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February 27, 2013

Configuration: Automatic Account Assignment
Contents
Overview .................................................................................................................................................................................................................. 1 Checking the Valuation Area ................................................................................................................................................................................. 3 Maintaining the Value and Quantity Update Fields in the Material Type .......................................................................................................... 4 Maintaining Valuation Control ............................................................................................................................................................................... 5 Maintaining the Grouping for the Valuation Areas. ............................................................................................................................................. 5 Maintaining Valuation Classes .............................................................................................................................................................................. 6 Creating an Account Category Reference ............................................................................................................................................................ 7 Defining Valuation Classes for each Account Category Reference .................................................................................................................. 9 Linking the Material Type to the Account Category Reference ......................................................................................................................... 9 Maintaining G/L Accounts for Internal Process Keys ....................................................................................................................................... 10 Maintaining G/L Accounts for Account Modifiers ............................................................................................................................................. 13 Simulating and Testing your Account Assignment .......................................................................................................................................... 13 Internal Processing Keys and Posting Transactions ....................................................................................................................................... 14 Purchase Account Management ..................................................................................................................................................................... 14 Account Posting via Goods Movements ......................................................................................................................................................... 15 Review ................................................................................................................................................................................................................... 23

Overview
In Materials Management (MM), Automatic Account Assignment assigns posting to particular G/L accounts, dependent on the transaction and several other factors. The system can be set up so that users never need to type in an account number during a transaction, or, so that they can enter accounts during certain specific transactions. This guide explains how MM Automatic Account Assignment documents are configured in the SAP System. Purchase Orders (PO’s), for example, have no direct account postings. However, account postings from goods receipts and invoices made against PO’s are affected by accounts designated in the PO’s. Goods movements, on the other hand, create a material document. For every goods movement affecting a G/L account, an accounting document is created. The movement type is a crucial entry in MM. Which G/L account is updated when a goods movement takes place is determined by a combination of several variables.

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These variables include: Variable Movement Type Plant Material Type Transaction Account Assignment category (on PO) Example Goods Receipt, Goods Issue 0001 Raw Materials, Semi-finished Goods MB01 (Cost center, asset, production order, etc.)

There are nine steps to properly configure an Automatic Account Assignment: 1. Verify at which level you are valuating material. This step should have been completed when your organization level was set up. 2. Check, and, if necessary, update each material type’s Quantity/Value Update fields from the standard delivered system. 3. Maintain the Valuation Control 4. Maintain the Grouping for the Valuation Areas 5. Maintain the Account Category Reference 6. Maintain the Valuation Classes 7. Link the Material Type to the Account Category Reference 8. Maintain the G/L accounts for the Internal Processing keys 9. Maintain the G/L accounts for the Account Modifiers. The system is pre-configured with all the relevant valuation data, assuming standard material types and movement types are used. If you create new material types and/or movement types, the following tables, corresponding to the steps above, are automatically created and will need to be configured for the Automatic Account determination to function properly.           Table 156S, in Table Maintenance (configuration information based on movement type) Table 156M, in Table Maintenance (Quantity strings) Table 156W, in Table Maintenance (Value Strings) Table 156 in table maintenance Activate Valuation Group Code Assign Valuation Grouping Code Account Category Reference Valuation Class Material Type/Account Category Reference Automatic Postings
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For each plant.– February 27. you can define separate account determination. If you valuate at the company code level. The following example is set at the plant level. 2013 Checking the Valuation Area Checking the Valuation Area The valuation area is defined by specifying the level at which material stocks are valuated. and G/L accounts to which transactions are posted:    If material stocks are valuated at company code level. You can valuate material stock at the following levels:   company code plant If you valuate at the plant level. IMG Path Enterprise Structure  Definition  Logistics General  Define Valuation Area. or product costing and job-order costing. Your choice of valuation level affects: Maintenance of Material Master records:   Maintain accounting data in the material master record for each plant or for each company code Define a valuation price for the material in each plant or in each company code G/L accounts in which material stocks are managed. If material stocks are valuated at plant level. If several plants are to use account determination. you can group them together in Customizing via Materials Management for Valuation and Account Assignment.doc. Choose the appropriate radio button. If you want to use the application component PP (production planning). 131389519.ms_office . the plant corresponds to the valuation area. the company code corresponds to the valuation area. you must set valuation at plant level. 1. all plant stocks of a material are managed in a joint stock account for each company code. the material stocks for each plant can be managed in different accounts.

