Depending on the type of module being employed, period closing can take a large number of steps to complete. In SAP, the transaction code OB52 allows a user to view and edit the settings necessary to implement period closing in the system successfully. These values are controlled by Posting Period Variants (PPV’s) and can be associated with one or more Company Codes. Different account types can further control the PPV’s, which in larger companies can lead to quite a complex system. Managing the period closing table properly is essential to having periods closed efficiently and without errors. Luckily, SAP offers solutions for OB52 maintenance to avoid errors in the closing process. These automation systems can be facilitated in a number of ways such as:
1) Creating a Formal Closing Routine
Before implementing automation, you have to ensure that all your data is available. This isn’t a step that is included within the SAP system, but it helps ensure that all data is ready to be processed via automation. Ensure the following is highlighted within the document:
– Date and Time for opening for each specific type of account over the next period
– Date and Time for closing with respect to regular user accounts
– Date and Time for closing with respect to enhanced user accounts (“superusers”)
Date can be a specific date, or a count of days from the beginning or end of the month. If different PPV’s are being used, you can set up rules that only apply to that PPV as necessary.
2) Install SAP Notes and Create Variants
SAP Note 1483900 delivered a package named RFOB5200 that needs to be run before we proceed. SAP systems with recent Service Packs installed might already have this program delivered as part of their routine update functions. If you’re struggling to do this
over WiFi, you might need a strong signal booster to establish an internet connection in
order to download the package. Once we have successfully installed the program, we can start building variants to allow us to automate period closing. These variants use the basis of the program provided as a platform to customize how and when we close our periods automatically. The variant we’re creating ought to use the same type of specifications as if we were doing OB52 manual maintenance for authorization groups, account types, open periods, and PPV’s. The current and next period/year needs to be inputted manually as well as some of the variables needed for the calculations performed by RFOB5200. RVSETDAT can be used to garner requisite variables for use with RFOB5200. Giving the program variant a test run can help you to determine if there’s anything going awry with your output before putting it to work. If an error does arise, check the variables to ensure that they are set up properly and step through the program again.
3) Check Authorizations and Schedule the Job
RFOB5200 needs certain permissions in order to run so it is critical that the users who need to run the variant are assigned the requisite authorization to do so. Without this authorization, the automation system may fail. Once we finish creating our variants, we can now schedule the jobs that will maintain the OB52 table automatically. There is an option available to run it on a certain working day of the month instead of setting a specific day of the month for the variant to run on. The logistics calendar allows for scheduling the closing of periods on a specific working day as opposed to a day that may fall on a weekend or holiday.
Financial period closing, especially in large companies, can be quite a long and complicated task. By ensuring that the OB52 table is up to date and properly maintained, we can build a far more efficient system for closing periods. This leads a faster processing time for data and a much faster operation time for accounts overall, all thanks to SAP’s automation.