Functional Guide PUBLIC

General Ledger Accounts - Master Data Harmonization

Document Version: 1.0 – 2020-12-01

SAP Central Finance - Adoption Content

G/L Harmonization Guide
Document History
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Content
1 Harmonization and Mapping .................................................................................................................... 1

2 General Ledger Accounts.......................................................................................................................... 1

2.1 Field Status and Account Group ........................................................................................................................ 1
2.2 Define account groups........................................................................................................................................ 2
2.3 G/L Account Type ............................................................................................................................................... 2
2.4 Account currency ................................................................................................................................................ 3
2.5 Define retained Earnings accounts....................................................................................................................4
2.6 Open Item Management .....................................................................................................................................4
2.7 Clearing Specific to Ledger Group ..................................................................................................................... 5
2.8 Manage Balances in Local Currency Only......................................................................................................... 7
2.9 Tax Category in Account Master Record ..........................................................................................................8
2.10 Posting without Tax allowed ..............................................................................................................................9
2.11 Reconciliation Accounts ................................................................................................................................... 10
2.12 Sort Key ..............................................................................................................................................................11
2.13 Blocking Indicator ..............................................................................................................................................11
2.14 Indicator: Is account only posted to automatically? .......................................................................................11
2.15 GL accounts other dependencies .................................................................................................................... 12
Special GL indicator account determination .................................................................................................. 12
Tax codes account determination ................................................................................................................... 13
Exchange Rate Differences Account Determination ..................................................................................... 13

3 Cost Elements .......................................................................................................................................... 14

3.1 Cost Element Category..................................................................................................................................... 14
3.2 Cost Element Category 90 ............................................................................................................................... 15
3.3 Cost element category "11" (revenue element) or "12" (sales deduction) in CO......................................... 15

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 1 Harmonization and Mapping

The G/L Harmonization exercise has proven to be one of the most time-consuming activities in a Central Fi-

nance Project.

Inaccurate G/L account mapping can lead to errors during replication or follow-on processes. For this reason,

the G/L account settings of mapped G/L accounts in the Central Finance system need to be compatible with

the G/L account settings in the source system.

This G/L Account Harmonization Guide aims to provide guidance on how to define the business mapping rules

between source system G/L Accounts and Central Finance G/L Accounts in order to avoid errors during the

replication of transactional data.

When it comes to G/L account mapping, 2 types of restrictions need to be considered, which might exist for

certain G/L attributes: technical restrictions & business restrictions. The technical restrictions are going to be

highlighted in this guide as these are restrictions imposed by the system, but there might also exist business

restrictions and this are defined by the customer for different business reasons.

2 General Ledger Accounts

A G/L Account can have multiple attributes. Some of these attributes can be critical, some of them not when
defining the mapping. This chapter aims to provide a good overview over what needs to be considered when
defining the business mapping rules for each of these G/L attributes.

2.1 Field Status and Account Group

A field status group must be defined in the company-code-specific area of each G/L account. The field status
group determines which fields are ready for input, which are required entry fields, and which are hidden during
document entry.

Harmonizing and defining the mapping for the Field Status Groups, especially when more than 1 ERP are in-
volved in the exercise, can become cumbersome.

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When it comes to the impact that the Field Status Group has during the replication of transactional data, it is
important to consider that the setup in the target system needs to be the same or more permissive than the
source system form field option perspective.

Example – if a field is optional in the source system, it can technically be defined as a required entry in the target.
However, this may lead to an error message if the field is not populated from the source.

Depending on the number of source ERPs involved in the project & also on Customer requirements, there are
different approaches that can be used for the Field Status Group during the Central Finance implementation
project:

1. Create the Field Status Group in Central Finance as-is in source system and setup all fields as optional.
This approach saves a lot of time and can be used especially when Central Finance system is used as
a Reporting System only.
2. Harmonize and map the Field Status Group from source systems to the Fields Status Groups in Central
Finance system. If there is a plan to use the Central Finance system for Central processing at a later
stage, then this approach is recommended for the FSG used by the accounts with direct postings in
Central Finance.

