM 9 Reporting MB5S, etc. X
LO IM 10 Determine Lowest Value MRN0,CKU1,MRN1,MRN2,MRN3,MRY1 X
LO IM 11 LIFO/FIFO Valuation MRL*,MRF* X
LO PU Purchasing
LO PU 1 Rebate Settlements MEB4 X
LO IV Invoice Verification
LO IV 1 Evaluated Receipt Settlement MRRL X
LO IV 2 Consignment Liability Settlement MRKO X
SAP R3 Month-end Cross-Module Closing Schedule / 2 7 /20.
8. 16.07.2013 / 14:53
Area Modl Sq Activity TCode -7 -6 -5 -4 -3 -2 -1 0 1 2
Priority
LO IV 3 Pipeline Liabilities Settlement MRKO X
LO IV 4 Maintain GR/IR GL Control Account MR11, MR11SHOW X
LO SD Sales & Distribution
LO SD 1 Incomplete SD Documents V.00 X
LO SD 2 Release Orders for Billing V.23 X
LO SD 3 Process Delivery Due List VL06O X
LO SD 4 Process Billing Due List VF04, VF06 X
LO SD 5 Review blocked sales orders and resolve any issues V.14,V.23 X
LO SD 6 Review billing documents not posted to FI and resolve any issues VFX3,V21 X
LO SD 7 Process Rebate Settlements VA42 X
SAP R3 Month-end Cross-Module Closing Schedule / 2 8 /20.
9. 16.07.2013 / 14:53
FI/CO Month End Schedule
# Description
Auto/
Manual
Area
Respon
sible
Location
Suggested Day of the
Month
Dependencies/
Events
Triggered
Comments TX Code/Program
V.21
Logistics Sales & Distribution
Billing Billing Document Billing
Log
Notes
V.14
Logistics Sales &
Distribution Sales Environment
Document Analysis Blocked Sales
Documents
Corporate
and
VF06
Plants RSNAST00
Logistics Sales & Distribution Billing
Billing Document Billing
(Background)
Manual MMPV
or Logistics Materials management
Material master. Other Close period.
Auto
OB52
IMG :
Financial Accounting Financial
Accounting Global Settings
Document Posting Periods Open
and close posting periods.
OB08
IMG:
Global Settings Currencies Enter
exchange rates.
7 Recurring Entry Auto FI GL 1st
Day of Month None Can be triggered as soon as they are known. SAPF120
F.14
Accounting- Financial Account-
General Ledger Periodic Processing-
Recurring Entries Execute
Reporting Menu **
ZXXX
10 Send out message
regarding Close of A/R
and A/P
Manual
or Auto
FI Central 2nd
Day of Month Suggested approach for notifying users that the posting period
will be closed for their areas. Can be an SAP system message.
OB52
IMG :
Financial Accounting Financial
Accounting Global Settings
Document Posting Periods Open
and close posting periods.
OB52
IMG :
Financial Accounting Financial
Accounting Global Settings
Document Posting Periods Open
and close posting periods.
F.05
SAPF100
Accounting Financial accounting
General ledger. Periodic processing
Closing Valuate For.curr. OI
valuatn.
14 Customer Aged Trial
Balance (Detailed)
Manual
or
Auto
FI AR 2nd
Day of Month After A/R Close,
last days cash
applied.
Periodic Processing- Information
System Report Selection Information
System Pmt History with open item
analysis.
KSV5
Accounting Controlling Cost
Centres Actual Postings Period end
Closing Distribution (or Assessment)
KEU5
Accounting Controlling Profitability
Analysis Actual Postings Assess
Cost Centre Costs
Co. Code currency -
J5AF130E
Group currency -
J5AF230S
Accounting Controlling Cost
elements. Information system
Choose report. Click once to the left of
Reconciliation CO/FI. Make selection
based on currency.
KALC
RKAKALFI
Accounting Controlling Cost
elements. Actual postings Recon.
Posting CO-FI.
19 Departmental (CO)
Reporting
Manual CO GL and
controlling
3rd
Day of Month After
Assessment and
Distribution Runs
Various
A/R First Day of new month None In order to perform the close, this needs to be done following the
month-end, however it is recommended that it be done
throughout the month.
1 Review Billing
Documents not Posted
to FI and resolve issues
Manual FI
None In order to perform the close, this needs to be done following the
month-end, however it is recommended that it be done
throughout the month.
