Product Information
SAP S/4HANA Cloud Validation and Substitution rules
Why is Validation and Substitution rule important?
As the user sets the Validation rule, it checks the validation rule defined on specific fields data. When user is trying to post the transaction and enters data in that specific field, which violates the validation rule, system throws an error message for the user and it will not allow the transaction to post.
It will succeed to post the transaction only when the data is posted in that specific field as defined in the validation rule. It helps to avoid wrong entry at initial stage of posting the transaction.
Whereas Substitution rule is set up to substitute the data immediately upon the entry made. As the user enters the value, system validates according to the prerequisite defined by the user. If the prerequisite rule is met, the system replaces the value entered with other values.
With SAP S/4HANA Cloud 2005, The Manage Substitution/Validation Rules app for JVA is enhanced with the new comparison operator Matches and the new substitution type Table Lookup.
The Matches operator can be used to match a string-type field value against a regular expression.
The Table Lookup substitution type allows user to choose a source field from a custom business object and uses its value to fill in the target field.
Let’s see how it looks and how to configure in the Cloud System with 2005 upgrade:
Apps involved:
Ø Manage Substitution/Validation Rules
Ø Post General Journal Entries
Business Roles :
Unrestricted read/write for:
Ø Configuration Expert – Business Process Configuration: BR_BPC_EXPERT
Ø General Ledger Accountant: BR_GL_ACCOUNTANT
Example:
1. Define Validation Rule
Login with the role Configuration Expert – BPC_EXPERT
Go to “Manage Substitution/Validation Rules”
Click on “Create Rule”.
Enter the following:
Context: Coding Block
Event: Coding Block
Rule Type: Validation Rule
Click on “Create”
Under General Information enter the following:
Under Precondition, enter the following:
Under Validation, enter the following:
Click on “Save”.
Click on “Activate”.
2. Post Journal Entry
Login with the role General Leder Accountant: GL_ACCOUNTANT
Enter the following Header details.
Line Item 1: Enter the following details
Line Item 2: Enter the following details
Click on “Post”.
You should receive the below error message.
Click on OK and go to Line Item 1.
Change the Cost Center to CC_CON
Click on “Post”
3. Create Substitution Rule
Login with the role Configuration Expert – BPC_EXPERT
Go to “Manage Substitution/Validation Rules”
Click on “Create Rule”
Enter the following
Context: Coding Block
Event: Coding Block
Rule Type: Substitution Rule
Click on “Create”
Under General Information, enter the following:
Under Precondition, Enter the following:
Under Substitution, Enter the following:
Substitute Type: Substitute with Constant
Click on Save.
Click on Activate.
4. Post Journal Entry
Login with the role General Ledger Accountant: GL_ACCOUNTANT
Enter the following Header details.
Line Item 1: Enter the following details
Line Item 2: Enter the following details
Click on Post.
Click on Display.
Click on Settings
Select Functional area and click on OK.
Functional Area is YB20 which proves Substitution Rule has been triggered correctly.
With this the user can successfully create and validate the rules as per business requirements.
Please find help link for the feature: https://help.sap.com/viewer/0fa84c9d9c634132b7c4abb9ffdd8f06/2005.500/en-US/5c8c2825535f4e3aa9b7f716a0085221.html
Thanks & regrads,
Hima.
Thanks for sharing Hilma!
Thank you Medeiros.
Great content. Thanks for sharing.
Thank you Liu.
I am seeing the overwrite option is disabled in the partner system for cost center. How can I enable the overwrite function for cost center ?
Very useful Hima. Thanks
Thank you Moreira.
Hima Paluri very informative, thanks for sharing.
Thank you Sandeep.
Thanks for sharing!
Thank you Vijayendra.
thanks for sharing. there is customer asking about similar feature and i would like to refer this blog to them.
Sure, that's great to know..
It is really useful, also easy to follow. thanks
Thanks Birtalan..
Hi Hima, thanks for the post! Would you mind adding the help link for the feature: https://help.sap.com/viewer/0fa84c9d9c634132b7c4abb9ffdd8f06/2005.500/en-US/5c8c2825535f4e3aa9b7f716a0085221.html. I am the docu author and want to promote the help and collect feedback. Thanks!
Hi Grace,
Thanks for that, i have added the link now..
Great post 🙂
Thanks Anshu..
Hi Hima,
Great post.
I'm trying to create a Validation rule slightly more complex (screenshot attached):
For a certain GL account, we would like to enable a profit center OR a range of WBS
The "or" is key here, it would be either one or the other depending of the scenario.
Currently it looks like if I add a line in the Validation rule, the system takes it as a additional condition. "AND". It wont allow me to post my transaction if both condition are not met.
I was wondering if one of you was able to setup a similar Validation rule already ?
Same problem when trying to create a validation rule when for a specific GL account, we would like to enable a Cost Center OR a range of WBS.
Best regards,
Laurent
Hello Laurent,
Currently the rule maintenance doesn’t provide the option of multiple validations connected by an OR. Though there is a work around by creating two instead of one rule.
What you are trying to achieve:
Precondition:
GL_Accounting EQ 63010300
Validation:
Profit Center BETWEEN [abc] and [def] OR
WB EQ 503040
Instead you can create two rule as follows:
Rule 1:
Precondition:
GL_Accounting EQ 63010300
WB NOT EQ 503040
Validation:
Profit Center IN [abc]
Rule 2:
Precondition
GL_Accounting EQ 63010300
Profit Center NOT IN [abc]
Validation:
WB EQ 503040
This is a little more work, but would serve the same purpose. I’d be happy to get to know in case this suggestion doesn’t work for you.
Regards,
Sandra.
Thank you!
Thanks for sharing Hilma! It is really helpful.
Great explanation! Thank you very much!
It would be great if we could use custom fields and CDS views in the substitution. E.g. I want to put the employee service cost level in a custom field on the entry item.
Hello all, is the Substitution & Validation creation also available in the Public Cloud starter system? I have the problem that I can access the app, but cannot edit the conditions or rules. Thanks in advance.
Hi Hima,
We would like to explore more on the script rather than the steps you mentioned above.
However, we could not find ways to enter the logic based on script.
For example, we would like to achieve something similar to /0SAP/SetProfitCenter with codes below where our reference of the profit center is based on SAP standard CDS View I_ServiceDocumentItemEnhcd:
SAP sample:
case when not( posting-SoldProduct is initial ) and not( posting-Plant is initial ) then
initialize posting-profitCenter := I_ProductPlantBasic[ where Product = posting-SoldProduct and Plant = posting-Plant ]-ProfitCenter.
Our wish:
case when not( POSTING0-ServiceDocumentType IS INITIAL )
and not( NOT( POSTING0-ServiceDocument IS INITIAL )
and not( NOT( POSTING0-ServiceDocumentItem IS INITIAL)
then initialize posting-profitCenter := I_ServiceDocumentItemEnhcd-ProfitCenter.
Could you please advise how could we code this in scripting function.
We desparately need this feature by end of this week. If it is available for SAP to code it for us in back-end, we are fine with it.
Thank you.
Best regards
KK Low