GLOSSARY

1. Background

2. Basic checks before activation

3. Alternative accounts & Language dependency

4. Steps for activation – OAT1 accounts

5. Important Issues

6. Cost Element & 3KEH

7. GL account flow to other environments

8. IDOCs

9. IQ Validation
1. Background

“Blue Planet” is typically involved in activation of GL accounts at the chart of account and company
code level. Hence the work in Blue planet is creation of GL accounts and other related customization.

Further, the GL account activation process involves a series of steps (logically defined) drafted
specifically to meet the control requirements of Alcatel – Lucent.

Chart of account: OAT1 is the Operational chart of accounts for Blue planet. Each account is coded on 8
digits and the chart will be maintained by the central team. OAT1 is the operating chart of accounts in
SAP used for all business transactions. All countries will use same chart of accounts.

Alternative chart of accounts: This chart of accounts is the local legal chart of account of each country.
AXX1 - The XX will be replaced by the country code.

A detailed explanation of the same is provided as part of the presentation.

2. Basic checks before activation:

The following logical checks needs to be performed before activation of accounts;

a) Check if the account already exists in B6D, B6R and BPP
b) Check if the account exists in the subset. If not please refer to the Black list available in the MDM
data base.

What is Subset and Where to find it?

Subset is a list of GL accounts, that can be activated for a company code and the attributes that needs to
be entered for such accounts. This file is available in the MDM database, under the writer – Silver
Zuskin.

.
 Points to be remember on Subset and Blacklist:
 Every time we should to take latest version from MDM data base, to check the accounts.
 If the account already exists in B6D, B6R and BPP check if the attributes of the accounts are as per
subset. If not, it has to be changed accordingly.
 If the account does not exist in the Subset / if the account exists in the Black list then approval of GFT
is required.
 If the account does not exist in all the systems (B6D, B6R&BPP), check Subset and Black list.

Subset Blacklist Action

Does not
Exist Go ahead create GL accounts as per subset
exist
Does not Check the comment in the black list file / Ask for GFT
Exist
exist approval and tell them to update the Subset
Does not Does not Ask the scheme of entry from client and inform GFT to
exist exist update the Subset

 If the account to be created is in Priority 5 account, then approval of GFT is required. However, this
is not necessary for Cash and Bank accounts.
Note: When you require validation or inputs from GFT, please do not contact GFT directly. Please
go through onshore team and in-turn onshore team will contact GFT if required (review the case with
offshore lead before you go to onshore).
 In Subset, GL accounts may in series (i.e. 100xxxxx, 109xxx20). So check carefully.
 If the account exists in Black list, check what comment was given for that account in ‘DefText’
column.
 If the account to be created is a balance sheet account (especially bank accounts) which are managed
on an open item basis, configuration to account for foreign exchange differences should be done. This
configuration is done using T-code OB09.

However, GFT approval is required before this configuration is done in B6D (010).
Further, balance sheet adjustment account no. should be the account number + 1. Ex: for
reconciliation account 12010010, the balance sheet adjustment account should be 12010011.
And also please create the balance sheet adjustment account as per subset.

3. Alternative accounts & Language dependency

Check whether Alternative chart of accounts has been assigned to the company code (OBY6).

In such cases, the details of the same needs to be provided in the SR. If not the SR status should be
changed to 10 and communication should be sent to the user. The requirement of alternate account is
based on the local requirement of each country and hence this is not controlled through subset.

Note – The SR as of now is not assigned to the user!

Further, as a Alcatel process, even though there is no alternative chart of accounts assigned to the
company code, the alternative account number same as the operational GL account (OAT1) is filled
up.
Note:
Steps in creation of alternative account:
a. T-Code used is “FSP0”
b. Enter the account no. as provided in the SR.
c. Enter the alternate chart of account as applicable to company code.
d. There is only one Account group available for alternative account. This has to be selected.
e. The type of account to be selected is same as the operational GL account.
f. The short text and long text to be entered as per the data given in the SR.
Language dependency for alternative accounts:

In all cases please ensure to check OBY6 to understand if there is any language dependency for the
Company code. If language dependency is there and then alternate account description is not provided
write to the user, change the status of the SR to 10 (do not assign it to user) and obtain the description.
The steps to be followed in SAP are as provided below:

Steps to maintain Local Language:

1) Goto Tcode FSP0
2) Enter the account no. as provided in the SR.
3) Enter the chart of account or alternate chart of account.
4) Select the Tab ‘Key word/translation’
5) Select the ‘Language Key’ as per the country’s local language
6) Enter the short and long text provided by the user.

Note:
* For Brazil country we have to maintain Portuguese as local language.

