Automate Period Opening in SAP

Applies to:
This document is applicable to organization running SAP Enterprise Release 4.7 & above and limited to R/3 FICO & MM applications. For more information, visit the Enterprise Resource Planning homepage.

Summary
This document details out the procedure for automating the task of period opening & closing for FI, CO & MM periods in SAP R/3. This will eliminate the risk arising out of manual intervention involved for period opening. Steps mentioned in this document may need to be tweaked depending upon requirements of organization. Author: Sanjeev Kumar

Company: Gujarat Gas Company Limited Created on: 23 November 2010

Author Bio
Sanjeev is working as SAP FI-CO consultant at Gujarat Gas Company Limited (BG Group) and has total experience of 6 years. His area of expertise includes FI-CO, FI-AA, FI-CA, CIN, IHC, etc.

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Automate Period Opening in SAP

Table of Contents
Objectives ........................................................................................................................................................... 3 Scope……........................................................................................................................................................... 3 Pre-requisites ...................................................................................................................................................... 4 Automate Period Opening/Closing for Material Management (MMPV) .............................................................. 7 Automate Period Opening/Closing for Financial Accounting (OB52) ............................................................... 11 Automate Period Opening/Closing for Controlling (OKP1) ............................................................................... 14 Annexure........................................................................................................................................................... 18 Related Content ................................................................................................................................................ 20 Disclaimer and Liability Notice .......................................................................................................................... 21

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Controlling & Material Master 2) Closing of periods for Financial Accounting.uac.bpx.com | BPX .com | BOC . CO or MM modules of SAP SAP COMMUNITY NETWORK © 2010 SAP AG SDN .com 3 .boc.sdn. to automate the process of opening and closing periods for posting at pre-defined time/intervals. This eliminates the risk arises due to manual interventions and helps in smooth functioning of business.sap. Scope Scope of current document is limited to: 1) Opening of periods for Financial Accounting.com | UAC .sap.sap.sap.Automate Period Opening in SAP Objectives The objective of this document is allow businesses.7 and above). who are running on SAP R/3 system (4. Controlling & Material Master 3) Updating Variables to be used in various opening & closing programs 4) Restricting & Allowing business users from/to posting any particular transactions to FI.

One needs to update either of these tables with following variables and use the same while creating “Program Variant” for automation of period opening/closing jobs:      RV_ACTUAL_DATE = this represents the current system date RV_ACTUAL_MONTH = this represents the current month as per system date plus 4 days RV_ACTUAL_YEAR = this represents the current year as per system date RV_MONTH_FROM = this represents the month for system date minus 61 days RV_YEAR_FROM = this represents the year for system date minus 61 days SAP COMMUNITY NETWORK © 2010 SAP AG SDN .bpx. which keeps changing for every period opening job.com | UAC . To counter this we can make use of SAP tables TVARV/TVARVC. This has a risk of failure of jobs at times due to human mistake (not updating variant some time). One limitation of FI & CO period opening program is that.sap. there is no option in standard program to use dynamic date variable for scheduling periodic job.com | BOC . The variants need to be manually updated on periodic basis for successfully execution of jobs. one of the pre-requisite is to have dynamic variables.sap. especially for months & year.sap.com 4 .uac.boc.sdn.sap.Automate Period Opening in SAP Pre-requisites To automate period opening jobs in SAP.com | BPX .

boc.sap.sap.uac. For updating the values on monthly basis please following steps: 1.sap. One needs to set-up a background job using program “RVSETDAT” for updating above table with current values. against the variables.bpx. Click on tab from the top of screen and give program name “RVSETDAT” in next screen. Click on save button in above screen (can be found out in lower part of screen) to save the step for background job 4.Automate Period Opening in SAP There is no need to update the initial values.com | BOC .sap.com | BPX . Go T-code SM36 and give a suitable name to job like “UPDTVARV_STVARV_MLY” 2. 3.com | UAC . This program will update current values in above table. in table TVARV/TVARVC.com 5 . Press tab from top of screen to define run time and frequency of background job SAP COMMUNITY NETWORK © 2010 SAP AG SDN .sdn. Now press F3 or icon from top of screen to go back to initial screen 5.

com | UAC .sap.com | BOC .sap. which will run at define time & frequency (as defined in step 6 & 7) 9.Automate Period Opening in SAP 6.boc. Select save button on every screen to exit the process of background job setting and saving the job.sap.sap.uac.sdn. Click on tab to define run time of background job tab to define the frequency of 7.com | BPX . Select check box “Periodic Job” and click on background job 8. The job defined in above steps will update current values in table TVARV/TVARVC on periodic basis SAP COMMUNITY NETWORK © 2010 SAP AG SDN .bpx.com 6 .

