Document splitting in New GL in SAP

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Blogs on Document Splitting at www.veritysolutions.com.au …

Blogs on Document Splitting at www.veritysolutions.com.au

Document Splitting is a very powerful feature delivered by SAP ECC.

Previous to SAP ECC, if new fields were required to General Ledger SAP had to deliver these new fields in Special Purpose Ledger tables. Profit Centre Accounting in R3 was Special Purpose Ledger table 8*, Joint Venture Accounting was ledger 4*. This essentially meant that data had to be copied from General Ledger table GLT0 to special ledger tables so these could be reported upon. However, technical glitches in code and incorrect usage of functionalities caused imbalances between the main ledger GLT0 and the special purpose ledgers.

SAP customers who wanted to expand the functionality of General Ledger to cater to special business requirements (like reporting General Ledger with another fiscal year variant) had to create custom Special Purpose Ledger tables. For example, if a customer wanted to report by two fiscal year variants, they could report one variant using General Ledger and the other variant using Special Purpose Ledger.

All this disparate ledgers reported the same source information in different views. Customers had to execute several month end jobs to ensure synchronisation of data across all these ledgers. Differences in balances and information between ledgers led to delays in month end close and reporting.

With SAP ECC new GL, SAP Customers can add new fields (which SAP calls “scenarios”) into General Ledger. This allows customers to perform, for example, Profit Centre Accounting and Reporting within General Ledger.

With SAP ECC new GL, SAP Customers can add new ledgers (which SAP calls “parallel accounting”) into General Ledger. This allows customers to report, for example, the same General Ledger data in multiple fiscal year variants.

This replication of data happens in real-time. SAP customers no longer need to execute month end jobs to synchronise data between different ledgers.

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  • 1. DOCUMENT SPLITTING IN SAP New GL 1 Verity Solutions Confidential
  • 2. Document Splitting in SAP new GL - Contents n Overview ...... 4 rchitecture of new GL in SAP ...... 22 esign driving the document splitting process ...... 26 he semantics of document splitting ...... 33 AP delivered pre-configured document splitting ...... 39Zero-balancing for new GL ...... 49 se of constants for non-assigned processes ...... 56 2 Verity Solutions Confidential
  • 3. ross company Document splitting ...... 58 3 Verity Solutions Confidential
  • 4. AN OVERVIEWDocument Splitting in new GL in SAP ECC is one of the key changesintroduced by SAP to streamline multiple reporting requirements and to enablefaster close process for its customers. In my series of slides/ blogs ondocument splitting, I intend to explain and elaborate the concepts behindDocument Splitting and highlight using examples how document splitting canbe achieved for various complex business processes. 4 Verity Solutions Confidential
  • 5. An Overview• With new GL, SAP splits the financial document line items that do not have values for splitting characteristics (like Profit Centre) - in the ratio of amount in the offsetting lines that have values for splitting characteristics.• Hence, if a line item (eg. Vendor line item) on the financial document does not have a value derived for Profit Centre, and – If the value of splitting characteristic is unique, SAP will inherit the value – If the value of the splitting characteristic is not unique, it will split the line item (eg Vendor line) based on preceding process – Passive Split – If the value of the splitting characteristic is not unique, it will split the line item (eg Vendor line) based on preconfigured rules if there is no preceding process – Active Split• Before new GL in SAP ECC, business users carried over the balances of vendors, customers, assets and inventories to Profit Centre Accounting as part of period end process.• With automated, online function of document splitting in New GL, business users can close their books much faster during the period end. 5 Verity Solutions Confidential
  • 6. Active Document SplittingActive Split occurs when SAP splits a financial document line item in the ratio of theoffsetting line item. SAP performs active split, if the split cannot be performed based on apreceding process and if the profit centre cannot be inherited 6 Verity Solutions Confidential
