SAP On’prem S/4HANA FI-SD Integration – 2/3
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Revenue account determination in SD is a process to determine the relevant revenue accounts to which prices, discounts, and surcharges are posted.
The system uses conditions to determine the relevant accounts.
Revenue Account Determination
In the following menu options, you define the control of revenue account determination for transferring billing values from the SD module to the FI module. Revenue account determination is carried out using the condition technique.
For controlling revenue account determination, the following criteria are important:
• Account determination table
In the account determination table, you define the criteria on which account determination should depend.
• Access sequence
Here, you define in which sequence fields are read from the billing document (header and item). An access sequence refers to the permitted field combinations stored in the condition table.
• Account determination type
The account determination type is a module of the conditions technique. You have to create at least one account determination type and allocate it to an account determination procedure.
• Account determination procedure
The account determination procedure contains the necessary account determination types with which the SAP System can automatically find the revenue accounts.
• Account key
With the three-digit account key, you finally allocate the revenue account.
Define Access Sequences and Account Determination Types
Define the access sequences and account determination types for automatic revenue account determination.
In this menu option, you define access sequences and account determination types for automatic revenue account determination.
Using the access sequence, you define the following:
• Which condition tables the system uses to access condition records
• The sequence in which the system reads the condition tables
• The field contents that the system uses to read the condition records
In the account determination type, you define the control data access sequence and validity date.
• Five access sequences are defined in the system, for example, the following two access sequences:
o Chart of accounts/Sales Org./Acct. Group. Cust./Acct. Group Mat./Account Key
o Chart of Accounts/Sales Org./Account Keys
• In the system, one account determination type with the key “KOFI” is predelivered.
With these entries, you can initiate automatic account determination to be carried out by the system.
1. Check to what extent you can adopt the access sequences and account determination types contained in the system.
2. Define your access sequences. To do this, select the relevant criteria for a new access sequence.
3. Define your account determination types by assigning access sequences to them.
Define Access Sequences for Revenue Account Determination
Define Account Determination Types
Define And Assign Account Determination Procedures
In this menu option, you define account determination procedures and allocate them to the billing types.
In an account determination procedure, you define the sequence in which the system should read the account determination types used for revenue account determination.
You allocate the account determination procedures to the billing types for which a corresponding account determination is to be carried out.
The billing types must be defined. The defined billing types are automatically proposed to you for allocation.
In the system, a default account determination procedure with the key “KOFI00” has already been defined. With this procedure, automatic account determination can be covered.
1. Check to what extent you can adapt the default procedure contained in the system.
2. Define your account determination procedures and specify the account determination types which are relevant to this account determination in each case.
3. Allocate the account determination procedures to the billing types.
If necessary, specify the account key of cash settlement for cash payments.
Define account determination procedure
The above screen shot shows the control data of the account determination procedure KOFI00.
New condition types can be added to this procedure using the New Entries button.
The step, counter, condition type and requirement values should be entered and saved.
The step column contains the sequence in which the condition types of the procedure will be accessed, the one with the lowest step value being accessed first. If two condition types contain the same step value, the counter column is checked for the sequence.
The one with the lower counter value will be accessed first. The condition types are contained in the column CTyp.
The requirement column has options that can be chosen for a condition type as shown below.
The 8 options shown here are standard ones. Customized routines can also be created and added here. For example, for KOFI, the requirement column contains value 2 implying that this condition type can be activated only when the requirement that there is no CO account assignment is satisfied.
If the requirement is fulfilled (SY-SUBRC = 0), the relevant step is executed, which can be a step in the case of a pricing procedure or an access in the case of access sequence.
A possible requirement would be, for example, that a difference should be made between document currency and local currency.
The second activity in this step is assigning the procedures. Double click on the option Assign account determination procedure.
Assign Account Determination Procedure
KOFI00 is a standard account determination procedure.
Procedure (Pricing, Output Control, Acct. Det., Costing,…)
Specifies the conditions that are allowed for a document and defines the sequence in which they are used.