2.2 Define account groups

When creating a G/L account, you must specify an account group.

The account group determines:
• the interval in which the account number must be
• fields that are required and optional entries when creating and changing master records
• fields that are suppressed when creating and changing master data

This activity needs to be performed before the creation of GL accounts as this is a prerequisite for GL accounts
creation.

2.3 G/L Account Type

The general ledger account type classifies the general ledger account.

The general ledger account type determines how the general ledger account can be used in financial accounting

(FI) and controlling (CO). In S/4HANA the set of GL account types has been changed:

• X - Balance Sheet Account → Balance sheet account

• N - Nonoperating Expense or Income → Profit and loss account that is used in FI only

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 • P - Primary Costs or Revenue → Profit and loss account that is used in FI and CO

• S - Secondary Costs → Profit and loss account that is used in CO only

Mapping Rules

The following rules should be considered when defining the mapping of the G/L accounts from the source sys-

tem to target system:

➢ Balance Sheet Accounts map to Balance Sheet Account in CFIN

➢ P&L Account without Cost Element in source map to Nonoperating Expense or Income account in CFIN

➢ P&L Account with Cost Element in source map to Primary Costs or Revenues Account in CFIN

➢ Secondary Cost Element map to Secondary Costs Element (when Source system is a S4 system)

Consider mapping P&L Accounts that have the same Cost Elements categories. – Mixing P&L Accounts map-

ping with different Cost Element categories might lead to errors or inconsistencies in CFIN. Please also check

chapter 3 for more information on Cost Element mapping guidelines.

Please note that (in contrast to SAP ERP source systems) secondary cost elements are now GL Accounts in

S/4HANA. While attributes of cost elements can be maintained with certain validity dates, GL Accounts are not

time dependent. This is important to consider during the initial load, if attributes of cost elements have been

changed during the timeframe for which the initial load is being carried out (table CSKB).

2.4 Account currency

The account currency indicates the currency in which this account is held.

As per standard SAP, the system behavior is the following:

➢ If a G/L account has the account currency other than the company code currency, the user can only
post items in that currency to that respective account. An exception to this is exchange rate differ-
ences resulting from valuating G/L account balances. If the account currency is the company code
currency, then the users can post items in any currency to this account.

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Mapping Rules

Legend:

- LC = Company code currency

- AC = Any other currency

Considering this standard behavior, in order to avoid errors during transactional data replication if the setup in
Central Finance system for the account currency cannot be the same as in source system (due to n:1 mappings
for example), than this needs to be setup as more permissive by using the company code currency as account
currency for the target G/L account.

If many accounts with different Currency setup are merged into one account in target system, then

the only valid option is to set in target system account Currency = local currency.

2.5 Define retained Earnings accounts

You assign a retained earnings account to each P&L account by specifying a P&L statement account type in the
chart of accounts area of each P&L account.

At the end of a fiscal year, the system carries forward the balance of the P&L account to the retained earnings
account. You can define one or more P&L statement account types per chart of accounts and assign them to
retained earnings accounts.

This activity needs to be performed before the creation of P&L accounts as is a mandatory information for P&L
accounts creation.

2.6 Open Item Management

Open Item Management is a basic SAP functionality that allows effective control and traceability of the docu-
ment chain representing the same business transaction.

Items posted to accounts managed on an open item basis are marked as open or cleared. The balance of these
accounts is always equal to the balance of the open items.

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Mapping Rules

Source Target Result

Non-OIM Non-OIM

Non-OIM OIM Requires maintenance in target. Additional tests are nec-

essary, considering also transfer of balances.

OIM Non-OIM in follow up postings when document splitting is active

(e.g. clearing)

OIM OIM

When you are processing the harmonization control and mapping exercise for GL accounts you need to con-
sider mapping OIM to OIM and Non-OIM to Non-OIM GL accounts.

