AC202_EN_Col92_FV_Part_A4 (第3页) | ERP软件技术分享

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Unit2: ParkingDocuments AC202

Holding Documents

WithHoldDocument,datawhichhasbeenenteredcanbesavedtemporarilyin

order to continue the entries at a later time. Documentsheld bythe system do

not have to be complete. No account balances are updated and thedata of the

documentisnotavailableforevaluation. Nodocumentnumberisassigned.

Thepersonmakingtheentriesisaskedtonamethedocumentafterselectingthe

HoldDocumentfunction. Thedocumentcanbefoundunderthisnameatalater

time.

Figure 34: Overview: Holding Documents

Helddocumentscanbecompletedandpostedordeletedatalaterpointoftime.

There is a risk of forgetting held documents and therefore not posting them

completely.

Parking Documents

YoucanenterincompletedocumentsintheSAPsystemwithouthavingtocheck

the entries extensively by parking documents. When parking documents, the

systemassignsadocumentnumberviathedocumenttypeinthesamewayaswith

“normal”FinancialAccountingpostings. Theusermustpassonthenumberifit

has been assigned externally.

Parkeddocumentscanbesupplemented,checkedandpostedlateron–ifnecessary

byadifferentoperator. Nodata,suchastransactionfiguresforexample,canbe

updatedwhenparkingdocuments. Thedataofparkeddocumentsisavailableto

thesystemforreal-timeevaluations. Inthisway,amountsfromparkeddocuments

canbeusedforexamplefortheadvancereturnfortaxonsales/purchases.

TheParkDocumentfunctionisavailableforconventionalpostingsandtheEnjoy

posting mask.

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AC202 Lesson: Basics of Document Parking Versus Hold Document

Figure 35: Overview: Parking Documents

Parkeddocumentscanbecompleted,changed,postedordeletedatalaterpoint

of time.

Whenparkingdocuments,therespectivedepartmentmustalsomakesurethat,if

desired,theparkeddocumentsarecompletedinordertoturntheminto“proper”

FinancialAccountingpostingsforthepostingdeadline. Parkeddocumentswhich

arenolongerrequiredshouldbedeletedtoprovideabetteroverview.

Substitutionsarenot supportedbythedocumentparking feature. Substitutions

canonlybemadewithpostingtransactionsafterturningparkeddocumentsinto

accounting documents.

The Park Document functions are more effective than the Hold Document

functions. Dualcontrol,forexample,isperformedinanumberofcompaniesasa

resultofbeingabletoparkdocuments. Responsibilitiescanbeclearlydefinedand

displayed by means of authorizations.

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Unit2: ParkingDocuments AC202

Figure 36: Additional Park Document Functions

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AC202 Lesson: Basics of Document Parking Versus Hold Document

Exercise 6: Holding Documents - Parking

Documents

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Hold and park documents.

Business Example

Employeesareconstantlyinterruptedwhenpostingdocumentsorinformationis

missingsothatthedocumentisincompleteandthereforeunabletobeposted. To

preventtheentereddatafrombeinglost, thedatacanbesavedwithout posting

itwithHoldDocumentorParkDocument. Thecompleteentry/postingcanbe

made at a later point of time.

Task 1:

Holdingdocuments: Youareenteringadocumentwhenyouareinterruptedby

anurgentcallfromyourbossbeforefinishingthetransaction. Youthereforeuse

theHoldDocumentfunctioninthesystembeforerushingdirectlytothemeeting.

Youcompletethedocumentandthenpostitafterreturningtoyourworkplace.

1. Enteracustomer invoicewiththefollowingvalues:

Customer AC202-##

Invoice date Today

Posting Date Today

Company Code AC##

Amount 1.100

Currency EUR

Calculate Tax X Select/set switch

Tax Code 1O(10%courseoutputtax)

Text Hold 1

Continued on next page

Customer	AC202-##
Invoice date	Today
Posting Date	Today
Company Code	AC##

Amount	1.100
Currency	EUR
Calculate Tax	X Select/set switch
Tax Code	1O(10%courseoutputtax)
Text	Hold 1

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Unit2: ParkingDocuments AC202

Thetelephonerings. Youhavetointerruptthetransactionimmediatelyand

decide to hold the document.

2. Display the held document.

3. You are back at your workplace and complete the held document before

posting it.

Task 2:

Youhaveheldadocumentagain. Duetonewinformation,youwanttodelete

this document, instead of posting it.

1. Enteradocumentandholditinthesamewayasinthepreviousexercise.

2. Call up the helddocument againanddeleteit.

Task 3:

Parking documents: Please park (!!!) a customer invoice on the customer

account AC202-## in your company codeAC##.

1. Pleaseenteracustomerinvoicewiththefollowingdata.

MakesureyoumaketheentrywiththeFV70documentparkingtransaction

(Accounts Receivable → Document Entry → Document Parking →

Park/Edit Invoice).