  • 7. Vendor Invoice split before SAP ECC Co Code V001 DocType KR Curr AUD Acct Cost Ctr PrfCnt Amt Vendor <1000> Office Exp 1321 1200 600 Office Exp 1322 1300 400 Vendor Invoice outstanding at month end Month end transfer of outstanding Vendor balance to Profit Centre Co Code V001 Curr AUD Acct Cost Ctr PrfCnt Amt Vendor 1200 600 Vendor 1300 400 7 Verity Solutions Confidential
  • 8. Vendor Invoice split with new GL in SAP ECC Co Code V001 DocType KR Curr AUD Data entry view Acct Cost Ctr PrfCnt Amt Vendor <1000> Office Exp 1321 1200 600 Office Exp 1322 1300 400 Vendor Invoice split online when transaction is posted Co Code V001 DocType KR Curr AUD General LedgerActive Split Acct Cost Ctr PrfCnt Amt view Vendor 1200 <600> Vendor 1300 <400> Office Exp 1321 1200 600 Office Exp 1322 1300 400 8 Verity Solutions Confidential
  • 9. Vendor Invoice in new GL: Data entry view 9 Verity Solutions Confidential
  • 10. Vendor Invoice in new GL: General Ledger view 10 Verity Solutions Confidential
  • 11. Passive Document SplittingPassive split occurs when SAP splits a financial document line item based on the split in apreceding process (eg. Vendor line in payment process split based on Vendor line split inVendor Invoice process) 11 Verity Solutions Confidential
  • 12. Vendor Payment split before SAP ECC Co Code V001 DocType ZP Curr AUD Acct Cost Ctr PrfCnt Amt Vendor 1000 Bank clearing <1000> Previous Vendor Invoice paid before month end NO Month end transfer of outstanding Vendor balance to Profit Centre 12 Verity Solutions Confidential
  • 13. Vendor Payment split with new GL in SAP ECC Co Code V001 DocType ZP Curr AUD Data entry view Acct Cost Ctr PrfCnt Amt Vendor 1000 Bank clearing <1000> Vendor Payment split online when transaction is posted Co Code V001 DocType ZP Curr AUD Acct Cost Ctr PrfCnt Amt General LedgerPassive Split Vendor 1200 600 view Vendor 1300 400 Bank clearing 1200 <600> Bank clearing 1300 <400> 13 Verity Solutions Confidential
  • 14. Vendor Payment in new GL: Data entry view 14 Verity Solutions Confidential
  • 15. Vendor Payment in new GL: General Ledger view 15 Verity Solutions Confidential
  • 16. Self Balancing clearing linesWhen the amounts within a financial document in debit of profit centre and in credit of thesame profit centre do not net off to zero, SAP will automatically generate line items tobalance the profit centre 16 Verity Solutions Confidential
  • 17. Profit Centre balances before SAP ECC Co Code V001 DocType KR Curr AUD All line items have Acct Cost Ctr PrfCnt Amt derived a Profit Centre. Cash 1000 <1000> Profit Centres are not in Office Exp 1321 1200 600 balance Office Exp 1322 1300 400Profit Centre 1000 Profit Centre 1200 Profit Centre 1300 Off Expn $1,000 Cash $ 600 Cash $ 400 17 Verity Solutions Confidential
  • 18. Self-balancing lines in SAP newGL (w/o partner PC) All line items have Co Code V001 DocType KR derived a Profit Centre. Curr AUD Document splitting is not required. However, Profit Acct Cost Ctr PrfCnt Amt Centre amounts are not Cash 1000 <1000> in balance Office Exp 1321 1200 600 Office Exp 1322 1300 400 Zero-balancing document generated for Profit Centre 1000 profit centre Clearing $1,000 Off Expn $1,000Co Code V001 Profit Centre 1200Curr AUD Cash $ 600 Clearing $ 600 Acct Cost Ctr PrfCnt Amt Cash 1000 <1000> Vendor 1200 600 Profit Centre 1300 Vendor 1300 400 Self-balancing clearing 1000 1000 Cash $ 400 Clearing $ 400 Self-balancing clearing 1200 <600> Self-balancing clearing 1300 <400> 18 Verity Solutions Confidential
  • 19. Self-balancing lines in newGL in SAP (w/ partner PC) All line items have Co Code V001 DocType KR derived a Profit Centre. Curr AUD Document splitting is not required. However, Profit Acct Cost Ctr PrfCnt Amt Centre amounts are not Cash 1000 <1000> in balance Office Exp 1321 1200 600 Office Exp 1322 1300 400 Zero-balancing document generated for profit centre with partner profit centre Profit Centre 1000 information Clearing Off Expn $1,000Co Code V001 (PPC1200) $ 600Curr AUD Profit Centre 1200 Clearing (PPC1300) $ 400 Cash $ 600 Clearing Acct Cost Ctr PrfCnt Amt Partner (PPC1000) $ 600 Cash 1000 <1000> Vendor 1200 600 Vendor 1300 400 Profit Centre 1300 Self-balancing clearing 1000 600 1200 Self-balancing clearing 1000 400 1300 Cash $ 400 Clearing Self-balancing clearing 1200 <600> 1000 (PPC1000) $ 400 Self-balancing clearing 1300 <400> 1000 19 Verity Solutions Confidential
