Reconciliation SAP FI, CO with CO-PA

SAP FICO-Reconcile Tool
Fast Month-End-Closing, Process reconcile SAP FI, CO <-> CO-PA

Nick Scherer, M: +41 79 833 22 33

Closing Process Without FICO-Reconcile Tool
• Analysis of differences is very difficult • Many different Excel lists must be created to find the differences • Missing processes cannot be shown • No communication and tracking support between controller and logistic • Posting Period closed i.e. process posted in another period • Processes partly reversed not shown, • FI-GL, UKV, Reported by cost element • CO-PA, Reported by value fields • Etc.

Company 1300 Company 1200 Local Closing Process Company 1100 Local Closing Process Company 1000 Local Closing Process Local Closing Process
Goods Issue (COGS) USD 3.000

Company 2300 Local Company 2200 Closing Process Local Company 2100 Closing Process Partner Process Local Closing COPA Local Closing Process
i.e. COGS USD 3.500

Local Closing Find differences not easy
COGS in FI/MM (Goods Issue) COGS in CO-PA USD USD 3000 3.500


500 3. accountants • Avoid differences altogether FI-GL-Account Receivables 2000: EUR 5.0003.000 EUR • Navigate all relevant documents1000: document USD 2.000 USD 3.000 USD 3.500 3 .000 USD 3.500 Invoice in CO-PA EUR 5.Closing Process with FICO-Reconcile Tool Company 1300 Company 2300 Company 1200 Local Closing Process with ICR-tool-kit Process Local Company 2200 Closing Reconciliation Company 1100 Company 2100 Local Closing Process Intercompany early Local Closing Process Reconciliation in Local Company 2000 Company • Process 1000 Local ClosingEnable analysis FI withthe Partner COPA Closing Process Reconciliation responsible CO-PA •Process process Communicate with closing Local Closing Local Closing Process Local Closing Process • Find differences in an easy way.500 CO-Cost 2000: PayablesElement USD 3.000 per mouse click • Communication and tracking functions available • Reconcile any time in the month • Monitoring value flow Local Closing Processes • Reconcile in local currency Elimination of Differences • Additional functionalities Goods issue EUR 5.500 Payables 5.000 of local closing process Characteristic/Valuefields • as part Post corrections Navigation to the source Receivables 1000: USD 3.

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

and tracking support – Availability – Technical aspects – Implementation (see last slide) 5 .New Functionality with FICO-Reconcile Tool Agenda: – Single Steps of FICO-Recon Tool – Supported Business Processes – Data model – Data selection – Automated matching and storage – Data presentation and reconciliation – Communication.

Steps of Reconcile with FICO-Reconcile Tool – Retrieve relevant data from FI. posting of correction documents in operative and/or reconciliation system) – Posting from FI.g. e. same document date. Sales Order. 6 .g. e. CO-OM and CO-PA – Store relevant data in central system Global Special Ledger – Assign documents automatically based on customizable business rules (hard rules. local currency and amount) – Assign matching documents – Communicate with other users by e-mail and workflow – Enhancement of functionality possible through BAdI (e.CO can be overtaken Online and in Batch into the Special Ledger – Postings in CO-PA can be overtaken in Batch or start the TC: FBICS2 . same reference.GL Accounts: Select Documents into the Ledger.g. controller) – Find matching documents using customizable business rules (soft rules. Materialnumber and so on) – Access central system (local or group accountants.

Supported Business Processes – Reconciliation of Open Items at key date – GL accounts with open item management – Customer/vendor accounts with open item management – Reconciliation of documents according to posting date – GL accounts with posting in FI.CO-OM and CO-PA Reconcile Tool FICO- 7 .

Data Model Mandatory characteristics – – – – – – – Company Partner company Document Number Transaction currency Amount in transaction currency Local currency Amount in local currency Additional characteristics – Any additional document characteristics – – – – – Material number Sales Order Sales Order item Purchase Order / Item … – Any customer definable characteristics 8 .

Data Selection with SAP-Integration SAP Integration – Data selection across SAP systems – Access via RFC (Remote Function Call) – Function modules for data selection are available for – 4.6C – R/3 Enterprise – SAP ERP – Components for data selection – – – – FI – Documents FI – Open Items on GL accounts FI – Open Items from sub-ledgers BAdI’s to select Data from outside of FI and SAP-System – Automatic derivation of – Company from company code – Group account from operative account 9 .

Data Selection from Non-SAP Systems Non-SAP systems – SAP provides a programming interface for the data selection of documents and/or balances – Pull principle – Data selection program calls customer specific data selection logic (BAdI)* – Data selection program stores data in ICR(#) database – Example: Read from legacy system – Push principle – Non-SAP application calls SAP function module – SAP function module stores data in ICR(#) database – Example: customer creates web transaction for supplying data – (*) BAdI = Business Add In ABAP Objects – (#) ICR = Intercompany Reconciliation 10 .

into Ledger I2 11 . CO-OM. MM. SD. in FICO-Reconcile Tool Control tables • RFC destinations • Last selection . FBICRC002_DATA_SEL Reconciliation System 1st process SAP Online-posting program‘s BAdI-Meth: SUPPLY_OTHER_DATA CO-OM BKPF BSEG CO-PC U-exit ZGIVU000 CO-PA Line-items Postings from FI.Data Selection & Storage. SD. CO-OM. MM. to CO-PA are extracted by TC: FBICS2 Into Ledger I2 Online Posting from FI. Customizing FI-SL Global Ledger I2Tables: FBICRC002A FBICRC002T This program is normally executed daily in Batchprocessing.