4. Activation of account (OAT1):

Note – OAT1 is mentioned above not to indicate activation of account at chart of accounts level but to
distinguish between alternative account and the account in Operational COA (OAT1)

a. Company code level:

All the attributes required for the purpose of activation of account is available in the subset. The
 Subset particulars need to be adhered to in all cases, except Tax category, posting without tax
allowed and the account currency (limited to only bank and cash accounts) which is a “country
specific requirement”.
T-Code “FSS0” to be used for activation of account.

b. Chart of accounts level:

Use T Code “FS00” for activation of the account at the company code level. As mentioned above
all the details required for activation of the account is available in the subset.

c. OAT1 account description in native language:

The description of the account created at OAT1 level should always be in English. However, the
description can also be in native language. This configuration should be done as mentioned
below:

d. Use T-Code FS00

e. Add the native language description in the tab Key word / translation

Select the Language Enter the description as provided in the SR

5. Important Points to Remember:

There are many requests by users which is relating to modification of attributes of GL account
like Field status group, line item display, alternative account, post automatically etc. Under these
circumstances, the following factors needs to be considered:

Tax and Currency:

The changes made should be as per the subset except the Tax category, Posting without Tax
allowed and account currency.

For US company codes, if there is any entry in ‘Tax category’, then by default activate the
‘Posting without Tax is allowed’.

For ‘E-2-E’ or SR 74122 or ER 3475 we have to maintain ‘Posting without tax allowed’ by
default.

Alternative Account changes:

The account balance should be zero for change made regarding alternative account and open item
management. The account should be balanced to zero in B6D and B6R by the IDC and by the end
user in BPP. Do not raise IDocs to BPP unless the account is balanced to zero by the end user.

If the alternative account or other attributes are differs from B6D to BPP, check the MDM data
base is there any SR is raised for the changes. If not, align the attributes as per the BPP.

Blocking the Account:

Whenever there is a request to block the account, it should be ensured that the balance of the
account is made zero in BPP by transferring the balance to the new account that will be operated
instead of the old account. Ask with the user is it temporary or permanent block and confirm
whether user wants to block for posting, block for creation, block planning and deletion flag at
chart of account and deletion flag and blocking for posting at company code level

Unblocking the Account:

When there is a request regarding unblocking of the account, it should be ensured that the account
exists in the subset. Also the black list should be checked to ensure that the account does not exist
in the black list. If the account exists in black list approval of GFT is required before unblocking
of the account. We need to ask the user, reason for unblocking and is it a permanent or temporary
unblock.

Unblock and block the account again:

When there is a request to temporarily unblock an account for the purpose of making some
adjustment entries in BPP, it has to be ensured that the account is blocked again once postings
have been performed by the user for these accounts.

In this case unblock the account in B6R and move the SR to 50. Inform the user to accept the SR.
once user accepted (status 57) then again bring back the SR to status 37. Block the account and
again generate new idoc to other system. Tell the user to accept the SR again.

After the SR moved to status 68 with first idoc, inform the user to make the necessary adjustment
and confirm the same with you. After the user confirmation, retain the SR status in 68, send a
mail to bp.sr to move the second idoc to block the account in BPP.

After the second idoc moved to BPP, change the SR status to 70. Inform the user to validate and
close the SR.
 Cash Account:
When the account to be created is a Bank and cash account, attention should be paid regarding the
currency applicable for the account. The currency to be updated as per the user requirement incase
it is provided by the user.

When there is attribute change to GL account and if the alternative COA is applicable to such
company codes, please ensure that alternative account exists in all the systems. Further, also
check if the alternative account is same for the operational GL account in all the systems. If not
balance the operational GL account to zero before moving the IDocs.

Post Automatically:
When the user requesting to temporarily deactivate the post automatically for the purpose of
making some adjustment entries in BPP, it has to be ensured that the account is blocked again
once postings have been performed by the user for these accounts.

In this case unblock the account in B6R and move the SR to 50. Inform the user to accept the SR.
once user accepted (status 57) then again bring back the SR to status 37. Block the account and
again generate new idoc to other system. Tell the user to accept the SR again.

Reconciliation Account Changes:

Set or reset of reconciliation accts: When there is a request to change an account to reconciliation
account or vice-versa, there is different treatment depending on the nature of the reconciliation
account.
i. If the acct is customer or vendor account/reconciliation account, balance the account
to zero and then change the master data. The changes made should be sent as IDoc to
other systems i.e. B6D (010), B6R and BPP.
ii. However, for Asset account there is no need to balance the account to zero to set or
reset it as a reconciliation account. The customization can be found in SPRO, the path
is as provided below:

This customizing needs to be done in each system independently.

6. Cost Element & 3KEH

The GL accounts activated needs to be either created as a cost element or has to be updated in 3KEH
as per the requirement specified in the subset.

