DocSplit Subsequent Implementation Activation.pptx

Doc Split

1. DOCUMENT SPLITTING Subsequent Implementation Version: XXXX Enter Date (Month, Year)

2. SAP S4 HANA FINANCE– Document Splitting-Subsequent Implementation Learning Objectives Introduction Explain the basics of splitting the document. 02 01 04 03 05 06 Configuration Define configuration required to split the documents. Subsequent Configuration Define extra configuration required to implement it subsequentially. Customization Involved Discuss the customized logic written for the project. Errors and Lessons Learnt Review some specific errors and lessons learnt during the implementation. Conclusion and QnA Discuss the summary and conclusion along with QnA session.

3. SAP S4 HANA FINANCE – Document Splitting-Subsequent Implementation Agenda Unit Title Time 1 Introduction 5 Minutes 2 Configuration 15 Minutes 3 Subsequent Configuration 20 Minutes 4 Customization involved 10 Minutes 5 Errors and Resolution 15 Minutes 6 Lessons Learnt 10 Minutes 7 Challenges Encountered 10 Minutes 8 Conclusion and QnA 5 Minutes

4. SAP S4 HANA FINANCE – Document Splitting-Subsequent Implementation Meet the Presenters - USI Anshuman Pande Manager, India Project Delivery Manager for HPE NGIT releases. Anirudh Kuruvadi Senior Consultant, India Design Lead and business counterpart for document splitting project in HPE. Mihir Shailesh Kenia Senior Consultant, India Testing Lead and GL/AP/AR Expert and business counterpart for document splitting project in HPE. Tarannum Fathima Consultant, India Testing Lead and Tax/IC/Costing Expert and business counterpart for document splitting project in HPE.

5. Document Splitting - Subsequent Implementation

6. Overview

7. Overview Document Splitting is an inbuilt feature from SAP. Its an automated process to split the document line item within itself based upon the characteristics configured. Splitting occurs mainly with these characteristics of an accounting document. Eg .:Profit Center or Segment or Business Area or All. Business will have accurate reporting based upon the dimensions configured. Mainly the following reports will have a high quality data. 1. Tax Reporting. 2. AP/AR Reporting. 3. Balance Sheet Reporting. 4. Cash Discount Reporting etc.

8. Overview Example: Vendor Invoice of $11K for two purchases belonging to two different Profit Centers and taxes You can not identify taxes and vendor amounts on each PC.

9. Overview Example: The total purchases are on the ratio of 80:20. Same document is now automatically split based upon the pre-defined criteria. No manual intervention required. This process is called document splitting.

10. Overview Types of Splitting: 1. Active Splitting: Works on pre-defined split rules set up in the system. Also known as rule based splitting. Like in previous example, a vendor invoice transaction will be split based upon the ratio of purchase accounts’ amounts. 2. Passive Splitting: Used during clearing transactions (Payment transactions etc.) System splits the transaction based upon a reference from other transaction. As an example, document splitting of vendor payment transaction occurs based upon the: -Account assignments from vendor invoice.

11. Overview Types of Splitting: 3. Splitting using zero balancing: Allows the system to balance at a particular characteristic. Balanced per PC or Segment or both. System creates additional adjustment lines using zero balance clearing account.

12. Configuration

13. Configuration Key Terms: Item Category: Classify the GL accounts for document splitting based upon the business usage. Business Transaction: Business process such as invoice, payment, clearing etc. Business Transaction Variant: Use standard SAP variant or a customized one based upon our needs. Splitting Rule: Logic which is used to split the line items of a document. Splitting: Based upon the rules specified, base item categories will be identified (Expense/Revenue) and they will split the other item categories like (vendor, customer, tax, WHT etc.).

14. Configuration Key Configuration: Classify GL Accounts with item categories based upon business usage.

15. Configuration Key Configuration: Classify document types based upon business usage.

16. Configuration Key Configuration: Define Zero balance Clearing Account

17. Configuration Key Configuration: Define Document Splitting Characteristics for General Ledger Accounting Define Document Splitting Characteristics for Controlling

18. Configuration Key Configuration: Define Splitting characteristics for P&L Processes Assign Constants for unassigned processes

19. Configuration Key Configuration: Activate Document Splitting We can copy the standard method and copy it to a customized one(Approach suggested by SAP always).

20. Configuration Key Configuration: Review Splitting Rules like which item categories are to be split based upon which base item categories.