Customer AC202-##

Invoice date Today

Posting Date Today

Company Code AC##

Amount 1.100

Currency EUR

Calculate Tax Check x

Tax Code 1O(10%courseoutputtax)

Text Document parking 1

Continued on next page

Customer	AC202-##
Invoice date	Today
Posting Date	Today
Company Code	AC##

Amount	1.100
Currency	EUR
Calculate Tax	Check x
Tax Code	1O(10%courseoutputtax)
Text	Document parking 1

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AC202 Lesson: Basics of Document Parking Versus Hold Document

Youareinterruptedanddecidetoparkthedocument.

Makeanoteofthedocumentnumberoftheparkeddocument.

2. Please display the parked document (this time not directly on the entry

screen).

3. Youarebackatyourworkplaceandcompletetheparkeddocumentbefore

posting it.

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Unit2: ParkingDocuments AC202

Solution 6: Holding Documents - Parking

Documents

Task 1:

Holdingdocuments: Youareenteringadocumentwhenyouareinterruptedby

anurgentcallfromyourbossbeforefinishingthetransaction. Youthereforeuse

theHoldDocumentfunctioninthesystembeforerushingdirectlytothemeeting.

Youcompletethedocumentandthenpostitafterreturningtoyourworkplace.

1. Enteracustomerinvoicewiththefollowingvalues:

Customer AC202-##

Invoice date Today

Posting Date Today

Company Code AC##

Amount 1.100

Currency EUR

Calculate Tax X Select/set switch

Tax Code 1O(10%courseoutputtax)

Text Hold 1

Continued on next page

Customer	AC202-##
Invoice date	Today
Posting Date	Today
Company Code	AC##

Amount	1.100
Currency	EUR
Calculate Tax	X Select/set switch
Tax Code	1O(10%courseoutputtax)
Text	Hold 1

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AC202 Lesson: Basics of Document Parking Versus Hold Document

Thetelephonerings. Youhavetointerruptthetransactionimmediatelyand

decide to hold the document.

a) Select: SAPEasyAccess→Accounting→FinancialAccounting→

AccountsReceivable→DocumentEntry→Invoice(FB70).

Customer AC202-##

Document Date Today

Posting Date Today

Company Code AC##

Amount 1.100

Currency EUR

Calculate Tax X Select/set switch

Tax Code 1O(10%courseoutputtax)

Text Hold 1

Choose the Hold pushbutton in the application toolbar (or use the

menu: Document → Hold).

Apop-upwindowappearswiththeTemporarydocumentnumberinput

request. Pleaseenterthetemporarydocumentnumber1000##. Click

ontheHolddocumentpushbuttonoractuatetheEnterkey.

Themessage“Document1000##washeld”appearsinthestatusbar.

2. Display the held document.

a) Therearetwowaysofdisplayingahelddocumentonthepostingmask

of the Enjoy mask.

FirstselectSAPEasyAccess→Accounting→FinancialAccounting

→AccountsReceivable→DocumentEntry→Invoice(FB70).

Then proceed as follows:

1. Displaythemenu: Edit→SelectHeldDocumentor

2. UsethepushbuttontodisplayTemplates→HeldDocuments(a

complete list of the held documents is displayed). Select the

desireddocumentbydouble-clickingonit.

Continued on next page

Customer	AC202-##
Document Date	Today
Posting Date	Today
Company Code	AC##

Amount	1.100
Currency	EUR
Calculate Tax	X Select/set switch
Tax Code	1O(10%courseoutputtax)
Text	Hold 1

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Unit2: ParkingDocuments AC202

3. You are back at your workplace and complete the held document before

posting it.

a) Callupthedocumentfromthepostingtransactionasdescribedinthe

previous exercise.

Fill out the following fields:

G/L Account 800200

Amountin doc. curr. *

SelectDocument→Post. OrclickontheDisk(posting)pushbutton.

Themessage"Document 18000000xxwasposted incompany code

AC##" appears on the status bar.

Task 2:

Youhaveheldadocumentagain. Duetonewinformation,youwanttodelete

this document, instead of posting it.

1. Enteradocumentandholditinthesamewayasinthepreviousexercise.

a) SelectSAPEasyAccess→Accounting→Financial Accounting→

AccountsReceivable→DocumentEntry→Invoice(FB70).

Customer AC202-##

Document Date Today

Posting Date Today

Company Code AC##

Amount 1.100

Currency EUR

Calculate Tax X Select/set switch

Tax Code 1O(10%courseoutputtax)

Text Hold 2

Choose the Hold pushbutton in the application toolbar (or use the

menu: Document → Hold).

Apop-upwindowappearswiththeTemporarydocumentnumberinput

request. Pleaseenterthetemporarydocumentnumber2000##. Click

ontheHolddocumentpushbuttonoractuatetheEnterkey.

Continued on next page

G/L Account	800200
Amountin doc. curr.	*

Customer	AC202-##
Document Date	Today
Posting Date	Today
Company Code	AC##

Amount	1.100
Currency	EUR
Calculate Tax	X Select/set switch
Tax Code	1O(10%courseoutputtax)
Text	Hold 2

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AC202 Lesson: Basics of Document Parking Versus Hold Document

2. Call uptheheld documentagainand deleteit.

a) Callupyourhelddocumentagainasdescribedinthepreviousexercise.

