AC202_EN_Col92_FV_Part_A4 (第4页) | ERP软件技术分享

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Unit2: ParkingDocuments AC202

Solution 8: Document Parking and

Workflow

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##.

a) ChooseIMG→FinancialAccounting(New)→FinancialAccounting

GlobalSettings(New)→Global ParametersforCompanyCode→

Enter Global Parameters

Selectyourcompanycode(AC##)andclicktheDetail(F2)pushbutton

in the application toolbar.

IntheProcessingparameterssection,enter1000forWorkflowvariant.

WorkflowVariant 1000(IDESFIPP-WFvariant)

Saveyourentriesbyclickingonthediskinthestandardtoolbar.

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 the invoice with theparkdocument transaction

FV60 (Accounts Payable → Document Entry → Document Parking →

Park or Edit Invoice).

Continued on next page

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AC202 Lesson: Document Parking and Workflow

Choose PARK/SAVE FULLY

a) SAPEasyAccess→Accounting→FinancialAccounting→Accounts

Payable→ Document Entry→Document Parking→ Parkor Edit

Invoice (FV60).

Vendor AC202-##

Document date Current date

Posting date Current date

Company code AC##

Amount 700

Currency EUR

Calculate tax x

Select/set switch

Tax code 1I(10%courseinputtax)

Text Invoice parking

G/L acct 400020

D/C S

Amount *

Intheapplicationtoolbar, clickonSaveascompletedorfollowthe

menu Document →Save ascompleted.

You receive a message in the status bar: "Document 18000000xx

AC## was parked."

Pleasemakeanoteof thedocument number.

Continued on next page

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Vendor	AC202-##
Document date	Current date
Posting date	Current date
Company code	AC##

Amount	700
Currency	EUR
Calculate tax	x Select/set switch
Tax code	1I(10%courseinputtax)
Text	Invoice parking
G/L acct	400020
D/C	S
Amount	*

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Unit2: ParkingDocuments AC202

3. Displaythedocumentthathasbeenparked. Wherecanyougetinformation

onthesubjectofworkflowandwhatinformationisavailable?

a) Youcanalsogodirectlyfromtheentryscreentothedocumentdisplay

bychoosingDocument→Display. Theparkeddocumentisdisplayed

(titlebar: Displayparkedcustomerinvoice19000000xxAC##200x).

Hint: (AlternativelychooseSAPEasyAccess→Accounting

→FinancialAccounting→AccountsPayable→Document

→Display(FB03). Enterthecompanycode,thefiscalyear,

andthedocumentnumber,orusethesearchfunctionwiththe

DocumentListpushbuttonontheapplicationtoolbar.)

Clickthe Workflowtabpage. Hereyoucanfindinformationabout

workflow control. A release is required. The release path 1000 is

shown.

4. Youwanttogetanideaofhowtheworkflow,whichwasstartedwhenyour

documentwasparked,looks. Youareparticularlyinterestedtoknowwhich

groupofpeopleareabletoreleaseyourdocument.

a) ChooseSAPEasyAccess→Office. Double-clickWorkplace. Choose

Outbox→Startedworkflows. Selectthetransactionontheright-hand

side of the screen by clicking the work item title, then theDisplay

WorkflowLog button (scroll symbol).

The amount still has to be released.

YoucanfindmoreinformationbymeansoftheProcessorpushbutton.

5. Releasingaparkeddocument: Logontoyoursystemandclientusingthe

usernameWF-FI-1. Yourinstructorwillgiveyouthepassword.

Continued on next page

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AC202 Lesson: Document Parking and Workflow

Releasethedocumentyouparkedyourselfunderadifferentusername. Take

alookattheprotocolforthisandloguserWF-FI-1offfromthesystem.

a) LogontothesystemusingtheusernameWF-FI-1.

System isdesignatedbyyourinstructor

Client isdesignatedbyyourinstructor

User WF-FI-1

Password isdesignatedbyyourinstructor

Language: Local language

WhentheLicenseInformationforMultipleLogondialogboxappears,

choose“Continuewiththislogonwithoutendingexistinglog-ons”.

Using work list in theofficearea you canfind alist of documents

available for processing.

Choose Office → Workplace → Inbox → Workflow → Grouped

according to task → Release Amount

On the right of the screen, select thedocument you wantto process

(usuallytheonepostedbyyouunderadifferentusername).

ClicktheExecuteicon. Thedocument isdisplayed andcheckedby

you. ThedocumentisOKandcanbeposted. Youreleasethedocument.

Click the Release pushbutton on the application toolbar (Release

document).

Theamount releaseprocessisnowfinished.

