Fico troubleshooting


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Fico troubleshooting

  1. 1. Page 2 of 61 © 2009 All rights reserved. No part of this material should be reproduced or transmitted in any form, or by any means, electronic or mechanical including photocopying, recording or by any information storage retrieval system without permission in writing from “SAP” is a trademark of SAP AG, Neurottstrasse 16, 69190 Walldorf, Germany. SAP AG is not the publisher of this material and is not responsible for it under any aspect. Warning and Disclaimer This product is sold as is, without warranty of any kind, either express or implied. While every precaution has been taken in the preparation of this material, assumes no responsibility for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information or instructions contained herein. It is further stated that the publisher is not responsible for any damage or loss to your data or your equipment that results directly or indirectly from your use of this product.
  2. 2. Page 3 of 61 Table of contents Introduction........................................................................................................................4 General Ledger.................................................................................................................5 Accounts Payable/ Accounts Receivable/ Logistics Invoice Verification..............11 Bank Accounting.............................................................................................................18 Asset Accounting............................................................................................................24 Cost Center Accounting ................................................................................................30 Product Costing ..............................................................................................................39 Profit Center Accounting ...............................................................................................43 Profitability Analysis.......................................................................................................46 SD – FI – COPA .............................................................................................................54 General trouble shooting ...............................................................................................55
  3. 3. Page 4 of 61 Introduction This document is prepared to help you support the users whenever they face problems. This document is prepared by a team of fico support consultants who have themselves faced these problems and solved them. You too can make such a list of troubleshooting problems whenever you face a different kind of problem. You then can refer them later on when you face a similar problem again. Read on and you will find this document very useful.
  4. 4. Page 5 of 61 General Ledger 1) You get an error message while reversing a document through transaction code FB08 “Document includes already cleared items - reversal not possible"? The customer line item shows no clearing document. Solution: When in the transaction code FB08, select document display and double click on each of the line item of the document, to find out if they have been cleared by some other clearing document. Generally bank line items are cleared by another clearing document. You will find a clearing document number in the line item. Use this clearing document and update it in transaction code FBRA to reverse and reset the clearing document. If there is more than one clearing document in the original document, then you need to reset and reverse all of them. 2) You get an error message “No input tax code allowed” while doing a document entry. Solution: Edit the GL code using transaction code FS00 and update * (all taxes allowed) or update the input tax indicator. 3) Users want to do a posting in special period. In FB50 the period screen is not visible. What needs to be done? Solution: Click on Editing options in transaction code FB50 or use transaction code FB00. In the tab document entry select and select and click on save button. Click back and again restart FB50. The user can now see the period field 4) User has posted an FI document. He notes down the Accounting document number generated. He then tries to access the document using transaction code FB03. He finds that the document number does not exists? What is the problem? Solution: This sometimes happens in SAP when the document number gets generated in SAP but the data is not saved. To check for all such missing document number,
  5. 5. Page 6 of 61 execute the transaction code S_ALR_87012342 (Gaps in document number assignment). This probably happens when the user is working for a long time with a single document. The user needs to again post the document. 5) There exist a foreign currency debit open item with 100 USD as the currency and the local currency being 4900 INR. The user now tries to clear this debit item with an incoming payment received in 4900 INR. The system generates an exchange rate difference for this entry since the exchange rate maintained for USD INR is 48.5 on the date of posting incoming payment. No exchange rate needs to be posted for this, what needs to be done? Solution: This happens because the configuration setting is not maintained in view V_001_B (Company code global data) or path IMG àFinancial Accounting à Financial Accounting Global Settings à Company Code à Enter Global Parameters and need to select . After maintaining this configuration no exchange rate difference will be generated when you use local currency for clearing. 6) User wants to directly maintain the Financial statement version on the production system using transaction code FSE2, currently it is not possible to maintain it. How to do it? Solution: Configure table/view “V_T100C” for application area “FE” message “146”. You can either change the message type (to I or S) or you can switch it off completely (-)
  6. 6. Page 7 of 61 7) It is observed in Automatic clearing of GR/IR accounts using transaction code F.13 most of the items are not getting cleared. The apparent reason being that blanket purchase orders are being used, which results in balance being uncleared at purchase order line item level as can be seen below.
  7. 7. Page 8 of 61 The clearing rule is purchasing document and line item. How can these documents be cleared? Solution: In transaction code F.13 Automatic clearing the user needs to select . This selection will clear those documents with an additional clearing criteria which is material document. The material document is update in reference 3 field. This selection is more important when blanket purchase orders are raised. The clearing will now happen as shown below:-
  8. 8. Page 9 of 61 8) With the above solution the user is now trying to clear the Freight clearing and custom clearing accounts for blanket purchase orders. Even though he selects still no clearing happens for such items which can be cleared within the purchase order line item as can be seen below
  9. 9. Page 10 of 61 Is it possible to clear the above documents? Solution: In the planned delivery costs such as freight, custom clearing it is not possible to use since no material document is updated in reference 3 field in the invoice documents. Hence it is not possible to clear such documents unless the group becomes zero. Another option is to change the configuration in transaction code OB74 and include another criterion PSWBT (GL amount) besides EBELN and EBELP. This will probably result in more clearing. 9) The trial balance report S_ALR_87012277 - G/L Account Balances does not show correct figures. It does not show opening balance. What is the problem? Solution: This is because the GL balance carry forward program has not been executed. Execute transaction code F.16 – Balance carryforward and carry forward the GL account balance to the current year. 10) The GL balance carry forward transaction code F.16 has been executed. After doing the carry forward there were again some entries posted in the prior years. Should the carry forward transaction be executed again? Solution: No, there is no need to execute the carry forward transaction code again. The balance will automatically get carry forward each time the entries are posted to the previous year. The program needs to be executed only once per year.
