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New GL Allocation Part 1 explains the process of Allocation in New GL. This document aims to cover the relevant config required for new GL allocation

Part 1 can be found under below link

http://scn.sap.com/docs/DOC-58293

Allocations in General Ledger enable one to periodically allocate amounts and quantities from sender objects to receiver objects. The two main types of allocations are assessment and distribution. One can allocate both plan and actual data. Allocation rules are used to determine how amounts and quantities should be allocated from sender object to receiver object

SAP recommends performing assessments and distributions at the cost center level in Overhead Cost Controlling, although it is technically possible to perform them in the new General Ledger. For allocations in the new General Ledger, assessment/distribution should occur at a higher level, such as at the profit center and segment level.

It is possible to do GL Allocations for Actual as well as Plan Data. The basis of Allocation is defined in Allocation Cycles.

Configuration Steps:

1) Define Field Usage for Distribution

Transaction Code     GCA6

Menu Path     IMG>Financial Accounting (New) > General ledger Accounting (New) > Periodic Processing > Allocation > Define Field Usage for Distribution

Here we define how a particular Dimension in General ledger will be used in the GL Distribution cycles. You should enter company code as a single value at the cycle level so that the allocation is processed without any problems. A cross-company code distribution is not possible.

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Click on New Entries  if the Table and field for which it is desired to maintain the settings is not available in this list, else choose the respective line item and click ‘Details’

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double click the line and detailed screen for an entry gets open

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Fields details:

Field Name

(M)andatory

Comments

Table

M

Summary table for which the Allocation field is being defined

Field

M

Field name for which the settings are being defined

Allocation Type

M

Distribution

Actual/plan

M

Whether it is for Actual or Plan Allocation

General Settings

Display

O

This field controls whether the table field appears in the results list following allocation. If the table field is to be displayed, activate the control field.

Display Position

O

This field is used to define the position in which the field appears in the maintenance screen and in the list for assessment/distribution. Fields not thus specified appear in alphabetical order.

Transfer Field

O

Normally, summarization is carried out automatically via a field that is not called in the segment. If this indicator is set, the sender values of this field are always received in the receiver values, even if this field is not defined in the segment definition.

Example: For a cost center distribution in FI-SL, you always want the business areas that are posted with sender records to be inherited by the receiver records. You then have to activate this indicator for the business area dimension.

Field Usage in Allocation

Cycle

(Blank) No entry possible

+ (M)

X (O)

Defines whether an entry can/must be made in this field during Cycle definition in ‘Cycle’ tab and also whether it is possible to enter Single value, or a range of values, or a set

Sender Tracing Factor

(Blank) No entry possible

+ (M)

X (O)

Defines whether an entry can/must be made in this field during Cycle definition in ‘Sender tracing Factor’ tab and also whether it is possible to enter Single value, or a range of values, or a set

Sender

(Blank) No entry possible

+ (M)

X (O)

Defines whether an entry can/must be made in this field during Cycle definition in ‘Sender’ tab and also whether it is possible to enter Single value, or a range of values, or a set

Receiver

(Blank) No entry possible

+ (M)

X (O)

Defines whether an entry can/must be made in this field during Cycle definition in ‘Receiver’ tab and also whether it is possible to enter Single value, or a range of values, or a set

Receiver Tracing Factor

(Blank) No entry possible

+ (M)

X (O)

Defines whether an entry can/must be made in this field during Cycle definition in ‘Receiver tracing Factor’ tab and also whether it is possible to enter Single value, or a range of values, or a set

After defining, click on save

Similarly, we can define for other fields also.

For Plan distribution allocation, we need to select “Plan” in the configuration

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2) Define Account Determination for Allocation

   We can define a clearing account for allocation in GL. if there are more than 1000 items which are created during allocation, system splits the FI document, The balance of document is posted to the clearing account. This account only comes into picture for document splitting during allocaiton

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3) Create Actual Distribution Cycle

T code: FAGLGA31

Menu Path     IMG>Financial Accounting (New) > General ledger Accounting (New) > Periodic Processing > Allocation > Create Actual Distribution


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Fill out the following fields:

Field Name

(M)andatory

Comments

Ledger

M

Ledger for which the Distribution Cycle is valid

Cycle

M

Cycle Name

Start Date

M

Date from which the cycle is valid

Copy From

Ledger

O

Reference Cycle Ledger

Cycle

O

Reference Cycle

Start Date

O

Validity Date of Reference Cycle

Press ‘Enter’.

