Reconciliation of AR/AP between PCA and FI

Summary

Symptom

After checking note 81374, there is still a discrepancy for account receivables and payables between Financial Accounting and Profit Center Accounting. This discrepancy may be explained by the valuation differences calculated by program SAPF100.

Other terms

Reconciliation  1KEK  ZREC1800  F.5D  BFOK_A  BFOD_A  BFOK_AB  BFOD_AB

Reason and Prerequisites

Report SAPF100 (OI Foreign Currency Valuation) has been run. In SAP standard, the transfer of payable and receivable (transaction 1KEK) will transfer A/R and A/P open items to PCA after netting off the valuation differences. In FI, the valuation differences are not included in the balance but stored in the open item in the FI document (field BSEG-BDIFF). Therefore, when comparing the AR/AP account balances between PCA and FI, it shows differences between these 2 modules.

Important Information about report SAPF100

• Report SAPF100 can be executed with or without flag 'balance sheet preparation'. If the flag is activated the calculated valuation differences are stored in the open item in the FI document (field BSEG-BDIFF). If the flag isn't activated it is a key date related valuation run. In this case SAPF100 is posted and reversed at a defined date. Usually the posting is at the end of a period and the reversal at the beginning of the following period. The valuation differences aren't stored in the FI document. It is recommended to execute SAPF100 at the end of the period you want to calculate.

           If report SAPF100 is executed with valuation areas it is always a key date related valuation run (with or without flag 'balance sheet preparation'). As a result the valuation differences aren't stored in the FI document.

           Please pay attention to the fact that transaction 1KEK can only consider the calculated valuation differences if they are stored in the open item in the FI document (field BSEG-BDIFF) !

• The following reports/transactions should be executed back-to-back and an the end of a period to avoid discrepancies and problems of temporal delimitation: 1. SAPF100, 2.SAPF180A (TA F.5D) and 3. transaction 1KEK.

• Only the result of the last SAPF100 run is stored in the FI document (BSEG-BDIFF) and after execution of SAPF180A (TA F.5D) in the tables for valuation differences (BFOD_AB/BFOK_AB). This means that the result of the previous runs are lost if you execute SAPF100 again. The results of report SAPF100 have no history. This leads to the following problems:

• • If you have to execute transaction 1KEK for previous periods again (because of discrepancies) the ACTUAL valuation differences are used ! If the exchange rates haven't changed there will be no problems. But normally the exchange rates have changed so that the valuation differences of the actual period and the previous period are not the same. As a result the 'old' payables and receivables are netted off with the ACTUAL valuation differences.

• • The column 'valuation differences' in report groups 8A98 and 8A99 ALWAYS shows the ACTUAL values of report SAPF100.

Solution

Known Problems

• In the standard SAP System the distribution via SAPF180A (Transaction F.5D) is only calculated for the items that are not cleared at the time you execute SAPF180A. This causes problems, for example, if you clear an item on 2/1 that is open on 1/31 and execute SAPF180A after this. The valuation differences are not distributed to profit center and business area in this case. Please see note 131242.

• You calculate unrealized exchange rate gains and losses using SAPF100. The corresponding distribution of these items to profit centers and business areas is calculated via SAPF180A (Transaction F.5D). At the time of the foreign currency valuation, these items were distributed and cleared via SAPF180A. However, in the SAP standard system, the distribution of the foreign currency valuation is only calculated for the items that are not yet cleared at the time you execute SAPF180A. Please see note 409364 and 410380.

• Wrong exchange rate differences after clearing has been reset. Please see note 415550.

Steps for analyse

To proof that the discrepancy is due to the valuation differences, you can perform the following steps :

1. 1. Import of the actual version of report groups 8A98 and 8A99 (TA OKT0: Customizing PCA -> Information System -> Report Painter -> Import Reports).

1. 2. Use TA GRR1 to copy report

            8A4-0010 to ZA4-0010 (Drill-down receivables)
            8A4-0012 to ZA4-0012 (Drill-down payables)
              (in library 8A4).

1. 3. Modify these 2 reports ZA4-0010 and ZA4-0012 to select value using company code and key date only. You can use TA GR32 :
   Select Edit -> General data selection -> Display/Change -> Deselect this field 'Profit Center'.
   When executing these 2 reports, you will be asked to create a new report group. You can specify any report group name.
   Please also take note that this selection field 'Key Date' is referring to the last day of the period defined in the fiscal year variant.

1. 4. Now you can compare the reconciliation accounts or customer accounts at company code, account and period level. The formulae for the reconciliation is :
       Total Amount in PCA   =   FI Balance  -  Valuation differences
       Actual line items                          show in reports
          (TA KE5Z )              (TA FS10)         8A98 and 8A99

              !!! To get right data concerning the value differences reports 8A98 and 8A99 can only be executed with the period of the last run of 1KEK (value differences are not stored periodically and contain always the actual differences).

If you work with the standard setting of valuation differences in PCA transaction KE5T shows differences amounting to the valuation differences shown in report groups 8A98 and 8A99. Please be aware of this.


If you do not want the system to net off the valuation differences when transferring the AR/AP items to PCA, you can implement either one of the solutions mentioned in note 111491.

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