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System	isdesignatedbyyourinstructor
Client	isdesignatedbyyourinstructor
User	WF-FI-1
Password	isdesignatedbyyourinstructor
Language:	Local language

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Unit2: ParkingDocuments AC202

Lesson Summary

You should now be able to:

• Describehowtousetheworkflowwhenparkingdocuments

• Nametheadvantagesofusingworkflowwhenparkingdocuments

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AC202 Unit Summary

Unit Summary

You should now be able to:

• Describethefunctionalityof documentparking

• Identify the differences between parking documents and holding

documents

• Park Financial Accounting documents

• Edit, delete or post parked documents

• Describehowtousetheworkflowwhenparkingdocuments

• Nametheadvantagesofusingworkflowwhenparkingdocuments

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UnitSummary AC202

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AC202 Test Your Knowledge

Test Your Knowledge

1. Adocument number isassigned bymeansof the document typewith the

“Hold Document” function.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

2. Which statements are correct?

Choosethecorrectanswer(s).

□ A Acompanycodecanbeassignedseveralworkflowvariants.

□ B Ataskcanbeassignedonepossibleprocessoronly.

□ C Itispossibletodesignmultilevelworkflowsequences.

□ D Thesameworkflowvariantcanbeassignedtoseveralcompany

codes.

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TestYourKnowledge AC202

Answers

1. A document numberis assigned by meansof thedocumenttypewith the

“Hold Document” function.

Answer: False

A number is assigned by means of the document type with the “Park

Document”function. With“HoldDocument”,theuserassignsadesignation.

2. Which statements are correct?

Answer: C, D

Oneworkflowvariantcanbeusedforseveralcompanycodes. Itispossible

to create multilevel workflowsequences. Individual tasks can usually be

assigned several possible processors.

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Unit 3

Validations/Substitutions

Unit Overview

The areas of application and ways of using validations and substitutions in

financial accountingaredescribedin thischapter.

Unit Objectives

After completing thisunit, you will beableto:

• Explain the ways in which validation and substitution can be used using

a few examples

• Identify the areas of application and callup points of validation and

substitution in Financial Accounting

• Enter rules and define the Customizing of system messages to be output

(prerequisites, check, generation)

• Executevalidationsusingyourownrulesanddefinedsystemmessages

• Provide the prerequisites for substitution

• Defineyourownrules,specifysubstitutedvaluesandexecutesubstitutions

• Explain rules and be able to use them

• Explain sets and be able to use them

• Describethewaythenewvalidationforaccountassignmentcombinations

works

Unit Contents

Lesson: Basics of Validations/Substitutions.................................121

Lesson: DefinitionandExecutionofValidationsinFinancialAccounting 130

Exercise 9: Definition and Execution of a Validation in Financial

Accounting...................................................................137

Lesson: Definition and Execution of Substitutions in Financial

Accounting.......................................................................146

Exercise 10: Definition and Execution of Substitutions in Financial

Accounting...................................................................151

Lesson: Additional Techniques for Substitutions/Validations..............159

Exercise 11: Using Rules and Sets ......................................163

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Unit3: Validations/Substitutions AC202

Lesson: Validation Rule for Account Assignment Combination...........172

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AC202 Lesson: Basics of Validations/Substitutions

Lesson: Basics of Validations/Substitutions

Lesson Overview

In this chapter, you will be introduced to the ways in which validation and

substitutioncan be used inFinancial Accounting.

Lesson Objectives

After completingthislesson, youwillbeable to:

• Explain the ways in which validation and substitution can be used using

a few examples

• Identify the areas of application and callup points of validation and

substitution in Financial Accounting

Business Example

InordertoensuretheconsistencyandcorrectnessofthedataenteredinFinancial

Accounting documents, the ways in which validation and substitution can be

used, andtheir effects, willbeexaminedinFinancial Accountingitself andfor

the downstream components.

Comparison of Validation/Substitution

Figure 55: Comparison of Validation/Substitution

Thevalidationandsubstitutiontoolscanbeusedtovalidateandsubstitutedata

immediately upon entry.

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Unit3: Validations/Substitutions AC202

Thevalidationfunctionhelpsyoutochecktheenteredvaluesandvalueintervals.

Whendataisenteredinthesystem,theRuleManagervalidatesthedataaccording

to thevalidationrules. Sincedataisvalidatedbeforeitisactuallyposted, only

validateddataisaccepted. YoudefinevalidationrulesusingBooleanlogic. When

youdefineavalidationrule,thesystemchecksthevalidationruletoensurethat

itissyntacticallycorrect. Youcanalsodefinetheresultofnon-compliancewith

thevalidationrule. Forinstance,youcanspecifythatamessageisissuedbutthe

user can continue processing. You can also force the user to correct the error

before processing can continue.

Insubstitution,thevaluesenteredintotheSAPsystemarevalidatedaccordingto

aprerequisitedefinedbytheuser. Iftheprerequisiteismet,thesystemreplaces

the values entered with other values.