  10. 10. Page 11 of 61 Accounts Payable/ Accounts Receivable/ Logistics Invoice Verification 1) User is executing a payment program using transaction code F110 for a vendor. The open items for the vendor are not getting selected in the payment proposal. While displaying payment proposal he gets the following error message “Company codes XXXX do not appear in proposal 19.02.2009 AM2; correct” What is the problem and how to solve it? Solution: Most of the times the problem in the payment proposal is displayed by checking the proposal log. Check the proposal log by clicking on the icon . In this case you find that the vendor is contained in another proposal for e.g. AM1 17.02.2009. User needs to delete the earlier payment proposal AM1 dated 17.02.2009 by using transaction code F110. Take a drop down or press F4 button in the run date and select proposal AM 17.02.2009. Thereafter click Edit à Proposal à Delete. The user can now run the payment proposal AM2. 2) In transaction code F110 user has updated all the parameters and saved it. The Status shows Parameters have been entered. Proposal has been released 20.02.2009 01:14:16. There are no icons appearing for scheduling the proposal nor is the payment proposal being created. What is the problem? Solution: The problem is because the payment proposal is still lying as released in the background job. Go to the background job monitor using transaction code SM37 and update job status . You will find that the job name F110-20090219-AM1 – X as Released only. Select the job and click Job à Releasedà Scheduled. The job status becomes Scheduled. Click on and then select immediate. Click on refresh the status now changes from ready to finished. Now go back to the payment program and click . Now you will find that your payment proposal has been created. The problem sometimes occurs because the
  11. 11. Page 12 of 61 background job of payment proposal creation is given a Job class C ( Low priority) and that is the reason the proposal is not automatically created. 3) Payment documents while posting through automatic payment program (transaction code F110) got terminated due to server shut down. How to start the abnormally terminated payment run? Solution: In transaction code F110 use path from the menu bar Edit --> Payments --> After Termination --> Draw up again. You can now post the terminated payment from the point where it had abruptly ended. 4) Payment documents posting through automatic payment program got terminated due to server shut down. Few of the payments document have been posted. User now reverses this payment documents which have been posted. He tries to create another payment run with the same selection parameters. The new payment run cannot be created due to the fact the balance payment documents are still to be posted from the terminated run? What is the recourse now? Solution: In transaction F110 use path from the menu bar Edit --> Payments --> After Termination --> Draw up again. You can now post the terminated payment from the point where it had abruptly ended. The payment list generated through this using DME will only contain the balance payment. Create another payment run to post the reversed document. 5) User is trying to make a payment to a vendor and is unable to make payment to vendor as he gets the following error message “Message F5 787 (item(s) not activated due to inconsistent withholding tax information).” What is the problem and how to solve it? Solution: This problem happens when after document entry, you have changed withholding tax information in the vendor master record or you have changed withholding tax information for the company code. You need to run a program called as RFWT0010 using transaction code SE38. Update the following information such as vendor master, company code, document number and fiscal year, remove the test run and execute.
  12. 12. Page 13 of 61 6) All items linked to an invoice through down payment clearing, partial clearing or credit memos linked to the invoices are not activated when any of the items are selected. What could be the problem? Solution: In the editing options (FB00) under tab Open items select or click and save. All the linked open items will now be selected. 7) Wrong payment terms were updated in the sales view of the customer master. The billing was done and it was realized subsequently that the due dates calculated were wrong, due to wrong baseline date.? How to rectify this problem now ? Solution: For billing documents already released into FI module you can manually change the payment terms in the FI document using transaction code FB02. You need to change the baseline date, if baseline date is wrong and also
  13. 13. Page 14 of 61 change the payment term. You can save the changes. For future documents change the customer master data with the correct payment terms and also change all open sales orders with the correct payment terms. 8) In the purchase order wrong custom duty was defined, based on which GR/DCGR was posted and DCIN (Delivery cost invoice) for the prime vendor was posted. The DCGR now needs to be reversed and set right with the correct custom duty Solution: Follow the given steps 1.Reverse the DCIN (Delivery cost Invoice) using tcode MR8M. 2.Reverse the GRN (DCGR) using tcode MIGO 3. Change the PO conditions and proceed with grn and do IV again 9) In MIRO transaction the user wants to book a single Vendor invoice for multiple purchase orders for freight costs. Further he wants to book the invoice in the local currency (the purchase order is raised in foreign currency). Is this possible? Solution: Yes it is possible. In the transaction code MIRO update all the fields such as invoice date, posting date, reference, amount and the local currency e.g. INR then select . Thereafter update the first purchase order number in the po field and press enter. This will fetch the first purchase order details. Thereafter click to update the other multiple pos as shown below:-
  14. 14. Page 15 of 61 Click You can now select multiple Purchase orders and book a single vendor invoice 10) User is trying to book a Vendor invoice through transaction code MIRO when he gets the following error message “Moving average price for material 9100001 9101 is negative “and therefore is not able to post the invoice. What is the problem and how can it be solved? Solution: This problem occurs when a Vendor invoice is being booked for an amount which is higher than the GR/IR provision and there is a shortfall of stock coverage to post the difference. This results in a negative moving average price being calculated. The shortfall of stock is due to the stock being issued for consumption. Therefore to do away with this error the consumption posting should be reversed, so that full stock coverage is available. Further if required the earlier Goods receipt posting should be required so that the moving average price effect is removed. The reversal can be done using transaction code MBST or MIGO. 11) While doing Invoice verification using transaction code MIRO, system gives an error as “Check if Invoice already entered under accounting doc no XXXXXXX" in the year 2009. On checking it was found that the document number relates to year 2007 with different invoice number. What is the problem and how can it be solved? Solution: This is because in the Vendor master under the accounting view (payment transactions), the Check double invoice is switched on. But in Logistic Invoice verification the configuration for check co. code, check reference is not set in transaction code OMRDC. 12) In the PO there is no delivery costs planned, vendor has billed for an actual freight amount in invoice. The goods receipts have been done and some of the stocks have been consumed. How to book the additional freight which was not planned in the PO? What will be the accounting treatment of the additional freight amount? Solution: Since the freight is not planned in the PO, the user can book this unplanned delivery costs in tab details