Cost Element-

The GL accounts (P&L accounts), needs to be created as a cost element. This information is available
in the subset wherein the cost element category is specified. See screen shot below for details:
 As a standard process, cost element can be created by selecting the option “Edit Cost element”
available in T-Code “FSS0” or “FS00”.

By doing so the applicable “Controlling area” is selected by default and only the cost element category
needs to be entered based on the particulars provided in the subset.

Statistical cost element: (90 - Statistical cost element for balance sheet account)
Statistical cost element cannot be created like other cost element.
Cost element as to be maintained the table T095. Then only we can create the statistical cost element in
the system.

Default Profit Center – 3KEH

If the GL account needs to entered in 3KEH (as per subset) then an entry has to be made using T-
Code 3KEH.

Note: The Controlling area code for the company code is same as the FM area as available in T-code
OBY6. This is the normal practice followed by Alcatel – lucent. However, it is recommended to
confirm this by using T-Code “OX19 Assignment of Company code to controlling area”.
 If the accounts to be added are chronological i.e. they fall in a range then the account numbers can be
entered as from and to with the applicable profit center.

7. GL account flow to other systems and SR updation:

GL account flow

i. Modification / alteration of GL account (OAT1) / Alternative account / Cost

Element:

IDocs IDocs
B6D (020)
– Pristine
client

IDocs

B6D (010) B6R (010) BPP (010)

Note: All master data creation / modification flows from B6D (020) only
 ii. Updation of 3KEH & OB09:

B6D (010)

Transport

B6R (010)

Transport

BPP (010)

Note: All customizations are made in B6D (010) and moved to B6R (010) and BPP (010).

iii. Field Status Group

Transport
B6D (010) B6D (020)

Transport

B6R (010)
8. IDOCs

i. IDoc creation: Transport

As shown above, IDOC is created in B6D (020) and then moved to other systems. The T-codes for
IDoc generation are:BPP (010)
 GL account – BD18
 Cost element – BD24

Note:
The logical message for OAT1 GL account is ZGLMAST, alternative account is ZGLMAST and for
cost element it is COELEM.
Further, the IDOC carrying ZGLMAST should always be created first and then the GLMAST IDOC
to be created.
Most importantly, a comment has to be put against ZGLMAST IDocs stating that , these IDocs should
be moved first and then GLMAST IDocs.

BD18:

ZGLMAST
Note:
a) Fill only the chart of accounts or alternative chart of account code for generating IDoc with
ZGLMAST. Do not enter the company code field.

GLMAST

Note:
Fill only the company code for generating IDoc with logical message as GLMAST. Do not enter the
company code field

COELEM:
Creation of Variant:
When IDocs need to be created for mass SRs, variant should be created to avoid duplication of work
relating to selection of GL accounts.
Format of Variant name: Please maintain the same format for variant creation.
SR SR number – Logical Message

Example: SR72877-GLMAST

To retrieve the variant saved,

Click Here

Once the SR reached status 70, delete the variant to void the dump.

ii. Details of IDoc created:

The details of the IDoc created can be obtained using T-Code WE05 in B6D (020):
Details of the IDocs can be checked in EDID4 table
 Enter the
Logical message
here

Enter the
partner no. to
which the IDoc
is generated.

The output lists the IDocs generated and the IDoc numbers can be obtained thru this.
Note: Check the IDoc segments to get the right IDoc number.
iii. IDocs in error:

Sometimes IDocs raised end up in error in the target (receiving) system. The reason for such error
can be known in the target system using T-code WE09.
IDoc error status can be checked in EDIDS table

Enter the status as

“51”. Status 51
signifies error
status.

Enter the Partner

number of sending
system say B6D
(020)

Enter the GL
account number
which is actually
in error.

On identification of the IDoc which is in error, the reason for the error can be known by selecting the
tab “Status records” and the reason is displayed under it.

The reason for the error should be eliminated and the IDoc in error should be reprocessed.
 9. IQ Validation:
The IQ validation table needs to be filled in as soon as the SR reaches status “57 – Tested and
accepted”. Once the table is filled in the status needs to be changed to 57C and after the validation is
completed, the status will be changed to 57X by the IQ validation team. The table needs to be filled
in as follows:

The important points to note here are:

a) Mention the SAP instance name say B6D (020), B6D (010) and B6R (010) in the SR above the
SAP screen shots to signify Internal testing, Unit testing and Integration testing respectively.
b) The user should document his test results by mentioning his name, date with SAP screen shots
and also a comment stating that the test was OK.
c) If the radio button for the main point is “NO” it cannot be “YES” for the sub points.

Details of the document:

Version Date Responsible person Approved By

2.0 19/06/2007 Bhaskar Umashankar
3.0 19/07/2008 Shanmuga Sundaram