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Author's profile photo Liling Jia

Post Accruals/Deferrals in a smart way

Why we need post accruals/deferrals?

Ideally speaking, company could receive payment at the time when they deliver goods or service, or on the contrary, pay for expenses when incurred. However there is usually a delay in a modern company. In order to reflect the ‘real’ revenue and expense for a company, accountants will then post Accruals and Deferrals.

We could understand the concept in a simple way.

· Accruals: payment after revenue or expense incurred

· Deferrals: payment before revenue or expense incurred

This is actually the main difference between the cash-based accounting and accrual-based accounting.

How to post in a smart way?

Traditionally in SAP GUI you should manually post via transaction FSB1 and F.81. While entering the new world of S4HANA Cloud, there are more intelligent solutions unfold. Based on your requirement, you could choose using one or both.

Solution 1: Accruals management – Purchase order accruals

This is an end-to-end automatic solution to recognize any accruals for purchase orders.

The basic data is taken from the Materials Management component, transferred to the Accrual Engine, and automatically converted to accrual items. The system calculates the amounts to be accrued.

For more details, kindly visit help portal documents or scope item 2VB.

Blog entry for POAC in Cloud (main steps) https://blogs.sap.com?p=42

Solution 2: Post general journal entries with auto reverse [newly introduced in CE2002]

This is an express solution to recognize any accruals/deferrals.SAP delivered STANDARD_5 as default template for posting journal entries with auto reverse.

For more details, kindly visit help portal documents or scope item J58.

Demo for Post general journal entries with auto reverse

In this blog, I am going to explain how this could be achieve in S4HANA CE2002 with step by step screenshot.

Business Role

SAP_BR_GL_ACCOUNTANT

Or your own business role contains the same business catalogs

Step

Fiori app

1

Manage Journal Entry Templates

(Optional) in case you want to be more efficient to create similar entries

2

Post General Journal Entries

with auto reverse template

3

Upload General Journal Entries

(Optional) in case you want to be more efficient to create multi entries

4

Schedule General Ledger Jobs

To save time, you can also schedule on a regular basis

5

Manage Journal Entries

(Optional) in case you want to check the post and reverse status

Step1: (optional) Create a template for posting journal entries

SAP delivered STANDARD_5 as default template for posting journal entries with auto reverse. In addition, you could define your own template via Manage Journal Entry Templates app. [Search for the app or add it from the ‘App finder’]

Create template with apply template in ‘Post General Journal Entries’

Manage Journal Entry Templates -1 .png

Manage Journal Entry Templates -2.png

You could set the default ‘Reversal reason‘ and ’Reverse posting date‘ so that later you could save time.

Manage Journal Entry Templates -3.png

You could also add more line items with default value, to save time in future.

Manage Journal Entry Templates -4.png

Save your template for posting auto reverse journal entries later.

Step2: Post a journal entry with auto reverse.

You could navigate from ‘Manage Journal Entry Templates with selected template.

Post with auto reverse -1 .png

Or in the Post General Journal Entries app, choose Select Templates.

Post with auto reverse -2.png

Then input amount and other value, then click post.

In this case, the document 100000392 (2020,1010) was posted, with ‘reversal reason 05 – auto reverse’ and ‘reversal date 01.04.2020’.

Post with auto reverse -4.png

Note

On the Auto-Reverse tab page, you must enter the reversal reason and the reversal date when you plan to reverse the journal entry.

Step3: (Optional) Upload journal entries for auto reverse.

In the template spreadsheet, you add two fields that are specific for auto reverse:

  • STGRD: Reversal Reason

  • STODT: Reversal Date’

  • upload general journal entries.png

Step4: Schedule and run a job for auto reverse.

c. Schedule General Ledger Jobs

schedule gl jobs  -1.png

schedule gl jobs  -2.png

Step5: Check auto reverse status

The document 100000393(2020,1010) is the reversal journal entry for previous 100000392.

manage journal entries .png

Hope this blog could help you and make life easier.

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      21 Comments
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      Author's profile photo Sandeep Kumar
      Sandeep Kumar

      Liling Jia I really liked the examples with JE postings, thanks.