  • 20. Self-balancing lines: Data entry view 20 Verity Solutions Confidential
  • 21. Self-balancing lines: General Ledger view 21 Verity Solutions Confidential
  • 22. NEW GL IN SAP: ARCHITECTURESAP retained the FI tables BSEG and BKPF and introduced newtables FAGLFLEXT and FAGLFLEXA to store the document splitinformation. The next few slides explain the architecture of new GLin SAP 22 Verity Solutions Confidential
  • 23. Ledger in new GLCo Code V001 DocType KR Co Code V001 DocType KRCurr AUD Ledger < > Curr AUD Ledger < L5> Acct Cost Ctr PrfCnt Amt Acct Cost Ctr PrfCnt Amt Cash 1000 <1000> Cash 1000 <1000> Office Exp 1321 1200 600 Office Exp 1321 1200 600 Office Exp 1322 1300 400 Office Exp 1322 1300 400 If Ledger Group field is left blank at data entry, If Ledger Group field is populated at data entry, transaction posts to all Ledgers transaction posts only to that Ledger Local Ledger Leading IAS (L5) L6 (different IAS Ledger (0L) fiscal period) 23 Verity Solutions Confidential
  • 24. New GL in SAP: Table architecture Classic GL BSEG BKPF FI Document FI Document Header Line ItemNew GL Posting toleading and non- BSEG BKPF FAGLFLEXT FAGLFLEXA leading ledgers FI Document FI Document FI Total table FI Line Item Table Header Line Item with split with split information informationNew GL Posting tonon-leading ledger BSEG BKPF FAGLFLEXT FAGLFLEXA BSEG_ADD only FI Document FI Document FI Total table FI Line Item Table FI Document Header Line Item with split with split Line Item for information information non-leading ledger 24 Verity Solutions Confidential
  • 25. “Scenarios” that permit Document SplittingScenario FieldsSegment reporting Profit Centre Segment Partner SegmentProfit Centre Update Profit Centre Partner Profit CentreCost of Sales Accounting Functional Area Partner Functional AreaCost Centre Update Cost Centre Sender Cost CentrePreparation for Consolidation Trading Partner Transaction TypeBusiness Area Update Business Area Trading Partner Business Area 25 Verity Solutions Confidential
  • 26. DESIGN DRIVING THE DOCUMENTSPLITTING PROCESS IN NEW GLWe now attempt to understand the logic driving the documentsplitting process. Document splitting occurs in the backgrounddriven by configuration rules; in some cases, it is possible tosimulate the split process. 26 Verity Solutions Confidential
  • 27. Design driving the Document Splitting Process Identify Splitting Identify Splitting Perform Passive Perform Active Method for Rules for the split Split Split company code Document Splitting is Splitting rules defineactivated at client level assignment of Splittingand can be deactivated Method, Business A passive split occurs An active split occurs by company code. Transaction and when the system uses when the system uses Business Transaction the split ratio from the preconfigured rules to There is a splitting Variant to Item Category preceding process perform a splitmethod assigned to the of line item to be split activation. and Item Category of Base line item 27 Verity Solutions Confidential
  • 28. Identify the Splitting Method Identify Splitting Identify Splitting Perform Passive Perform Active Method for Rules for the split Split Split company codeDocument Splitting is activatedat client level and can bedeactivated by company code.There is a splitting methodassigned to the activation. 28 Verity Solutions Confidential
  • 29. Identify Splitting rules for split Identify Splitting Identify Splitting Perform Passive Perform Active Method for Rules for the split Split Split company code Identify the Determine Determine Determine Determine Identify lines document Business Item Category Document Base line to be split type Transaction of all lines Splitting rule items The document Determine the splitting rule is For a Each Identify the item category an assignment combination of Document lines that do for all line of the Splitting rule Type is not have a Identify the items of the document and item assigned to a profit centredocument type financial splitting category, combination of derived used for the document. method and determine the Business against it; business Item category the business base item Transaction these lines will process is derived transaction category to be and Business be split based from its and the used to split Transaction on splitting assignment to business the line items Variant rules. GL Accounts. transaction to be split. variant. 29 Verity Solutions Confidential