Following steps should be used to set up variants and set a background job for automatic execution of program at periodic intervals: 1.com | BPX .bpx.sap.com | UAC . To open material master period T-code “MMPV” is used in front end.uac. due to human omission. Through the use of program “RMMMPERI” the process of opening material master period can be automated for a given/all set of company codes. This requires someone to manually run this transaction on last day of month for opening next posting period (at the same time period one before the previous period closed for posting). MM invoice posting or for any kind of material posting.sap. goods issue. At any point of time only two periods can be kept open for material master viz.sap.sdn.boc.com 7 .Automate Period Opening in SAP Automate Period Opening/Closing for Material Management (MMPV) To allow creation of goods receipt. Go to t-code “MMPV” and save your variant by including desired selections SAP COMMUNITY NETWORK © 2010 SAP AG SDN .sap. and jeopardizing the business for some time as no material posting can be carried out in system. current period and previous period. posting period for material master records has to be open.com | BOC . This manual process runs the risk of not opening next period.

sap. “Name of Variable” and select option as per requirement 5. this variant will be used while setting up background job 8. Select save button from top of screen to save the variant and give a suitable name to your variant 3.com 8 . Now click on save button from top of screen to save the variant.com | BOC .sap. In “Date” row of above screen.uac.sdn. Now go to last column i.com | BPX .Automate Period Opening in SAP 2.boc. At Step 3 we can also select “T: Table Variable from TVARVC” and select variable “RV_ACTUAL_DATE” at step 4 6.sap.sap. Now Go T-code SM36 and give a suitable name to job like “MMPCLOSE_MMPV_MLY” SAP COMMUNITY NETWORK © 2010 SAP AG SDN .com | UAC . go to column “Selection Variable” and select “D: Dynamic date calculation” from drop-down selections (by pressing F4 key on keyboard) 4.e. Program “RMMMPERI” uses the period from selected date to open that particular period for material master 7.bpx.

sap.boc.com | UAC . “RMMMPERI” & “PERIOD_OPEN-MM” respectively in next screen 10.Automate Period Opening in SAP 9. Now press F3 or 12.com 9 .sdn. Press icon from top of screen to go back to initial screen tab from top of screen to define run time and frequency of background job SAP COMMUNITY NETWORK © 2010 SAP AG SDN .sap. Click on save button in above screen (can be found out in lower part of screen) to save the step for background job 11.sap.uac.com | BOC .bpx. Click on tab from the top of screen and give program name & variant viz.sap.com | BPX .

com | BOC .sap.boc.Automate Period Opening in SAP 13. Click on tab to define run time of background job 14.uac. Select save button on every screen to exit the process of background job setting and saving the job.sdn. which will run at define time & frequency (as defined in step 12 & 13) SAP COMMUNITY NETWORK © 2010 SAP AG SDN .com | UAC .sap. Select check box “Periodic Job” and click on background job tab to define the frequency of 15.sap.bpx.sap.com 10 .com | BPX .

).sap. GL Accounts.com | BPX .sap.com | UAC . at periodic intervals.sap. and jeopardizing the business for some time as no posting can be carried out in system. Customers. execute program “RFPERIOD_OPEN/RFPERIOD_CLOSE” and save your variant by including desired selections 2. due to human omission.sap.bpx. etc. Transaction code “OB52” is used to open/close periods for financial accounting. But this transaction needs to be executed manually.com 11 .Automate Period Opening in SAP Automate Period Opening/Closing for Financial Accounting (OB52) To allow any posting in Financial Accounting in a particular period. Following steps should be used to set up variants and set a background job for automatic execution of program at periodic intervals: 1. Through the use of program RFPERIOD_OPEN/RFPERIOD_CLOSE the process of FI period opening/closing respectively can be automated for a given set of company codes. and open/close periods for all/specific account types. Select save button from top of screen to save the variant and give a suitable name to your variant SAP COMMUNITY NETWORK © 2010 SAP AG SDN . such period should be open for types for accounts (Assets. Materials.boc.uac. Go to t-code “SE38” .sdn. This also runs the risk of not opening next period. Vendors.com | BOC .