Figure 56: Procedure

Thefollowingmeasuresarerequiredtoexecutevalidation/substitution:

1. Youmustdecideforwhichareaofapplicationvalidation/substitutionshould

apply.

2. Thecorrectcalluppointforthevalidation/substitutionmustbeselected.

3. The validation/substitution must be defined.

4. Youmustassignyourvalidation/substitutiontoanappropriateorganizational

unit (e.g. company code for Financial Accounting, company code or

company for FI-SL, controlling areafor CO)

5. and activate it.

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AC202 Lesson: Basics of Validations/Substitutions

Application Area

Usingtheareaofapplicationandthecalluppoint,thefieldsthatcanbeusedfor

yourvalidation/substitutionarespecified. Youcanselectthefieldsfromthispool

whileenteringyourrulesfortheprerequisitesandchecks.

Theapplicationareaiswherethevalidation, substitution, or ruleisused. The

following application areas use validations and substitutions: FI Financial

Accounting, COCost Accounting, AM AssetAccounting, GLSpecialPurpose

Ledger,CSConsolidation(validationsonly),PSProjectSystem,RERealEstate,

PC Profit Center Accounting (substitutions only), GA Allocations (FI-SL)

(substitutions only).

Each application defines the structures available and releases its fields for

substitution.

Calluppointsarespecificplacesinanapplicationthatspecifytheexactlocation

where a validation/substitution occurs. If you want to validate or substitute a

value,youmustactivatevalidationorsubstitutionforthecalluppointforwhich

you want thevalidation or substitutionto occur.

When you create validations, substitutions and rules, you must assign an

application area and callup point code to the validation, substitution, or rule.

Thekeyfortheapplicationareaspecifiesthegeneralapplicationareawherethe

validation/substitutionisused(suchasFIforFIpostings). Thekeyforthecallup

pointestablishesthepointatwhichtheprocessingofthevalidationorsubstitution

(suchas0001 foracheckinthedocumentheader)starts. Thecombinationof

“applicationareaandcalluppoint”determinestheBooleanclassforavalidation,

substitution, orrule. Booleanclassesestablishthedimensionsthatcanbeused

inthedefinitionofvalidations,substitutions,andrules. Theyalsospecifywhich

messageclassescanbeused for validationmessages.

Threecallup pointshavebeen provided for FI:

1. Document header

2. Document line

3. Complete document

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Unit3: Validations/Substitutions AC202

Figure57: AccountingDocumentForCallupPoint1: DocumentHeader

The example aboveshows howvalidation canbeexecuted for FI G/L account

posting for callup point 1. Document header fields can be validated at callup

point 1.

Figure58: AccountingDocumentForCallupPoint2:LineItem

Calluppoint2forthevalidationoflineitemfieldshasbeenprovidedforanFI-GL

or,forexample,anFI-SLdirectentry. Example: Combinedaccount/businessarea

check: Account/Cost Center…

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AC202 Lesson: Basics of Validations/Substitutions

Thefieldsthatareavailableforcalluppoint1arealsoavailablehereforpossible

cross-validations. Thesystemcanuseinformationyouhavealreadyentered(such

as a user name, document header information (e.g. the document type) in the

previouscallup point) to validate or substitutethe values you enter. Example:

Onlycertainaccountscanbeusedforselecteddocumenttypes.

Figure59: AccountingDocumentForCallupPoint3:Completedocument

You wish to create a validation or substitution that is to be called up at the

Complete document point.

AttheCompletedocumentcalluppoint,youcanuseonlythosenumericfields

withwhichyouprimarilyexecutemathematicalcalculations.

Thefollowingoperatorsareavailableformatrixvalidationormatrixsubstitution

(callup point 3 - see the following table).

(Important: You must enter a blank space after the keyword and immediately

before the opening parenthesis.)

Operator Description

SUM( ) Total of the document

AVG( ) Averagetotalofthedocument

125

Operator	Description
SUM( )	Total of the document
AVG( )	Averagetotalofthedocument

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Unit3: Validations/Substitutions AC202

Operator Description

MAX( ) Maximumvalueofalldocumentlines

MIN( ) Minimumvalueofalldocumentlines

GROUP BY Compareagroupoftotalswithanother

group of totals.

Working with the Formula Editor

Figure 60: Defining with the Formula Editor

Theformulaeditorprovidesauser-friendlyinterfaceforenteringarithmeticand

logical statements.

Dependingonthecontextandrequirements, differentpushbuttonsareavailable

withwhichyoucanenteroperandsandoperatorsforlogicalstatementsinyour

formula.

Yourentryundergoesastep-by-stepinspectionforthecorrectnessofthesyntax

(including the parentheses).

Thesystempermitsonlysyntacticallycorrectstatementstobeentered;asaresult,

no errors occur when entering rules.

