F 13 PDF

Title: Automatic Clearing (GL) 11/20/07
Functional Area : Finance

Process : General Ledger
Work Instruction
Automatic Clearing (GL) 11/20/07
F.13
Purpose
Use this procedure to automatically clear open items within the GL accounts. The program sets up
groups of items per account according to specified criteria. If the balance of the group is zero, the
items are marked as cleared.
For clearing, the program groups together items with the same:
Company code
Account type
Account number
Trigger
Perform this procedure when open items are to be cleared in GL accounts.
Prerequisites
GL account must be an open item account in order for it to be cleared.
Menu Path
Use the following menu path(s) to begin this transaction:
Select
SAP Menu Accounting
Processing Automatic Clearing
Financial Accounting General Ledger Periodic

F.13 Without Specification of Clearing Currency.
Transaction Code
F.13
Helpful Hints
None
File name:
Version: 09 Final
~BPP_FI_GL_F.13_AUTOMATIC_CLEARING_1 Last Modified: 12/5/2007
12007.DOC
Work Instruction
Page 1 / 12

Procedure
1.
Start the transaction using the menu path or transaction code.
SAP Easy Access
2.
Double-click
File name:
Version: 09 Final
12007.DOC
Work Instruction
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Automatic Clearing
3.
As required, complete/review the following fields:

Field Name
Company code
R/O/C
R
Description
The Company Code is an organizational unit within financial
accounting.
Broward County Public Schools (BCPS) is only using
one company code. This field should always be
SBBC.
Example:
SBBC
File name:
Version: 09 Final
12007.DOC
Work Instruction
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Field Name
4.
R/O/C
Description
Fiscal year
A period of usually 12 months, for which the company

produces financial statements and takes inventory. A fiscal
year need not correspond to a calendar year.
Example:
2007
Assignment
A term under which line items are grouped, or assigned to

each other.
Document number
The unique identification value assigned to a business event

as it is processed in SAP; the system automatically creates
and assigns document numbers as each document is posted-manual assigning of document numbers is not possible.
Posting date
The date on which a transaction in SAP will be posted to the

appropriate accounts. SAP will default this field to be the
current date, but changes are allowed. For items to be posted
in a future or past period, you must enter the posting date.
Click
to display additional General Selections.
File name:
Version: 09 Final
12007.DOC
Work Instruction
Page 4 / 12

Automatic Clearing
5.
Double-click
File name:
Version: 09 Final
12007.DOC
Work Instruction
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Automatic Clearing
6.
Click
to select specific GL account to be cleared.
File name:
Version: 09 Final
12007.DOC
Work Instruction
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Automatic Clearing
7.
As required, complete/review the following fields:

Field Name
G/L accounts
R/O/C
C
Description
The G/L account number identifies the G/L account in the
chart of accounts. They represent the categories or
classifications of assets, liabilities, fund equity, revenues and
expenditures at the lowest level of detail necessary for
internal and external reporting.
Since Select GL account button was selected, then a
GL account must be specific.
Example:
11111101
File name:
Version: 09 Final
12007.DOC
Work Instruction
Page 7 / 12

8.
Click
to see what line items are to be cleared before running
in production. This will verify that the correct documents were selected to be cleared.
9.
Click
to unselect this option. We only want to display
documents that can be cleared in reference to the GL account selected.
10.
Click
to execute program in the Test Run mode.
Automatic Clearing
11.
Click
to the Automatic Clearing screen.
File name:
Version: 09 Final
12007.DOC
Work Instruction
Page 8 / 12

Automatic Clearing
12.
Use the page down scroll bar to display bottom of screen.
File name:
Version: 09 Final
12007.DOC
Work Instruction
Page 9 / 12

Automatic Clearing
13.
Click
14.
Click
to deselect mode.
to execute in production.
File name:
Version: 09 Final
12007.DOC
Work Instruction
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Automatic Clearing
The system displays the message,

." This is the document
"
number of the cleared document that was automatically created with the execution of this
program.
15.
Click
16.
You have completed this transaction.
until return to the SAP Main Menu.
Result
You have successfully cleared GL items through the automatic clearing process.
File name:
Version: 09 Final
12007.DOC
Work Instruction
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Comments
None.
File name:
Version: 09 Final
12007.DOC
Work Instruction
Page 12 / 12

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Title: Automatic Clearing (GL) 11/20/07

Functional Area : Finance

GL account must be an open item account in order for it to be cleared.

Financial Accounting General Ledger Periodic

Title: Automatic Clearing (GL) 11/20/07

Start the transaction using the menu path or transaction code.

SAP Easy Access

Title: Automatic Clearing (GL) 11/20/07

As required, complete/review the following fields:

Title: Automatic Clearing (GL) 11/20/07

A period of usually 12 months, for which the company

A term under which line items are grouped, or assigned to

The unique identification value assigned to a business event

The date on which a transaction in SAP will be posted to the

to display additional General Selections.

Title: Automatic Clearing (GL) 11/20/07

Title: Automatic Clearing (GL) 11/20/07

to select specific GL account to be cleared.

Title: Automatic Clearing (GL) 11/20/07

As required, complete/review the following fields:

Title: Automatic Clearing (GL) 11/20/07

to execute program in the Test Run mode.

to the Automatic Clearing screen.

Title: Automatic Clearing (GL) 11/20/07

Use the page down scroll bar to display bottom of screen.

Title: Automatic Clearing (GL) 11/20/07

Title: Automatic Clearing (GL) 11/20/07

The system displays the message,

You have completed this transaction.

until return to the SAP Main Menu.

Title: Automatic Clearing (GL) 11/20/07

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