Mapping OIM to Non-OIM accounts can lead to inconsistencies for the subsequent postings (such as clearings,
reversals) when document splitting is activated in the Central Finance system.

An example of error for a replicated clearing document that was posted on an account that is OIM in source
system but Non-OIM in target system is the following: GLT0002 – “Document splitting: Items for clearing ***
not found”. This means that document splitting cannot perform clearing because it is not possible to find com-
plete splitting information on the items to be cleared as the account that needs to be cleared is not an OIM
account.

If your company code does not have document splitting active in Central Finance and there is no intention to
activate this at a later point, mapping OIM account to Non-OIM account is possible.

Mapping Non-OIM accounts to OIM accounts is permitted. However, this will require maintenance in the target
system. Please consider testing this very carefully during the project implementation.

2.7 Clearing Specific to Ledger Group

This indicator is relevant if you are implementing Parallel Accounting using Ledger Approach.
The indicator “Clearing Specific to Ledger Group” (CStLG) needs to be activated for the accounts that need to
be managed as open items and are used in postings to specific ledgers
If you set this indicator, it replaces the “Open Item Management” indicator, which consequently you will no
longer be able to set for the same account.
Standard “Open Item Management” indicator does not accept ledger specific postings!

Please consider the following restrictions of the CStLG indicator:

1. You cannot set the indicator for the following accounts:

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 • Goods receipt and invoice receipt accounts
• Accounts for cash discounts
• Reconciliation accounts
• Tax-relevant accounts
• P&L accounts

Additionally, you cannot set the indicator for:

• Company Codes that have only one ledger active
• Automatic Postings
• Supplement for Automatic Postings
• Accounts used in automatic account determination (see point 4)

2. By setting the CStLG flag, “Balance in Local Currency” flag becomes mandatory for that account.
Accounts with CStLG can only be managed in local currency because the transaction should only be
used for internal purposes and not intended to be used to portray external business processes.

With the flag “Balance in local currency” set, the clearing process will be impacted in a way that docu-
ment will only clear if it offsets in local currency regardless of transaction currency.
If the source account does not have the “Balance in Local Currency” flag set and in Central Finance it
is mandatory to have this set because of the CStLG indicator, please consider testing this carefully as
part of the project.

3. If you set the indicator for an account, this account is then managed on an open item basis and you
can post ledger group-specific entries to this account. Clearing is also performed for specific ledger
groups. Items that are posted to specific ledger groups can only be cleared within the same ledger
group. Items that are posted with an empty ledger group can only be cleared without ledger group.

4. During Account creation the ‘results’ (i.e. not the table keys, or ‘argument’) of the following tables are
checked:

• T030 - Standard Accounts Table

• T030C - Global Standard Account Table
• T030K - Tax Accounts Determination
• T030U - Account Determination for Balance Sheet Transfer Postings
• T030W - Transaction Key Names
• T030H - Acct Determination for Open Item Exchange Rate Differences
• T030S - Accts for Foreign Currency Assets Exchange Rate Differences
• T030Q - Clearing Accounts for Distributed Systems
• T045W - Bank Subaccounts for Bill of Exchange Usage
If an entry is found in any of the account determination tables above, CStLG flag is not allowed to be set.
System will raise an error.

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 However, please note that there is no system check at the moment of maintaining the account determi-
nation. With other words, in case the account that you want to maintain is already set with the CStLG flag, the
system will not trigger any error or warning message to prevent this from happening. Therefore, if this custom-
izing is done in this sequence, without considering the standard restrictions mentioned above, the replication
of documents that are using those accounts, will end in error during accounting interface checks.

During replication all documents are passing through the Accounting Interface. During the accounting
interface checks the system will allow posting on ledger group only transactions with the following KTOSL:
• KBS (MIRO-Account Assigned for Purchase Orders)
• ANL (Asset Postings)
• BUV (Cross Any other transaction key company code clearing postings).
• Blank (KTOSL=Blank)

CStLG deactivation is not allowed nor supported as per note 1898300. It is also mentioned in the note that it is
better to create a new account and transfer the balance.