The use of technical names, such as was possible in the past (table and field

names),isstillsupported. However,theavailableoptionscannowbecalledup

usingpushbuttonsandtexts. Thissimplifiesthehandlingofanessentiallypurely

technical logic.

126

Operator	Description
MAX( )	Maximumvalueofalldocumentlines
MIN( )	Minimumvalueofalldocumentlines
GROUP BY	Compareagroupoftotalswithanother group of totals.

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AC202 Lesson: Basics of Validations/Substitutions

YoucanworkintheFormulaBuilderusingthreedifferentsettings:

• The default setting when you call up the Formula Builder is Short

descriptions. All operands (such astablefields, sets, exitsand soon) are

displayedusing their respectivedescriptions.

• Ifyouwanttoenter statementsusingthetechnicalnamesof theoperands

rather than the descriptions, change the setting by choosing Settings →

Technical names.

• BysettingExpertmode,thetechnicalnamesoftheoperandsaredisplayed.

Youcanalsoenter astatementdirectly. Inthiscase, thestatementfieldis

ready for input.

Figure 61: Operands and Operators

Thefollowingelementsareavailabletoenterrulesfortheprerequisites(validation

& substitution) and checks (validation):

• Operands

• Logical operators (Boolean terms) and

• Comparison operators.

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Unit3: Validations/Substitutions AC202

Figure 62: Assignment and Activation

Youmustassignyourvalidation/substitutiontoanappropriateorganizationalunit

(e.g. company code for FI, company code or company for FI-SL, controlling

areaforCO).Avalidation/substitutioncanbevalidfor severalcompanycodes

at the same time.

Furthermore, the validation/substitution for the correct callup point must be

activated. Thefollowingdegreesof activation exist for theorganizational unit

(e.g. companycode)+calluppoint+substitution(orvalidation)combination:

0 Inactive

1 Active for dialog and batch

2 Active except for batch input

Only one validation/substitution can be activated forone company code for a

callup point.

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AC202 Lesson: Basics of Validations/Substitutions

Lesson Summary

You should now be able to:

• Explain the ways in which validation and substitution can be used using

a few examples

• Identify the areas of application and callup points of validation and

substitution in Financial Accounting

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Unit3: Validations/Substitutions AC202

Lesson: Definition and Execution of Validations in

Financial Accounting

Lesson Overview

Now you want to familiarize yourself with validation methods when entering

Financial Accounting documents.

Lesson Objectives

After completingthislesson, you will beable to:

• Enter rules and define the Customizing of system messages to be output

(prerequisites, check, generation)

• Executevalidationsusingyourownrulesanddefinedsystemmessages

Business Example

WhenbeingenteredintheSAPsystem,almostalldataisvalidatedbyaprogram

orcheckedagainsttablesormasterfiles. Sincesometypesofvalidationscannot

bestandardized,youcanusethevalidationsprogramtocreatevalidationsforyour

specificrequirements. Inthecaseofcertainclosingentries,forexample,itmust

beensuredthatonlycertainaccountsareusedandthatcertainapplicationscanbe

assigned to only the relevant cost centers.

Such validation applications can provide increased control for the people

responsible for general ledger accounting, accounts receivable and accounts

payable in order to ensure consistent data.

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AC202 Lesson: DefinitionandExecutionofValidationsinFinancialAccounting

Validation Procedure

Figure 63: Validation Procedure

Validation permits the customer-specific validation of certain fields / field

combinations / document types.

Validationconsistsofseveralsteps(upto999arepossible),eachwith3parts:

• Prerequisite

• Check

• Message

If the prerequisite statement is satisfied (TRUE), a check is performed. If the

resultofthecheckisFALSE,thesystempostsamessage.

Example: In certain invoices, the document date is to be compared with the

postingdateand,ifthedatesarenotthesame,awarningistobeissued.

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Unit3: Validations/Substitutions AC202

Messages

Figure 64: Messages

Youcanuseapredefinedmessageorcreateanewmessageforvalidation.

Amessagecancontainupto4fields. Thecharacter“&”isusedasawildcardfor

the field values to be output in the message.

Messages can have different meanings:

I = Information

W = Warning

E =Error (requiresthat the entry be corrected)

A = Cancel

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AC202 Lesson: DefinitionandExecutionofValidationsinFinancialAccounting

Validation Example 1

Figure 65: Validation Example 1

Sample validation for callup point 2: If account 473110 is entered, a check

whether the cost center isnot an administration center is executed. If the cost

centerisactuallyanadministrationcenter,therelevantmessageisoutputandthe

user must make a correction.

Field Comparison Example

Figure 66: Field Comparison Example

UsingBooleanlogic,youcandefinedifferenttypesoflogicalstatements. Youcan

createsimplestatementsthat useonlyoneof thestatement typeslistedhereor

complexstatementsthatusecombinationsofdifferentstatementtypes.