  • 30. Perform Passive Split Identify Splitting Identify Business Perform Passive Perform Active Method for Rules for the split Split Split company codeA passive split occurswhen the system usesthe split in a documentfrom the precedingprocess. In the VendorPayment process, theVendor line item is splitbased on the split inthe preceding process –the Vendor Invoice. 30 Verity Solutions Confidential
  • 31. Perform Active Split Identify Splitting Identify Business Method for company Perform Passive Split Perform Active Split Rules for the split codeActive document splittingcomprises all processes usedto split documents withoutreference to a different(preceding) document. 31 Verity Solutions Confidential
  • 32. Objects driving the Document Splitting Process Company Document G/L Account Code Type Determines Determines Business Splitting Business Transaction Method Transaction Variant Splitting Rule Item Category to be split Item Category Base Item Category 32 Verity Solutions Confidential
  • 33. THE SEMANTICS OF DOCUMENTSPLITTINGDocument splitting process in new GL in SAP uses a conundrum ofterms that sound synonymous to terms already used in other tablesin SAP. It is important to understand these terms and what theymean within the overall context of document splitting. 33 Verity Solutions Confidential
  • 34. Item Category Item Category Description• Item category classifies the G/L accounts for document splitting. 01000 Balance Sheet Account In the configuration of document 01001 Zero balance posting (free balancing units) splitting, each G/L account or a 01100 Company code clearing group of G/L accounts are assigned to an Item Category. 01300 Cash discount clearing With this assignment, SAP derives 02000 Customer the Item Category for each 02100 Customer special general ledger transaction financial posting. 03000 Vendor• You must assign the following 03100 Vendor special general ledger transaction accounts in Customizing to the 04000 Cash item categories: – Balance sheet accounts — item 05100 Tax on sales and purchases category Balance Sheet 05200 Withholding tax Account (01000) 06000 Material – Bank accounts (cash fund) — item category Cash Account (04000) 07000 Fixed Assets – Expense accounts — item 20000 Expense category Expense (20000) – Revenue accounts — item 30000 Revenue category Expense (30000) 40100 Cash discount (expenses/revenue/loss) 40200 Exchange Rate Difference 80000 Customer-specific item category 34 Verity Solutions Confidential
  • 35. Business Transaction• A business transaction Business Description Transaction describes the structure of a 0200 Customer Invoice business process for each 0300 Vendor Invoice document type. A Business Transaction groups similar 0400 Bank Account Statement business processes. In 0500 Advance tax return (regular tax burden) conjunction with Business 0600 Goods receipt for purchase orders Transaction Variant, it will 1000 Payment determine the splitting rule for that business process. 1010 Clearing transactions (account maintenance) 0000 Unspecified Posting 0100 Transfer Posting from P&L Account to B/S Account 35 Verity Solutions Confidential
  • 36. Business Transaction Variant• SAP Financial postings derive Item Category for each individual line item. Business Transaction Variant in conjunction with Business Transaction restricts the item categories that can be posted in a business process. System performs a check against Item Category to see if posting against the Item Category is permitted by the splitting rules defined by Business Transaction and Business Transaction Variant. If it is not permitted, then the system will fail that posting. 36 Verity Solutions Confidential
  • 37. Document Splitting Method• Document Splitting Method is assigned to the client-level activation of Document Splitting. In conjunction with Business Transaction and Business Transaction Variant, it determines the document splitting rule. 37 Verity Solutions Confidential
  • 38. Document Splitting Rule• Document Splitting Rule defines which item categories the system splits and from which item categories the system derives the account assignments (base categories) for the document splitting. Document Splitting rule are defined as a combination of Document Splitting Method, Business Transaction and Business Transaction Variant. Hence, different rules can be defined for each combination. 38 Verity Solutions Confidential
