Reconciliation SAP FI, CO with CO-PA

SAP FICO-Reconcile Tool

Fast Month-End-Closing, Process reconcile SAP FI, CO <-> CO-PA

Nick Scherer, nick.scherer@spc4saparis.ch www.spc4saparis.ch M: +41 79 833 22 33

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Closing Process Without FICO-Reconcile Tool

Analysis of differences is very difficult Many different Excel lists must be created to find the differences Missing processes cannot be shown No communication and tracking support between controller and logistic Posting Period closed i.e. process posted in another period Processes partly reversed not shown, FI-GL, UKV, Reported by cost element CO-PA, Reported by value fields Etc.

Company 1300 Company 1200 Local Closing Process Company 1100 Local Closing Process Company 1000 Local Closing Process Local Closing Process
Goods Issue (COGS) USD 3.000

Company 2300 Local Company 2200 Closing Process Local Company 2100 Closing Process Partner Process Local Closing COPA Local Closing Process
i.e. COGS USD 3.500

Local Closing Find differences not easy

COGS in FI/MM (Goods Issue) COGS in CO-PA USD USD 3000 3.500

Closing Process with FICO-Reconcile Tool

Company 1300 Company 2300 Company 1200 Local Closing Process with ICR-tool-kit Process Local Company 2200 Closing Reconciliation Company 1100 Company 2100 Local Closing Process Intercompany early Local Closing Process Reconciliation in Local Company 2000 Company Process 1000 Local ClosingEnable analysis FI withthe Partner COPA Closing Process Reconciliation responsible CO-PA Process process Communicate with closing Local Closing Local Closing Process Local Closing Process Find differences in an easy way, accountants Avoid differences altogether FI-GL-Account Receivables 2000: EUR 5.000 of local closing process Characteristic/Valuefields as part Post corrections Navigation to the source Receivables 1000: USD 3.500 CO-Cost 2000: PayablesElement USD 3.500 3.000 USD 3.500 Payables 5.0003.000 EUR Navigate all relevant documents1000: document USD 2.000 per mouse click Communication and tracking functions available Reconcile any time in the month Monitoring value flow Local Closing Processes Reconcile in local currency Elimination of Differences Additional functionalities
Goods issue EUR 5.000 USD 3.500 Invoice in CO-PA EUR 5.000 USD 3.500

Reconciliation Process flow with FICO-Reconcile Tool

Data Selection (1) Data Matching(2)

Post Corrections *

Data Presentation & Analysis(3)

Communication(4)

* Available through programming interface (BAdI) or Online posting in case of errors

New Functionality with FICO-Reconcile Tool

Agenda: Single Steps of FICO-Recon Tool Supported Business Processes Data model Data selection Automated matching and storage Data presentation and reconciliation Communication- and tracking support Availability Technical aspects Implementation (see last slide)

Steps of Reconcile with FICO-Reconcile Tool

Retrieve relevant data from FI, CO-OM and CO-PA Store relevant data in central system Global Special Ledger Assign documents automatically based on customizable business rules (hard rules; e.g. same reference, Sales Order, Materialnumber and so on) Access central system (local or group accountants, controller) Find matching documents using customizable business rules (soft rules; e.g. same document date, local currency and amount) Assign matching documents Communicate with other users by e-mail and workflow Enhancement of functionality possible through BAdI (e.g. posting of correction documents in operative and/or reconciliation system) Posting from FI,CO can be overtaken Online and in Batch into the Special Ledger Postings in CO-PA can be overtaken in Batch or start the TC: FBICS2 - GL Accounts: Select Documents into the Ledger.
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Supported Business Processes

Reconciliation of Open Items at key date
GL accounts with open item management Customer/vendor accounts with open item management

Reconciliation of documents according to posting date

GL accounts with posting in FI,CO-OM and CO-PA Reconcile Tool FICO-

Data Model
Mandatory characteristics
Company Partner company Document Number Transaction currency Amount in transaction currency Local currency Amount in local currency

Additional characteristics
Any additional document characteristics
Material number Sales Order Sales Order item Purchase Order / Item

Any customer definable characteristics

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Data Selection with SAP-Integration

SAP Integration
Data selection across SAP systems Access via RFC (Remote Function Call) Function modules for data selection are available for
4.6C R/3 Enterprise SAP ERP

Components for data selection

FI Documents FI Open Items on GL accounts FI Open Items from sub-ledgers BAdIs to select Data from outside of FI and SAP-System

Automatic derivation of
Company from company code Group account from operative account

Data Selection from Non-SAP Systems

Non-SAP systems
SAP provides a programming interface for the data selection of documents and/or balances
Pull principle Data selection program calls customer specific data selection logic (BAdI)* Data selection program stores data in ICR(#) database Example: Read from legacy system Push principle Non-SAP application calls SAP function module SAP function module stores data in ICR(#) database Example: customer creates web transaction for supplying data

(*) BAdI = Business Add In ABAP Objects (#) ICR = Intercompany Reconciliation

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Data Selection & Storage, in FICO-Reconcile Tool

Control tables RFC destinations Last selection . Customizing

FI-SL Global Ledger I2Tables: FBICRC002A FBICRC002T This program is normally executed daily in Batchprocessing.

