on Period Closing in SAP ERP 6.00 Systems in UCC Environments

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1 Version SAP ERP 6.0 UCC-Tutorial on Period Closing in SAP ERP 6.00 Systems in UCC Environments Relevance SAP ERP 6.00 Objective With this tutorial you will learn how to perform and automate period closing in SAP ERP 6.0 in the UCC system environment. A detailed step-by-step guide helps you carry out all necessary tasks efficiently and precisely. Due to its modular structure this tutorial is also suitable for online help and reference if you have made your own experience with period closing in your SAP system. Table of Contents 1. Overview 2. SAP UCC Specifics 3. Open Posting Period 4. Period Closing Manual Procedure Automatic Scheduling 5. Post Depreciation Runs 6. Settle CO Objects to Profitability Analysis 2009 SAP-UCC UCC Tutorial on Period Closing SAP ERP 6.0 1

2 1. Overview In general, period closing in SAP ERP systems requires the following activities: Opening current posting period (FI module) Close past periods (MM module) Post depreciation runs (FI-AA module) Settle revenue-bearing and cost-carrying CO objects to profitability analysis (CO-PA module) 2. SAP UCC Specifics Because SAP ERP systems are designed for productive use, technical and business security functions for revision security, authorization concept, handling error protection, etc. have been incorporated. These security mechanisms are well elaborated by SAP and carried out by several different departments during fiscal year. Using SAP ERP systems for educational purposes, these precautions are not necessary (particularly from a business perspective). However, some activities are still required in the UCC environment. Mandatory and optional activities in the SAP UCC environment, together with its consequences, are described below. 3. Open Posting Period The reason for opening posting periods each month is to impede illicit postings to prior periods (reversing). Since there is no need for such a constraint in teaching, you are able to open posting periods a priori up to a certain date. SAP s IDES department has already performed these actions for most company codes until 12/ SAP-UCC UCC Tutorial on Period Closing SAP ERP 6.0 2

3 The transaction code for period control is OB52. The figure below shows the status quo: Company codes Open posting periods ( from to ) To open posting periods for future periods please proceed as follows: Step 1 of 4: First, select all company code/account type combinations by clicking on button Select All (F7) highlighted in the following screenshot SAP-UCC UCC Tutorial on Period Closing SAP ERP 6.0 3

4 Step 2 of 4: In the edit menu, please select Change Field Contents.... Step 3 of 4: In the following window, please mark the entry To fiscal year (period 1) and press ENTER SAP-UCC UCC Tutorial on Period Closing SAP ERP 6.0 4

5 Step 4 of 4: Choose the desired target year. To save time in the following years, choose a target year that is far in the future and then click the button Replace : As a result you have opened the booking period until period 12 of your selected target year (in the screenshot 2015): 2009 SAP-UCC UCC Tutorial on Period Closing SAP ERP 6.0 5

6 4. Period Closing Period closing affects all logistic modules where valuated goods movements are going to take place. Accounting valuation of material movements is effected on company code level, where the current posting period is defined, and has to be updated at each beginning of a new period. Hence, a posting to a prior period is usually not allowed. However, posting to a prior period is explicitly allowed in IDES systems. You can always post goods movements to the current and previous period. To identify the current posting period of your company codes please use transaction code OMSY. Company code 0001 is used as a template and shows the delivery period of your IDES version. It should not be altered! Company codes Current posting period 2009 SAP-UCC UCC Tutorial on Period Closing SAP ERP 6.0 6

7 4.1. Manual Procedure Manual period closing is realized by transaction code MMPV. The following screenshots show the procedure in detail. Note 1: In case the actual company code period in your SAP system is more than one period in the past, please move periods successively, e.g. from 07/2008 to 08/2008, then to 09/2008 and so on, until you reach the current period. In order to prevent multiple entry use F3 after each successful period closing to reach the previous screen. In doing so, the fields will remain prefilled. Note 2: In case the actual company code period in your SAP system is in a past year please proceed as described above. The only difference is that as long as the period is in a past year you will get a yellow warning message. Please tap ENTER. Note 3: If you are going to close periods in industry solutions (e.g. SAP for Retail), please repeat this step using respective industry-specific company codes (e.g. R300). In this example, company code 1000 and period 11/2008 are used. If you would like to effect a range of company codes, use the To company code field in addion SAP-UCC UCC Tutorial on Period Closing SAP ERP 6.0 7

