SAP ICR_002-Add-on (Tool-kit)

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1 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, M:

2 Closing Process Without ICR-Add-on Reconciliation Company 1300 Company 2300 Local Company Closing 1200 Process Local Company Closing Process 2200 Local Company Closing 1100 Process Local Company Closing Process 2100 Local Company Closing 1000 Process Local Closing Partner COPA Process Local Closing Process Local Closing Process Goods Issue (COGS) USD i.e. COGS USD 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 FI-GL, 2 UKV, Reported by cost element Local Closing Find differences not easy Wehre are the wrong documents?

3 Closing Process with ICR_002-Add-on, Recon. FI/CO <-> CO-PA Company 1300 Company 2300 Local Company Closing Reconciliation 1200 Process with Local ICR-tool-kit Company Closing Process 2200 Local Company Closing 1100 Enable Intercompany Process analysis early Reconciliation Local Company Closing Process 2100 Local Company Closing 1000 Process in Local the Partner Company Closing COPA 2000 Reconciliation closing Communicate process with FI responsible with CO-PA Process Local Closing Process Local Closing Process Find Avoid accountants differences easy as part of differences altogether Receivables 1000: USD local Navigation Post corrections closing process Characteristic/Valuefields to the source Navigate all relevant documents Payables USD : EUR document USD per mouseclick Communication- and Tracking function available Reconcile any time in the month Monitoring value flow Reconcile Local Closing local currency Processes AndElimination much moreof Differences Receivables FI-GL-Account 2000: EUR Payables CO-Cost Element 2000: USD Goods issue Invoice in CO-PA EUR EUR USD USD

4 Reconciliation Process flow with ICR_002-Add-on Data Selection (1) Data Matching(2) Post Corrections * Data Presentation & Analysis(3) Communication(4) 4 * Available through programming interface (BAdI) or Online posting in case of errors

5 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 5

6 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 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. 6

7 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 IRC_002-Addon 7

8 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 8

9 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 BAdI s to select Data from outside of FI and SAP-System Automatic derivation of Company from company code Group account from operative account 9

10 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 10

11 Data Selection & Storage: FI, CO <-> CO-PA, ICR_002 Control tables RFC destinations Last selection SL Global Ledger Y2 Tables: FBICRC002A FBICRC002T Data selection process Reconciliation System CO-OM BKPF Online/ U-exit FBICS2 BAdI CO-PA CO-PC BSEG 11 Online Posting from FI, MM, SD, CO-OM, into Ledger Y2 Posting from FI, MM, SD, CO-OM, to CO-PA are extracted by TC: FBICS2 Into Ledger Y2

12 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, 12

13 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) 13

14 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 Store communication or process status to specific problem processes Replacing completely the Account-based CO-PA Accelerate closing and Reconcile process significant. 14

15 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 15

16 Omya SAP-CC

17 Data Presentation: User Interface Functions

18 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

19 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 19

20 Availability The new functionality is contained in mysap ERP mysap ERP 2004 is generally available as of March, 1st, 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. 20

21 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 21

22 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 BAdI s ICR-001: Any matching issue with external or internal SAP Data Nick Scherer, SPC Scherer & Partner GmbH dispose over 20 years of SAP- Business Consulting experience in many different Business Processes. More see under / Project Expericence 22

23 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 Nick Scherer Raebeweg 8 CH-6402 Merlischachen Switzerland M: E: I: 23

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