Procedures are used, for example, in the following applications:
• Pricing in Sales and Distribution
• Applying overhead in Product Costing (costing sheets) and for CO internal orders
• Calculating accrued costs in Profitability Analysis
• Output control (printed confirmations, EDI messages, electronic mail)
• Account determination
• Calculating taxes on sales/purchases
• Calculating accruals in Cost Center Accounting
• Pricing for resource planning
New procedures can be created using the button New Entries.
As seen in the screen shot above, all the billing document types defined in the system are presented.
The required account determination procedure for each billing type is assigned in the column ActDPr in the respective row. For a particular billing type, the corresponding account determination procedure is used to determine the sequence of condition types and then the respective access sequences are read in the sequence of condition types.
Account Determination Procedure for G/L Accounts
Specifies the condition types that the system uses for a particular type of document (an invoice, for example) to determine the G/L accounts to which amounts should be posted.
The column CaAc is used to specify account key for cash transactions for each billing type. This causes the system to post to a G/L account rather than to a receivables account. G/L accounts can be entered for the key in account assignment.
Account key for cash allocation
account key that causes the system to post to a G/L account rather than to a receivables account. You can enter G/L accounts for the key entered in account assignment. (Account determination can be found in Basic Functions).
You can use this to allow cash transactions to be carried out directly for the customer rather than receivables being created.
The next step is defining account keys and assigning them to condition types in pricing procedures. The account keys are defined to group together similar accounts in financial accounting. The menu path is SPRO -> IMG -> Sales and Distribution -> Basic Functions -> Account Assignment/Costing -> Revenue Account Determination -> Define And Assign Account Keys
Define And Assign Account Keys
Define account keys.
You define your account keys in this menu option and allocate them to the condition types in the pricing procedures.
With the account keys, you group together similar accounts in financial accounting. Using the account key, the system finds the desired G/L accounts.
This way you can allocate a separate account key to each condition type within a pricing procedure to implement detailed revenue account determination.
For example, you can allocate a freight condition to a freight revenue account, or a surcharge for packaging costs to a corresponding account for packaging revenues.
Define the account keys in agreement with financial accounting (FI System).
The pricing procedures for pricing have to be defined.
(See the section “Pricing”).
The following account keys are predefined in the system:
• ERF freight revenues
• ERL revenues
• ERS sales deductions
• EVV cash settlement
• MWS sales tax
1. Check to what extent you can adopt the configurations for the account keys contained in the system.
2. Define the account keys by specifying an alphanumeric key with up to 3 characters and a description.
3. Allocate the revenue account keys to the condition types in the pricing procedures.
To do this, you can call up a list of the account keys. This reference list displays for each account key which condition types have been allocated an account key in which pricing procedure.
The first activity in this step is to define account keys. Account keys are defined as based on the requirement of G\L account in FI. Double click on the option Define Account Key.
Define Account Keys
New account keys can be created in the system using the New Entries button.
As seen in the above screen shot, different account keys are defined for different types of accounting entries. For example, ERL is account key for revenue related entries while ERF is defined for Freight revenue related entries. Since account keys also play an important role in the account determination process, it helps us in hitting different accounts for various transactions for the same set of customer or material.
Some of the standard account keys are:
• ERB – Rebate Sales Deductions
• ERF – Freight revenues
• ERL – Sales Revenues
• ERS – Sales Deductions
• ERU – Rebate Accruals
• EVV – Cash Settlement
• MWS – Sales Tax
Assign Account Keys
The second activity in this step is to assign account keys to condition types in pricing procedures. Double click on the option Assign Account Key.
Key that identifies different types of G/L account.
The account key enables the system to post amounts to certain types of revenue account. For example, the system can post freight charges (generated by the freight pricing condition) to the relevant freight revenue account.
This step is the same as the one discussed in pre-requisites for pricing procedures. The activity done there through t-code V/08 is the same as the one done in this step. However, in this screen, we can add only the required account key in the ActKy column against the corresponding Condition types in the CTyp column.
The V/08 screen allows several other activities like adding new procedures, changes to condition types within a procedure, change of steps or counter etc. along with the assignment of the account keys.
Account Key – Accruals / Provisions
Key which identifies various types of G/L accounts for accruals or provisions.
With the aid of the account key, the system can post amounts to certain types of accruals accounts. For example, rebate accruals which are calculated from pricing conditions can be posted to the corresponding account for rebate accruals.