  • 39. SAP DELIVERED PRE-CONFIGUREDDOCUMENT SPLITTINGSAP ECC delivers pre-configured splitting rules that can be usedwith little “local” configuration. The rules can also be modified in theconfiguration to suit specific business requirements/ processes. Asfar as possible, use the pre-configured rules for your business. 39 Verity Solutions Confidential
  • 40. #1 Assign Scenarios to Ledgers• Assigning scenarios to ledgers will determine which fields SAP will update when financial document is posted. This configuration defines which fields will be split in the Document Splitting process. 40 Verity Solutions Confidential
  • 41. #2 Define Document Splitting Characteristics for GL• The system proposes characteristics based on scenarios assigned to ledger. Select the characteristics for which you want financial documents to be split. 41 Verity Solutions Confidential
  • 42. #3 Define Document Splitting Characteristics for Controlling• Document splitting supports certain subsequent processes whereby the system transfers document splitting characteristics from the original process to the subsequent process. Controlling (CO), for example, takes over the split line items. This means: If the subsequent processes post CO- relevant items, they can also transfer the CO account assignments from the original process to these line items. Controlling transfers these line items and the account assignments. 42 Verity Solutions Confidential
  • 43. #4 Classify G/L Accounts for Document Splitting• In this step, G/L Accounts are classified by Item Category. This will allow the system to perform Document Splitting based on Item Category derived on lines of a financial document. 43 Verity Solutions Confidential
  • 44. #5 Classify Document Types for Document Splitting• In this step, Document Types are assigned to Business Transaction and Business Transaction variant. This will ensure that the document type is included in the Document Splitting process. 44 Verity Solutions Confidential
  • 45. #6 Define Zero-Balancing Clearing Account• For characteristics that you defined zero-balance setting in Define Document Splitting Characteristics for General Ledger Accounting, you can configure the G/L account where the clearing posting is made. 45 Verity Solutions Confidential
  • 46. #7 Activate Document Splitting• SAP allows you to activate Document Splitting for the entire client. Company Codes can be excluded from the activation in the next navigation on this configuration. 46 Verity Solutions Confidential
  • 47. #8 Define Post-Capitalization of Cash Discount to Fixed Assets• If cash discount is applied to a payment of Vendor Invoice that was relevant to asset capitalisation, this setting will apply the cash discount to asset account instead of cash discount account. 47 Verity Solutions Confidential
  • 48. #9 Edit Constants for Non-assigned Processes• You can activate the standard account assignments in processes where it is not possible to derive the correct account assignments for the document splitting characteristics of General Ledger Accounting when posting the document. 48 Verity Solutions Confidential
  • 49. ZERO-BALANCING FOR NEW GLZero-balancing feature enables the system to balance everyfinancial document by profit centre. If the entered document is notbalanced, it will auto-generate self-balancing entries by profitcentre. 49 Verity Solutions Confidential
  • 50. Profit Centre balances before SAP ECC Co Code V001 DocType KR Curr AUD All line items have Acct Cost Ctr PrfCnt Amt derived a Profit Centre. Cash 1000 <1000> Profit Centres are not in Office Exp 1321 1200 600 balance Office Exp 1322 1300 400Profit Centre 1000 Profit Centre 1200 Profit Centre 1300 Off Expn $1,000 Cash $ 600 Cash $ 400 50 Verity Solutions Confidential
  • 51. Self-balancing lines in SAP new GL (w/o partner PC) All line items have Co Code V001 DocType KR derived a Profit Centre. Curr AUD Document splitting is not required. However, Profit Acct Cost Ctr PrfCnt Amt Centre amounts are not Cash 1000 <1000> in balance Office Exp 1321 1200 600 Office Exp 1322 1300 400 Zero-balancing document generated for Profit Centre 1000 profit centre Clearing $1,000 Off Expn $1,000Co Code V001 Profit Centre 1200Curr AUD Cash $ 600 Clearing $ 600 Acct Cost Ctr PrfCnt Amt Cash 1000 <1000> Vendor 1200 600 Profit Centre 1300 Vendor 1300 400 Self-balancing clearing 1000 1000 Cash $ 400 Clearing $ 400 Self-balancing clearing 1200 <600> Self-balancing clearing 1300 <400> 51 Verity Solutions Confidential