  15. 15. Page 16 of 61 The accounting treatment will differ based on the customizing settings:- a) In case a separate GL code is defined in customizing for such unplanned delivery costs, then the amount will automatically get posted to the GL code expense account set up in customizing b) If no gl code is set up then the amount of unplanned delivery costs, the system splits up the delivery costs entered among the individual items, based on the amounts invoiced so far plus those in the invoice being entered. Example Purchase order raised for:- 100 pieces material X 200 pieces material Y 1st invoice received for the purchase order: 50 pieces material X at $ 10.00/piece = $ 500 50 pieces material Y at $ 12.00/piece = $ 600 2nd invoice received for the purchase order: 20 pieces material X at $ 10.00/piece = $ 200 80 pieces material Y at $ 10.00/piece = $ 800 Delivery costs = $ 90 The system divides up the delivery costs in the following ratio: (500 + 200) : (600 + 800) = 700 : 1400 = 1 : 2. Material X is debited for $ 30, material Y for $ 60. 6) User wants to book a custom duty invoice in local currency INR. In transaction code MIRO he updates the invoice date, invoice reference, amount and the purchase order. When he presses enter, the Purchase Order currency USD is automatically updated in the currency field. The field is now not changeable to INR. What needs to be done in order to book the customs invoice in INR(local currency)?
  16. 16. Page 17 of 61 Solution: While updating details the currency must be first updated with local currency (INR) before updating the PO details. Once this is done then the currency of INR will not be overwritten by USD. 13) In the GR/IR account there are certain old balances lying since last few years as old as 2006, 2007 as can be seen below:- The user wants to clear the differences on the GR/IR account. What needs to be done? Solution: The difference is on account of a debit balances is probably because of the purchase order being raised for a higher amount and the Goods receipt provision accounted with higher provision amounts. The invoice would have been correctly booked. Another reason for the provision still lying could be because of excess material being received and the vendor has not charged for the excess material and probably will now never charge for it. Since this are provisions will never be utilized this needs to be written off. This adjustment is possible by using transaction code MR11. This transaction code will clear such delivery surplus, invoice surplus etc.
  17. 17. Page 18 of 61 Bank Accounting 1) The check length in a house bank is currently 6 digits, these needs to be increased to 7 digits in transaction code FCHI. How to do it? Solution: Execute program RFCHKR00 using transaction code SE38. Here you can specify the company code, bank and account id and the old digit length and the new digit length. The check information will be changed from 6 digits to 7 digits 2) An electronic bank statement was being uploaded through transaction code FF_5 (Import), the upload data was erroneous. The bank statement needs to be deleted. Is it possible? Solution: Yes it is possible to delete the bank statement using program RFEBKA96 in transaction code SE38 Under application take a drop down
  18. 18. Page 19 of 61 Click execute Click
  19. 19. Page 20 of 61 And then select the one to be deleted and then click on 3) While printing a check through system, the check has got torn on the printer. The user wants to void this check and reprint this check information on another document. How can this be done? Solution: Use transaction code FCH7 – Reprint check. In this transaction code the user needs to update the check to be voided and select the check lot number on which the new check needs to be printed. The screen shot of the transaction code is shown
  20. 20. Page 21 of 61 4) The user has printed a check on an incorrect check lot. Therefore the system check number and physical check number is not matching. The user now wants to renumber the check number in the system to the physical check number. How can this be done? Solution: The check number can be reprinted using transaction code FCH4. 5) In the transaction code FF67 – Manual entry bank statement the entry screen has suddenly changed, earlier it was showing company code, house bank, account id but now it shows bank key, bank account number, currency.
  21. 21. Page 22 of 61 How can the user get back the old screen? Solution: In the transaction code FF67 on menu bar select Settings à Specifications : Int. bank determination
  22. 22. Page 23 of 61 Click . The screen will now change to
  23. 23. Page 24 of 61 Asset Accounting 1) The GL account for accumulated depreciation for local reporting does not match with the group depreciation area in transaction code AR01? Solution: Possibly additional retirement posting was done after ASKB was executed. Execute ASKB transaction code and the difference should go.
  24. 24. Page 25 of 61 2) Depreciation is already posted for the month. There is an additional addition to asset for the month after the depreciation run. Is it possible to rerun depreciation for this additional addition of asset? Solution: You need to rerun the depreciation run using transaction code AFAB and selecting the option Repeat depreciation run. 3) While executing year end transaction code AJAB (to close asset accounting module) an error is encountered “Depreciation not executed? Solution: This happens in case depreciation was already posted and additional acquisition of assets posted for the depreciated period. The repeat depreciation run was not executed. It is therefore advisable to immediately execute transaction code AJAB after all the asset transactions for the year end including depreciation (AFAB), parallel valuations (ASKB) have been completed. 4) How is depreciation calculated in SAP, when I have changed certain useful life in the asset master? Solution: It is calculated based on Total remaining net book value divide by remaining useful life multiplied by 12 5) The user is getting an error when he tries to execute all asset accounting reports e.g. transaction code AR01 or S_ALR_87011990 (Asset History Sheet) “Fiscal year change not yet made for company code 9101”. What is the problem and how can it be solved? Solution: This problem arises when a new fiscal year begins and the user tries to execute the asset report for the previous year or the current year. This happens because the fiscal year change has not been done in the asset accounting module. The transaction code AJRW – Fiscal year change has to be immediately executed at the beginning of the New Year for this company code. Execute the transaction code in background and the problem will go.