SelectSAP EasyAccess →Accounting →FinancialAccounting→

AccountsReceivable→DocumentEntry→Invoice(FB70).

DeletethehelddocumentbychoosingEdit→DeleteHeldDocument.

Enter the name/number of the held document or proceed via the F4

search help. Then click on the"Continue" pushbutton. Thedeleted

amountisnolongerdisplayedatthetemplatesintheHeldDocuments

columnafterrefreshingthedisplay(pushbuttoninapplicationtoolbar).

Task 3:

Parking documents: Please park (!!!) a customer invoice on the customer

account AC202-## inyour companycodeAC##.

1. Pleaseenteracustomerinvoicewiththefollowingdata.

MakesureyoumaketheentrywiththeFV70documentparkingtransaction

(Accounts Receivable → Document Entry → Document Parking →

Park/Edit Invoice).

Customer AC202-##

Invoice date Today

Posting Date Today

Company Code AC##

Amount 1.100

Currency EUR

Calculate Tax Check x

Tax Code 1O(10%courseoutputtax)

Text Document parking 1

Youareinterruptedanddecidetoparkthedocument.

Continued on next page

Customer	AC202-##
Invoice date	Today
Posting Date	Today
Company Code	AC##

Amount	1.100
Currency	EUR
Calculate Tax	Check x
Tax Code	1O(10%courseoutputtax)
Text	Document parking 1

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Unit2: ParkingDocuments AC202

Makeanoteofthedocumentnumberoftheparkeddocument.

a) ChooseSAPEasyAccess→Accounting→FinancialAccounting→

Accounts Receivable → Document Entry → Document Parking →

Park/Edit Invoice (FV70).

Enter the following values:

Customer AC202-##

Invoice date Today

Posting Date Today

Company Code AC##

Amount 1.100

Currency EUR

Calculate Tax x Check/Set switch

Tax Code 1O(10%courseoutputtax)

Text Document parking 1

Choose the disk symbol on the standard toolbar with the textSave

parkeddocumentorchoosethemenupathDocument→Park. You

receiveamessageinthestatusbar: “Document18000000xyAC##was

parked”. Pleasenotedownthedocumentnumber.

Hint: You can also go directly to the document display by

choosing Document → Display in the menu. The parked

document is displayed (title bar: Display parked customer

invoice18000000xy AC##20XX).

Continued on next page

Customer	AC202-##
Invoice date	Today
Posting Date	Today
Company Code	AC##

Amount	1.100
Currency	EUR
Calculate Tax	x Check/Set switch
Tax Code	1O(10%courseoutputtax)
Text	Document parking 1

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AC202 Lesson: Basics of Document Parking Versus Hold Document

2. Please display the parked document (this time not directly on the entry

screen).

a) SAPEasyAccess→Accounting→FinancialAccounting→Accounts

Receivable→Document→ParkedDocuments→Display(FBV3)

Enter the data for your document:

Company Code AC##

Doc. Number 18000000xx

Fiscal Year 20xx

(Youcanalternativelyselectthepathviathedocument listandlook

for the document.)

PresstheEnterkey. Yougototheoverviewforyourparkeddocument.

3. Youarebackatyourworkplaceandcompletetheparkeddocumentbefore

posting it.

a) Call up the document as follows:

SAPEasyAccess→Accounting→FinancialAccounting→Accounts

Receivable→Document→ParkedDocuments→Post/Delete: Single

Screen Transaction

Youneedthetemplates. Iftheyarenotyetdisplayed,pleaseclickon

the Tree on pushbutton.

YoucanfindyourdocumentintheParkeddocumentsfolder. (The

documentsaredisplayedasfollows: companycode,documentnumber,

fiscal year).

Selectyourdocument bydouble-clickingonit.

Completeyourdocumentwiththefollowingvalues:

G/L Account 800200

Amount in doc. curr. *

Inthemenu,chooseDocument→Post. OrclickontheDisk(Posting)

pushbutton. The message "Document 18000000xx was posted in

companycodeAC##"appearsonthestatusbar.

Company Code	AC##
Doc. Number	18000000xx
Fiscal Year	20xx

G/L Account	800200
Amount in doc. curr.	*

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Unit2: ParkingDocuments AC202

Lesson Summary

You should now be able to:

• Describethefunctionalityof documentparking

• Identify the differences between parking documents and holding

documents

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AC202 Lesson: ParkingDocuments andProcessingParkedDocuments

Lesson: Parking Documents and Processing Parked

Documents

Lesson Overview

TheDocumentParkingfunctionisdescribedindetailinthislesson.

Lesson Objectives

After completingthislesson, youwillbeable to:

• Park Financial Accounting documents

• Edit, delete or post parked documents

Business Example

TherespectivedepartmentisinterestedintheDocumentParkingfunctionsand

requiresdetailedinformation. Whichdataofparkeddocumentscanbechanged?

Can parked documents be deleted?

Employment of Document Parking... and How to

Proceed

YoucanenterandstoreincompletedocumentsinSAPwithouthavingtocheck

the entries extensively by parking the documents. There are various possible

areas of application.