Must be matched and treated manually Assigned Data Records this Area normally is not shown to the key-user as it is empty according to ALV-GRID filter. Behind are: A) Assigned data records with 0 differences from Standard Matching B) Assigned data records with small differences (Tolerance) from BAdI-Matching BAdI-Meth. It is the only User-transaction to control and match the items in both area‘s. legal entity) Line items not matched in the previos process.GL Accounts: Reconcile Documents in FICO-Reconcile Tool Tree Company and Differences Company xxxxx Unassigned Data Records (here are always Data from FI. FI-SL Global Ledger I2Tables: FBICRC002A FBICRC002T 12 . Must be matched and treated manually Partner COPA Unassigned Data Records (here are always data from CO-PA) Line items not matched in the previos process. CHANGE_DATA_TABLE ID_EVENT ‚5‘ FBICRC002_DATA_REC This Transaction FBICR2 can be started any time by the User.

.. user. … 13 . time.Data Selection – Further Aspects Pre-requisites – Data delivery from the source systems contains global characteristics Standard validations – Valid companies – Valid group accounts Customer specific validations – SAP provides BAdI – User-exit – Examples for customer specific validations – – Valid combinations of company/profit center Valid characteristics for any sub-assignments – . Monitoring – Storing of logs for data selection per company – Information: date.

– Reconciliation of documents – Delta selection (only newly posted documents are transferred) 14 .Data Storage Technical aspects Documents are stored in reconciliation system using standard FI-SL functionality (2 Tables: Line-items and sum items) Standard reporting tools for FI-SL are available for reconciliation data: – Report Writer / Report Painter – Drill-down reporting – Data export to SAP Business Information Warehouse Functional aspects Changes to documents will not be overwritten by new data selection – Reconciliation of Open Items – Data selection program determines whether document has been transferred before – only new documents are added. cleared documents are deleted.

Presentation.Data Selection. Storage. matching reference numbers) – Present data to accountants responsible for reconciling differences (local accountants or group accountants – depending on organizational structures) – Using communication tools like e-mail – Store communication or process status to specific problem processes – Replacing completely the Account-based CO-PA – Accelerate closing and reconcile process significant 15 . Analysis To sum up – Select data from operative systems (e.g. as scheduled background job from SAP systems and flat file upload for non SAP systems) – Store data in central Reconciliation System (ERP2005) – Assign documents automatically using customizable rules (e.g.

Data Presentation: User Interface Hide / Show the following slides depending on options: SAP iTutor available in same folder Live Demo in the system Use slides SAP iTutor for FICO-Reconcile Tool not available at this moment See next slides as an overview 16 .

Omya SAP-CC .

Data Presentation: User Interface Functions .

flexible layout to show any information contained in Reconciliation DB Differences to be reconciled per partner Assigned documents for selected business relationship .Data Presentation: User Interface Layout Unassigned documents of selected company. flexible layout to show any information contained in Reconciliation DB Unassigned documents of selected partner.

communication and processing status) Find matching documents using customizable rules Correct transaction or local currency and amount manually Correct amount.Data Presentation and Reconciliation Functionality Functionalities Assign documents / delete assignments Set status (e.g. wrong transaction or local currency manually … Communication support Template based mails Contact person database Customer specific functions through BAdI Standard functions can be deactivated 20 .

mySAP ERP 2004 is generally available as of 1st March 2005. 21 . Customers need a license for mySAP ERP or mySAP Business Suite. This may imply a change of contract from SAP R/3 or R/3 Enterprise to mySAP.Availability The new functionality is contained in mySAP ERP 2005.

Technical Aspects Reporting – – – – Report Writer / Report Painter Drill-down reporting Export to BW A new FI-SL Global Ledger is a must for FICO-Recon-Tool User interface – SAPGUI for Windows – SAPGUI for HTML Assignment to component – ECC 5.0 (= ERP Core Component) – Functionality is not contained in an isolated BW/SEM installation 22 .

customer/Vendor ICR-002: Reconcile FI. CO-OM with / ‚Project Experience‘ 23 . Further information under http://www. as an Add-on Solution with several BAdI’s FICO-Reconciliation Tool ICR-001: Any matching issue with external or internal SAP Data Nick Scherer.spc4saparis.over 20 years of SAP-Business Consulting experience in many different Business Processes.Service Portfolio in the ICR-environment from SPC ICR-003: Intercompany reconciliation for Customer / Vendor ICR-003: Implementation of NON-SAP companies. SPC Scherer & Partner GmbH .

Implementation scenario for FICO-Reconcile Tool Live demo with this FICO-Reconcile Tool Analyze your System environment Analyze process flow from FI-GL. training the solution and providing to the Customer with the documentation For more information and question. SD to CO-PA Create offer for implementation . please ask – – – – – – – 24 Nick Scherer Raebeweg 8 CH-6402 Merlischachen Switzerland M: +41 79 833 22 33 E: info@spc4saparis. MM. I: www.