  25. 25. Page 26 of 61 6) There is a depreciation which remain unposted on certain assets at the year end closing process and this was realized when the AJAB – Year end close was executed. But the depreciation figures were already reported. Was it essential that this step should have been executed before the balance sheet and profit and loss were finalized? Solution: Yes, in the year end process the transaction code AJAB must be executed before the profit and loss account is finalized. The reason being AJAB checks for all inconsistencies such as unposted depreciation (AFAB), unposted parallel posting (ASKB) and check any other incomplete asset. Therefore you will be required to post all of the aforesaid posting before you can finally execute AJAB. Further by closing asset accounting through AJAB you can stop any wanted entries to assets for previous year. 7) After doing AJAB, is it possible to reopen the previous year for doing asset posting? Solution: Yes, it is possible to reopen the previous year for posting, through transaction code OAAQ. 8) The user has incorrectly retired asset 1001 instead of asset 2001. Can he reverse the retirement? Solution: Yes, the user can reverse the retirement using transaction code AB08.
  26. 26. Page 27 of 61 9) Certain value was wrongly capitalized (settled through AUC) to asset 100011 instead of asset 200011. The mistake was realized after a few months, when auditors were conducting audit. Is it now possible to transfer the values from asset 100011 to asset 200011? Solution: Yes, it is possible to transfer the values from one asset to another using the transaction code ABUMN (Transfer within company code).
  27. 27. Page 28 of 61 10) There was a change in the depreciation rates as per statutory requirements from 10% to 12 %. Based on this you (as a consultant) have changed the configuration settings of existing depreciation key from 10% to 12%. But you find that inspite of the change in the configuration settings from 10 to 12% the depreciation is not being recalculated. What could be the reason and what needs to be done for recalculating the depreciation? Solution: Whenever any changes are done in the configuration of the existing depreciation keys, system does not automatically recalculate depreciation. To recalculate depreciation you need to execute transaction code AFAR (Recalculate Values). This will recalculate depreciation based on the new rates.
  28. 28. Page 29 of 61 11) Depreciation rates have changed from 10 to 12 % as per statutory requirement. Therefore configuration changes needs to be done. If the rates are changed will the system calculate depreciation from retrospective effect for all the assets (from the date of acquisition)? Solution: The system will not calculate retrospective depreciation. It will calculate revised depreciation from the year in which it is changed. 12) When user tries to settle an internal order (investment measure) in February 2009 using transaction code KO88 he receives the following error: “First settle items from the previous year in the previous year Message no. AW 624”. The user checks the internal order using transaction code KOB1 and finds that there is no posting on the internal order in January and February 2009. Further he also checks and finds that in the previous year Jan 2008 to Dec 2008 the internal order is already settled and there is nothing to settle (meaning debit and credits are becoming zero). The reason the user is executing KO88, he wants to capitalize the asset from Asset under construction to the final asset and he is not able to settle because of this error. What is the problem? Solution: The problem is because there was a posting made in the month of December 2008 after the settlement was done. This posting was then reversed subsequently after the settlement. Although the balance has become zero by virtue of the reversal, the system expects the order to be settled in December
  29. 29. Page 30 of 61 2008. This problem was found out by analyzing the internal order using transaction code KOB1. Now to solve this problem do the following steps:- a) Open FI period for Dec 2008 using transaction code OB52. b) Open CO period for Dec 2008 using transaction code OKP1. c) Open Asset accounting (AA) for 2008 using transaction code OAAQ. d) Execute settlement for Dec 2008 using transaction code KO88 and selecting processing type automatic. There will be zero balance which will be settled. e) Execute transaction code ASKB. f) Execute transaction code AJAB to close AA for 2008 g) Close FI and CO period for Dec 2008 h) Now execute transaction code KO88 selecting processing type partial capitalization for the month of feb 2009. This will now settle the asset from AUC to final asset. Cost Center Accounting 1) The user is trying to add newly created cost center to a cost center group, He gets an error message - “No valid master record”? What could be the reason? Solution: The cost center master data is valid from the year 2008 while the user is trying to update the cost center group which shows validity from 2007. In the cost center group maintenance (transaction code KSH2) click on Extras à Default Settings à Structure and update the master data check on from 01.01.2008 2) You start several cycles of assessment, distribution, periodic reposting or indirect activity allocation in a collective execution. During execution you get a short dump ASSIGN_LENGTH_NEGATIVE or ASSIGN_LENGTH_0 What needs to be done ? Solution: You get this error if you execute too many cycles together. To avoid the above error execute less cycles at the same time. About 5 cycles should be okay. This problem is taken care of in the new SAP versions.