Youcanalternativelyalsocheckparkeddocumentsfortheircompleteness. You

can check, for example, whether thedocument balanceis zero andwhether all

mandatoryfields(e. g. PostingkeyandAccountnumber)arefilledout. Account

assignmenttemplatescanbeused, but not reference documents, when parking

documents. Cross-company-code transactions can also be parked. Only one

parked document is created in the initial company code for such transactions

(twodocumentswithacross-applicationnumberarethencreatedasusualwhen

posting).

Neithertransactionfigures,assetvalues,etc. norcontroltotalsareupdatedwhen

securing parked documents. No automatic postings are created either. The

balanceisnotchecked; it isdisplayed inthedocumentoverviewof the parked

documents, however.

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Unit2: ParkingDocuments AC202

Areas of application for document parking

• Temporarystorageofinputvalueswhenparkingdocuments

• Helpfulfordisplayingmulti-levelmodelswhenparkingdocuments(e. g.

principleof dual control, approval procedures)

• Workassignmentbymeansofworklists(streamlining/accelerationofthe

work procedures)

Ways of using document parking

• Customer accounts(invoicesandcreditmemos)

• Vendor accounts(invoicesandcreditmemos)

• G/L accounts (G/L account postings)

You can park documents for customer accounts, vendor accounts and G/L

accounts.

Documents which have been parked in the system usually have to be further

processed. Therearevariouswaysofdoingthis. Theusualprocedurehowever,

is to edit parked documents and then post them whenever necessary. Parked

documentsshould only be deletedin exceptions.

Figure 37: FurtherProcessing of Parked Documents

You can also display parked documents in the system (individually, or vialist

selection; also possiblewith the line item list).

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AC202 Lesson: ParkingDocuments andProcessingParkedDocuments

Editing Parked Documents

Youcaneditparkeddocumentsandalsocompletethemstep-by-stepforexample.

Anumberof header and itemfieldscanbeedited, includingtheamounts. The

documentchangerulesstoredfordocumentspostedinthesystemarenotapplied

toparkingdocuments! Thecurrency,thedocumenttype/numberandthecompany

code cannot be changed.

Changescanbemadeasoftenasrequired. Multiplechangesarealsopossible.

Dates, amounts, accountsandaccountassignment objects, forexample, canall

be changed.

Changes can be made to individual documents, individual items, to several

documentsbymeansof listsor withthelineitemlist.

Figure 38: Changing Parked Documents

Changestoparkeddocumentscanbedisplayedeitherbeforeorafterpostingthem.

Posting Parked Documents

You can post parked documents as standard transactions individually or via a

selection list. If you post several documents via a selection list, the system

subsequently issuesa list, indicating whether thedocuments havebeenposted

successfully. Parked documents which were unable to be posted, due to

missingentriessuchascost account assignments, can bepost-processedinthe

list. Furthermore a batch input session can be created in order to post parked

documents.

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Unit2: ParkingDocuments AC202

Figure 39: Posting Parked Documents

Whathappenswhenaparkeddocumentisturnedintoa“proper”document?

• Theusualinspectionsareperformedwhenpostingdocuments

• AnormalcompleteFinancialAccountingdocumentiscreated

• History(e.g. changestoparkeddocuments)isdocumented

• The document number remains the same.

• The transaction figures are updated.

• TheparkeddocumentisdeletedaftercreatinganormalFIdocument.

Whenever a parked document is posted, the data of this parked document is

deleted, a document is entered to the document database and the respective

data(transactionfigures, etc.) isupdated. Thedocumentnumberoftheparked

documentbecomesthenumberof theposteddocument

ThepersonwhomadetheentriesisnotedinthedocumentheaderoftheFinancial

Accounting document.

Document Parking – Reporting and Overview

Document parking is linked to the account display and reporting functions in

FinancialAccounting. Numerousreportscanevaluateparkeddocuments. You

can include parked documents in the document journal You can view parked

documents on the line item display.

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AC202 Lesson: ParkingDocuments andProcessingParkedDocuments

Figure 40: Parked Documents and Reporting

Thedifferencesbetweenparkeddocumentsand“documentspostedproperly”are

specified in the following table:

Posting Documents, Parking a Document

Postdocumentor Park document or

posteddocument documentparked

Updatetransactionfigures Yes No

Documentdeletionpossible No (alternative: Yes

reversal)

Changes to posted/parked

documentspossible:

Amounts, account numbers, No Yes

account assignment objects,

datespecifications

In accordance with the Yes Irrelevant

document change rules while

takingGoBintoaccount

	Postdocumentor posteddocument	Park document or documentparked
Updatetransactionfigures	Yes	No
Documentdeletionpossible	No (alternative: reversal)	Yes
Changes to posted/parked documentspossible: Amounts, account numbers, account assignment objects, datespecifications In accordance with the document change rules while takingGoBintoaccount	No Yes	Yes Irrelevant

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Unit2: ParkingDocuments AC202

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AC202 Lesson: ParkingDocuments andProcessingParkedDocuments

Exercise 7: Processing Parked Documents

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Change and post parked documents

• OPTIONALLY: deleteparked documents

Business Example

Parked documents can be further processed in several steps. In some cases a

numberofdifferentpersonsareentrustedwiththeirfurtherprocessing.