2 Review Items on Billing
Block and resolve
issues
Manual SD
3 Batch Customer Billing Auto SD
Customer
Services
1st
Day of Month
Per Client billing
practices.
None
4 MM Close Period MM Central Last Day of Month If task is done automatically, the program variant must be
changed manually or as part of the automated process.
Central 1st
Day of Month This is a configuration change. The task is performed in the
development system and transported to production.
5 Open New Posting
Period
Manual FI
Central 1st
Day of Month This is a configuration change. The task is performed in the
Development system and transported to Production. Exchange
rate updates can be purchased and uploaded into SAP.
6 Update TCURR Table
with Monthly Currency
Conversion Rates
Manual FI
GL 1st
Day of new month None Can be entered as soon as they are known..8 Accruals Manual FI
Central
and Local
1st
Day of Month Reports to be run depend upon your company’s requirements
and the SAP modules implemented.
9 Generate Month End
Financial Reports
Manual FI
Central 2nd
Day of Month This is a configuration change. The task is performed in the
Development system and transported to Production.
11 Close A/R Posting
Period
Manual FI
Corporate 2nd
Day of Month This is a configuration change. The task is performed in the
Development system and transported to Production.
12 Close A/P Posting
Period
Manual FI
Central 2nd
Day of Month After A/R,A/P
close
Performed to value open items at the appropriate month-end
exchange rate.
13 Open Item Valuation Manual
or Auto
FI
GL or
Controlling
3rd
day of month After all primary
costs are
recorded
15 Cost Distributions and
Assessments
Manual CO
GL or
Controlling
3rd
day of month After all primary
costs recorded
and distributed
If basis of assessment is a value field updated by billing, then
steps 1 to 3 should be complete.
16 Assessments to PA Manual CO
Corporate 3rd
Day of Month After
Assessment and
Distribution Runs
This report can be run in Company Code or Group currency.17 Run Reconciliation
Ledger Reports
Manual
or Auto
FI
Corporate 3rd
Day of Month After
Assessment and
Distribution Runs
18 Run Reconciliation
Ledger
Manual
or Auto
FI
SAP R3 Month-end Cross-Module Closing Schedule / a 9/20
10. 16.07.2013 / 14:53
FI/CO Month End Schedule
# Description
Auto/
Manual
Area
Respon
sible
Location
Suggested Day of the
Month
Dependencies/
Events
Triggered
Comments TX Code/Program
A/R First Day of new month None In order to perform the close, this needs to be done following the1 Review Billing Manual FI MB01
and
MB1B
F.55
SAPF123
Accounting- Financial Accounting-
General Ledger- Periodic
Processing- Automatic Clearing-
Gds/inv rec clearing
F.13
sapf123
Accounting- Financial Accounting-
General Ledger- Periodic
Processing- Automatic Clearing- GL
Accts Genl
AR Credit Memo F.13
Clearing SAPF123
Accounting- Financial Accounting-
General Ledger- Periodic
Processing- Automatic Clearing- GL
Accts Genl
FCHR
Accounting
Financial Accounting Accounts
Payable Periodic Processing
Payments
Environment Check
Information Change Online Cashed
Checks
25 Report on Profit In
Inventory for I/C
Consolidation Entries
Auto FI Central 3rd
Day of Month Not an SAP standard report unless
Legal Consolidations module is
implemented.
SAPF100
F.05
Accounting Financial accounting
General ledger. Periodic processing
Closing Valuate Foreign Currency
Valuation
OB52
IMG :
Financial Accounting Financial
Accounting Global Settings
Document Posting Periods Open
and close posting periods
Corporate Reporting Menu **
and ZXXX
Controllers
29 Accrual Reversal early
in next month to
reverse any accruals
created
Auto FI SAP
System
5th
Day of Month None F.81
Plants 3rd
Day of Month After Report on
Inventory In-
Transit
To record the value of the inventory in-transit between two
companies on SAP for month-end reporting.
20 Post GR for stock-in-
transit between CC
Manual MM
Corporate 3rd
Day of Month After all invoices
have been
matched to
PO/Receipts
Should be run as batch job.21 GR/IR Clearing Auto FI
After last cash
receipts have
been cleared.