2. (not shown) 3. Enter one of the material types you plan to use and click on the Enter icon. valuation area.doc. 1. areas In no val. choose one of the following for each:    In all val. You will need to reference a current material type in the Material type field. you must indicate which valuation areas will use quantity updating and which areas will use value updating. double-click on a material type in the list. area Diff. Select Quantity/Value. In the Quantity/Value Updating field. Your Material Master record can be updated (Value and/or Quantity) for a specific plant(s).ms_office . and click the Create button.- Maintaining the Value and Quantity Update Fields in the Material Type Ensure your Value/Quantity Update fields are set for each material type by maintaining those fields. IMG Path Logistics General  Logistics Master Data  Material Master  Material  Control Data Define attributes of material type. If you create a new material type. Or. valuation area If you select Diff. in case of goods movement for that material type. use the same menu path as above. Choose Change. 131389519. Repeat this process for all the material types you will be using.

2013 Maintaining Valuation Control Maintaining Valuation Control A valuation group code allows you to group different valuation areas (plants. if you want to post identically in plants 1 and 2. Choose the appropriate radio button. if they post identically. The Valuation Grouping Code is used to group different valuation areas and/or different company codes together within a chart of accounts so that they have similar postings. or correspond directly to a chart of accounts. Within the chart of accounts. but differently in plant 3. Within a chart of accounts. Valuation grouping codes either reflect a fine distinction within a chart of accounts. in this example) together. IMG Path Materials Management Valuation and Account Assignment  Account Determination  Define valuation control.ms_office . you can use the valuation grouping code to define:  individual account determination for certain valuation areas (company codes or plants)  common account determination for several valuation areas (company codes or plants) 131389519. For example. 1. We recommend that you use the default setting of Valuation grouping code active.doc.– February 27. Maintaining the Grouping for the Valuation Areas. The valuation grouping code then makes it easier to set the automatic account determination. you can group plants 1 and 2 together in the same valuation group code. you assign the same valuation grouping code to all the areas you want to assign to the same account.

you can define the valuation classes that are allowed for a material type. Your Valuation Group Code can be up to 4 alpha/numeric digits. When you create a material. The valuation areas are defined automatically when you assign your plants. The R/3 System uses your default settings to check whether or not the valuation class is allowed for that material type. if your valuation level is at the plant level. You must have assigned each plant to a company code in Corporate structure: Customizing.doc.ms_office . the Valuation Area = Plant Code. IMG Path Materials Management Valuation and Account Assignment  Account Determination  Group together valuation areas. Likewise. you will automatically see your entry in this table. create an account determination for each valuation class under the menu option Create Automatic postings. The valuation classes allowed depend on the material type. A valuation class is a group of materials having the same account determination. Maintaining Valuation Classes Under the menu option Define Valuation classes. When you create a plant.- Checklist    You must have activated the valuation grouping code under the menu option Valuation control. because we valuated at the plant level. which is a combination of valuation classes. In this example. 131389519. you must enter the material's valuation class in the accounting data. Several valuation classes are usually permissable for a single material type. one valuation class may be associated with more than one material type. If a transaction will post to an account depending on the valuation class. and save your changes. Only one Account Category Reference is assigned to each material type. 1. The link between the valuation classes and the material types is set up via the Account Category Reference. Enter the appropriate Valuation grouping code for the Valuation areas you are grouping together. You must have defined the valuation level in Corporate structure: Customizing.

Example Account Category Reference GKR:    3000 for raw materials 3030 for accessory materials 7900 for finished products 131389519.doc. You must have agreed with Financial Accounting on which materials are assigned to which accounts.– February 27. You must have defined the chart of accounts. 2013 Creating an Account Category Reference Checklist    You must have defined your material types. using FI General Ledger Accounting as an Account Category Reference. You can create the account groups from your chart of accounts.ms_office .