Task 1:

Pleasemakechangestoaparkeddocument. Thenpostthedocument. Displaythe

document changes afterwards.

1. Park acustomer invoicewithany sort of data.

MakesureyoumaketheentrywiththeFV70documentparkingtransaction

(Accounts Receivable → Document Entry → Document Parking →

Park/Edit Invoice).

2. Pleasechangethedocumentwhichhasjustbeenparked. Thepostingdate

shouldbethecurrentdate+1. Pleaseentertheword“Change”inthetextof

thecustomeritem. Saveyourdocumentagaininparkedstatus.

3. Logging of/at changes (individual document): Display the changes to

your document.

4. Loggingof/atchanges(entirelist): Displayalistofallchangesmadeto

parkeddocumentsinthecompanycodesAC00toAC20.

Task 2:

OPTIONAL:Parkadocumentandthendeletetheparkeddocument.

1. Document parkingwithsubsequent deletionof thedocument: Please

parkadocument(customerinvoice)inyourcompanycodewithanyvalues.

Then delete this parked document.

2. Displayofadocumentdeletedafterbeingparked: Itisofinteresttothe

respective department whether a gap is created in the document number

assignmentbydeletingaparkeddocument. Showthatthisisnotthecase.

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Unit2: ParkingDocuments AC202

Solution 7: Processing Parked Documents

Task 1:

Pleasemakechangestoaparkeddocument. Thenpostthedocument. Displaythe

document changes afterwards.

1. Parka customer invoicewithany sortof data.

MakesureyoumaketheentrywiththeFV70documentparkingtransaction

(Accounts Receivable → Document Entry → Document Parking →

Park/Edit Invoice).

a) ChooseSAPEasyAccess→Accounting→FinancialAccounting→

Customers → Document Entry → Document Parking → Park/Edit

Invoice (FV70).

Enter the following values:

Customer AC202-##

Invoice date Today

Posting Date Today

Company Code AC##

Amount 1.100

Currency EUR

Calculate tax x Check/Set switch

Tax code 1O(10%courseoutputtax)

G/L acct 800200

D/C C

Amount *

Select the disk symbol on the standard toolbar with the text Save

parkeddocumentorchoosetheDocument→Parkmenu. Youreceive

a message in the status bar: “Document 18000000xy AC## was

parked”. Pleasenotedownthedocumentnumber.

Continued on next page

Customer	AC202-##
Invoice date	Today
Posting Date	Today
Company Code	AC##

Amount	1.100
Currency	EUR
Calculate tax	x Check/Set switch
Tax code	1O(10%courseoutputtax)
G/L acct	800200
D/C	C
Amount	*

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AC202 Lesson: ParkingDocuments andProcessingParkedDocuments

2. Pleasechangethedocumentwhichhasjustbeenparked. Thepostingdate

shouldbethecurrentdate+1. Pleaseentertheword“Change”inthetextof

thecustomeritem. Saveyourdocumentagaininparkedstatus.

a) ChooseSAPEasyAccess→Accounting→FinancialAccounting→

AccountsReceivable→Document→ParkedDocuments→Change

(FBV2).

Enter the document number of the desired document or click on

the Document List pushbutton. You can select a list of the parked

documents there according to your own criteria. Select the desired

documentbydouble-clickingonitormakethechangesdirectly.

Posting Date Current date +1

Customer item text Change

To save, click on the disk in the standard toolbar Save Parked

DocumentorchooseDocument→Parkinthemenu. Youreceivea

messageinthestatusbar: “Parkeddocument18000000xxAC##was

changed”.

3. Logging of/at changes (individual document): Display the changes to

your document.

a) ChooseSAPEasyAccess→Accounting→FinancialAccounting→

AccountsReceivable→Document→ParkedDocuments→Display

Changes (FBV5). Enter the desired document number and actuate

the Enter key.

Company Code AC##

Document Number 18000000xx

Fiscal Year 20xx

Continued on next page

Posting Date	Current date +1
Customer item text	Change

Company Code	AC##
Document Number	18000000xx
Fiscal Year	20xx

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Unit2: ParkingDocuments AC202

4. Loggingof/atchanges(entirelist): Displayalistofallchangesmadeto

parkeddocumentsinthecompanycodesAC00toAC20.

a) ChooseSAPEasyAccess→Accounting→FinancialAccounting→

General Ledger →InformationSystem →General Ledger Reports

(New)→Document→General→DisplayofChangedDocuments.

SelectParkeddocumentsasdocumenttypebyclickingontheradio

button.

Makethe following general selections:

Company Code AC00 to AC20

Changed on Current date

Pleaseenterthefollowingvaluesforthedynamicselections:

Documentheaderdata Select X

Line item data Select X

Carry out the report (F8).

The changes are displayed.

Task 2:

OPTIONAL:Parkadocumentandthendeletetheparkeddocument.