  • 52. Configuration settingsAdditional configuration required to zero-balance profit centres 52 Verity Solutions Confidential
  • 53. Assign scenario “Profit Centre” to Ledger 53 Verity Solutions Confidential
  • 54. Define “Profit Centre” as splitting characteristic• Select “zero balance” to allow system to generate self-balancing entries 54 Verity Solutions Confidential
  • 55. Define zero-balance clearing account• For Profit Centre characteristic that you defined zero-balance setting in Define Document Splitting Characteristics for General Ledger Accounting, you can configure the G/L account where the clearing posting is made. 55 Verity Solutions Confidential
  • 56. USE OF CONSTANTS FOR NON-ASSIGNED PROCESSESYou could customise Document Splitting rules to split financialdocument line items that do not derive profit centre. Alternatively,you can configure a constant profit centre value to post against thisline item. This is useful for Balance Sheet accounts like cash, bank 56 Verity Solutions Confidential
  • 57. Document split without Document split with constant constantCo Code V001 DocType SA Co Code V001 DocType SACurr AUD Curr AUD Acct Cost Ctr PrfCnt Amt Acct Cost Ctr PrfCnt Amt Cash <1000> Cash <1000> Office Exp 1321 1200 600 Office Exp 1321 1200 600 Office Exp 1322 1300 400 Office Exp 1322 1300 400 Financial Document is split online Financial document posts a constant when transaction is posted when transaction is postedCo Code V001 DocType SA Co Code V001 DocType SACurr AUD Curr AUD Acct Cost Ctr PrfCnt Amt Acct Cost Ctr PrfCnt Amt Cash 1200 <600> Cash 1000 <1000> Cash 1300 <400> Office Exp 1321 1200 600 Office Exp 1321 1200 600 Office Exp 1322 1300 400 Office Exp 1322 1300 400 Self-balancing 1200 <600> Self-balancing 1300 <400> Self-balancing 1000 1000 57 Verity Solutions Confidential
  • 58. Document Splitting in cross company code transactions Cross company code document is one entry document but twofinancial documents. Pre-configured document splitting rule splits cross company document as a single document; you can customise document splitting rule to split the document as two independent documents 58 Verity Solutions Confidential
  • 59. Cross company code Vendor invoice split based on pre-configured rulesProfit Centre 1300 is derived against Inter company Vendor line and inter companyreceivable line.The external Vendor is then split based on expense and inter company receivable line. 59 Verity Solutions Confidential
  • 60. Cross company code Vendor invoice split based on configured rules (“constant”)Constant Profit Centre 1000 is derived against Inter company Vendor line and Inter companyreceivable line.The external Vendor is then split based on expense and inter company receivable line. Thepartner company code document now generates self-balancing line items. 60 Verity Solutions Confidential
  • 61. Cross company code Vendor payment split based on pre-configured rulesProfit Centre is derived against the external vendor line from the previous (vendor invoice)document. Intercompany Receivable line in V005 is split based on split in external vendor.This split is carried over to Intercompany payable line in V001. The bank account is now splitbased on split in intercompany payable line. 61 Verity Solutions Confidential
  • 62. Cross company code Vendor payment split based on configured rules (“constant”)The vendor line item split is carried over from the previous (vendor invoice) document. TheIntercompany Receivable is now assigned a constant profit centre 1000 because of theconfigured document splitting rule. The profit centre 1000 from the Inter companyreceivable line in V005 is carried over to the Inter company payable line in V001. The profitcentre derived on the bank account line is also 1000. With the configured splitting rule, alllines of the bank account remain in one profit centre 1000. 62 Verity Solutions Confidential
  • 63. Contact• Contact me if have any questions, need clarifications or would like a demo of these features in an IDES SAP system.• Do visit the blog related to these slides at www.veritysolutions.com.au (Category SAP > Document Splitting) Rajesh Shanbhag W www.veritysolutions.com.au E rajesh@veritysolutions.com.au M +61 4 1123 8873 63 Verity Solutions Confidential