Should be run as batch job.22 Lockbox Receipt
Clearing
Auto AR
23 Auto AR AR or FI
FI or AR 3rd
Day of month.
3rd
Day of month After releasing
last credits for
month
Should be run daily so that any client statements or aging run
during month are up to date.
24 Cleared Cheque Issued Manual FI GL or
Treasury
3rd
Day of month Once bank
statement is
received.
This can be done as often as bank statements are received.
26 General Ledger
Valuation
Manual
or Auto
FI Central 3rd
Day of Month Before GL Close
Corporate 4th
Day of Month To be performed in the development system and transported to
production..
27 Close G/L Manual FI
4th
Day of Month After G/L Close Reports to be run depend upon your company’s requirements
and the SAP modules implemented.
28 Generate Month End
Financial Reports
(FINAL)
Auto FI
SAP R3 Month-end Cross-Module Closing Schedule / a 10/20
11. 16.07.2013 / 14:53
PROFIT CENTRE ACCOUNTING
# Description
Auto/Ma
nual
Area
Respon
sible
Locatio
n
Suggest
edDay
of
Month
Dependencies/ Comments TX Code/Program
F.5D
SAPF180A
Accounting Financial
accounting General ledger.
Periodic processing
Closing Regroup Calc.
sub. ad. (BA/PrC).
1KEK
SAPMKEC6
Accounting Controlling
Profit centre acctg. Actual
postings Trans. bal. sheet
item Payables/receivables.
F.50
SAPF181
Accounting Financial
accounting General ledger.
Periodic processing
Closing Regroup Prof.
Segment adjstmt.
1KE4
SAPMKEC4
Accounting Controlling
Profit centre acctg. Master
data Assignment monitor.
Central 2
nd
Day of Month After A/R,A/P
close. Before GL
close.
1 Regroup and Calculate
A/R and A/P Balances
by Profit Centre
Manual
or Auto
FI
After A/R,A/P
close. Before GL
close.
2 Distribute A/R and A/P
to Profit Centres
Manual or
Auto
PCA 2nd
Day of Month
3 Distribute Cash
Discounts and Foreign
Exchange Rate
Differences to Profit
Centres
Manual or
Auto
PCA
Central
Central 2
nd
Day of Month Before G/L
Close
3
rd
Day of Month4 Assignment Monitor
Review
Manual PCA Central or
Other
SAP R3 Month-end Cross-Module Closing Schedule / b 11/20
12. 16.07.2013 / 14:53
BACKGROUND
Review Billing Documents That Did Not Post to FI and Resolve Issues
Business Description:
Background billing automatically generates a new log every time it is run; an entry is created in the log every time a sales transaction fails to bill. This log should be reviewed daily. While
FI should review the log, resolution of the errors requires the participation of all functional areas.
Below are typical errors and the functional area that would normally fix the problem.
>> Customer not defined in Company Code xxxx (no accounting document generated) - Accounts Receivable (error in customer master).
>> Pricing Error (Intercompany Pricing condition not maintained) - SD (pricing problem).
>> You have not entered the Current Plan Period (no accounting document generated) - Costing (no current plan cost on the material master.)
>> Period MM / YYYY is not open for account type D and G/L 124 - FI (open/close period problem)
>> Inconsistent Amounts (no accounting document posted) - FI (Currency Problems)
>> Billing Block - These messages relate to authorization requirements for sales orders and should go to the person responsible for reviewing/authorizing sales orders.
Technical Description:
This is performed manually by reviewing the Billing Log.
Alternatively a complete list of all documents not posted to FI can be accessed through the menu path:
Logistics Sales & Distribution Billing Billing Document Display Use Matchcode "A" to list those not posted to FI. The match code A reads table VBRK, and selects entries where
the field status for transfer to accounting (RFBSK).
Once the error is corrected, the documents may be Released to Accounting by using:
Logistics Sales & Distribution Billing Billing Document Change (Type in the Billing Document and hit the "Release To Accounting" Button)
Options:
See Discussion of Batch Billing. If Background billing is run with several variants, then the logs will be segregated based on the variant. To a limited degree this means that the errors can
be segregated by type.
Review Billing Documents on Billing Block and Resolve Issues
Business Description:
This should occur daily. Billing Documents can be placed on billing block throughout the month depending on client procedure and policy. At month end they should be reviewed to ensure
that they are appropriately accounted for.
Technical Description:
This is a manual process.