1. Document parkingwith subsequent deletion of the document: Please

parkadocument(customerinvoice)inyourcompanycodewithanyvalues.

Then delete this parked document.

a) Refer to the specifications of the last exercises in order to park the

document.

Choose SAP Easy Access → Accounting → Financial Accounting

→ Accounts Receivable → Document → Parked Documents →

Post/Delete (FV70).

Selectthedesireddocumentfromthetemplatesbydouble-clickingon

it. ThenchooseDocument→DeleteParkedDocumentfromthemenu.

Acknowledge the following message.

The message Parked document 18000000xx AC## 200x deleted

appears in the status bar.

Continued on next page

Company Code	AC00 to AC20
Changed on	Current date

Documentheaderdata	Select X
Line item data	Select X

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AC202 Lesson: ParkingDocuments andProcessingParkedDocuments

2. Displayofadocumentdeletedafterbeingparked: Itisofinteresttothe

respective department whether a gap is created in the document number

assignmentbydeletingaparkeddocument. Showthatthisisnotthecase.

a) ChooseSAPEasyAccess→Accounting→FinancialAccounting→

AccountsReceivable→Document→ParkedDocuments→Display

(FBV3).

Enter the document number of the deleted document. Actuate the

Enterkey. Thedocumentheaderappearsonthescreenwiththeusual

information. The Document Status field is filled with the value Z

or withthetext“parkeddocumentthat wasdeleted”. Thedocument

does not contain any line items.

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Unit2: ParkingDocuments AC202

Lesson Summary

You should now be able to:

• Park Financial Accounting documents

• Edit, delete or post parked documents

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AC202 Lesson: Document Parking and Workflow

Lesson: Document Parking and Workflow

Lesson Overview

Theworkflowoptionforparkingdocumentsispresentedinthislesson. Extensive

knowledge which cannot be provided by this course is required to set up the

workflow. ThelessonisintendedtoenabletheFinancialAccountingapplication

manager to design a plan for this area and ensure coordination between the

relevantdepartmentandspecialistsintheworkflowarea.

Lesson Objectives

After completingthislesson, youwillbeable to:

• Describehowtousetheworkflowwhenparkingdocuments

• Nametheadvantagesofusingworkflowwhenparkingdocuments

Business Example

Various employees are involved in posting Financial Accounting documents

withintherelevantdepartment. Oneemployeeparksthedocuments,anotherone

checkstheaccount assignmentandsupplementsaccount assignmentobjects, if

necessary,andthenensuresthepostingismadeinordertoupdatethetransaction

figures. ThedepartmentwouldliketofindouttowhatextenttheSAPsystemis

able provide support for this process flow.

Workflow in One Sentence

Figure 41: Workflow in One Sentence

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Unit2: ParkingDocuments AC202

IntheSAPbusinessworkflow, thefourprocessdimensions

• Organizational structure (Who?)

• Processstructure(When? Inwhatorder? Underwhatcircumstances?)

• Function (What?)

• Information (With what data?)

are combined to allow business processes to be carried out as efficiently as

possible.

The process tobe displayedasworkflowis stored in the system in parameters

usingagraphicdefinitiontool. Duringtheprocesstheworkflowmanager-and

hencethesystem-performsallthetasksthatwereworkedoutwhentheprocess

wasdefined. Asaresult,theuserisrelievedofanyavoidableorganizationaltasks

andcanconcentrateontheaspectsofhisorheractualwork.

Figure42: TheFiveEssentialQuestionsaboutEveryBusinessProcess

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AC202 Lesson: Document Parking and Workflow

Figure 43: SAP Business Workflow

TheSAPBusinessWorkflowsupportsprocessesofyourcompanywithinanSAP

system. Italsosupportsthecommunicationbetweenbusinessprocessesoperated

on different systems.

TheSAPBusinessWorkflowprovidestheenduserwithallinformationrequired

to perform the next step.

SAPprovidesstandardworkflowtemplatesinordertodepictbusinessprocesses.

YoucancustomizetheseSAPworkflowtemplatesorcreateyourown.

Figure 44: Workflow Management Architecture

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Unit2: ParkingDocuments AC202

Workflow Management Architecture

Asacatch-phrase,workflowmeans: Therightworkattherighttimetotheright

employee.

TheSAPBusinessWorkflowisstructuredinthreelayers. Thismodularizationof

thecomponentsinvolvedisthebasisforahighdegreeofflexibility.

Theright work: Whateveryouwishto perform duringtheworkflow: itmust

be implemented in the Business Object Repository as a method of a business

object type.

At the right point of time: The process level describes the business process

in a sequence of individual steps. The workflow definition is the total of all

stepsputtogether. Individualstepscan refer tomethodsoftheBOR(Business

ObjectRep.),buttheycanalsobeusedtocontroltheprocess,i.e. to,forexample,

enableloop-typeprocessing,queryconditions,providevaluesintheinterface(=

container). WorkflowBuilderisthetoolusedforthemaintenanceoftheprocess

level.

To the right processor: The organizational level establishes a link to the

organizational structure.

• Thereisagroupofpotentialprocessorsavailableforeachtaskwhichisable

to be performed as part of the workflow.