Create Billing Documents
App ID: F0798
With this app, you can create billing documents (for example, invoices and credit memos) from items in the billing due list. This includes debit memo requests, sales orders, deliveries, and other sales and distribution (SD) documents. You can also generate temporary billing documents that you can review before converting them to final billing documents.
• Display, sort, and filter the billing due list
• Create billing documents (for example, F2 invoices) with reference to items in the billing due list (for example, outbound deliveries and billing document requests)
• Make settings that affect the creation of billing documents (for example, whether newly created documents are automatically posted to financial accounting)
• Adjust view settings and save and load custom views
• Navigate to related apps
• Export data to spreadsheets
Read more in
D1: Create Billing Documents (SAP S/4HANA 1709)
P1: Create Billing Documents (SAP S/4HANA 1709)
Learn more about solution capability:
Sales Billing (S/4)
Manage Billing Documents
App ID: F0797
With this app, you can manage invoices, invoice cancellations, credit memos, and other billing documents. This includes displaying, editing, posting, and canceling billing documents. You can also review why a billing document split has occurred and generate PDF-based print previews of billing documents.
• Display, sort, and filter a list of all billing documents in the system
• Post billing documents to financial accounting
• Display billing documents in detail, including a PDF preview and split analysis
• Cancel billing documents
• Adjust view settings as well as save and load custom views
• Navigate to related apps
• Export data to spreadsheets
Read more in
Learn more about solution capability:
Sales Billing (S/4)
Displaying Account Determination Analysis
The screen shot below shows an accounting document in FI. The APPS used is Manage Journal Entries.
You use this app to analyze your journal entries and create reversals in order to make adjustments. Filtering and selection criteria enable you to quickly find journal entries, for example based on the journal entry type or the user. The information provided includes the G/L accounts posted, other account assignment objects, and any sales or purchase taxes. You can create new journal entries based on other journal entries. Display variants allow you to add or remove fields. You can enter notes or add attachments to explain the posting. Information is shown on any related documents such as purchase orders or invoices. Amounts can be displayed in different currencies, for example local currency or transaction currency.
You can simulate posted entries in the entry view. You can also select multiple journal entries and reverse them in a mass reversal process. Simply select all of the relevant entries and then select Reverse to execute the mass reversal.
• Display journal entries and their line items
o For journal entries that are automatically reversed, you can see the records of auto reverse. The planned reversal date is automatically deleted when the auto reverse is finished.
o You can edit the planned reversal date in this app before the journal entry is auto reversed.
• See information on related documents, such as purchase orders or incoming invoices
• Simulate posted journal entries in the entry view
• Reverse journal entries individually or in a mass reversal (up to 2000 journal entries)
When a mass reversal contains over 200 line items, the system processes the job at background and you can be navigated to the Application Jobs app for the processing status.
• View the reversal history of journal entries
• Create a new journal entry based on a reversed journal entry
• Display the amounts in different currencies
• Display journal entries showing only the items originally entered or including any clearing items
• Display history of journal entry changes
• Display intercompany journal entries when an intercompany transaction is involved
• Add attachments and enter notes to explain the reason for a posting
In addition, the app supports the following technical features and options:
• SAP Jam integration
• Send Email
• If the extended material number has been activated in your back-end system, it is automatically displayed in the Material field in this app. For more information, see section Extended Material Number in Apps in the SAP S/4HANA UI Technology guide.
Read more in
P1: Manage Journal Entries (SAP S/4 Hana On Premise)
The G/L account 41000000 has been chosen for posting of the sales. The corresponding billing document can be seen using menu tab RELATED DOCUMENT.
Posting View Item G/L Account Profit Center Debit Credit
000001 12100000 619,200.00 EUR 0.00 EUR
000002 41000000 YB111 0.00 EUR 516,000.00 EUR
000003 22000000 0.00 EUR 103,200.00 EUR
To see the account determination analysis, from the billing document screen, use the menu tab Environment -> Account Determination Analysis -> Revenue Accounts
As seen from the screen above, the G/L account entry was not found in condition table condition type/account key. The account 41000000 was determined from the table Acct Key.
020 120 G/L account 0041000000 determined from Account determination type KOFI