      Author's profile photo Liling Jia
      Liling Jia
      Blog Post Author

      You are welcomed! hope it could help you and your customers.

      if you have some customer who benefit from this blog, i would be more than grateful.

      Author's profile photo Shreya Mailankote
      Shreya Mailankote

      Thank you! This is very helpful.

      Author's profile photo Liling Jia
      Liling Jia
      Blog Post Author

      You are welcomed! hope it could help you and your customers.

      Author's profile photo Owen Liu
      Owen Liu

      Thanks for sharing this useful blog!

      Author's profile photo Liling Jia
      Liling Jia
      Blog Post Author

      You are welcomed! hope it could help you and your customers.

      Author's profile photo Former Member
      Former Member

      Liling Jia Is this functionality available in S/4HANA 1909, if not when it would be available for on-premise version?

      Author's profile photo Liling Jia
      Liling Jia
      Blog Post Author

      Former Member Thank you for following this blog.

      1. this function is available in cloud since S/4HANA CE2002 .

      2. As design, the innovation in cloud will be default (in most case) installed in next version of on-premise

      -> with that, i would say you could expect the S/4HANA 2009

      hope this helps.

      best regards,

      liling

      Author's profile photo Vijayendra Tiwari
      Vijayendra Tiwari

      Good one!!! Thanks

      Author's profile photo Liling Jia
      Liling Jia
      Blog Post Author

      you are welcomed! This feature is designed to solve the common request from customers. Use this blog as a broadcast. hope you could also share with your customers and colleagues.

      Author's profile photo Aseem Agnihotri
      Aseem Agnihotri

      Hi Liling Jia, Thank you for the post . Its Awesome . However for me in “Manage Journal Entry Templates”  I donot see any entries and neither the SAP delivered STANDARD_5 template . In fact i donot see any other templates though . Access level looks to be blank too . Is this a Configuration / Migration / Basis issue of 2020 . Appreciate your input .

      Thanks

      Author's profile photo Liling Jia
      Liling Jia
      Blog Post Author

      Hi Aseem Agnihotri ,

      Thanks for your feedback. would you please check if you have selected the  ' Post General Journal Entries with Auto-reverse' ? There you should be able to see the template standard 5. 

      if not, then it looks like a bug. please report an incident under FI-FIO-GL-TRA .

      best regards, Liling

      Author's profile photo Yang Wang
      Yang Wang

      Thank you ‎@Liling J

      Author's profile photo Liling Jia
      Liling Jia
      Blog Post Author

      you are welcomed! This feature is designed to solve the common request from customers. Use this blog as a broadcast. hope you could also share with your customers and colleagues.

      Author's profile photo Priyank Kumar Jain
      Priyank Kumar Jain

      Good info...thanks for sharing this.

      Author's profile photo Liling Jia
      Liling Jia
      Blog Post Author

      #accruals #deferrals #post ‎#purchase order #reverse #template

      Author's profile photo Rachel Suo
      Rachel Suo

      very good post, very useful, thanks so much Liling~

      Author's profile photo Martin Serrato
      Martin Serrato

      According to OSS note 3019163 this feature is not able to be down-ported to 1809 or 1909 due to "technical difficulties"

      3019163 - Upload General Journal Entries with fields STGRD and STODT. - SAP ONE Support Launchpad

      Author's profile photo Liling Jia
      Liling Jia
      Blog Post Author

      HI Martin Serrato ,

      Yes, if S/4HANA OP customer would like to Upload General Journal Entries with fields STGRD and STODT, they would need to upgrade to 2020 OP.

      This blog mainly discussed about the SAP S/4HANA Cloud. Thank you very much for sharing this information for the OP version.

      Best regards,

      Liling

      Author's profile photo Muhammad Umair Hussain
      Muhammad Umair Hussain

      Hi, is there any way to upload Accrual /Deferral uploader template via upload JV template?

      Author's profile photo Muhammad Umair Hussain
      Muhammad Umair Hussain

      Customer wants to upload Accrual/Deferral via excel template.. pls suggest is there any funtionality available in 2020?