2.8 Manage Balances in Local Currency Only

Indicates that balances are updated only in local currency when users post items to this account. Setting this
indicator for accounts managed on an open item basis affects the clearing process.

It is usually set for particular balance sheet accounts. These include the following:

• Accounts that are not managed on an open item basis and not kept in foreign currencies.

• Accounts that are managed on an open item basis and have the same types of items posted in different
currencies, but always allow clearing to be made if the local currency amounts correspond

Mapping Rules

Source Target Result

  supported



supported

 With limitations! Must be carefully tested



 With limitations! Must be carefully tested



The main recommendation is to keep the setting as-is in source system. However, if for any reason the setting
needs to be different from source to target (see 2.4 Clearing Specific to Ledger Group section), than this needs
to be carefully tested in order to avoid inconsistencies.

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Special consideration in Central finance:

GR/IR clearing accounts must have the Balance in Local Currency indicator in CFIN. If not, documents with
transaction key (KTOSL=WRX) on the line items will end up in error (“G/L account XX not consistent” Message
No. F5672)

2.9 Tax Category in Account Master Record

The Tax category determines whether the following apply to the G/L account:

• Is it tax-relevant?

• Is it a tax account?

If tax is included in your postings, you must ensure that the compatible tax category is configured in the corre-
sponding accounts.

Mapping Rules

The recommendation is to set the tax category in target system as much as possible similar with the source
system. If this is not possible, then the setting in CFIN needs to be more permissive than the one in source
system.

The “Risk” result means that if you setup an account in CFIN with a tax category that is more strict (e.g.: +) than
the one in sender system (e.g.: “*”), there is a chance that, being more permissive in source system, one of the
documents that will be replicated for the target account have a different tax category than the one in CFIN.
Therefore, there is a risk for some documents to end up in error.

Additional considerations

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Aside from the errors that can appear due to incorrect mapping for accounts with different tax categories, there
are also situations when errors occur due to tax-relevant postings on Ledger Group. This is the case when Ac-
count Approach is used in sender system and Ledger Approach is used in Central Finance system.

Non open item managed accounts can post to a specific ledger. The one restriction that needs to be considered
when setting up a non-open item account which is required to post to a specific ledger is the tax category.

Tax relevant posting cannot be ledger specific. Which means that you cannot use accounts with tax category
maintained to post to a specific ledger. If the ledger specific posting has a tax code or tax jurisdiction on any of
the line items, the posting it will end up in error in Central Finance. This behaviour is true for documents repli-
cated from source to CFIN system.

There are two exceptions from this:

1. Foreign currency valuation (due to legal requirement of Singapore).

Tax codes with 0% are allowed, tax base is reported in the tax register for a defined ledger.

2. Transaction from TR-TM, Bank Analyzer etc.

Reason: The feeding system does fulfill the VAT reporting – the different GL document per ledger (group)
fulfills the VAT requirement, that in all ledgers the VAT is posted.

2.10 Posting without Tax allowed

Indicates that the account can still be posted to even if a tax code has not been entered.

If you do enter a tax code when posting to this account, the system checks the entry against the tax category.

Mapping Rules

The recommendation is to set this indicator similarly as is set in your source system. If you have this set for GL
in source, then should be set in the target GL as well. If you have n:1 mapping and there is at least one account
that has the flag set, then you should also set the flag for the target account. Otherwise there is a risk that
documents will end up in error for those accounts.

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2.11 Reconciliation Accounts

An entry in this field characterizes the G/L account as a reconciliation account. The reconciliation account en-
sures the integration of a subledger account into the general ledger.

Reconciliation Indicator:

- D – Customers
- K – Vendors.

Mapping Rules

Source System Target System Result

Non-reconcilia- Reconciliation  “Account XX in company code YY is not a reconciliation ac-

tion count” Message No. F5355”

Reconciliation Non-Reconcili- CFIN specific as AA subledger is not transferred

type A ation

D/K D/K ✓ Not a technical issue

➢ Non-Reconciliation accounts must be mapped to non-Reconciliation

➢ Reconciliation accounts must be mapped to Reconciliation.
➢ Asset Accounting reconciliation accounts must be mapped to non-Reconciliation accounts in the
CFIN system.