If a document does not bill due to blocking it will be reported as such in the billing log if background billing is not instructed to ignore these items
Options:
The significance of this procedure will depend on how a client configures and uses billing block functionality.
Batch Customer Billing
Business Description:
This batch process generates sales billing documents and posts any related financial documents to FI automatically.
Technical Description:
This is an automated process that should be scheduled per customer billing policy. The report name is RSNAST00.
Options:
Using the selection variant you can control which documents get billed when. For each job a separate log file is generated listing all billing errors (see step 2 and 3).
SAP R3 Month-end Cross-Module Closing Schedule / c 12/20
13. 16.07.2013 / 14:53
BACKGROUND
MM Close Period
Business Description:
This process opens the new month for MM Postings.
Technical Description:
The initialisation box should not be clicked on during the regular run. It uses the period and the year value, instead of the date value for period identification. This job can run on the last
day of the month at 11:30 PM, for example.
Open New Posting Period
Business Description:
This process opens the new posting period for designated account types in FI.
Technical Description:
This step is performed manually and transported to the production system.
Options:
The posting period can be opened for all account types at once or for individual account types at various times.
The following account types are:
>> + Valid for all account types
>> A Assets
>> D Customers
>> K Vendors
>> M Materials
>> S G/L accounts
>> V Contract Accounts
Update TCURR Table with Monthly Currency Conversion Rates
Business Description:
New Currency Exchange rates must be entered into SAP via the correction and transport system. They are entered into the development environment and transported to the productive
environment.
Technical Description:
This step is performed manually or via an upload and transported to the production system.
Options:
The exchange rates can be manually updated or uploaded from a file. Rates can be purchased from a third party.
Recurring Entries
Business Description:
Recurring entries are journal entries that do not change from month to month. If any recurring entries affect controlling then they should be run before any settlements, or
assessments/distributions are performed.
Technical Description:
Recurring entries can be run as a scheduled batch job (report SAPF120), but you will need to change the calculation period on the variant every month.
Options:
If you don’t want to post all entries in one batch, you can segregate entries using the run schedule characteristic..
SAP R3 Month-end Cross-Module Closing Schedule / c 13/20
14. 16.07.2013 / 14:53
BACKGROUND
Accruals
Business Description:
Accrual entries that should be reversed in a subsequent month should be entered via accrual documents. Accrual entries that affect controlling should be posted before any settlements, or
assessments/distributions are performed.
Technical Description:
Accruals need to be entered manually, the transaction code is F.14.
Options:
The reversal date is not limited to the following month.
Generate Month End Financial Reports (Preliminaries)
Business Description:
This is the process of running Preliminary Financial Reports to analyze the financials before the close of the month, so that adjustments can be made.
Technical Description:
This process is done manually.
Options:
Reports may be run out of the General Ledger, Controlling, Special Ledger, Profit Centre Accounting, Profitability Analysis or a combination of these, depending on which modules are
implemented.
** Suggested Approach: Create a customized menu for reports only (transaction ZXXX). This is especially beneficial for those users that are Information Only users. This provides users
with one place to go in the system to access all month end reports.
Send Out System Message to State That A/R and A/P Posting Period Will Be Closed
Business Description:
This task entails manually or automatically sending out a system message to communicate the fact that A/R and A/P will be closing at a specified time that day.
Technical Description:
If run automatically, the message can be scheduled to run on the second day of every month at 6:00am, for example.
Close A/R Posting Period
Business Description:
This process closes the previous month so that no Accounts Receivable entries may be made. This is account type ‘D’ in SAP.
Technical Description:
This process is performed manually and transported to production system.
Close A/P Posting Period
Business Description:
This process closes the previous month so that no Accounts Payable entries may be made. This is account type ‘K’ in SAP.
Technical Description:
This process is performed manually and transported to the production system.
Open Item Valuation
Business Description:
SAP R3 Month-end Cross-Module Closing Schedule / c 14/20
15. 16.07.2013 / 14:53
BACKGROUND
This standard report carries out Foreign Currency Valuation on open item accounts such as Customer and Vendor reconciliation accounts (Account Type D and K).
Technical Description:
This standard SAP program SAPF100 is run from transaction code F.05.
A required valuation method must be defined.
The rate at which you will value open items must be updated in the TCURR table.