Select a four-digit code and associated description. Select either New Entries or Copy As. IMG Path Materials Management Valuation and Account Assignment  Account Determination  Define valuation classes. (Select one of the Account Category References before clicking Copy As) 2. 1.ms_office . Choose Account Category Reference. 3.doc. Save your changes. 131389519.- Creating an Account Category Reference Create a valuation class within a specific Account Category Reference for each group of materials that will be used to link a specific set of G/L accounts to each material.

Select either New Entries. you will need to link it to an Account Category Reference number. the default configuration is a one-to-one relationship. This link is done via a third table: the Account Category Reference Code. 2013 Defining Valuation Classes for each Account Category Reference Defining Valuation Classes for each Account Category Reference IMG Path Materials Management  Valuation and account assignment  Account determination  Define valuation classes Choose Valuation Class. or.– February 27. Select Copy As to enter additional Valuation Classes. you will be linking the valuation classes with the material type. For simplification. It can refer to one valuation class or a combination of valuation classes linked to the material types and defines which valuation classes are valid for each material type. You are effectively linking material types and valuation classes in a one-to-many relationship.ms_office . however. If you create a new material type. The Account Category Reference Code is a grouping of common material types. Linking the Material Type to the Account Category Reference We reccommend that you use the default material type -Account Category Reference relationships already in the system. In this step. and the valuation class is a grouping of common account postings. 1.doc. select one of the current entries by checking the empty box to the left. The Account Category Reference is a G/L account subdivision for the material type. 131389519.

It is recommended. which allows for separate accounts to be affected for debit and credit postings (not shown above) general modification (account modifier) valuation modification (not shown above) valuation class Only two rules are used with BSX: valuation modification and valuation class. however. Click the Account Category Reference/ Material Type button. These are:     debit/credit indicator. that you categorize a new material type into one of the existing account categories. There are four rules used to determine how the account assignment will be affected. You may want to create a new account category reference if you create a new material type.ms_office .- IMG Path Materials Management Valuation and account assignment  Account determination  Define valuation classes. The system comes with pre-defined Account Category Reference codes.doc. so you need not add a new Account Category Reference. Enter the Account Category Reference number next to the appropriate Material type description. and each process key is used to find the appropriate acccount to which that process should post. 1. Each transaction is associated with two or more Internal Process keys. Maintaining G/L Accounts for Internal Process Keys Internal Process keys are used by the system to determine which accounts are posted to when an MM transaction is run. 131389519. The general modification rule and debit/credit indicator rules do not apply.

Although the following example only walks you through one process key. 131389519. For normal inventory materials.doc. Checklist  The G/L account numbers must already exist. one that your organization will use. IMG path Materials Management  Valuation and Account Assignment  Account Determination  Create automatic postings. 1. 2013 Maintaining G/L Accounts for Internal Process Keys You must coordinate this part of the configuration with your Financial team. the steps for other keys are the same. Choose Account Assignment.ms_office . Select an appropriate process.– February 27. as they will know which accounts need to be assigned. double-click on the Process key GBB.

- 2. so we have only one account column. the Valuation class and 7. requiring a chart of accounts (not shown). Enter the Valuation group code. We did not select the debit/credit rule for this Process key (which allows you to post debits and credits to separate accounts). 5. click Accounts to enter the Account Assignment information.ms_office . A pop-up menu will appear. 6.doc. 4. Enter your company’s chart of accounts. the G/L account. 3. 8. Set up the rules for the process key in that chart of accounts. 131389519. Once you have defined the rules for the process key. Repeat for each Process key your organization requires.