Now Go T-code SM36 and give a suitable name to job like “FIPOPEN_0L_OB52_MLY” 8.com | UAC . Click on tab from the top of screen and give program name and variant viz. Step 1 to 5 needs to be repeated for each Account Type for which period opening is required.bpx.Automate Period Opening in SAP 3.com 12 . “RFPERIOD_OPEN” & “PERIOD_OPEN” respectively in next screen SAP COMMUNITY NETWORK © 2010 SAP AG SDN . For each selected row of above screen.uac.sap.com | BPX . go to column “Selection Variable” and select “T: Table Variable from TVARVC” from drop-down selections (by pressing F4 key on keyboard) 4.sap.e.sap.sap.sdn. for leading & non-leading ledgers 7. Now click on save button from top of screen to save the variant. this variant will be used while setting up background job 6. Now go to last column i.boc. “Name of Variable” and select option as per requirement 5.com | BOC .

g.Automate Period Opening in SAP 9.boc.sap. Press 12.com | BOC . Click on icon from top of screen to go back to initial screen tab from top of screen to define run time and frequency of background job tab to define run time of background job 13.bpx.uac.com | BPX . e. Click on save button in above screen (can be found out in lower part of screen) to save the step for background job 10. Step 1 to 14 needs to repeated for setting a background job for closing of FI periods through the used of program “RFPERIOD_CLOSE” SAP COMMUNITY NETWORK © 2010 SAP AG SDN .sap. Select save button on every screen to exit the process of background job setting and saving the job. Select check box “Periodic Job” and click on background job.sap. “Monthly” tab to define the frequency of 14.com | UAC .sap. which will run at define time & frequency (as defined in step 12 & 13) 15.sdn. Now press F3 or 11.com 13 .

com | UAC . and open/close periods for all/specific CO business transactions.bpx.sap.sdn. Through the use of program RKCOOKP1 the process of CO period opening/closing respectively can be automated for a given controlling area. To allow any posting to (in) controlling. execute program “RKCOOKP1” and save your variant by including desired selections Click on this button include multiple transaction 2.sap.com | BPX .com | BOC . There are many posting which happen only in CO. Transaction code “OKP1” is used to open/close periods for financial accounting. purely for management reporting and helping the management in decision making. such period should be open for types CO Business Transactions (Annexure-1). Following steps should be used to set up variants and set a background job for automatic execution of program at periodic intervals: 1.com 14 . in a particular period. and jeopardizing the business for some time as no posting can be carried out in system.boc. at periodic intervals. But this transaction needs to be executed manually. Go to t-code “SE38” .Automate Period Opening in SAP Automate Period Opening/Closing for Controlling (OKP1) Controlling module of SAP is used for management reporting & analysis and for that to take place all postings show flow from FI to CO.sap.uac.sap. In the above there is option of include one or multiple business transaction(s) for processing 3. due to human omission. This also runs the risk of not opening next period. Select to open CO period and to close CO period SAP COMMUNITY NETWORK © 2010 SAP AG SDN .

Now click on save button from top of screen to save the variant.com | BPX .bpx.com | BOC . go to column “Selection Variable” and select “T: Table Variable from TVARVC” from drop-down selections (by pressing F4 key on keyboard) 6.sdn.sap.uac.Automate Period Opening in SAP 4.sap. this variant will be used while setting up background job SAP COMMUNITY NETWORK © 2010 SAP AG SDN .com | UAC .sap.sap. “Name of Variable” and select option as per requirement 7.boc. Select save button from top of screen to save the variant and give a suitable name to your variant 5.com 15 . For each selected row of above screen. Now go to last column i.e.