FBICRC002_DATA_SEL

Reconciliation System 1st process

SAP Online-posting programs
BAdI-Meth: SUPPLY_OTHER_DATA

CO-OM

BKPF BSEG

CO-PC

U-exit ZGIVU000

CO-PA Line-items
Postings from FI, MM, SD, CO-OM, to CO-PA are extracted by TC: FBICS2 Into Ledger I2

Online Posting from FI, MM, SD, CO-OM, into Ledger I2

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GL Accounts: Reconcile Documents in FICO-Reconcile Tool

Tree
Company and Differences Company xxxxx Unassigned Data Records (here are always Data from FI, legal entity) Line items not matched in the previos process. Must be matched and treated manually Partner COPA Unassigned Data Records (here are always data from CO-PA) Line items not matched in the previos process. Must be matched and treated manually

Assigned Data Records

this Area normally is not shown to the key-user as it is empty according to ALV-GRID filter. Behind are: A) Assigned data records with 0 differences from Standard Matching B) Assigned data records with small differences (Tolerance) from BAdI-Matching

BAdI-Meth.
CHANGE_DATA_TABLE ID_EVENT 5

FBICRC002_DATA_REC

This Transaction FBICR2 can be started any time by the User. It is the only User-transaction to control and match the items in both areas.

FI-SL Global Ledger I2Tables: FBICRC002A FBICRC002T 12

Data Selection Further Aspects

Pre-requisites
Data delivery from the source systems contains global characteristics

Standard validations
Valid companies Valid group accounts

Customer specific validations

SAP provides BAdI User-exit Examples for customer specific validations
Valid combinations of company/profit center Valid characteristics for any sub-assignments

...

Monitoring
Storing of logs for data selection per company Information: date, time, user,
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Data Storage
Technical aspects
Documents are stored in reconciliation system using standard FI-SL functionality (2 Tables: Line-items and sum items) Standard reporting tools for FI-SL are available for reconciliation data:
Report Writer / Report Painter Drill-down reporting Data export to SAP Business Information Warehouse

Functional aspects
Changes to documents will not be overwritten by new data selection
Reconciliation of Open Items
Data selection program determines whether document has been transferred before only new documents are added; cleared documents are deleted.

Reconciliation of documents
Delta selection (only newly posted documents are transferred)

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Data Selection, Storage, Presentation, Analysis

To sum up Select data from operative systems (e.g. as scheduled background job from SAP systems and flat file upload for non SAP systems) Store data in central Reconciliation System (ERP2005) Assign documents automatically using customizable rules (e.g. matching reference numbers) Present data to accountants responsible for reconciling differences (local accountants or group accountants depending on organizational structures) Using communication tools like e-mail Store communication or process status to specific problem processes Replacing completely the Account-based CO-PA Accelerate closing and reconcile process significant

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Data Presentation: User Interface

Hide / Show the following slides depending on options: SAP iTutor available in same folder Live Demo in the system Use slides SAP iTutor for FICO-Reconcile Tool not available at this moment See next slides as an overview

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Omya SAP-CC

Data Presentation: User Interface Functions

Data Presentation: User Interface Layout

Unassigned documents of selected company; flexible layout to show any information contained in Reconciliation DB

Unassigned documents of selected partner; flexible layout to show any information contained in Reconciliation DB

Differences to be reconciled per partner

Assigned documents for selected business relationship

Data Presentation and Reconciliation Functionality

Functionalities
Assign documents / delete assignments Set status (e.g. communication and processing status) Find matching documents using customizable rules Correct transaction or local currency and amount manually Correct amount, wrong transaction or local currency manually Communication support Template based mails Contact person database Customer specific functions through BAdI Standard functions can be deactivated

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Availability
The new functionality is contained in mySAP ERP 2005. mySAP ERP 2004 is generally available as of 1st March 2005. Customers need a license for mySAP ERP or mySAP Business Suite. This may imply a change of contract from SAP R/3 or R/3 Enterprise to mySAP.

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Technical Aspects
Reporting
Report Writer / Report Painter Drill-down reporting Export to BW A new FI-SL Global Ledger is a must for FICO-Recon-Tool

User interface
SAPGUI for Windows SAPGUI for HTML

Assignment to component
ECC 5.0 (= ERP Core Component) Functionality is not contained in an isolated BW/SEM installation

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Service Portfolio in the ICR-environment from SPC

ICR-003: Intercompany reconciliation for Customer / Vendor ICR-003: Implementation of NON-SAP companies, customer/Vendor ICR-002: Reconcile FI, CO-OM with CO-PA, as an Add-on Solution with several BAdIs FICO-Reconciliation Tool ICR-001: Any matching issue with external or internal SAP Data Nick Scherer, SPC Scherer & Partner GmbH - over 20 years of SAP-Business Consulting experience in many different Business Processes. Further information under http://www.spc4saparis.ch / Project Experience

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Implementation scenario for FICO-Reconcile Tool

Live demo with this FICO-Reconcile Tool Analyze your System environment Analyze process flow from FI-GL, MM, SD to CO-PA Create offer for implementation Implementing, testing, training the solution and providing to the Customer with the documentation For more information and question, please ask

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Nick Scherer Raebeweg 8 CH-6402 Merlischachen Switzerland M: +41 79 833 22 33 E: info@spc4saparis.ch I: www.spc4saparis.ch