21. Configuration for Subsequent Implementation

22. Configuration for Subsequent Implementation Key Configuration: Subsequent Implementation is used when you are already having productive data and you have to implement document splitting in the current world. This feature is available only in S4 HANA. SAP always suggests to do it from the start of your Fiscal Year. We also need to enrich the open items posted in previous Fiscal Years with the document splitting characteristics configured. Create a Project:

23. Configuration for Subsequent Implementation Key Configuration: Assign Company Codes to your Project: We can select the company codes whichever are applicable for activation. Activate Online Validation prior to the activation of actual splitting. This will make you analyze your productive system with what kind of errors might occur and refine your processes. You can either have error/warning/only log generated to analyze.

24. Configuration for Subsequent Implementation Key Configuration: Implement below BADI’s to perform data enrichment. This means your historic data will be filled with your document splitting characteristics in the splitting tables. BAdi for Open Items: This enriches all your open items so that once the document splitting is active; the successor processes will be executed smoothly (like clearing, payment) BAdi for BCF: This enriches BCF (Balance Carry Forward) entries so that even the balances are in sync with your document splitting characteristics. BAdi for Reversal Posting: This is required after document splitting will be active and if you need any extra enrichment logic for reversal postings. BAdi for Period End Postings: This is required after document splitting will be active and if you need any extra enrichment logic for period end postings like FCV etc.

25. Configuration for Subsequent Implementation Key Configuration: There is no standard enrichment logic provided by SAP and you can chose the logic that suits your project. Ex: PC and Segment from immediate line item, PC and Segment from the line item with highest amount, default PC and Segment etc. The data enrichment will only happen for the line items that have blank PC and Segment and will ignore the remaining lines with the existing PC and Segment. There are also tools to analyze your previous postings are as per your splitting characteristics with out any errors. This is for analyzing your log entries.

26. Configuration for Subsequent Implementation Key Configuration: Once all your mandatory steps are complete, we need to complete the preparations stage in every client where you would intend to implement document splitting. This will check the following mandatorily. Please make sure there are no documents posted in the future date than your document splitting activation date. Document Splitting Activation Date is set in the future. Online Validation for Document Splitting is active. Data Enrichment BAdi’s are implemented. This starts the online enrichment of open items posted newly after the step is complete.

27. Configuration for Subsequent Implementation Key Configuration: This starts with the execution stage of your project means your data enrichment starts here.

28. Configuration for Subsequent Implementation Key Configuration: Reconcile Journal Entries: This will analyze all your open items and documents in the system to see if they fall out with errors in future. All the inconsistencies will be shown here. Generate Splitting Information: All the open items are enriched based upon your BAdi and the characteristics are entered in your document splitting tables. Reconcile Splitting Information: Once the enrichment is done, system will analyze if there are any fallouts again. Activate Document Splitting: Only if we finish this step, document splitting will be active in the system. Confirm Fiscal Year Closure: Once your previous FY is closed, we need to close here in the cockpit too. Enrich Journal Entries: This will make sure data is consistent between your splitting tables and ACDOCA. Reconcile Opening Balances: All your opening balances will be reconciled to check any inconsistencies available in the system.

29. Configuration for Subsequent Implementation Key Configuration: Enrich Opening Balances: All the opening balances are enriched based upon your BAdi and the characteristics are entered into ACDOCA. Reconcile Enriched Opening Balances: Once the enrichment is done, system will analyze if there are any fallouts again. Confirm Data Enrichment: This will complete the data enrichment in the system.

30. Configuration for Subsequent Implementation Key Configuration: Once everything is finished, if there are any adjustments required to be posted in the opening balances, we may need to do this in post processing phase. Everything closed, then complete the project.

31. Customization Involved

32. Customization Involved Make sure we do not have defaulting for BS accounts at least for below in FAGL3KEH. 1. Customer reconciliation accounts 2. Vendor reconciliation accounts 3. VAT accounts 4. WHT accounts Make sure we do not have defaulting for P&L accounts at least for below in OKB9. 1. Exchange rate loss/gain accounts 2. Cash discount accounts Make sure we do not have defaulting for above accounts in substitutions as well. Control the defaulting in such a way that they work prior to document splitting and not after document splitting for the above said accounts. Make sure all your custom logic, enhancements, BAdi’s , exits and other programs do not have defaulting to above said accounts.

33. Customization Involved HPE Landscape: Multiple interfaces and billing systems (ECC systems) are connected to ECC 6. ECC system sends documents to S4 1709 system through CFIN. S4 1709 has document splitting Implementation which is in turn connected to multiple interfaces and 3 rd party tools.

