In my previous blog, you might have noticed how we tackle the issue of missing the functional area in the cost objects while we post a document: Don’t let missing Functional Area be a reason to mess up your Net Income



What would be the next problem:

However even if we ensure that functional area is not blank in the cost object while the document is posted but still due to user mistake there are chances of linking the incorrect functional area to the cost object.



So there are two issues to be addressed here:

  1. How to correct the Functional Area for the documents that are already posted in the system as we have already understood its ill effect i.e. your Net Income Statement is distorted.
  2. How to ensure that your Functional Area is correct for respective cost object and the problem does not repeat in future.



Focus on Problem 1: How to correct the Functional Area for the documents that are already posted

SAP has provided 2 programs (one for FI & the other one for CO) to correct the Functional Area in the system. So we can follow the following steps to proceed for the correction:

  • Step-1: Execute Correction Program to reflect/re-derive the correct functional area in FI Document
  • Step-2: Execute Correction Program to reflect/re-derive the correct functional area in CO Document



Step-1: Execute Correction Program to reflect/rederive the correct functional area in FI Document

Background: The specified correction program ZRFCORRFA used to help to rederive the functional area for FI documents before ECC came into picture, however right from starting of ECC, this program was outdated and sap has made the replaced program ZFCORRFA_FAGL to be used henceforth.



Points to Note:

  • Program ZFCORRFA_FAGL corrects the functional area in the entry view (= BSEG table (Field BSEG-FKBER)) and the assigned NewGL tables.
  • The derivation of the functional area is processed the new and the new functional are is then stored in the FI documents (in the BSEG table and the NewGL Tables).
  • This report is not suitable for PS accounting and those applications which do not follow the standard functional area derivation logic.
  • This program is only to correct the Functional Area in FI Document and not all other follow on documents.CO documents and CO totals are not corrected

        by this report.

It’s better to know the Limitation of Program ZFCORRFA_FAGL before we execute this program :

  • SAP has provided the ability to run this program only on test mode in foreground and real mode in background. The Test Run checkbox is not appearing in the selection screen and there is necessary Code restriction for this program.
  • SAP says, this report must only be used in update mode after consultation with SAP.
  • We can execute this program through Transaction Code -SE38 however the following problem is noticed here:
    • We need to ensure that user has necessary access to use Transaction Code – SE38 as most of the time business users might not have access to this transaction code, its only ERP Super User or developer who might have access to this transaction code.



How to use this program:

  • First – Find out all the FI Documents that has incorrect Functional Areas or missing functional area.
  • Second – Find out the correct functional area that need to be updated for each respective line item of the document or documents.
  • Third – Provide the input selection parameters in terms of Company Code, Fiscal Year, and Document Number etc.

Functional Area FI Program.jpg

  • This program has the ability to accept standard derivation, derive through substitution or constant functional Area. We can select the option that we require:


Options.jpg

    • Standard derivation will re-derive the functional area based on the updated functional area in the cost object.
    • If there is any substitution in place to update functional area then this option can be used.
    • If we want to update the functional area manually in the respective line item, which also can be done.


  • We can run this program in foreground mode for the selected documents i.e. test run and check the output and once we are sure that output is correct in test run, then we can execute actual run in background mode.

Step-2: Execute Correction Program to reflect/re-derive the correct functional area in CO Document

Background: The specific correction program RKAKALX6 is used to do the manual correction of Functional Area & Partner Functional Areas in Controlling.

Functional Area can be for main cost object and partner functional area is for the partner cost object and vice versa based on which cost object line item report we are trying to display.

Cost Object & Partner Cost Object:

Example – for Order Settlement to the Cost Center – Order is the sender/main cost object and Cost Center is the partner cost object i.e. receiver cost object when we look from the Order actual line item report . Again when we see the cost center actual line item report then cost center is the main cost object and order is the partner cost object.

It’s better to know the Limitation of Program RKAKALX6 before we execute this program:

  • SAP has provided the ability to run this program only for selected document and specific row or line item at a time and not for the whole document.
  • We can execute this program through Transaction Code -SE38 however the following problem is noticed here:
    • We need to ensure that user has necessary access to use Transaction Code – SE38 as most of the time business users might not have access to this, its only ERP Super User or developer who might have access to this transaction code in question.

How to execute this program:

  • Find out all the CO Documents that has incorrect Functional Areas or missing functional area.
  • Provide the input selection parameters in terms of Controlling Area, Document Numbers and Posting Row & the new Functional Area & Partner Functional Area if required
  • With this report we can change the function area and the partner function area of a CO line item manually on the database.
  • On the selection screen we specify:

              a) Within the first frame: The key of table ‘COEP’ which identifies a line item uniquely
              b) Within the second frame: The new function area and the new partner function area which shall be written into this CO line item.After pressing ‘F8′                      we have to confirm your choice on an appearing popup by pressing ‘continue’. If we do not confirm our choice, then the changes will not be                              carried out.


Manual Corrrection of Functional Area for Controlling Document.jpg


Points to Note:

  • As this report can at a time be run only for 1 document and 1 row, we can consider an option to create a LSMW Object to address this so that we prepare the input file and execute the program for the selected records from the file.
  • We have to be very careful while using this program and decide what we want to change i.e. if we want to change only the functional area of the main cost object only and not partner cost object then we have to ensure to put the same functional area for the partner cost object for corresponding line item else after update, we might find functional area of the main cost object is corrected however partner functional is blank now and that does not appear to be correct.



Focus on Problem 2: How to ensure Functional Area is correct for respective cost object and the problem does not repeat in future.

  • Correct the Functional Area in Configuration/Master Data – Proper master data review mechanism must be in place in order to ensure that Functional Area is correct

Conclusion: In the first place we don’t expect any missing or incorrect Functional Area for any Cost Object due to which the posting of the document is either without functional area or with incorrect functional area. So the first care is always at the time of creating master data however in case we have realized that its incorrect in posting due to some reason or the other,  we can proceed to use the last option i.e. above programs to correct the functional area with proper caution as highlighted above. If we want to correct the functional area in the cost object where transaction data already exist, the sap standard error message will always pops up however in case its critical and necessity, you can update the error message to warnings and update the functional area in the master data and change the message back to error message again as soon as your update is over (risk must be analysed & carefully evaluated before using this option especially in Productive Systems)

Last but not the least, though using the sap program to correct the functional area as well as changing the error message back to warnings to update the functional area in the cost object master data (where transaction data already exists) options are possible however these ares not a good, advisable & recommended practice. These are only used to stop the bleeding and no sense for regular usage. Organisation must be disciplined enough to avoid these situations.

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