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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.

 

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3 Comments

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  1. Tjandra Afandi

    When you said “INCOMING & OUTGOING PAYMENT Ref. 2 field in the journal entry is copied from a field that is not available in the user interface.”, does it mean we can’t link Ref2 when we create the incoming/outgoing payment via DI API?

    Thanks

     

    (0) 

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