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Unit3: Validations/Substitutions AC202

You can do thefollowing in alogical statement:

1. Compare fields with one another:

BKPF-BUDAT <> BKPF-BLDAT

ThisstatementisTRUE ifthedateintheBUDAT fieldisnot thesameas

the date in the BLDAT field.

2. Validate field contents for certain values:

BKPF-BLART = ‘SA‘

Inthisexample, thedocument typemustbeSA.

3. Check or compare only a part of the field.

Ifyouwanttoexecutesuchapartialcheck,enterthefollowing:

• Thetablenameandfieldname(tablename-fieldname)

• A blank space

Itisimportantthatyouinsertablankspacebeforethefirstcolon.

• A colon (:)

• Thedigitsthatyouwanttobecheckedinthefieldname

• A colon (:)

1alwaysrepresentsthefirstdigitofthefield. (Thenumberyouenter

doesnotrepresentavalue;itrepresentsthepositionofavaluewithin

the field string.)

Example: BSEG-HKONT :3:

ThesystemchecksonlythethirddigitoftheAccountfieldinorderto

determine if a condition is TRUE.

Example: BSEG-HKONT :1-3:

ThesystemchecksonlythefirstthreedigitsoftheAccount fieldin

order to determine if aconditionisTRUE.

Example: BSEG-HKONT: 3-:

Thesystemchecksfromdigit3totheendofAccountfieldinorderto

determine if a condition is TRUE.

4. ComparetextpatternsinyourstatementsusingtheLIKEkeyword.

Example: BSEG-KOSTL LIKE‘*3*3‘

Inthisexample, the*signrepresentsanycombinationofcharacters. The

systemsearchesfor all cost centers(KOSTL field) wherethevalue‘3’is

usedafterthefirstandsecondcombinationofcharacters(forexample,363,

323, and 2303).

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AC202 Lesson: DefinitionandExecutionofValidationsinFinancialAccounting

Within text pattern searches, you can also use the + sign to represent a

single character.

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Unit3: Validations/Substitutions AC202

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AC202 Lesson: DefinitionandExecutionofValidationsinFinancialAccounting

Exercise 9: Definition and Execution of a

Validation in Financial Accounting

Exercise Objectives

After completingthisexercise, youwillbeableto:

• DefineavalidationwithastepinFinancialAccounting

• Define aprerequisiteand a check in this step

• Createasystemmessageforthevalidationstepandsimulatethevalidation

before execution

• Assignthevalidationtoacompanycodeandacalluppointandactivateit

• Thenexecutethevalidation withdocument entry

Business Example

Afterconsultingtheheadofthecostcenter,theheadofAccountsPayablewants

to ensure that certain telephoning expenses are assigned to the appropriate

telephone cost center.

Task:

For your vendor invoice, you must ensure that only the telephone cost center

(T-A20F##)isenteredforthetelephoningexpenses(account473110or473120).

Ifyouassignanincorrectcostcenter,youshouldreceiveanerrormessage(E):

‘Group##: PleaseassignonlycostcenterT-A20F##foraccount &!’((&isa

wildcard for theaccountto be output.) Beforeyou activate thevalidation, you

should simulate it.

1. FortheFIapplicationareaandthecalluppoint2lineitem,createavalidation

G##-VALwiththedescription'Telephone costs'.

2. Insertastep‘Account / cost center combination check’

andusetheFormulaEditortodefineitsprerequisiteandcheck.

3. Definetherequiredmessagewithnumber2##(##=yourgroupnumber).

4. Save your validation G##-VAL.

5. Simulateyourvalidationandcheckwhethertheexpectedresultappears.

6. ActivatethevalidationforyourcompanycodeAC##andcalluppoint2.

7. Post a vendor invoice.

1. Choose SAP Easy Access → Accounting → Financial Accounting→

AccountsPayable→Document Entry→Invoice.

2. Enterthecompanycodeifthecorrespondingdialogboxappears.

Continued on next page

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Unit3: Validations/Substitutions AC202

Field Name Value

Company Code AC##

3. Select Enter.

4. Enterthefollowingvaluesfor the basicdata:

Field Name Value

Vendor T-F00A00

Invoice date <Yesterday's date>

Posting Date <Today's date>

5. Select Enter. A linkto thevendor master record isnowshown onthe

right of the screen.

Field Name Value

Amount 400

Currency EUR

Calculate Tax X - Select this option

Tax Code V0 (0% input tax)

Text Telephone costs

6. SelectTree. IntheScreenvariantforitemsfolder,selectvariantZ_WITH

COST CENTER.