During a goods movement. Or.g. Simulating and Testing your Account Assignment You should test your work via two methods. Once you click Enter. Now.– February 27. input the plant. you will be prompted to choose a movement. you will notice the fourth rule. Important account modifiers are related to inventory posting (GBB). dependent on the movement type. e. General Modification (not shown). Set up a spreadsheet and track the different account postings that occur as you perform different movements. From the list of movement type texts..ms_office . This button allows you to further breakdown your transaction/event keys. PRD and KON.doc. from the Create automatic postings screen click on the Simulation button. Here. If you click on the Rules button. Account modifiers/groupings apply to Process keys GBB. 2013 Maintaining G/L Accounts for Account Modifiers Maintaining G/L Accounts for Account Modifiers The account modifiers (also referred to as groupings) are a finer subdivision of the transaction/event key for account determination. The selected text will appear next to your movement type. click on the Simulation button in the Account posting menu to see which accounts are affected by certain movement types. the off-setting entry for GBB can be made to different accounts. This key is often associated with goods issues. A list of possible account modifiers/groupings can be found in the extended help documentation via Valuation and Account AssignmentAutomatic postingAdditional information. and double-click on GBB. material and movement type. but may be used whenever off-sets are required for inventory. 2. Using the transaction code OMWB. double-click on the text you would like to simulate. click on the Account assignments button. This first test should be done in conjunction with the second method of testing: Select three different material types you can track from the system. 1. 131389519. goods receipt for an asset. Click on Back (Green arrow icon). This checks your Account Assignments by simulating the account postings. (or following the Maintaining G/L Accounts for Internal Process Keys menu path on 1-11).

IMG Path Materials Management Valuation and Account Assignment  Account Determination  Activate Purchasing Account Management. purchase accounts must be managed to document the value at which externally procured materials are posted. 1.- Internal Processing Keys and Posting Transactions Please reference the Valuation and Account Assignment help file for information on all the Internal Process keys. Click the Purch. EKG. You will also have to maintain Automatic Account determination for Process keys EIN.doc. you will first have to specify in which company codes purchase account management is active. acct box for the appropriate company code (CC). Purchase account management is currently used in the following countries:     Belgium France Italy Spain If you require purchase account management. The off-setting entry is posted to a purchase off-setting account. There is also a freight purchase account (FRE). Purchase Account Management In some countries. 131389519. and FRE. and examples of how to use them. The purchase account (EIN) is posted at the time goods receipts and incoming invoices are posted.ms_office . with the same amount as the stock account. used to document delivery costs posted for externally procured materials.

or nothing at all. we will not concern ourselves with the entries to the right of column NoVS):   MvT: Every goods movement has a three-digit code (Movement Type) which must be specified. a quantity string and a value string are determined. or enter SM31.ms_office    . while the value string determines which account posting keys will be signaled. Then. From the fields shown. because the vendor owns the material. Mvt: The Movement indicator shows the type of order the goods movement might be against.doc. For example. Where are these account postings maintained? A good place to look first is Table 156S. from left to right (for now. there may be an associated account posting. S: The Special stock indicator tells who owns the material and who receives the material. Every material type is annotated as to whether or not the material value is updated during goods movements. enter T156S. QUp: The Quantity Update indicator signifies whether or not material quantities are updated during goods movements. Through a sequence of instructions. we will look at the field definitions of Table 156S. This table displays configuration information based on all the movement types in SAP. the indicator might be K (for consignment). VUp: The Value Update indicator signifies whether or not the account posting can affect the material account. 2013 Maintaining G/L Accounts for Account Modifiers Account Posting via Goods Movements With each goods movement. For example. Or. accessed through Table Maintenance. In order to determine which quantity string is being referenced and which value string is being referenced for each goods movement. the movement could reference a purchase order. the quantity string determines which quantity fields are updated. Note that the material type’s Quantity Update indicator and Value Update indicator must match a line entry in order to use the associated quantity and value strings. a delivery note. but the stock is taken into the user’s plant. Note: It is the combination of all the appropriate fields which makes this determination. IMG Path System  services  table maintenance.– February 27. Click Display. the indicator for the stock taken by the user in the plant might be blank. 131389519.