  30. 30. Page 31 of 61 3) A user is trying to copy cost center plan data from current year 2009 to next year 2010 using transaction code KP97 (Copy plan to plan). But he is facing a problem the data is not getting copied in to year 2010. What could be the problem? Solution: The user is probably not selecting - Reset and overwrite option and that is the reason the data is not getting copied into year 2010. Ask the user to select this option and remove the test run, the plan data will now get copied from 2009 to 2010 4) A user wants to copy data from one cost center 910101 to another cost center 910102 for the year 2010. How can it be done? Solution: Use transaction code KP97 and choose and click and update the reference cost center i.e. 910101 and update the target cost center i.e. 910102 5) The user has copied plan data using transaction code KP97. He finds that the secondary cost allocation done using cost center cycle is not getting copied? What could be the reason? Solution: Secondary cost allocation done using cost center cycle does not get copied while using cost center planning function, reason being system actually expects you to execute this cycle in the respective years. Therefore ask users to execute plan cycles during that year so as to update the secondary cost. 6) User has executed all the cost center & COPA cycles, but still find that there exists some balance on few particular cost centers. What could be the reason and what needs to be done? Solution:
  31. 31. Page 32 of 61 There could be various reasons for balance not being settled from these cost centers:- 1) These cost centers must have been newly created and not included in the existing cost center cycles 2) There could be some additional posting on the cost center after the cycles have been executed. 3) The cost centers would have been locked for actual secondary costs, which can be unlocked using transaction code KS02 in the tab control If you find that none of the above is applicable then you need to find out that the cost center is included in which cycle. To find out, use transaction code KS03 update the relevant cost center (which is not settled) and press enter. Thereafter you need to select on the menu bar Environment à Where-used list à Cycles and update period and fiscal year for which you are executing the cycles . You will then get the exact cycle and segment where the cost center is actually being used. You then need to go to the relevant cycle using transaction code KSU3 for cost center assessment or KSV3 for cost center distribution or KEU3 for COPA assessment cycle. In the cycle you need to check the segment header whether actual values are selected , check the receiver tracing factor. If receiver tracing factor has been set to fixed, then check that under tab the percentage has been updated for the affected cost center. If the receiver tracing factor has been set to variable portions then check that variable portion type has or actual activity or actual costs selected. Further also check that the actual statistical key figures have been updated for the relevant statistical key figures using transaction code S_ALR_87013645 or actual activity types have been updated using transaction code S_ALR_87013646 for the period. Check the Sender/receiver tab in the cycle and check the cost element groups and the cost elements used for postings on the cost center match. You should now be able to get a break through by now and will be able to solve the problem.
  32. 32. Page 33 of 61 7) The user is doing his yearly planning and finds that when he runs COPA cycles, he finds all cost centers are becoming negative. What could be the problem? Solution: The problem is because; the user has directly deleted the cost center plan data using transaction code KP91 without reversing the COPA cycles and the cost center cycles. The correct sequences to be followed by the user should have been:- 1) Reverse COPA cycle 2) Reverse cost center cycle 3) Delete cost center plan data using transaction code KP91. The solution to the current problem is reverse the COPA cycle. Again delete the cost center plan data. Upload the cost center plan data and then execute the cost center cycle and the COPA cycles. 8) No posting should happen from FI on to cost centers during execution of cost center cycles. Is it possible to lock FI posting in the CO module? Solution: Use transaction code OKP1 update fiscal year, version and select and check for the relevant period and click on save. This will lock posting from the FI module to the CO module. 9) The user is trying to update planning data for version 0 - fiscal year 2011, he gets a message “Version 0 is not defined for fiscal year 2011”. How to maintain the version for the fiscal year 2011? Solution: The version 0 for fiscal year 2011 can be maintained using transaction code S_ALR_87005830 - Maintain versions. Update the setting for the fiscal year 2011. Select version 0 and double click settings for fiscal year. Update the settings for the fiscal year. This transaction should be directly maintainable in the production server. 10) When the user executes actual price calculation using transaction code KSII, the activity prices are not split between the activity prices. What is the problem? Solution: You need to first execute transaction code KSS2 splitting before executing actual price calculation. Again here you have to first assign the cost centers to the splitting structure. 11) A user wants to download a cost center report S_ALR_87013611 - Cost Centers: Actual/Plan/Variance executed for all cost centers in excel format. How can that be done? Solution: Proceed as follows:-
  33. 33. Page 34 of 61 Click Select Notice the screen has changed now:-
  34. 34. Page 35 of 61 Click
  35. 35. Page 36 of 61 Select
  36. 36. Page 37 of 61 Click
  37. 37. Page 38 of 61 You can check the report in excel In the standard sap reports the cost center code and name does not appear. For the cost center to appear you need to do the following:-
  38. 38. Page 39 of 61 You find above that no cost center code appears here. Therefore you need to create a new report which will have the text for export with cost center code. Product Costing 1) Overheads are not getting calculated for Raw and packaging material? Solution:
  39. 39. Page 40 of 61 Check whether the overhead group is updated in the finished goods in costing 1 view. 2) User gets an error message while executing product cost estimate: “No valid source of supply could be found”? What could be the error? Solution: This error message generally comes from finished goods which are subcontracted. The MRP2 view with special procurement key is updated. The subcontracting info record is not maintained for this finished good. Subcontracting info record needs to be maintained by the procurement department. 3) User is trying to release a standard cost estimate for a product. He gets the following Error message: “CK 763 Company code: Period closing has not yet taken place In company code XXXX, period 04 fiscal year 2008 is still active. This period is not the same as current period 003. Carry out period closing with the current period 003:“ Solution: This is the problem because an early close has been done in the MM module for the month of March 208 in spite of month April 2008 not yet reached. No solution to this problem. User should not do an early close in MM but should control in FI module through transaction code OB52. You can only release the cost estimate on April 2008. 4) A material code (component) is not getting picked up while executing a standard cost estimate of the product? Solution: The component is defined as a bulk product in the material master in MRP 2 view. Remove the bulk indicator tick in the MR2 view of the material master and the problem will be solved. 5) Variance analysis program KKS1 takes a lot of time i.e. around 6 to 7 hours of execution. How do you reduce the execution time and what exactly is the problem? Solution: Variance analysis calculation program select production orders based on the status of the order. Thus it will select only those production orders whose status is not the following:-