Field Name Value

G/L acct Insert an account (either 473110

or 473120)

D/C Debit

Continued on next page

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Field Name	Value
Company Code	AC##

Field Name	Value
Vendor	T-F00A00
Invoice date	<Yesterday's date>
Posting Date	<Today's date>

Field Name	Value
Amount	400
Currency	EUR
Calculate Tax	X - Select this option
Tax Code	V0 (0% input tax)
Text	Telephone costs

Field Name	Value
G/L acct	Insert an account (either 473110 or 473120)
D/C	Debit

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AC202 Lesson: DefinitionandExecutionofValidationsinFinancialAccounting

Field Name Value

Amount in doc. curr. 400 or *

Tax Code V0

Cost center T-A20B##

7. Select Enter.

8. Examine the message that is output.

9. CorrectyourentryandenterthecorrectcostcenterT-A20F##.

10. SelectPost. Confirmtheanymessagesthatmayappear.

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Field Name	Value
Amount in doc. curr.	400 or *
Tax Code	V0
Cost center	T-A20B##

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Unit3: Validations/Substitutions AC202

Solution 9: Definition and Execution of a

Validation in Financial Accounting

Task:

For your vendor invoice, you must ensure that only the telephone cost center

(T-A20F##)isenteredforthetelephoningexpenses(account473110or473120).

Ifyouassignanincorrectcostcenter, youshouldreceiveanerrormessage(E):

‘Group##: Pleaseassignonlycost centerT-A20F##foraccount &!’((&isa

wildcard for theaccount to beoutput.) Before youactivatethevalidation, you

should simulate it.

1. FortheFIapplicationareaandthecalluppoint2lineitem,createavalidation

G##-VALwiththedescription'Telephone costs'.

a) SAPEasyAccess→Tools→CustomizingIMG→ExecuteProject

SAP Reference IMG → Financial Accounting (New) → Financial

AccountingGlobalSettings(New)→Tools→Validation/Substitution

→ Validation in Accounting Documents

Menu: Environment → Validation

Select Line Item and then double-click Validation. Enter your

validationG##-VALwiththedescription‘Telephone costs’.

Continued on next page

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AC202 Lesson: DefinitionandExecutionofValidationsinFinancialAccounting

2. Insertastep‘Account / cost center combination check’

andusetheFormulaEditortodefineitsprerequisiteandcheck.

a) Double-click on the Step (insert) button. Enter the description

‘Account / cost center combination check’. Select

Enter. Click Prerequisite. Double-click on theBSEGstructure and

scrolldownwardsuntilyoufindtheBSEG-HKONT[GeneralLedger]

field. (YoucandisplaythetechnicalnameunderSettings→Technical

Names if required.)

Double-clickontheBSEG-HKONT[GeneralLedger]fieldtoselectit.

Click =.

Click on Constant.

Enter the account 473110.

Click on OR.

Double-clickontheBSEG-HKONT[GeneralLedger]fieldtoselectit.

Click on =.

Click on Constant.

Enter the account 473120.

Choose Check in step 1 of your validation. Double-click on the

BSEG structure to select it and scroll downwards until you find the

BSEG-KOSTL [cost center] field.

Double-clickontheBSEG-KOSTL[costcenter]fieldtoselectit.

Click on =.

Click on Constant.

Enter the cost center T-A20F##.

Continued on next page

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Unit3: Validations/Substitutions AC202

3. Definetherequiredmessagewithnumber2##(##=yourgroupnumber).

a) Select Message.

Environment → Maintain Messages

Scroll through the message table until you find your number 2##

andenteryourmessageinthelineafterdouble-clickingit. Enterthe

following information:

Group ##: Please assign only cost center

T-A20F## for account &!’

Save your message and click the green arrow to maintain your

validation.

Enteryourmessagenumberandmessagevariable1 BSEG HKONTin

your validation step.

4. Save your validation G##-VAL.

a) PlacethecursoronyourvalidationG##-VALandselectSave.

5. Simulateyourvalidationandcheckwhethertheexpectedresultappears.

a) PlacethecursoronyourvalidationandselectValidation→Simulate.

Enteraccount473110or473120andanincorrectcostcenter(e.g.

T-A20B##)andcheckwhetheramessagewouldbeissued. Thenexit

thesimulationandreturntoyourvalidationmaintenance.

6. ActivatethevalidationforyourcompanycodeAC##andcalluppoint2.

a) Exitthevalidation(pressBack3times). ReturntotheChangeView

‘‘ValidationofAccountingDocuments’’: Overview’screen.

Choose New Entries.

Enter the following information:

Company Code AC##

Callup point 2

Validation G##-VAL

Degreeofactivation 1

Save your entries.

7. Post a vendor invoice.

1. Choose SAP Easy Access → Accounting → Financial Accounting→

AccountsPayable→Document Entry→Invoice.