WE06 specifies that t/e key KBS will be referenced first. These entries have different transaction/event keys (also called account keys). 131389519. These keys are found in Table 030. then Maintain. The transaction/event (t/e) keys specify the type of account to which items are posted. The value string WE06 has two entries. T156W. In the previous screen shot. Using the data from these entries.ms_office . or an outside PO. followed by key WRX.doc. The value string for the top entry in the previous screen shot was WE06. and defined from the account assignment category in the PO. Then. In the future. 2. and not the stock account. In Table 156M (which will not be analyzed here). in our previous example. the quantity string indicates if orders are to be updated and other relevant quantity information. the account assignment of K (for cost center) in the PO ensured that the receipt debited the cost center’s account. Value strings are handled in Table 156W. T156M. which comprise the next two columns. Refer to Table 156W as shown below: Enter SM31. the quantity string for the top entry is ME02. we can determine quantity and value strings. accessed via SM31. The quantity string and the value string are handled very similarly. Choose Display.-   Rec: The Receipt indicator is not currently used. Quantity strings are maintained in Table 156M. Thus. 1. the specification will determine if the movement is for a stock transport order. Cns: The Consumption posting indicator is used in the case of goods receipts for purchase orders.

131389519.– February 27. Customizing T030 or. (Table is in alphabetical order. In the Posting keys box are two potential keys. Paging down this table.doc.Transactions screen. the IMG Path: Materials Management Valuation and account assignment  Account determination  Create automatic postings Click the Account Assignment button. accessed through SM31. and 91 for a credit. and WRX signifies a GR/IR clearing account. Double-click on KBS. so that KBS and WRX are not visible here. we see that KBS signifies an account specified in a purchase order.ms_office . How do we know which Posting key KBS will access for this posting? (Or. 1. we look at Table 156 (T156) in SM31. 2013 Maintaining G/L Accounts for Account Modifiers Look at Group: RMK in the Maintain Acctng Configuration: Automatic Postings . is this posting a debit or a credit?) To find out.) 2. 81 for a debit.

the first entry will be a debit. and then accessing the t/e keys in Maintain Acctng Configuration: Automatic Postings Transactions screen. we were able to determine the appropriate account postings. we look to Posting key 81 (the KBS debit key-see step 2) and in Table TBSL. The first t/e key (KBS.- 3. By double-clicking Posting key 81. where Posting keys are configured for transaction OB41. For movement type 101. the account was specified in the PO (since 101 was a GR for a PO). or via the IMG Path: Financial Accounting  Financial Accounting Global Settings  Document  Line Item  Control  Define Posting Keys 5. Thus. in this case) is therefore a debit. the appropriate transaction/event keys in table 156W. You can access Table TBSL through SM31. we see that the first entry under D/C is S. you can see it shows a debit to a G/L account. 6. Thus. Thus. 131389519. By finding the value string in Table 156S.ms_office . 4.doc. We see that this key causes a debit to the specified G/L account.

or via the IMG Path: Materials Management Valuation and account assignment  Account determination  Create automatic postings. 8. From this screen. accessed by SM31. take a look at the valuation grouping code. 131389519. Select Account assignment.ms_office . (not shown) 9. What about WRX? Find the RMK group from the Maintain Acctng Configuration: Automatic Postings Transactions screen. Display T030.doc. what about the valuation class? The class is attained from the accounting view of the Material Master (for that specific valuation area). Now. You can find it using transaction OMWD.– February 27. we see that the valuation grouping code is used to group different valuation areas and/or different company codes together within a chart of accounts so that they have similar postings. or via the IMG Path: Materials Management  Valuation and account assignment  Account determination  Group together valuation areas 10. Now. 2013 Maintaining G/L Accounts for Account Modifiers 7.

using the valuation grouping code in Table 001K and the valuation class for the material (found in the Material Master). 12. the valuation class of 3000 is chosen. (not shown) This displays the possible valuation classes assigned to the material types. a material type was chosen. 131389519. The system knew because when the material was created. Click on Display. select ROH (for raw materials).ms_office .doc. Now. under the t/e key WRX . only certain valuation classes were allowed. and then click on the Account assignment button. on to material type configuration. Looking up (F4) this field. we see the system knew that for this raw material. This can be accessed via transaction code OMS2 or the IMG Path: Logistics General  Logistics Master Data  Material Master  Material  Control data  Define attributes of material type 13. We can determine the GR/IR clearing account entry by looking in Table 030.- 11. For this material. The valuation class chosen for this raw material was 3000. 14.