8 Once you have executed transaction MMPV a log message appears: Note: You can see the result of period closing if you execute transaction OMSY again Automatic Scheduling First, shift the period in your system to the current calendar month. (as explained in step 4.1). To automate period closing please do the following: Step 1 of 6 (Select Program) First of all, start transaction SE38: Enter RMMMPERI as program name, then hit button variants : 2009 SAP-UCC UCC Tutorial on Period Closing SAP ERP 6.0 8

9 Step 2 of 6 (Create Variants) Enter a name of your choice (e.g. UCCPERI ) as variant and click on Create. Step 3 of 6 (Maintain Variant) 1 Enter company code range Leave these fields empty as they are dynamically set once the program is started. 2 3 Finally, click on Attributes SAP-UCC UCC Tutorial on Period Closing SAP ERP 6.0 9

10 Step 4 of 6 (Set Variant Attributes) First, enter any description for your variant in field Meaning. Now, scroll down to the end of the table. In column Selection variable, hit [F4] and select D for dynamic date calculation. In column Name of Variable (Input only using F4) select First day of current month.. Then, click on Copy Screen Asignments. Save your modifications! A success message appears in the status bar: 2009 SAP-UCC UCC Tutorial on Period Closing SAP ERP

11 Step 5 of 6 (Schedule the Background Job) Go back twice to the view ABAP Editor: Initial Screen. Start the program in the background as shown in the screenshot below: Click on Schedule. Please enter a random job name. Define target date for period closing. It will be executed automatically. Finally, click on Schedule periodically 2009 SAP-UCC UCC Tutorial on Period Closing SAP ERP

12 Select a monthly periodicity for your job: After hitting the green checkmark, a success message should appear in the status bar: Hit Back multiple times until you reach SAP Easy Access Menu SAP-UCC UCC Tutorial on Period Closing SAP ERP

13 Step 6 of 6 (Verify Job Scheduling) Verify now your job scheduling using transaction code SM37: Insert here the assigned job name (see page 11). Enter name of user who scheduled this job or an asterisk (*) as wildcard. Choose an appropriate period. Additionally, mark job status Sched. Now you can find the scheduled job by accessing the job overview: 2009 SAP-UCC UCC Tutorial on Period Closing SAP ERP

14 5. Post Depreciation Runs Typically, a monthly update of depreciation (FI-AA module) is rarely needed in the UCC environment. However, if you need to post depreciation runs on a monthly basis, please use the optional part of our fiscal year change tutorial (you can find in the members area of the UCC website at In case of need, the mid-year procedure is effected in the same way. 6. Settle CO Objects to Profitability Analysis In practice, cost objects are settled to profitability analysis monthly. At the same time, values for unfinished products are forwarded to financial accounting (where applicable). Although important in practice this task is not necessary in SAP teaching because the accurate amount of operating profit is not relevant in most curricula, or the settlement of cost objects has already been carried out by the user running through the case study. Now, all periodic activities on monthly basis have been completed. Taking into account teaching specifics, the only procedure necessary for month-end closing is the period closing procedure itself. As shown in this tutorial, it can be automated in your SAP ERP system. Hopefully our tutorial helped you conduct the period closing in your SAP system. If you have any suggestions on this tutorial or problems which you can not solve on your own, our help is available through the following communication channels: UCC Magdeburg: SAPHCCMD or uccsupport@ucc.uni-magdeburg.de UCC Munich: SAPHCCTU or uccsupport@in.tum.de Thank you for your attention! Your SAP UCC teams in Magdeburg and Munich 2009 SAP-UCC UCC Tutorial on Period Closing SAP ERP