2. Enterthecompanycodeifthecorrespondingdialogboxappears.

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142

Company Code	AC##
Callup point	2
Validation	G##-VAL
Degreeofactivation	1

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AC202 Lesson: DefinitionandExecutionofValidationsinFinancialAccounting

Field Name Value

Company Code AC##

3. Select Enter.

4. Enterthefollowing valuesfor thebasicdata:

Field Name Value

Vendor T-F00A00

Invoice date <Yesterday's date>

Posting Date <Today's date>

5. Select Enter. Alinkto thevendor master record isnowshown onthe

right of the screen.

Field Name Value

Amount 400

Currency EUR

Calculate Tax X - Select this option

Tax Code V0 (0% input tax)

Text Telephone costs

6. SelectTree. IntheScreenvariantforitemsfolder,selectvariantZ_WITH

COST CENTER.

Field Name Value

G/L acct Insert an account (either 473110

or 473120)

D/C Debit

Continued on next page

143

Field Name	Value
Company Code	AC##

Field Name	Value
Vendor	T-F00A00
Invoice date	<Yesterday's date>
Posting Date	<Today's date>

Field Name	Value
Amount	400
Currency	EUR
Calculate Tax	X - Select this option
Tax Code	V0 (0% input tax)
Text	Telephone costs

Field Name	Value
G/L acct	Insert an account (either 473110 or 473120)
D/C	Debit

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Unit3: Validations/Substitutions AC202

Field Name Value

Amount in doc. curr. 400 or *

Tax Code V0

Cost center T-A20B##

7. Select Enter.

8. Examine the message that is output.

9. CorrectyourentryandenterthecorrectcostcenterT-A20F##.

10. SelectPost. Confirmtheanymessagesthatmayappear.

a) The vendor invoice is posted.

144

Field Name	Value
Amount in doc. curr.	400 or *
Tax Code	V0
Cost center	T-A20B##

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AC202 Lesson: DefinitionandExecutionofValidationsinFinancialAccounting

Lesson Summary

You should now be able to:

• Enter rules and define the Customizing of system messages to be output

(prerequisites, check, generation)

• Executevalidationsusingyourownrulesanddefinedsystemmessages

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Unit3: Validations/Substitutions AC202

Lesson: Definition and Execution of Substitutions in

Financial Accounting

Lesson Overview

The participants learn about substitution methods when entering Financial

Accounting documents.

Lesson Objectives

After completingthislesson, you will beable to:

• Provide the prerequisitesfor substitution

• Defineyourownrules,specifysubstitutedvaluesandexecutesubstitutions

Business Example

Duringdocumententry, thesystemsometimesautomaticallydeterminesvalues

for fields from values that were entered for other fields, such as the business

area or the profit center on the basis of an assigned cost center or an internal

order. Fordownstreamcomponentsaswellas(occasionally)forFinancialsitself,

it issometimesnecessaryor desirableto executeadditionalsubstitutionswhen

entering documents.

Example: Filling theAssignfield or segment textaccording torulesspecified

by the customer.

Example: Providing the Profit Center contents using certain combinations of

expenseaccounts / material numbers / regions.

TheresponsiblepersonnelinFinancialAccountingmustcarefullycheckwhether

substitutionintheseindividualcasescanorshouldbeusedinFIdocumententry.

Substitution Procedure

Figure 67: Substitution Procedure

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AC202 Lesson: DefinitionandExecutionofSubstitutionsinFinancialAccounting

Substitutionpermitsthecustomer-specificenhancement(substitution)ofcertain

field contents.

Substitutionconsistsofseveralsteps(upto999arepossible),eachwithtwoparts:

• Prerequisite

• Replacement

Iftheprerequisiteissatisfied(TRUE),substitutionisperformed.

Example: TheFunctionalAreafieldistobefilleddependingonthetypeofcost

center.

Substitution Methods

Figure 68: Substitution Methods

The field must be released for substitution.

Foreachofthefieldsyouselected,adialogboxappearsinwhichyoucandefine

thesubstitutionmethod. Youcanchoosebetween:

• Constant value

• Exit

• Field-field assignment

Youcanthenlaterentereitheraconstantvalue,thenameofanexittobecarried

out at runtimeor thenameof afield, thecontent ofwhichistobeusedfor the

substitution.

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Unit3: Validations/Substitutions AC202

Substitution with a Constant

Figure 69: Substitution with a Constant

Example: Createasubstitutionthatreplaces(adds)thevalue1060indimension

“ProfitCenter”whenevertheenteredvaluesaffectaccount810201or810301and

thematerialnumberisbetweenT-IC-F1001andT-IC-F1003.

Asubstitutionstepcontainsthefollowingcomponents:

• Prerequisite

Theprerequisitestatementestablisheswhich conditions must befulfilled

before the substitution can be performed. If the prerequisite statement

not fulfilled (false), the transaction is continued without substitution. If

the prerequisite statement is true, the transaction is continued with the

substituted value(s).