34. Customization Involved Points to Note: Make sure that postings coming through SLT has PC and Segment filled in all lines except those which can split automatically. Custom logic has to be implemented to achieve the above point. Logic should be written in such a way that the documents posted before activation date should post in old manner and the documents posted after activation date should consider new logic with document splitting. This can be achieved through BADI changes, substitutions and exits. Make sure to check the document types mapping in CFIN has same functionality(n document types of source should have same functionality like 1 document type of target mapped to). Make sure to check the GL Accounts mapping in CFIN has same functionality(n GL Accounts of source should have same functionality like 1 GL Account of target mapped to).

35. Errors and Resolution

36. Errors and Resolution Common Errors while Posting: 1. Document Type Classification missing - Please check your document type classification has been performed as per the configuration showed above. 2. GL Account Classification missing - Please check your GL Account classification has been performed as per the configuration showed above. 3. Balancing field PC/Segment not filled - Pleas check what kind of account it is and decide whether it can automatically split or we should supply the values manually. 4. Item Category Missing - Please check there is a mandatory value available as per your document type classification.

37. Errors and Resolution Common Errors while Posting: Vendor Account is mandatory in Vendor Invoice type. Customer Account is mandatory in Customer Invoice Type. Cash Account is mandatory in Payment type etc. 5. Item Category not allowed - Some types of accounts are not allowed in some transaction types. Please make sure that you do not enter them. Cash Account in not allowed in Invoice types. Cash Discount Account is not allowed in Invoice types. Tax Account is not allowed in Bank Reconciliation document types etc.

38. Errors and Resolution Common Errors while Posting: 6. Items missing for clearing - Open items should be available in the document splitting tables which will then allow you to clear them. Please check whether your date enrichment is successful while executing in cockpit. 7. Attributes missing during reversal - Error while reversing a document after activation which was posted before activation. PC and Segment is mandatory in every line after activation. Please check all the lines have PC and segment which were posted earlier to activation or implement the BAdi’s which were showed in the configuration section.

39. Errors and Resolution Common Errors while Data Enrichment: 1. Clearing Mismatch - While the cockpit is initiated, system will check for consistency for each and every document posted before activation date in each and every step. One such kind of error is clearing mismatch between tables. We need to check whether the inconsistencies have been caused by custom implementations. If not, SAP will provide correction programs to clear the inconsistencies. 2. Split Information missing 0 System reconciles whether the enrichment was complete and will throw below kind of errors if it checks any inconsistencies. Please rerun data enrichment and check again.

40. Errors and Resolution Common Errors while Data Enrichment: 3. Change in customization - Please make sure that you do not change the activation date once your preparation phase is complete. System will not allow you to activate document splitting in cockpit if you change the customization for activation date in between. 4. BCF not complete: You cannot close the Fiscal Year in cockpit until Balance Carry Forward is executed. System will check and throw the below error if BCF is not complete. Please check and rerun the step. 5. Inconsistent BCF: While enriching opening balances, system will also check for the BCF consistency and throws error. Please rerun BCF for the company code + ledger combination and correct the inconsistency.

41. Lessons Learnt

42. Lessons Learnt Always test your journals both the ways. Before Document Splitting Activation Date: To check everything works as is. After Document Splitting Activation Date: To check the split process works as per the design. Test every scenario how the documents will be posted as is in Production. SLT postings trough CFIN. Interface Postings. Journal Workflows. YEC/MEC activities like revaluation etc. Have a copy of production data where you do data enrichment of your cockpit. Always link your CFIN source system to test system to understand all kind of errors that may pop up. Send your online validation TR’s to production much before activation.

43. Challenges Encountered

44. Challenges Encountered Having document splitting in S4 system and not in your source system. Configuring and testing the system when document splitting is not active in your source system and active only in S4 system is an uphill task. Testing all interfaces with all connections to test systems is a tedious task. Working on SD/FI integrations and testing the accounting documents generated through billing and invoices. Resolving each and every single error in cockpit. Closing issues on Month End Closing/Year End Closing activities like Depreciation Run and Foreign Currency Revaluation . Changing the business processes to allow document splitting to work like Vendor to Vendor Reclassification should be done only through transfer posting with clearing etc. Reversing documents after activation which were posted prior to activation.

45. Conclusion

46. Conclusion Understood the overview of document splitting. Different types of splitting. Way the split process happens. Key Configuration steps for document splitting. How to implement the document splitting subsequentially. How to execute and steps involved in the cockpit. Customization involved while implementing in project HPE. Various errors noticed and the cause + resolution to those. What kind of lessons learnt while implementing in HPE. Challenges encountered while implementing in HPE.

47. Questions

48. Contacts Wrap-Up If you have any additional questions or would like additional information, please contact the following individuals: Anshuman Pande [email protected] Anirudh Kuruvadi [email protected] Mihir Shailesh Kenia [email protected] Tarannum Fathima [email protected]