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Field Name

(M)andatory

Comments

Text

M

Cycle Description

Ledger Group

O

If you specify a ledger group here, the function is executed for all ledgers belonging to this ledger group.

Indicators

Iterative

O

Controls whether iterative sender/receiver relationships are considered when this cycle is processed. The iteration is repeated until each sender is fully credited (a small remainder may be left over in some cases).

Cumulative

O

If you execute a cycle with the cumulative indicator set to active, then the sender amounts posted up to the current period are allocated based on tracing factors, which are cumulated from period 1 onwards. In the current period, the allocation amounts determined are posted less the amounts allocated in the previous periods. In that case the allocation should be made using the sender rule “Posted amounts” and the receiver rule “Variable portions”.

Field Groups

Actual Quantities

O

Select this field if The quantities are also distributed

Actual Transaction Currency

O

If this field is selected, the transaction currencies originally posted are distributed.

Preset Selection Criteria

Company Code

M

Company code for which the cycle is valid

Version

M

Version

click on ATTACH SEGMENT

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Field Name

(M)andatory

Comments

Segment name

M

Segment Description

Lock Indicator

O

Select this box if it is not required to process this segment during Cycle Execution

Sender Values

Sender Rule

M

Posted Amounts/Fixed Amounts/Fixed Rates

Share in %

O

Determines what percentage of the Sender value should be allocated. Default value is 100%

Actual Values/Plan Values

M

Select one of these depending on whether the segment is for allocating Actual Values or Plan Values

Receiver Tracing Factor

Receiver Rule

M

Determines on what basis the values are allocated to Receiver

Select the Tab ‘Senders/Receivers’

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Field Name

(M)andatory

Comments

Sender

M/O

Maintain the Sender values here. It is possible to maintain individual values or Range or Sets.

Receiver

M/O

Maintain the Sender values here. It is possible to maintain individual values or Range or Sets.

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Click on the Tab ‘Receiver Tracing Factor’. Fields here will be shown depending on the values entered in the tab ‘Senders/Receivers’


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Click on ‘Attach Segment’ to add additional segments, Then click on save  to save the complete cycle as well as the segments

4) For Assessment allocation also either Pan/actual, we can define fields in similar way as we define for Distribution

T code GCA1

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double click on the individual entry, all fields are explained above, for assessment we need to select the allocation type as “assessment”

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The assessment can be again actual and plan, and in above configuration step only we can define plan/actual

5) Create Actual Assessment cycle

The difference between distribution and assessment is, unlike during distribution, the original data is not updated on either the sender side or receiver side.Instead Assessment use one or more assessment accounts set up specifically for this purpose only

T code: FAGLGA11

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Field Name

(M)andatory

Comments

Segment name

M

Segment Description

Lock Indicator

O

Select this box if it is not required to process this segment during Cycle Execution

Assessment Account

M

Enter the designated GL Account, which will be used for making Assessment Postings when the Cycle is executed

Sender Values

Sender Rule

M

Posted Amounts/Fixed Amounts/Fixed Rates

Share in %

O

Determines what percentage of the Sender value should be allocated. Default value is 100%

Actual Values/Plan Values

M

Select one of these depending on whether the segment is for allocating Actual Values or Plan Values

Receiver Tracing Factor

Receiver Rule

M

Determines on what basis the values are allocated to Receiver

the other settings will remain same, we can select sender, receiver, sender values and receiver tracing factor like we have done in distribution cycle.

T code to create Plan assessment cycle: FAGLGA27

Cycle definition remain same here also

6) Define customer includes for totals tables

This step is required to maintain SKF figures for customer fields like Product. After this configuration, it is possible to define SKF on the customer fields

Define customer includes in total table

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give table name

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Press enter

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“field use” need to ticked if SKF need to be defined for this

Assign customer fields

Enter the application area as ERP_FIN and maintain the field name in transaction table and corrosponding field name in SKF table. This is to do mapping of field names

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This ends the relevant customization required for New GL Allocation.

Thanks

Pragya

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