Check and Correct Breakdowns of Transaction Data in S/4HANA Group Reporting
The Transactional data records are written to the Group Journal Entries table – ACDOCU and are recorded according to the breakdown category assigned.
However, the Transactional data can become inconsistent if:
- You assign a different breakdown category to a Financial Statement Item
- You change the breakdown type in the breakdown category or you add or delete breakdowns
- You change the fixed value in the breakdown category
- You change the maximum selection
- You delete characteristic values that are used as sub assignments
Change the Inconsistent data into valid data
The Fiori App Check and Correct Breakdowns of Transaction Data which is in the Fiori Apps catalogue Consolidation Master data checks the breakdowns and adjusts the transaction data in a way that resolves inconsistencies within sub assignments. When the data becomes inconsistent due to the changes mentioned above, it is necessary to execute the breakdown check with the Fiori App Check and Correct Breakdowns of Transaction Data (hereafter referred to as Breakdown Checker). This should be a Master Data Management process and executed whenever there are master data changes.
Any changes to the breakdown category or master data will require the breakdown checker to be executed. The breakdown checker will examine the transactional data records and attempt to correct the records according to the type of change made or require user intervention to make the correction.
The breakdown category explained
It is imperative to understand the breakdown types when assigning sub assignments in a breakdown category.
The following Breakdown Category Fields are predefined by SAP and available for selecting for a breakdown category (which is then assigned to a Financial Statement Item):
- Partner Unit
- Subitem Category
- Transaction currency
- Unit of measure
The following breakdown types are then assigned:
|1||Optional breakdown||Initialized value allowed|
|2||Required breakdown||If blank, the default value is used|
|3||Required breakdown||Entry is Mandatory, default value is used|
|4||Required breakdown||Entry is Mandatory, the default value is not allowed|
It is possible to use ‘maximum values’ for the sub assignments. This means that, although an account requires a certain sub assignment, not all values may be available for selection i.e. there are restricted values which are allowed.
Executing the breakdown checker
After any master data changes, the Master Data management user should execute the breakdown checker function to check the breakdowns and adjust transaction data as follows:
Take the example where Trading Partner is required at the time of data release from Universal Journal and subsequently not required –
FS Items 16100010 & 21101010 has the Breakdown Category 1C20 which has Breakdown type 4 (Entry is forced, default not allowed) for Partner Unit and the Transaction Data Exist with the same sub assignment.
Figure 1 FS Items and its assigned Breakdown categories
Breakdown Category at the time of data release from Universal Journal
Figure 2 Breakdown category IC20 with assigned Breakdown types
Breakdown Category changes after releasing the data from universal Journal
(partner unit is no more required)
Figure 3 Breakdown category IC20 after change in Breakdown type for partner unit
Figure 4 Transactional data in the database showing Partner Unit information as per the initial definition of the Breakdown category
Now, we will see the step by step procedure to make the necessary changes to the transactional data as per the new definition of the Breakdown category.
Step 1. In the Fiori APP catalogue Consolidation Master data, choose the APP Check and Correct Breakdowns of Transaction Data
Enter the following in the selection screen:
- Consolidation COA
- FS Items to be checked
- Fiscal year(s)
Figure 5 Parameters screen to select the Data Records
Step 2. Select the values and Execute
– Performs the breakdown check
– Shows (on the tab Sub assignments) where the breakdown information needs to be specified by the user
– The Sub assignments tab is usually shown in summary. To expand and show detail, press the ‘FS Items’ button under Navigation Column.
Figure 7 Sub assignments screen where changes will be made by the system/ or with user interaction
Step 3. Select Save
– Corrects the errors that did not require any user input (as in example above)
Below are the database records after Execution of Breakdown checker
Figure 8 Transactional data in the database showing no Partner Unit information as per the new definition of the Breakdown category
Here we can see that the system removed the Partner unit, as that is no more relevant for these two FS items as per the new Breakdown type.
Now we will see another scenario where Trading Partner is not required at the time of releasing the data from Universal Journal and subsequently it is required
As per the Breakdown category assigned to the Financial Statement Items, the Current records have no value for Partner Unit (Breakdown Type 0 – No Breakdown).
Figure 9 Transactional data in the database showing no Partner Unit information as per the initial definition of the Breakdown category.
After executing the Breakdown checker, In the sub assignments tab system will display the records to enter the missing value of Partner unit or the system will take the Default Value (Breakdown type 3).
Figure 10 Sub assignments screen where changes will be made by the system/ or with user interaction
– Corrects the errors that required user input
– Check the entry made by the user and save if it is a possible value.
– modifies the corresponding data records in the database.
Data records after executing and saving the Breakdown checker – showing the Trading partner values as per the changes to Breakdown type.
Figure 11 Transactional data in the database showing Partner Unit information as per the new definition of the Breakdown category
Changes in more than one Breakdown type in a Breakdown Category:
Based on the requirement, we can have changes in more than one sub assignments in a particular Breakdown category. Below screenshot showing the Sub assignments where the new Breakdown category definition has changes in both Trading Partner and Subitem.
Figure 12 Sub assignment screen in the Breakdown Checker where you/system can make changes to more than one sub assignment as per the changes in breakdown types
Types of changes when there is a data inconsistency:
If you changed breakdown categories, the following cases are possible:
- Uncritical; no adjustments are necessary
- Automatic adjustment by the system
- Adjustment by the user is required
- For the breakdown errors to be corrected, the user must provide values for the missing/invalid breakdowns specified. The system transfers these adjustments to the affected transaction data.
- Adjustment is not possible
It may be that data inconsistencies are caused by characteristic not used as sub assignments. If this is the case, it may not be possible to use the breakdown checker to make these adjustments. Examples may be where a FS Item has been removed or a missing/invalid local currency. The user will have to perform additional activities as saving in the breakdown checker will not resolve the problem.
With regards to the types of changes, the table below is to highlight the possible types of breakdown type changes and impact to the consistency of the data when executing the breakdown checker.
Figure 13 Changing the breakdown type in the breakdown category
The breakdown checker can be used for checking breakdowns and correcting transaction data for one or more fiscal years. Individual FS Items or all FS Items can be selected when executing this function. The breakdown checker must be executed on a regular basis. i.e. when there are master data changes, the function should be executed.
It is imperative that the user thinks carefully about the changes and the period in which the changes are being made as the consolidation monitor tasks may need to be re-executed.
Before the balance carryforward task is executed in the new year, it is a prerequisite that Master Data Management team execute the breakdown checker and resolve all transactions prior to the balance carryforward.