there is both quantity and value updating. With the information covered in this section. for a cost center. The PO has an account assignment category of K. 131389519. let’s look at one more thing: Quantity/Value Updating. It is a standard stock item (no special stock type). 16. To restrict quantity or value updating of this material type. we are now ready to track how our goods receipt posted in the last section. and is therefore an item set for consumption. movement type 101.doc. This is where we determine if there is quantity or value updating for each material type. For raw materials.– February 27. While we’re in the Material Type screen. The raw material used has a valuation class of 3000. From the previous screen (not shown).ms_office . 2013 Maintaining G/L Accounts for Account Modifiers 15. click the button In no valuation area under the headings of Quantity/Value Updating. click the button labeled Quantity/Value. Let’s consider what we know about the goods movement :      It is a goods receipt for a PO.

and chose Posting key 81. (WE06 has only those two t/e keys. 1. WE06 is found in Table 156W. there are two posting keys. The third entry from the top meets all the above criteria. 4. and one for a credit. In Table 156. We located KBS in Table 030. we found that the first entry is a debit. 2.) To recapitulate the account determination. we selected Posting key 81. Therefore. WE06 uses Internal Process keys to locate and identify postings to KBS and WRX. we looked at Table TBSL (in transaction code OB41).doc. (Transactions) column. we will look at value string WE06 to see how our goods receipt posted.ms_office . step-by-step: KBS: 1.- Look at Table 156S. 2. one for a debit. 3. Then. Under KBS. so. 131389519. noted in the Tr.

3. different from GR document number. 4. in this case. follow the menu path: Goods Receipt  Display  Accounting Docs. we have the valuation grouping code US01. Posting keys. determine whether entries are debits or credits 3. 2. Under WRX. There. Document number: accounting document number. In Table 001K. the cost center account specified on the purchase order. with a Valuation grouping code of US01 and a Valuation class of 3000. we specifed a Valuation grouping code and a Valuation class. Or. we saw our material has a Valuation class of 3000 for the plant in which we are operating (US01).ms_office . Debit/credit postings against accounts. the GR/IR clearing account is 191100 in Table 030.– February 27.  Items On-Screen 1. 2013 Review 5. From the accounting view of our Material Master. Review Determining account postings from goods movement documents: 131389519. Accounts to which entries are posted 4. We located WRX in Table 030. we saw that for our Valuation area (US01) and our company code (US01). we saw that Posting key 81 causes a debit to a specified G/L account. 2. WRX: 1. from any screen. There are several ways to reach this screen. Therefore. including:  Upon completion of the Goods Receipt.doc. in order to determine the proper GR/IR clearing account. clicking on the Accounting Docs button. This is shown in the accounting document created for the goods receipt.

) 3. Based on the value string. sales order. account modifier. stock account.- 1. and a valuation class specification. 131389519. 4. if an account modifier must be checked. Check Table T156S for the appropriate movement type. Check Table T156X. check Table TBSL and see which account this posting key affects. For the t/e keys which have a valuation grouping code. 5.   For the t/e keys which have simple entries of posting keys (as with KBS).doc. 2. Find the appropriate movement type and value string in Table T156S based on :     whether or not the material type is quantity and/or value updated if the item has a special stock type what type of movement is occurring what type of account assignment the item might have (consumption.ms_office . Check Table 030 to see the possible postings for each of the t/e keys. Check Table T156 to determine if the sequence from T156W begins with a debit or a credit. etc. check Table T156W for the sequence of t/e keys accessed. Check the accounting view in the Material Master to find the appropriate valuation class. find the account by the following :    Check Table 001K to find the valuation grouping code based on the appropriate valuation area and company code.

ms_office . 2013 Review 131389519.doc.– February 27.