Reference Field Link Set Up

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REFERENCE FIELD LINK SET - UP

To record any additional or original document information along with journal entry, SAP provides reference fields. These fields can contain document specific or any additional reference, which later on can be used in financial reports.

To give clear idea about where these fields appear, please refer below screen shot.



As per this screen shot, you will find three reference fields at per level.

Document Level: - Refers to the header of the journal entry

BP Level: - Refers to the business partner control account

Row Level:- Refers to the standard G/L account

SAP comes with default values per document type which can be overwritten either with the help of Reference Field Link Set – Up or manually while creating a journal entry. Recommended practice is to set the reference field value at the beginning of fiscal year in consultation with the partner and accounts department regarding its impact on bank account processing, reconciliation, financial processes and partner add – on if any. User defined fields too can be used in this except for the following: -

Type	Structure
General	Link
General	Image
Alphanumeric	Text

Also, fields which get copied to other fields in journal entries cannot be used as reference field. Also while setting up these fields one should take some exceptions too into consideration.

INCOMING & OUTGOING PAYMENT

Ref. 2 field in the journal entry is copied from a field that is not available in the user interface.

Ref. 3 field is updated according to the payment method selected in payment means window.

If you do not change these things and stay with SAP defaults then, value copied depends upon payment means as shown below.

Source	Value Copied
BP row	Payment number (document number)
Check	Check number
Contra payment row	Payment number (document number)
VAT correction and discount	Payment number (document number)
Rate difference row	Payment number (document number)
Credit card payment row	Voucher number
Split credit voucher	Voucher number/index
Any other row	Empty

LANDED COST

Ref. 2 field shown in the Reference Field Link is only accessible through SDK. Not available in user interface.

INVENTORY TRANSFER

Ref. 2 field shown in the Reference Field Link is only accessible through SDK. Not available in user interface.

CAUTION WHILE USING UDFs AS REFERENCE FIELD LINK

There should not be any discrepancy between source and target type, field length and value.

The target field should be none of the following combinations.

Type	Structure
General	Link
General	Image
Alphanumeric	Text

 

PROCEDURE FOR SETTING UP THE REFERENCE FIELD LINK

Administration --> Set – Up  --> General --> Reference Field Link



Double click on the business document whose reference field link set – up you want to change or review.



 

Field names listed under first column are the ones you will get to see in the journal entry at document, BP and standard G/L account respectively.

Field Values listed under second column are the fields from business document that can be mapped with the field names in the journal entry.

Default Value listed under third column is the one which is predefined by SAP.

Here you go setting and defining reference field values in the journal entry and to use it effectively in financial reports.