SAP Financials Miscellaneous Settings


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This Document relates to SAP FI - Miscellaneous Settings like Factory Calendar, Schedule Manager, Closing Cockpit, Maintaining Work lists, Accounting Editing Options,

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SAP Financials Miscellaneous Settings

  2. 2. Miscellaneous This section we will cover tools like the schedule manager and the closing cockpit, which enables you to fast-track some of the periodic and recurring complex business processes such as period end closings (such as month-end closing), we will also cover the factory calendar, the schedule managers functionality can help with a number of repetitive tasks in the system, the FI closing cockpit helps the closing operations in financial accounting by reducing the lead time required to closing the accounting books. Factory Calendar Calendar maintenance (including public holiday calendar and factory calendar) is used in several applications areas, including bank accounting, Logistics and MRP calculations in Production Planning, SAP Learning Solution and Training and Event Management. The standard system comes delivered with country-specific factory calendars and common public holidays (together with the public holiday rules). The factory calendar helps maintain the working days (numbered serially) thereby enabling the scheduling of activities like plant shutdown and training. You need to assign a public holiday calendar to the factory calendar both of which depend on the validation of each other. we can use transaction code SCAL, there are three calendars, public holidays, holiday calendar and the factory calendar which you can change, you can even create new calendars which you would copy an existing one and making changes. On the first overview screen you have the below  factory calendar id - self-explaining  holiday calendar ID - here you enter the public holiday calendar ID define for that particular country,  factory start date - if you have already used a factory calendar and want to continue the numbering from that calendar, you can enter that number "+1" and the system will make this the first working day for that year, when left blank the system treats this as 0 and starts the numbering the first factory working day as 1.  workdays - here you select the working days  special rules - this button can maintain certain specified days as working days. From the change factory calendar, you can review a year overview of a factory calendar by selecting the factory calendar row and using the calendar button.
  3. 3. You will see the number of workdays and number of free days and the cumulative numbering of factory workdays in the day column. You can select the year button to view the details for the selected year including the month-specific calendar showing the holidays and the list of public holidays Next we define the factory calendar per currency which allows the system to arrive at the correct value date taking the public holidays into considerations we will transaction code F8BC, You can then assign the factory calendar to the plant of the company code using the IMG, Lastly we specify the factory calendar that you are using for the company code in the settings required for managing room reservations in the time and event management sub-module using transaction code OOFK,
  4. 4. Schedule Manager The schedule manager helps with repetitive tasks (like period-end closing) more efficiently and easily with central monitoring, the interface to the schedule manager is easy to use, to access the user interface we use transaction code SCMA, there are four main windows to the schedule manager  user notes window (1) - you can toggle this screen on and off, you will see information on the scheduler, processes, scenarios and help functions, here you will see text explaining how to create the business transactions, a task list, etc.  task list overview window (2)- here you can see all the tasks that have been created, scheduled and monitored, a task list is made up of one or more tasks (processes) that will be executed periodically, and that may require more than one user to complete the entire chain of processing. The whole process is at the top with one or more tasks or tasks lists attached in a tree-like structure, you can define four types of tasks,flow-definition representing a job chain that you normally execute in the background, programs/transactions that you will execute online, programs/jobs that you will execute in the background using variants andnotes that are not schedule to be processed but appear as placeholders, you need to schedule and release a task using the appropriate functions. For each tasks you can see the owner, technical description, the last run date and time, planned start time, next expected runtime and offset days.  daily overview window (3) - from this window you can see the tasks scheduled for that particular day, in the organizer window you can see the time, description of the task, status, user, task owner and start time of the scheduled task (see screenshot for the status icons).  calendar window (4) - displays all the tasks both scheduled and processed by month, the dates are marked in different colours (red, yellow and green) which display the visual clues of the processing status of the tasks that have been scheduled for that particular day. Green that the task completed with no errors, yellow indicates that there were warnings encountered when processing that task, red means that there were errors. you can double- click on a particular day to bring up the tasks for that day. The schedule manager is made up of four individual components 1. Flow definition - is a graphical summary of individual steps which represents the tasks in a task list. 2. Scheduler - use the scheduler to execute and monitor complex business processes as well as to define tasks and task lists. 3. Monitor - used to monitor of view the information on the active or completed tasks that have been scheduled in the scheduler. 4. Workflow - with multilevel work list in schedule manager you generate a work list for an entire sequence of processing steps (rather than for a single processing step). Closing Cockpit The closing cockpit is a special schedule manager, that execute and schedule complex processes that recur periodically, such as month-end/year-end closings, you can model the cockpits layout to support the processes within the organizational structures like company code and company code/controlling area. You can build complex business process with dependencies between tasks and processes plus you can assign roles and responsibilities. The main difference between the schedule manager and the closing cockpit is that the schedule manager is more client specific and the closing cockpit can be used in a distributed landscape, including a web environment. The closing cockpit objects are the same as the components as the schedule manager it also has