• This group can be restricted by specifications on the processor in the

workflowstep. Theselectedprocessorsreceiveaworkitemattheirbusiness

workplaceduringtheruntime. Thecorrespondingmethodof thebusiness

objecttypeisstartedoncetheworkitemisperformed.

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AC202 Lesson: Document Parking and Workflow

Workflow

Figure 45: Workflow: Design and Procedure I

Workflowsareusuallyinitiatedbyatriggeringevent. Eventsareusedtodisplay

thechangesinstatusofobjectswithinthesystem. Likemethods,theyaredefined

intheobjectrepositoryforeachobjecttype. Eventsareinitiatedintherespective

applications.

Example: The workflow foraccount assignment approval (WS0100000) is

startedbytriggeringthemarkingfororganizationalchangeeventwhensavinga

parkeddocumentwiththespecificationofameasure.

Work items represent single-step tasks during runtime. They are sent to the

responsible processorsby theworkflowmanager.

Wheneveraprocessoracceptsaworkiteminordertoprocessit,theworkitem

disappearsfromtheinboxesof theother processors.

Wheneveraworkitemisprocessed,thecorrespondingobjectmethodiscalledup.

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Unit2: ParkingDocuments AC202

Figure46: Example: Designingthe(Entire)WorkflowforaParkedDocument

For every business step, ask yourself:

• What work has to be done?

Youconsequentlyknowwhichobjecttypeandmethodyourequire.

• Withdialogsteps: Whoiscarryingoutthework?

Youconsequentlyknowwhichprocessorsareresponsible.

• What text is supposed to be displayed at the workplace of the person

receiving the work item?

Thistextistreatedasataskwhencreatingthestep. Storeyouranswersin

the design.

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AC202 Lesson: Document Parking and Workflow

Figure 47: Workflow: Application Areas

WHAT Is Carried Out? – Tasks Related to the Workflow

• Posting invoices

• Releasing purchase requisitions

• Changing material masters

• Approving leave

• Creating customer accounts

• Deleting purchase orders

• CreatingrequirementrequestsviatheInternet

Tasksrepresentstepsofthebusinessprocess. Theprocesstobeshownmustbe

dividedintoindividualtasksduringthedefinition. Thedefinitionoftheworkflow

determinesthetasksandtheorderinwhichtheyaretobecarriedintheprocess.

Tasksreferpreciselytooneobjecttypeofthebusinessobjectrepositoriesandto

exactlyoneoftheirmethodsdefinedthere. Inexceptionalcasesabusinessprocess

mayonlyhaveonetask. Aworkflowdefinitionshouldbecreatedeveninthese

cases, however. Tasksarerepresentedbyworkitemsduringtheruntimeofthe

workflow. Theworkitemsappearintheinboxoftherecipient.

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Unit2: ParkingDocuments AC202

Figure 48: Task Definition: “Possible Processors” – WHO is doing

something?

Eachtaskmustbeassignedpossibleprocessors. Thisisthegroupofemployees

atyourcompanywhocomeintoquestionforcarryingouttherespectivetask.

WHO Is Doing Something?

Figure 49: WHO Is Doing Something? Workflow Steps and “Responsible

Processors”

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AC202 Lesson: Document Parking and Workflow

You define a workflow step when you enter a job in the workflow definition.

Inthisworkflowstepyoucanenterresponsibleprocessors. Furthermoreyou

canexcludeprocessorsexplicitly. Theslideshowsyouhowtoassignprocessors

during the step.

Thesystemcalculatestheintersectionof“possibleprocessors”and“responsible

processors”atruntime. Thesystemthencheckseachuserincludedittoensure

thatithasnotbeenexcludedintheworkflowstepdefinition. Iftheresultsofboth

inspectionsarepositive,theuserreceivesaworkiteminhisorherinboxandthen

belongs to the recipients of the work item.

Figure 50: UserInterface: Inbox in the SAP System

TheBusinessWorkplaceconsistsof threescreenareas:

Selection tree: You can find theselection treeon theleft side of the Business

Workplace. Here you can select work itemsto be executed, workflows which

you have started or documents.

Worklist: TheworklistisdisplayedatthetoprightoftheBusiness-Workplace

screenincaseyouwanttomarkthe“Workflow”folder. Thesystemautomatically

putstheentriesingroupsinthisfolder. Therearespecialfoldersinwhichyoucan

findoverdueworkitemsormisseddeadlineworkitems. Ifyoumark“Inbox”inthe

selectiontree,youcanseeallworkitemsanddocumentsinthisareaofthescreen.

Workitempreview: Theworkitemselectedfromtheworklistisdisplayedina

preview at the bottom right of the screen. Not all functions of the work item

displayorworkflowlogareavailable. Itispossiblefortheusertomakeadecision

from within the work item preview.

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Unit2: ParkingDocuments AC202

Figure 51: Inbox

The work items can be performed directly in the worklist. The corresponding

applications are started directly and provided with the required data by

double-clickingthem. Recipientscandisplaytheattachmentsoftheworkitem

andadd new ones. Youcan add various types of documentsto a workitem as

attachments,e.g. SAPscriptdocuments,MicrosoftOfficedocumentsorInternet

pages.