Special case: Since Asset Accounting is not supported in CFIN, the reconciliation account of asset must be
mapped to non-reconciliation account. More details are quoted from the CFIN Admin Guide.

Replicated FI documents which originate from asset postings in the source system are not posted to Fixed As-
set Accounting (FI-AA) in the Central Finance system. Instead, they are only posted to General Ledger (FI-GL)
in the Central Finance system using posting keys 40 and 50.

Before this type of document is posted in the Central Finance system, the asset information is deleted from the
fields ANLN1 and ALN2 of the FI documents. Also, other FI-AA related attributes like AA transaction type
(ANBWA), depreciation area (AFABE), Classification of transaction type (MOVCAT), transfer variant for Inter-
company Asset Transfers (TRAVA_PN), Depreciation posting period (DEPR_PERIOD) can always be removed.

Handling of Reconciliation Accounts per Company Code

Starting with SAP S/4HANA 1809 FPS01, in Central Finance you can make settings for each company code that
define how the system handles reconciliation accounts. For each company code, you can choose whether the
system redetermines the reconciliation account to which postings are made, based on master data in the

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Central Finance systems, or whether postings are made to the same reconciliation account defined in the
source system (if applicable, the accounts are mapped according to the system settings).

One Exception: The system can redetermine the reconciliation account from the CFIN Master data, but this
does not apply to postings that have already been posted to alternative reconciliation accounts in the source
system.

2.12 Sort Key

The system uses a standard sort sequence for displaying line items. Among other things, it sorts the items
according to the content of the Assessment field. This field can be filled either manually or automatically (by
the system) when a document line item is entered.

Mapping Rules

The value received from a source system has precedence, considered by CFIN as kind of “manual” entry. The
sort key customizing from CFIN is considered only when the assignment field is received as empty or if it is
cleared by purpose by CFIN BADI.

2.13 Blocking Indicator

It is recommended practice not to have any blocked G/L accounts in the cFIN system to enable posting during
initial load and real-time replication and, avoiding errors unless there is a valid business reason to support
blocked G/L accounts. For this reason and after detailed analysis the G/L account block status may be selected.

2.14 Indicator: Is account only posted to automatically?

When documents are posted in SAP, there are instances where the system also adds additional line items (such
as tax, cash discount, gain/loss from foreign exchange transactions, etc.) besides the line items entered in the
prima-nota document and are calculated automatically. However, the rules related to the automated postings
need to be defined and configured respectively in account determination which will ensure that manual posting
is not allowed. An additional feature to restrict postings on G/L accounts without automatic account determi-
nation is available using the “Post automatically only” indicator.

This indicator can be selected for accounts such as for withholding tax accounts, GR/IR clearing accounts, all
sales tax accounts, discount accounts, consumption accounts, etc.

During replication of documents this indicator has no impact. Its usage is important during document entry
(which is done is source system) and not during document reposting, as the account determination was already
executed. However, it is recommended to maintain as much as possible the same settings as in source system
for data consistency.

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2.15 GL accounts other dependencies

Special GL indicator account determination

The reconciliation account in G/L accounting is the account which is updated parallel to the subledger account
for normal postings (for example, invoice or payment).

For special postings (for example, down payment or bill of exchange), this account is replaced by another ac-
count (for example, 'down payments received' instead of 'receivables').

The replacement takes place due to the special G/L indicator which you must specify for these types of post-
ings.

In Central Finance the settings of the Special GL indicators need to be aligned with the source system, but also
with the Central Finance Chart of Accounts. If G/L account mapping exists between source and target, then the
account maintained in the Special G/L account determination needs to be the one in target.