  40. 40. Page 41 of 61 LKD(Locked) CLSD(Closed) DLFL (Deletion flag) DLT(Deleted) Which means all the production orders right from beginning gets selected. Therefore all the old production orders which are no longer required need to be set a status CLSD(Closed) or LKD(Locked). Use transaction COID and set status CLSD (Closed) by mass processing. 6) How do I maintain overhead rates in the production system directly? Solution: Use transaction code S_ALR_87008272 to define Quantity-Based Overhead Rate. Use transaction code S_ALR_87008275 to define Percentage Overhead Rate 7) User is executing a standard cost estimate for a finished product. He gets a warning message that a raw material is not assigned to cost component structure. What is the problem? Solution: The raw material master is not assigned to correct valuation class in the accounting view. Select the correct valuation class in the accounting view of the material master. 8) You have executed a product cost estimate for finished goods. You find that the raw material costs and packing material costs are zero. What is the problem? Solution: You need to first check the costing variant and see the valuation variant. In the valuation variant see the Material valuation strategy. See the order of valuation:- If the order of valuation is 1 Planned price 2 2 Valuation price according to price control in material master Then verify in the raw material and packing material master that price has been maintained in the planned price 2 in the costing view of the material
  41. 41. Page 42 of 61 master. If nothing is maintained then check the price control of the material (which will be V). Check whether a moving average price is maintained or not. It means that both of them must not have been maintained and that is the cause of error. 9) During variance calculation process/production orders shows the following error messages: “Order does not have status DLV or TECO "? What needs to be done? Solution: Variance will not be calculated on order which has the status other than DLV or TECO, therefore they will be shown as errors. The costs on these orders (which has status released REL, partially delivered PDLV) will be treated as WIP. Ignore these messages. 10) While executing CK40N new std. costs are not getting calculated for a few products, the system is picking up existing standard cost for these products? What could be the reason? Solution: You need to select “Always recalculate material” in the selection parameters in the CK40N selection parameters 11) While settling process/production orders the user gets the following message “Status DLV/TECO was reversed after settlement of period 001 2009” How to settle this order? Solution: This problem has occurred because the variance on the order was settled in the month of January 2009. Thereafter the DLV and TECO status was removed from the order and a posting was done on the order and a confirmation cancellation was done in March 2009. This resulted in a balance on the order for the month of March 2009 and resulted in an error. To solve proceed as follows:- a) Use transaction code KO88 and reverse the settlement of January 2009 in March 2009 by doing the following
  42. 42. Page 43 of 61 b) Now you can settle the balance on the order posted in the month of March 2009. Profit Center Accounting 1) There are no profit center documents generated for a particular balance sheet general ledger account. What is the problem and how should this be set right? Solution: The problem is because this particular balance sheet account is not maintained in the transaction code 3KEH (Default for balance sheet account) by the FICO consultant. This is a configuration error. This GL code should be maintained with a default profit center. To correct the problem the user needs to pass a single entry only in the Profit center accounting (PCA) module using transaction code 9KE0. 2) Profit center distribution cycles have been executed but there still exists balance on the corporate profit center. The corporate profit center balance is allocated to the product profit center, but in this month it is not allocated for a particular gl code. What could be the reason? Solution: Check using transaction code KE5Z the exact gl code which is not allocated. Check the cycle whether it is variable or fixed. If it is variable then see
  43. 43. Page 44 of 61 that the tracing factors are correctly maintained. If everything looks fine, check the GL code master data. The GL is blocked for posting and that is the cause of problem. 3) Profit center needs to be changed in the material master, because of change in the business set up. What are the steps to be undertaken to change the profit center? Solution: Ideally if there are mass changes in the profit center in material master, then there must be program developed to change the profit centers in all the open process orders, open sales orders, open purchase orders. In case only a single material is to be changed then do the following steps:- a) Change the profit center in the material master (transaction code MM02) or transaction code MM17 – Mass maintenance b) Find all open sales orders and change the profit center (transaction code VA02) c) Find all open process orders and change the profit center (transaction code COR2) d) Find all the open purchase orders and change the profit center using SAP Note number 141009 (Program ZECPCAEK) e) Post a profit center entry for transfer of profit center balance from the old profit center to new profit center using the inventory balance sheet gl codes (transaction code 9KE0) 4) The balance for Receivables/Payables is incorrect in the transaction code S_ALR_87013343 - Profit Center: Receivables and S_ALR_87013344 - Profit Center: Payables. What is the problem? Solution: This problem is because the balance sheet adjustment program (transaction code F.5D) is not executed. The user needs to execute F.5D transaction code for the respective company code. The balance will then be correct for this report. 5) The report S_ALR_87013336 - Profit Center Group: Balance Sheet Accounts Plan/Actual does not show correct figures for Receivables and Payables, even though F.5D transaction code is executed. What is the problem? Solution: The problem is because receivable and payables have not been transferred to the profit center accounting module. Use transaction code 1KEK – Transferring Payables/Receivables to transfer the balance to PCA module. Thereafter you can see the correct balance in this report. 6) There are certain Documents posted from SD module in the FI module, but no posting has happened for a certain balance sheet provision account in the profit center accounting module. What is the problem and how can it be solved? Solution: The problem is because this balance sheet gl code is not maintained in configuration transaction code 3KEH in the profit center accounting module by