  5. 5.  Organizational hierarchies (such as company codes and controlling area, that are involved in the closing processes)  Task list templates (based on the organizational hierarchy selected)  Task lists (containing tasks that are required for processing and are derived from the task template)  Characteristics values of hierarchy levels used in the task templates  Dependencies (conditions that are prerequisites for processing subsequent individual tasks)  Monitor (graphical representation of processing together with the dependencies and also critical paths)  Detailed information (settings of tasks and information on background jobs such as spool, job log, etc)  Connection options (if closing cockpit is to be used in a distributed landscape) In an ABAP environment you can use the below transaction codes  create task templates and task lists - transaction code CLOCOC  release the tasks - transaction code CLOCOT  overview of the closing cocking - transaction code CLOCOS  closing cockpit - transaction code CLOCO You can also access these from the SAP menu -> accounting -> financial accounting -> general ledger -> periodic processing closing -> closing cockpit You need to complete the below settings to configure the closing cockpit for automatic processing of closing operations, first we create a task list template using transaction code CLOCOC, You then need to assign the individual tasks encompassing the entire processing to the task list template, the tasks can represent a transaction, program or a flow definition, you need to register all the transactions in the table SCMATRANSACT and all the programs in the table SCMAPROGRAMS before you can include them in the closing cockpits tasks list. 1. select from the menu template/task list and select the option other template task list 2. select a template and then use the change button to allow you to add a task 3. on the resulting screen enter the details (see screenshot below), you can select task type program, transaction, notes, flow definition or even remote task 4. Enter the scheduling information in the task time block
  6. 6. You need to define the dependencies between tasks that are included in the task-list template in order to model the business-process dependencies when you process the task in a chronological sequence. The dependencies are in the right-hand bottom screen, you can drag and drop the tasks from the left pane and drop then into the dependencies screen. The last step is to derive the task list and release it for processing, select from the menu template/task list and select the option create periodic task list, fill in the details as per the below screenshot, fill in the required details like key date, closing type, posting period, fiscal year, status, etc. When completed you will end up with a closing cockpit as per the one below
  7. 7. Maintaining Worklists It is common to have several account-related objects that you want to process or display together in a transaction such as vendors, customers, the geenral ledger and exchange rates, this is not normally possible unless you enter the individual values or ranges manually in the field section, however using worklists allows you to work on multiple object at one time, Select one of the worklists and the inital screen will request whether to create a company code, customers, vendors or G/L account worklist (left-hand screenshot), selecting one of the options takes you to the middle screenshot, here you can see several worklists that have already created, selecting one of the worklists (right-hand screenshot), you can then enter the customers in this case To activate the worklists in line item display reports and open processing you can use transaction FB00, select the open item and line item tabs and then select the worklist checkboxes as per the screenshot below
  8. 8. Now when using the reports you will see a activate worklist box, or when clearing open items (transaction code F-32) you can simply enter the worklist, this can also be applied to F-28 (process incoming payments), F-31(process outgoing payments) and F-26 (incoming payment fast entry). Worklist can help with exchange rates which normally exist in table TCURR, using the IMG we can define work lists for enter exchange rates You enter the worklist name, text and the frequency of maintainance of the exchange rates, you can also enter a tolerance for how much the new exchange rate can deviate from the previous one You then assign the worklist to exchange rate, for each exchange rate type and currency pair you assign the created worklist and specify whether you will use direct or indirect maintenance We can see the work list being used below Accounting Editing Options You can setup transaction screens to have only the preset fields and settings that are relevant to you, thus you can customize a users settings using transaction code FB00,  documents only in local currency - this means you can only enter documents where the currency is equal to the local currency, the foreign currency amount field is hidden  documents must be completed for parking - you can park a document only if all the required fields have been validated and the balance of the document comes to zero
  9. 9.  no company code proposal - makes the system issue a pop-up box (for enjoy transactions only) asking you to enter a company code rather than defaulting a company code  selected items initially inactive - items that are proposed for clearing are not automatically selected, instead you need to double-click on the proposed item to select it.  sorting by amount without +/- sign - sort the open items by treating the values as absolute amount that is without taking the +/- signs in to account. You can a use parameter list using transaction code SU01 and selecting the parameters tab