The system is behaving depending on the configuration existing in Central Finance:

1. If the account assignment for the Special G/L is the same in both source and target, then the document
will be posted successfully
2. If the account assignment for the special G/L differs from source to target, during document replica-
tion the system will be checking for an alternative reconciliation account

You can maintain this Alternative reconciliation in Financial Accounting – Account Receivable and Account
Payable – Business Transactions – Posting with Alternative Reconciliation Accounts Define Alternative
Reconciliation Accounts

Restrictions:

The special GL transaction type W is not supported by the CFIN interface. This means that when reposting an
FI document including an item with special GL indicator (UMSKZ = 'W' – Bill of Exchange) to Central Finance,

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the system reacts with an error message "Special G/L transactions of type W are not supported" (F5246). This
is available for both Initial Load and Real Time Replication.

For more information please check SAP Note 2288901, which also includes the workaround proposed by SAP
for the situations where Special G/L type W is used.

Tax codes account determination

Each tax code has assigned to it one or more transaction key, these keys are used to determine accounts or
posting keys for line items which are created automatically by the system. This tax account determination is
performed in source system at the moment of posting.

In Central Finance the tax account determination related configuration needs to be maintained in order to avoid
errors in replication. During document reposting the tax account determination configuration is checked, how-
ever no redetermination is performed.

With other words, although the system is performing the standard checks for the tax account determination,
the account determined in source system will be kept in the FI document & only mappings, if exist, will be ap-
plied.

Exchange Rate Differences Account Determination

From Central Finance perspective, when keeping the same currency setup as in source, the amounts in different
currencies are replicated as they are. No recalculation of exchange rate differences is taking place in CFIN. In
this case, there is no need to maintain the account determination in Central Finance as this is already performed
in the sender system.

However, if additional free definable currencies are configured in Central Finance the account determination for
Ex. Rate differences needs to be maintained.

For each document replicated in CFIN, the amount in additional currency is recalculated. The standard calcula-
tion is executed based on exchange rates and S/4 ledger & currency customizing.

However, exchange rates differences are calculated for the additional currencies during various clearing trans-
actions. This means that for the additional currencies the exchange rates must be accurately maintained in
CFIN. Therefore, for the calculated exchange rate differences the account determination must be maintained.

Normally, there is no need to maintain OKB9 in Central Finance for document replication. However, please con-
sider that there are also exceptions. For example, the calculated exchange rate differences explained above will
create additional line items in ACDOCA. This means that for the situations when the referenced documents (e.g.
paid invoices) are not posted against Cost objects, the additionally generated line items will require a cost ob-
ject. This leads to the need of OKB9 maintenance in the replication of documents as well.

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 3 Cost Elements
Please note that (in contrast to SAP ERP source systems) the secondary cost elements are now GL Accounts
in S/4HANA. While attributes of cost elements in ECC can be maintained with certain validity dates, GL Ac-
counts are not time dependent. This is important to consider during the initial load, if attributes of cost ele-
ments have been changed during the timeframe for which the initial load is being carried out (table CSKB).

3.1 Cost Element Category

Number identifying a cost element category, used only in the Controlling (CO) component.

Mapping Rules

• Ideally cost elements with the same category should be mapped together
• Special attention for cases when many cost elements from source are merged into 1 in CFIN

General rules if mapping is to a different cost element category or N:1 mapping is required

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3.2 Cost Element Category 90

Cost Element of category 90 has been created based on B/S accounts in the sender system.

In CFIN, the new solution is to flag the “Apply Acct Assignments Statistically in Fixed Asset Acct/Material Acct”.

Checkbox in the Control Data tab of the GL Account.

For more information on this please check the OSS Note 2274763 - SFIN Cost Element Category 90.

3.3 Cost element category "11" (revenue element) or "12" (sales

deduction) in CO

If CO-PA is configured and active in the cFIN system, then revenue accounts must have cost element category
11 and revenue reducing accounts must have cost element category 12 defined. Cost-of-goods-sold (COGS)
accounts must also be defined as CO relevant accounts with cost element category 01.

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