The accounts for the posting of the differences from valuation must be identified in the automatic postings table T030, Group -Exchange rate differences (FWA), Process - Exchange rate
difference for open items (KDF).
Options:
This report can be run for specific company codes, account types, vendors, customers and G/L accounts. A method for calculating the Unrealised Gain/Loss can be specified by currency
type (i.e., company currency, group currency, hard currency, etc.…)
Customer Aged Trial Balance
Business Description:
This report returns a listing of specified Customer Open Items, and ages them according to the variant supplied.
Technical Description:
This is a standard AR report and can be scheduled to run in batch. The Aging buckets are defined by the user at run-time (can be saved in variant). If you use a report variant then you
need to change the open item key date in the variant before you run it.
Cost Distributions and Assessments
Business Description:
Based on predefined rules, assessments and distributions redistribute costs among controlling objects. Each assessment/distribution can effect the results of subsequent assessments,
distributions, order settlements or assessments to PA. The sequence in which segments and cycles should be run should always be well documented. All primary costs relating to sender
cost elements should be recorded before running this process. Even though a cycle can be run more than once or reversed, the relationship between cycles should be considered first.
Technical Description:
Assessments cannot be scheduled as batch jobs, they need to be triggered manually. When the cycles are triggered, you can specify that they run in the background.
Options:
Cycles can be run in test mode, so when a rule is changed it can be tested in advance of month-end.
Assessments to Profitability Analysis
Business Description:
Based on predefined rules, assessments record costs in PA. Each assessment can effect the results of subsequent assessments. The sequence in which segments and cycles should be
run should always be well documented. All primary costs relating to sender cost elements should be recorded before running this process. Even though cycles can be run more than once
or reversed the relationship between cycles should be considered first.
Technical Description:
Assessments cannot be scheduled as batch jobs, they need to be triggered manually. When the cycles are triggered, you can specify that they run in the background.
Options:
Cycles can be run in test mode, so when a rule is changed it can be tested in advance of month-end.
Run Reconciliation Ledger Reports
SAP R3 Month-end Cross-Module Closing Schedule / c 15/20
16. 16.07.2013 / 14:53
BACKGROUND
Business Description:
The Reconciliation Ledger compares the total of all postings made to General Ledger accounts in FI to postings recorded to Cost Elements in CO for selected companies within a
controlling area. If cross-company allocations are performed during the month within the controlling area for which this report is run, this report will show that the FI postings do not
reconcile to the CO postings for the companies.
The next step on this schedule reconciles FI postings with the CO postings through automatic postings to the General Ledger. You have the ability to drill down on any account to display
the line items that comprise the total amount displayed when the report was executed. The line items contain, among other things, the CO document number, line item number, the
controlling object to which the posting was made, item value, currency. Double-clicking on the line item will launch you into the source document (FI, SD etc. document).
Technical Description:
The program name is J5AF130E for Company Code currency. The program for Group currency is J5AF230S.
Run Reconciliation Ledger
Business Description:
This process is required if cross-company allocations are made between companies that are assigned to the same controlling area. The program automatically posts intercompany
transactions to the General Ledger for items that were assessed or distributed across companies within the same controlling area bringing FI into balance with CO.
Technical Description:
The program name is RKAKALFI. It is run for a specified Controlling Area or Company Code, period and fiscal year. The account to which the program will post must be specified in table
T030, Group - CO-FI transfer posting (C0F), Process - CO-FI reconciliation posting (C01).
Departmental CO reporting
Business Description:
These CO reports include the following:
>> Cost Centre Actual to Plan Comparison
>> Cost Centre Actual to Actual
>> Target to Actual
>> Cost Element
Technical Description:
All standard controlling reports can be accessed via the same path.
Post Goods Receipt for In-Transit Materials
Business Description:
The report from the previous step in the schedule is used to manually create a Goods Receipt to the Receiving Company. A unique storage location may be used to easily identify the
goods as In-Transit. When the goods actually arrive, they will be transferred into the correct storage location.