Now press F3 or 12. Click on save button in above screen (can be found out in lower part of screen) to save the step for background job 11.sdn.sap.boc.sap.uac.com | UAC .com | BPX .com | BOC . “RKCOOKP1” & “CO_POPEN” respectively in next screen 10.sap.bpx.Automate Period Opening in SAP 8.sap. Press icon from top of screen to go back to initial screen tab from top of screen to define run time and frequency of background job SAP COMMUNITY NETWORK © 2010 SAP AG SDN . Now Go T-code SM36 and give a suitable name to job like “COOPEN_OKP1_MLY” 9. Click on tab from the top of screen and give program name and variant viz.com 16 .

Click on tab to define run time of background job 14.sap.Automate Period Opening in SAP 13.com | BPX .com | BOC . which will run at define time & frequency (as defined in step 13 & 14) SAP COMMUNITY NETWORK © 2010 SAP AG SDN .com 17 .sap.boc. Select check box “Periodic Job” and click on background job.sap.g.bpx. e. “Monthly” tab to define the frequency of 15. Select save button on every screen to exit the process of background job setting and saving the job.sdn.uac.com | UAC .sap.

com | UAC .com | BOC .sap. Actual cost distrib. cost obj.boc.bpx.com 18 . WIP/results analysis Manual WIP/results analysis Manual cost allocation Actual cost center accrual Down payment Transfer price allocation Actual settlement PS Incoming Ord: Auto Determ.sap. Controlling Business Transactions Business Transaction COIN CPPA JVIU JVIV KABG KABM KAMV KAZI KAZO KFPI KOAO KOR1 KPIV KRAT KSI0 KSII KSPA KTDA KVAR KZPI KZRI PNV1 RKIB RKIL RKIU RKIV RKL RKLN RKLT RKLX RKN Description CO Through-postings from FI ABC Actual process assessment JV Actual assessment JV Actual distribution Automat. LIS transfer: Actual stat. Actual Overhead Assessment Actual Overhead Distribution Actual activity allocation Revaluation at actual price Actual template allocation Predistribution of fixed costs Actual non-alloc. KF Actual cost center split Actual price calculation Assessment to CO-PA COPA: TOP-DOWN: Actuals Variance calculation Actual overhead (periodic) Interest calculation (actual) PRC: Activity Backflush Actual Periodic Repostings Actual inverse activity alloc.Automate Period Opening in SAP Annexure A.sdn.sap. activities SAP COMMUNITY NETWORK © 2010 SAP AG SDN .uac.com | BPX .sap.

: Act.com | BOC .per.com | BPX .com 19 . Types of Accounts in Financial Accounting Account Types + A C D G K M S V Short Description Valid for all account types Assets CO-PA: Profitability Analysis Customers Special Purpose Ledger Vendors Materials G/L accounts Contract accounts SAP COMMUNITY NETWORK © 2010 SAP AG SDN . distrib. Segment adjust.Automate Period Opening in SAP RKS RKU1 RKU2 RKU3 RKWD RRIB RRIU RRIV Enter statistical key figures Repost costs Repost revenue Repost CO line items Target=actual acty allocation Seg.com | UAC . Assess.repost.uac. Segment adjust.: Act. B.sap.sdn.sap.: Act.sap.sap. adjust.bpx.boc.

sap.sdn.com | UAC .Report RVSETDAT MM Period Closing Month End Procedure For more information.uac.com | BOC .boc.bpx.com 20 .sap. visit the Enterprise Resource Planning homepage SAP COMMUNITY NETWORK © 2010 SAP AG SDN .sap.Automate Period Opening in SAP Related Content Note 665042 .com | BPX .sap.

SAP COMMUNITY NETWORK © 2010 SAP AG SDN .sap. SAP will not be held liable for any damages caused by using or misusing the information. SAP responsible or liable with respect to the content of this document. and anyone using these methods does so at his/her own risk.boc.com | UAC . SAP offers no guarantees and assumes no responsibility or liability of any type with respect to the content of this technical article or code sample.com | BOC . Changes made based on this information are not supported and can be overwritten during an upgrade. or seek to hold.sdn. You agree that you will not hold.uac.com 21 . including any liability resulting from incompatibility between the content within this document and the materials and services offered by SAP.Automate Period Opening in SAP Disclaimer and Liability Notice This document may discuss sample coding or other information that does not include SAP official interfaces and therefore is not supported by SAP.sap.bpx.com | BPX . code or methods suggested in this document.sap.sap.