  44. 44. Page 45 of 61 the support consultant. The support consultant needs to maintain 3KEH setting for this balance sheet gl code. Thereafter to update the profit center accounting module for this gl code for SD billing documents execute transaction code 1KE9. You need to update the company code, sales organization and the SD Billing document number and billing date Remove the test run and it will update the line item in profit center accounting module. Sometimes the PCA line item is not generated so you will have to uncheck and execute. This will now generate double posting for all the other line item in the PCA module. To reverse this double posting select , and again execute this transaction code for this billing document. The double postings will now be reversed. 7) There are double postings happening in the accounts receivable and accounts payable in the profit center accounting module. What is the problem and how to stop it? Solution: This is because the accounts receivables and accounts receivable GL account (reconciliation account) is maintained in the configuration transaction
  45. 45. Page 46 of 61 code 3KEH. Thus the posting to customer and vendor is posted online to profit center accounting module. Further at the month end when transaction code 1KEK is again executed duplicate posting happens to the profit center accounting module. Support consultant must remove the reconciliation accounts from the 3KEH configuration. This will stop the double postings into the profit center accounting module online. Profitability Analysis 1) You are in KE30 transaction code. You do not get a list or drop down (F4) for the available reports in KE30? What could be the reason? Solution: This happens when both accounting and costing based COPA is active. In this case in the users‘s user parameter the accounting based COPA must be active. Use transaction code KEBC and select costing based COPA 2) KE30 report execution is giving a run time error? What is the issue? Solution: Steps to do away with the run time error:- a) Run program S_ALR_87099920 - Create Automatic Proposal for Summarization Levels for the past 3 months data. System will suggest a summarization levels, create those levels. b) Manually review the summarization levels through transaction code S_ALR_87005563 - Define Summarization Levels and select characteristics which require summarization and which do not require summarization. Generally product hierarchies, material group, trading partner require summarization therefore make it blank. The characteristics which do not require summarization should be marked with *. Review each of the summarization level. Once you do changes the levels will be with status “To be created”. Save these levels. After saving it will have status "Active without data" c) Execute transaction code KEDU with the new levels and selection Build new levels in background. The updating and building of new levels will take couple of hours. Once the levels are updated the status will be "Active", thereafter again schedule this transaction code KEDU with update selection for every half an hour update of the delta data. The problem should be resolved, if the problem still continues pl. again review the summarization level and follow steps 2 to 4 again
  46. 46. Page 47 of 61 3) It is observed that there is always a rounding off difference between the Cost of goods sold posting done in FI module and the COPA module for a finished goods. This often results in a difference between the FI and the COPA module at the month end? What is the cause of such difference and how can it be permanently rectified? Solution: Posting in FI module is triggered based on the price and the price control (S or V) in the material master. Thus a COGS posting in the FI module for 100 kgs of finished goods will be 100kgs * 101.25 (std. price existing in the material master = 10125 INR, while the posting in the COPA module is picked up from the released standard cost estimate of the product. The standard cost in the COPA module is broken down further into Raw Material cost, Manufacturing cost fixed and Manufacturing costing variable. This break down is possible by picking up cost from the relevant cost component structure of the standard cost estimate of the product. This break down some times results in rounding off difference between posting in FI module and the COPA module. To do away with this problem the following solution is recommended:- a) Assign condition type VPRS (cost condition type available in SD module) to a value field e.g. VV055 in the COPA module using transaction code KE4I. b) Activate user exit COPA0002 in the COPA module with EXIT_NR value ‘U02’. In this user exit calculate the difference between the value field VV055 and the value fields updating the COPA module for COGS (e.g. RM costs VV015, Fixed Mfg. cost VV017 and Variable cost VV016). The difference if any will be updated in the value field VV055. The code will be as follows:- LINEITEM-VV055 = LINEITEM-VV055 - (LINEITEM-VV015 + LINEITEM-VV016 + LINEITEM-VV017) c) In the transaction code KE4U assign the user exit ‘U02’ as sequence 2 for actual valuation.
  47. 47. Page 48 of 61 After doing the above, there will be no difference between the COGS posted in the FI and the COPA module. 4) Certain wrong characteristics have been posted in the COPA module, these characteristics needs to be corrected. How can this be done? Solution: Use transaction code KE26 to correct the wrong COPA characteristics. 5) A difference between the FI and the COPA module has arisen. On a deeper analysis it was found that a COPA document was not generated. The document was not generated due to a bug in system. How do you update the posting only in the COPA module now? Solution: You can post a COPA document using transaction code KE21N. This will update the COPA module only. This will not post any entry in the Profit center accounting module. 6) A user while doing a sales planning in COPA wants to simulate and check the standard costs that will be picked up during COPA planning. How can he do that do that? Solution. The user needs to use transaction code KE21S, where in the user needs to update the point of valuation 03 (manual planning), record type e.g. F version e.g. 0 , posting date in the initial selection. In the characteristic update company code, product and plant. In value fields update the sales gross sales qty, sales unit, Gross sales value and click on . Based on the sales quantity system will fetch the standard cost estimate valid as on the posting date and will update in the relevant value fields. Thus you can simulate the valuation of Cost of goods sold. 7) A proforma invoice document or credit note is posted in the SD module for finished goods. This updates the quantity and Cost of goods sold (COGS) in the COPA module. No posting for COGS happens in the FI module. This causes a difference between the FI and the COPA module. What is the reason for just wrong updation of quantity and COGS in the COPA module? Solution: The setting for reset of quantity and the COGS value fields are not maintained in the COPA module. Update the setting using transaction code KE4W with Billing type, value fields (for quantity, COGS). This will then stop the quantity and COGS posting in COPA for those billing types.
