Chapter 14 Document/Account Maintenance

Errors discovered after a document has been posted can be corrected by changing the document or by reversing it and posting a corrected document. Additionally, accounts become difficult to manage over time as large numbers of documents are posted. The process of clearing optimizes account management. Chapter Objectives Provide an understanding of document maintenance. Provide an understanding of account clearing and how it is used. Reverse incorrect documents Clear G/L, Customer, and Vendor Accounts

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Changing a Document
Document

Changed
Change

Document Database

Document

Document Change Rules

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Reversing a Document
Document A PK
40 50 Account 123 456 Amount 150 USD 150 USD

(Reversed by Document B)
Reverse

Document B PK
40 50

Account
456 123

Amount
150 USD 150 USD

(Reference to Document A)
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Reversing a Document True Reversal

Traditional Reversal: Transaction figures before reversal Account 1 debit credit Account 2 debit credit True Reversal: Transaction figures before reversal Account 1 debit credit Account 2 debit credit

100

100

100

100

Transaction figures after reversal Account 1 debit credit 0 100 Account 2 debit credit 100 0

Transaction figures after reversal Account 1 debit credit 0 0 Reversal

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Account 2 debit credit 0 0

Reversal

Negative Postings Additional Use

NEGATIVE POSTINGS ARE ALSO USED:
for non-reversal postings (negative posting indicator set for each line item individually)
in SD and MM (no control over the negative posting indicator by a user, defaulted automatically)

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Clearing Line Items

Customer ABC
(1) 2,000.00 5,000.00 (3)

(2) 3,000.00

Can Be Cleared
Total of Debits (1) and (2) = Total of Credits (3)

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Clearing an Account
1

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Control of Clearing
Standard criteria for breakdown (like company code, business area)

Open Items

Create Clearing Document

Payment Items

Customized criteria

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Clearing Customers Who Are Also Vendors

Customer

Vendor
9,700
2A

Bank/Cash
9,700
2B

10,000
1

10,000
2A

20,000
1

10,300
2B

Cash disc. granted

300
2A

Cash disc. taken

600
2B

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Tolerances for G/L Account Clearing

Company code Tolerance group Debit cl.dif. Crd cl.dif Debit % Credit %

G/L TOLERANCE GROUP

FI&&

GLTG

.5

.5

OR
FI&& 999 999 99 99

G/L ACCOUNT MASTER RECORD

G/L account - company code segment (FI&&) Tolerance group: GLTG

OR
Tolerance group:

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Tolerances for G/L Account Clearing (Continued)

The tolerances per user and per account control whether the system: Posts the differences automatically or Issues an appropriate error message if the difference is too large.

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Chapter 14 - Document Maintenance Chapter Summary

Key Terms: Document Change Rules Document Reversal Clearing

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