• Substitution value(s)

Thesubstitutionvalueisanumericalvalueorastringoflettersthatreplaces

thevalueentered. Asinglesubstitutionprocesscanreplacemorethanone

value.

Whenyoudefinesubstitutions,youusethesamesyntaxthatyouusewith

validations. Theprerequisitestatementusedinasubstitutioncanconsistof

a simple statement or acomplex combinationof statementscomposed of

logical statements, rules, and sets.

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AC202 Lesson: DefinitionandExecutionofSubstitutionsinFinancialAccounting

Substitution with Field <> Field Assignment

Figure 70: Substitution with Field <> Field Assignment

Ifthesubstitutionstepprerequisiteistrueatruntime, thesystemsubstitutesthe

contentsofthefieldwiththecontentsofthesourcefield.

Example: FieldAssignment(usuallycontainsclearinginformation)isreplacedby

thecontentsoffieldBusinessAreaifcertainprerequisitesaresatisfied.

149

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Unit3: Validations/Substitutions AC202

150

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AC202 Lesson: DefinitionandExecutionofSubstitutionsinFinancialAccounting

Exercise 10: Definition and Execution of

Substitutions in Financial Accounting

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Definea substitutionwithastep inFinancials

• Defineaprerequisiteandasubstitutioninthisstep

• Provideafieldwithasubstitutedvalueorwiththecontentsofanotherfield

• Assignthesubstitutiontoacompanycodeandacalluppointandactivateit

• Then execute the substitution

Business Example

Duringdocumententry,thesystemsometimesautomaticallydeterminesvalues

for fields, such as the business area or the profit center due to a assigned cost

centeroraninternalorder. Fordownstreamcomponentsaswellas(occasionally)

forfinancialaccountingitself,itissometimesnecessaryordesirabletoexecute

additionalsubstitutionsduringdocumententry. TheProfitCenterfieldisused

asasamplesubstitutionwithaconstant. TheAssignmentfield, whosecontent

isdetermined by other fields, is presented as a sample substitution with “field

<> field assignment”.

Hint: Thesign##isawildcardforyourgroup(01,02,03, etc.)

Task:

Foryourcustomerinvoice,youmustensurethatProfitCenterPC00besubstituted

when a certain revenue account (810201 or 810301) [BSEG-HKONT],

combined with a special region (N-001 or S-001) [BSEG-ZZSPREG], is

entered. Beforeyouactivatethesubstitution,youshouldsimulateit.

1. For the FI application area and the line item (callup point 2), create

a substitution G##SUB1 with the description ‘Profit Center

substitution’.

2. Insertastep‘Profit Center << PC00’andusetheFormulaEditor

todefineyourprerequisiteandtheconstantforthesubstitutioninyourstep.

3. Save your substitution G##SUB1.

4. Simulateyoursubstitutionandcheckwhethertheexpectedresultappears.

Continued on next page

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Unit3: Validations/Substitutions AC202

5. ActivatethesubstitutionforyourcompanycodeAC##andcalluppoint2.

Note: Note: AsubstitutionahsalreadybeenactivatedforBK AC##

CallupPoint2. Assignyournewsubstitutionrule.

6. Post a customer invoice

1. Select SAP Easy Access → Accounting → Financial Accounting →

AccountsReceivable→DocumentEntry→Invoice-General.

2. Enter the following header data:

Field Name Value

Invoice date <Today's date>

Type DR

Company code AC##

Posting Date <Today's date>

Currency EUR

3. First line item:

Field Name Value

PstKy 01

Account T-F00A00

Select Enter.

Enter the following information:

Field Name Value

Amount 1000

Calculate tax

Tax code A0

4. Next line item

Continued on next page

152

Field Name	Value
Invoice date	<Today's date>
Type	DR
Company code	AC##
Posting Date	<Today's date>
Currency	EUR

Field Name	Value
PstKy	01
Account	T-F00A00

Field Name	Value
Amount	1000
Calculate tax
Tax code	A0

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AC202 Lesson: DefinitionandExecutionofSubstitutionsinFinancialAccounting

Field Name Value

PstKy 50

Account 810201 or 810301

Select Enter.

Field name Value

Amount 1000

Tax code AO

Special region N-001 or S-001

Select Enter.

CheckwhetherfieldProfitCenterisreplacedbythevaluePC00.

5. Postyourdocument. Examinethedocumentandthereplacedvaluefor

theProfitCenterfieldintherevenueitem. (Codingblockcanbeaccessed

with the More button.

153

Field Name	Value
PstKy	50
Account	810201 or 810301

Field name	Value
Amount	1000
Tax code	AO
Special region	N-001 or S-001