Technical Description:
The GR can be posted manually via the menu path:
Logistics Materials Management Purchasing Purchase Order Follow on Functions Goods Receipt
Enter the following fields:
Movement Type = 101
PO = Purchase Order Number
Plant
Storage Location
SAP R3 Month-end Cross-Module Closing Schedule / c 16/20
17. 16.07.2013 / 14:53
BACKGROUND
Document Header Text = "MM/YY Month End Inventory in Transit "
If a separate storage location is used for the In-Transit posting, once the goods are physically received, a transfer order (Between Storage Locations) will be posted:
Logistics Materials Management Inventory Management Goods Movement Transfer Posting
Movement Type = 311 (Transfer from temporary In-Transit storage location to the normal storage location)
GR/IR Clearing
Business Description:
This process reads the GRIR account(s) and matches Goods Receipts for a particular PO to the Invoices for the same PO. After running this process the only open items in the account
should be those receipts for which no invoice has been received and vice versa.
Technical Description:
The clearing program SAPF123 can be run manually but is suited to batch processing since the variant need not be changed from month to month. Each account to be cleared
automatically along with the field(s) to be matched on, must be identified in configuration for automatic clearing.
Options:
In the variant for SAPF123 you can specify GL accounts to clear or that all GRIR accounts be cleared in the process.
Lockbox
Business Description:
Lockbox receipts generate 2 entries
1. Dr Cash
Cr Cash Clearing
2. Dr Cash Clearing
Cr AR-Customer
The first entry is generated for every check in the lockbox file. The second is generated when the check is posted to a customer account by lockbox or by the post process function.
Clearing will match the cash deposit to the cash application in the clearing account based on the Check number that is put in the allocation field of both cash entries.
After running the clearing process the only open items in the clearing account should be those receipts which have not been applied to a customer account. The Cash Clearing account is
identified in Lockbox configuration.
Technical Description:
The clearing program SAPF123 can be run manually but is suited to batch processing since the variant need not be changed from month to month. Each account to be cleared
automatically along with the field(s) to be matched on, must be identified in configuration for automatic clearing.
Options:
Frequency is at the user discretion but if this clearing is run daily it can provide confirmation that cash is properly applied and balanced.
AR Credit Memo
Business Description:
If a credit memo was created in SD with reference to an invoice the line item posted to the customer account is not automatically cleared against the invoice. Automatic clearing can be
used to match the credit memo to the invoice based on the appropriate reference field.
Technical Description:
The clearing program SAPF123 can be run manually but is suited to batch processing since the variant need not be changed from month to month. Each account to be cleared
automatically along with the field(s) to be matched on, must be identified in configuration for automatic clearing.
Options:
SAP R3 Month-end Cross-Module Closing Schedule / c 17/20
18. 16.07.2013 / 14:53
BACKGROUND
Automatic clearing does not need to wait until month-end. It should be run at least as often as the aged trial balance or as often as client statements are issued.
Cheques Issued
Business Description:
Assuming that when cheques are issued the credit is posted to an open item managed account (payment configuration), on-line cheque clearing can be used to match cleared cheques to
issued cheques. The following entries are generated by the complete process.
1. Dr AP – Vendor
Cr Cheque Clearing
2. Dr Cheque Clearing
Cr Cash/Bank
The first entry is generated when the cheque is issued. The second when the cheque is identified as cleared in this process. After all cleared cheques are entered; open item display for
the cheque clearing account would be equivalent to an outstanding cheques list.
Technical Description:
This is a manual process. Note that when you enter the number of the cashed check you must enter the leading zeros.
Report on Profit in Inventory for I/C Consolidation Entries
Business Description:
The report can show a detail audit of all Intercompany inventory documents for the month showing the differences between the standard costs across the companies. This report is used to
record a manual entry to Eliminate Intercompany profits, or if the goods have already been sold, record a reduction in Cost of Goods sold.
Technical Description:
This is not a standard report if not using SAP’s Legal Consolidations module.
The report can be run automatically with an established job or run manually.
The journal entry is to be performed manually.
General Ledger Valuation
Business Description:
This standard report carries out Foreign Currency Valuation on general ledger balance sheet accounts that are managed in a foreign currency, are not open item managed and are not
reconciliation accounts. This is typically run for cash accounts and others maintained in a foreign currency (Account Type S). If adjustment postings are necessary due to the valuation, the
report creates a batch input session to carry out the postings.
Technical Description:
Standard SAP program RFSBEW00 run from transaction code F.06. A required valuation method must be defined in configuration. The program can be run for multiple currency types
(local, group, hard, etc.)
The accounts for the posting of the differences from valuation must be identified in the automatic postings table T030, Group -Exchange rate differences (FWA), Process - Exch.rate
diff.for forgn.curr.balances (KDB).