The WebFlowEnginedetermines the recipientsof thework item. All selected

recipientscan viewthe workitem andperform it at their Business Workplace.

Onlyoneusercanperformtheworkitem,however. If,therefore,auserstartsto

performtheworkitem,theotherrecipientsareunabletoexecutethisworkitem. A

recipientcanacceptaworkitem. Anacceptedworkitemcanonlybeperformedby

theuserwhohasacceptedit. ByselectingPutBack,youcandisablethereserved

statusoftheworkitemandmakeitaccessibleagaintoallselectedprocessors. The

statusoftheworkitemisthensetbackto“ready”. Youcandefinethatconcluding

theprocessingofaworkflowstephastobeconfirmedexplicitly. Afterprocessing

aworkitem, adialogboxappearsinwhichyoucanfinishprocessingthework

item. Theworkitemremainsintheworklistandissetto“performed”ifyouselect

Cancelatthispointoftime. Youcanset“Settocompleted”withintheworklistfor

workitemswiththe“performed”status. Theworkitemcanbeperformedseveral

timesorpassedonaslongasthishasnotbeendone.

Workflow and Financial Accounting

WorkflowvariantscanbecreatedfordocumentparkinginCustomizingofFI.

Whetherthedocumentreleaseissupposedtobeactiveisspecifiedheretogether

withtheminimumamountfor whichthisisnecessary.

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AC202 Lesson: Document Parking and Workflow

The company codes can be assigned workflow variants. No documents are

releasedifanycompanycodeisnotassignedaworkflowvariant.

Figure 52: Assigning Workflow Variantsto Company Codes

Itispossibletoapplydifferentreleaseprocedurestodifferentaccountsreceivable

andpayable. ThiscanbecontrolledbymeansoftheReleaseGroupfieldinthe

masterrecordofaccountsreceivableandaccountspayable.

Thereleasegroupisrequiredinordertodeterminethereleaseapprovalpathat

thetimeofprocessing. Thereleaseapprovalpathisdeterminedbytheworkflow

variantinconnectionwiththedocumenttypeandreleasegroup.

Thesubworkflowwhichisinitiatedbyreleasingtheamountandwhoistorelease

are determined by the release approval path and the particular amount. If no

releasegroupisdefined,theinitialreleasegroupisthenusedforaccess.

Figure 53: Calculation of the Release Approval Path

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Unit2: ParkingDocuments AC202

The release procedure is represented by subworkflows in the workflow

terminology. For document parking, workflow variants (in combination with

release approval paths) are assigned amounts, which determine the release

procedurestobeinitiatedandperformed. Thesubworkflowscontroltheindividual

releaseprocedures,e.g. thenumberofreleaseapprovallevelstoberunthrough.

Bydefault,subworkflowsaresuppliedasworkflowtemplatesforreference. The

firstsubworkflow(WS10000052)containsasingle-levelrelease,thesecondone

(WS10000053)atwo-levelreleaseandthethirdone(WS10000054)athree-level

release. Withthesingle-levelrelease, apersonmustreleasethedocument. The

principle of dual control can be supported with the two-level release, and the

principleoftriplecontrolwiththethree-levelrelease. Therespectivesubworkflow

istriggeredbyparkeddocumentsduringtheinitialentry.

Figure 54: Assignment of Subworkflows

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AC202 Lesson: Document Parking and Workflow

Exercise 8: Document Parking and

Workflow

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Understandtheprocessforparkingdocumentsaspartoftheworkflow

Business Example

In your company, you want to use a workflow for document parking. For

documents over 500 EUR, the amount should be released by an authorized

employee.

Task:

Firstyoumakesurethattheworkflowvariant1000isdefinedforyourcompany

code. You then park the document and thus start a workflow. Next, another

employee receives the parked document for further processing (to release the

amount). Youlogonunderadifferentusernameandreleasetheamountforyour

document.

1. MakesureWorkflowvariant1000(VariantIDESFIPP-WF)isdefinedfor

your company code AC##.

2. Document parking and processing (workflow variant 1000): Park a

document for a vendor invoice in your company code (AC##) (vendor

AC202-## for EUR 700).

Makesure that you enter theinvoicewith the park document transaction

FV60 (Accounts Payable → Document Entry → Document Parking →

Park or Edit Invoice).

Choose PARK/SAVE FULLY

3. Displaythedocumentthathasbeenparked. Wherecanyougetinformation

onthesubjectofworkflowandwhatinformationisavailable?

4. Youwanttogetanideaofhowtheworkflow,whichwasstartedwhenyour

documentwasparked,looks. Youareparticularlyinterestedtoknowwhich

groupof peopleareabletoreleaseyour document.

5. Releasingaparkeddocument: Logontoyoursystemandclientusingthe

usernameWF-FI-1. Yourinstructorwillgiveyouthepassword.

Releasethedocumentyouparkedyourselfunderadifferentusername. Take

alookattheprotocolforthisandloguserWF-FI-1offfromthesystem.

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