  48. 48. Page 49 of 61 8) A user while posting a document from FI to a profitability segment (COPA) wants certain characteristic mandatory for a certain set of general ledger accounts. How can this be made mandatory? Solution: Standard SAP configuration through transaction code KE4G and KEVG2 only permits an assignment to Business transaction and record types. It does not permit any assignment of characteristic group to value fields. It is only possible to map this requirement using a user exit in COPA. User exit COPA0003 (Enhancement for assignment to profitability segment (CO-PA)), function module EXIT_SAPLKEAK_001 (User Exit for Determining the Characteristic Group) INCLUDE ZXKKEU05. This exit will then be called during entry. A table needs to be created which update all the relevant parameters like Operating concern Business transaction Value field Name Company code Business group Characteristic group. This table needs to be maintained with all the values. A relevant characteristic group will be configured using transaction code KEPA and assigned to this value field. 9) It is found that when SD billing documents are posted to FI and COPA. The documents posted in COPA document are posted with incorrect signs. The debits postings such as sales deductions are posted with a positive sign in COPA module. Further the credit postings (such as sales revenues) are also posted with a positive sign in COPA module. To clarify an example the Gross sales condition type has 2 figures +100 and -20. The posting in FI module is 80 INR, while in COPA module it is posted as 120 INR. This causes a mismatch between the FI and the COPA module for Gross sales. What is the cause of the problem and how can it be rectified? Solution: This problem is because the condition type in SD is defined as handling both positive and negative figures, but in COPA module the transfer +/- sign indicator has not been switched on. The condition type in SD is defined as handling both positive and negative in transaction code v/06
  49. 49. Page 50 of 61 Here this condition type is handling both positive and negative figures . Therefore when you assign this condition type in COPA module using transaction code KE4I then the transfer +/- should be switched on as shown below:- This will result in correct signs getting posted to the COPA module. 10) Invariably there are some difference in the FI and the COPA module. Often it becomes difficult to reconcile the FI and COPA module. What is the fastest and easiest way to reconcile FI and the COPA module? Solution: To reconcile FI and COPA module a report needs to be designed which will fetch data from the FI module from the FI total tables GLT0 and match it with the costing co-pa based tables CE3XXXX and CE4XXXX. The various position of the GL codes and value field can be arranged in a database table. The GL codes must be arranged as cost element groups forming a part of value flow into the various value fields. This cost elements groups which are assigned to the value for FI/MM postings in transaction code KEI2 should be referred in this database table. Such a report will be able to reconcile and find out the exact difference.
  50. 50. Page 51 of 61 11) User wants to check certain characteristics which have been updated for Gross sales value field. How can he do so? Solution: Use transaction code KE24 - Actual Line item display to display various characteristic updated in the Gross sales value field. 12) There is a complex derivation of characteristics to be done, how to handle this? Solution: Complex derivation in COPA is not possible through standard SAP. The support consultant needs to activate COPA user exit and would need ABAP help to write a code in this exit. The user exit is maintained through transaction code SMOD Click
  51. 51. Page 52 of 61 Double click Double click . A code needs to be written in this function module
  52. 52. Page 53 of 61 Under include ZXKKEU1. Under this include a step id needs to be called. This step id should be assigned in the KEDR derivation step rule as shown below
  53. 53. Page 54 of 61 SD – FI – COPA 1) SD Billing documents while release to accounting gets an error due to standard cost estimate not being released? What are the steps to correct the error? Solution: 1) Reverse the billing document – VF11 2) Reverse the delivery document – VF09 3) Create and release the standard cost estimate – CK11N, CK24 4) Again create delivery – VL01N 5) Again create billing document – VF01 The above steps will ensure that correct & released standard cost flows into the Accounting & COPA module, and will not cause difference. 2) You get an error while releasing the SD billing document “Accounting document exceeds 999 line items in the SD-FI accounting interface”? The billing document contains around 34 items which has its own condition types such as gross price, discounts, taxes etc.? What needs to be done? Solution: The problem is because of the sales orders has huge number of material around 34 and they in turn has its condition types such as gross price, discounts, taxes. This actually will generate an Accounting document with more than 999 line items. An accounting document in SAP can have a maximum 999 line items only. To do away with this problem, the single billing document has to be split into multiple billing documents. 1) Cancel the billing document 2) Go to VL02N change delivery document and block the majority of the delivery item under the tab financial processing and set billing block - Calculation missing. Do not set billing block for around 10 items 3) Do billing using VF01 with this delivery document, the system will now propose billing for the 10 items only. Save this billing document and release to accounting. 4) Again go to the delivery document and remove the billing blocks for next 10 items and proceed with the billing. Thus multiple billing documents will be created for a single delivery.
  54. 54. Page 55 of 61 General trouble shooting 1) User was executing a batch input session online, by mistake the user instead of typing /bend used /nex and got logged out. The user then again logged in and finds that the batch input session status shows as "In processing". How does the user process this session now? Solution: In SM35, select the session and click on the menu bar Session --> Release. The session status will now change from "inprocess" to "New". The user can now process the session and post the balance entries. 2) Recently the quality system was refreshed with data from production system. After the refresh when a user tries to check an accounting document for a material document using transaction code MB03, a message is displayed “Material document does not include an accounting document”. But there actually exists an accounting document, but it is not being displayed. What is the problem and how can it be solved? Solution: The problem is because of client copy (Production to Quality copy). Following a client copy, entities still have the old logical system of the source client. Consequently, you can no longer branch to the relevant accounting document when you display the material document in transaction MB03. To do away with this problem the support consultant needs to do the following:- a) Open the Quality system client with transaction code SCC4 and change it to the following And save the changes
  55. 55. Page 56 of 61 b) Use transaction code OKKP1 – ALE Distribution for Cost Accounting and change the logical system from the production system to the quality system for each of the active controlling areas. c) Close the quality client with SCC 4 and set it back to d) Execute transaction BDLS
  56. 56. Page 57 of 61 Update the old logical system name and the new logical system name Update the following Double click on Double click on Uncheck the test run and execute the program in background. The program will change the logical systems in all the transaction tables such as MKPF, BKPF etc. 3) An FI document while posting is getting terminated and the following message is received
  57. 57. Page 58 of 61 The FI document is not saved. What could be the problem and how to post this document? Solution: In this case check transaction code SM13 to check the terminated log
  58. 58. Page 59 of 61 Select
  59. 59. Page 60 of 61 Double click Again double click
  60. 60. Page 61 of 61 Here this error is because of table BSET. BSET is a tax internal cluster table. The error is because the user is updating tax code V0 (0%) in a gl line item. The GL code currently has a setting input tax allowed but no posting without tax allowed. The GL code needs to be removed with the indicator input tax allowed or needs to be set posting without tax allowed.