Options:
This report can be run for specific company codes, G/L accounts and currency types. A method for calculating the valuation difference can be specified by currency type (i.e., company
currency, group currency, hard currency, etc.…)
Must exclude the general ledger account that receives the revaluation amount from the range of accounts for which the program is run..
Close G/L
Business Description:
SAP R3 Month-end Cross-Module Closing Schedule / c 18/20
19. 16.07.2013 / 14:53
BACKGROUND
This process closes all entries to G/L (Account Type ‘S’) in SAP for the previous month.
Technical Description:
Is currently manual
Generate Month End Financial Reports
Business Description:
This process is the generation of Final Financial Reports for the month. These reports will vary depending upon your company’s requirements and the SAP modules implemented.
Technical Description:
For business reasons, preliminary reports before the close could be run manually at user discretion; however this FINAL set of reports could be automated with a job and sent to a
designated printer.
Options:
Reports may be run out of the General Ledger, Controlling, Special Ledger, Profit Centre Accounting, Profitability Analysis or a combination of these, depending on which modules are
implemented.
** Suggested Approach: Create a customized menu for reports only (transaction ZXXX). This is especially beneficial for those users that are Information Only users. This provides users
with one place to go in the system to access all month end reports.
Accrual Reversal
Business Description:
This process reverses Accrual Documents already posted.
Technical Description:
Can be run in batch but the variant needs to be updated for posting period and selection criteria every month.
SAP R3 Month-end Cross-Module Closing Schedule / c 19/20
20. 16.07.2013 / 14:53
BACKGROUND - IF PROFIT CENTRE ACCOUNTING IS IMPLEMENTED
Regroup and Calculate A/P and A/R balances
Business Description:
None.
Technical Description:
Program name - SAPF180A
While P&L items are updated to Profit Centre Accounting real time as the FI Documents are created, Balance Sheet items are not automatically posted to PCA. During the month,
the A/P and A/R side of transactions do not receive profit centre assignments. This program determines the profit centre distribution for each A/P and A/R posting based upon the
profit centre on opposite side of the original transaction.
This step performs the FI Calculation of all A/P and A/R by Profit Centre in preparation for the following step of transferring them to PCA. This job can be run multiple times
throughout the month, but at a minimum, must run once a month after A/R and A/P close.
Distribute A/R and A/P to Profit Centres
Business Description:
This process transfers the Profit Centre values that were calculated in the previous step through to Profit Centre Accounting. (PCA).
Technical Description:
Program name - SAPMKEC6
Accounts must be established for the adjustment posting in the automatic postings table, T030, Group - Balance sheet/P&L accts subsequent debit (GAU), Process - Adjustment
accts for reconciliation accts (GA1).
If an adjustment account is not defined, the posting is made to the original account. If you wish to separate the subsequent adjustment postings from other postings, you should
create your own adjustment accounts to do this and post to these accounts.
Distribute Cash Discounts and Foreign Exchange Gains/Losses to Profit Centres
Business Description:
This is the process of transferring the realized currency exchange gains and losses and previously valuated exchange differences, as well as cash discounts taken, received and
lost during the month to Profit Centre Accounting (PCA).
Technical Description:
Program name - SAPF181
This creates a batch session (BDC Session), which must be released and monitored.
The profit centre distribution is determined by the account assignments of the offsetting entries on the original documents.
Accounts can be defined for the adjustment posting in the automatic postings table, T030, Group - Balance sheet/P&L accts subsequent debit (GAU), Process - Adjustment accts
for cash discount accts (GA3) and Adjustment accts for ex.rate diff.accts (GA4). If an adjustment account is not defined, the posting is made to the original account. If you wish to
separate the subsequent adjustment postings from other postings, you should create your own adjustment accounts to do this and post to these accounts.
Assignment Monitor Review
Business Description:
This process displays Materials, Cost Centres, Orders, Work Breakdown Structures and Cost Objects that do not have a profit centre assignment defined in their master records.
Technical Description:
Follow the specified menu path in order to run the assignment monitor. Select the type of master data from the menu bar for which you want to run the report. Select "Non-
assigned" from the pull-down menu. Enter selection criteria and execute.
SAP R3 Month-end Cross-Module Closing Schedule / d 20/20
