title: execute recurring entries work instruction

Title: Execute Recurring Entries 11/06/07 Functional Area : Finance

Process : General Ledger

File name: ~BPP-FI_GL_F.14_EXECUTE-RECURRING_ENTRIES_110607.DOC

Version: 08 SBBC Final Review Last Modified: 11/28/2007

Work Instruction / 22

Work Instruction

Execute Recurring Entries 11/06/07 F.14

Purpose

Use this procedure to create posting documents from recurring documents established in SAP. This will post the recurring documents that have been established in the SAP by batch; therefore, eliminating the need to enter individual journal entries on a monthly basis for these transactions.

Recurring entries should be reviewed as part of the month end process and the recurring entries that should be executed this transaction code should be processed. Financial Reporting will be responsible for reviewing and executing recurring entries.

Trigger

Perform this procedure at specific intervals to create GL documents from recurring entry documents that were established.

Prerequisites

• Transaction code FBD1 – Enter Recurring Entry must have been established for GL documents before this transaction can be run.

Menu Path

Use the following menu path(s) to begin this transaction:

• Select SAP Menu Accounting Financial Accounting General Ledger Periodic Processing Recurring Entries F.14 - Execute.

Transaction Code

F.14

Helpful Hints

None






Procedure

1. Start the transaction using the menu path or transaction code.

SAP Easy Access

2. Double-click .






Create Posting Documents from Recurring Documents

3. As required, complete/review the following fields:

Field Name R/O/C Description

Company code R The Company Code is an organizational unit within financial accounting.

Broward County Public Schools (BCPS) is only using one company code. This field should always be SBBC.

Example: SBBC







Document Number R The unique identification value assigned to a business event as it is processed in SAP; the system automatically creates and assigns document numbers as each document is posted--manual assigning of document numbers is not possible.

This is the document number of the recurring entry document previously established.

Example: 910000003

Fiscal Year R A period of usually 12 months, for which the company produces financial statements and takes inventory. A fiscal year need not correspond to a calendar year.

Example: 2007

Document type R The document type classified the accounting document.

Refer to Step for drop down list options available. Example: SA – this document type is for G/L Account

documents such as journal entries.

4. Click to view the drop down list options.






Document Type (1) 42 Entries found

5. Double-click .









Posting date O The date on which a transaction in SAP will be posted to the appropriate accounts. SAP will default this field to be the current date, but changes are allowed. For items to be posted in a future or past period, you must enter the posting date.

Entry date O Specifies the date on which the accounting document was entered.

Reference number O Vendor invoice number.







Reference Transaction

O If an accounting document is posted via the interface in Accounting, the sending application transfers a unique reference.

This is the reference used for interface postings such as when Compass interface transactions are posted there will be a unique reference for those transaction.

Reference key O If an accounting document is posted via the interface in Accounting, the sending application transfers a unique reference.

Logical system O System in which integrated applications are running on a common data basis.

Settlement period O Settlement period (fiscal month - 1 character)

Run schedule O Plan which contains the required run dates for recurring entry original documents. Using the run schedule, accounting documents can be created from recurring entry original documents at any interval.

User O The User ID.

7. Use the scroll on the right to display the bottom portion of the screen.









Batch input session name

O With this parameter, you can freely choose the name of batch input session to be created. If you do not assign a separate name, the batch input session name “SAPF120” is set by the program.

User name R User which is used for access to the system and authorization checks.

Example: P00056957







Blocking date for BI session

O With this parameter, you can block the session up to a certain date. This is useful, for example, if you planned the program for processing all sessions (RSBDCSUB) daily in batch, but the session is only permitted to be processed as of a certain date.

9. Click to execute.


The system displays the message “Session SAPF120 was created.”

10. Click until you return to the SAP Main Menu.






SAP Easy Access

11. Move your cursor to the command line and enter transaction code SM35.

12. Click to proceed to the Batch Input – Session Overview screen. Locate the session number that was created from F.14 which was SAPF120.






Batch Input: Session Overview

13. Double-click Session SAPF120 which is the batch to be run.







14. Click to display the Analysis of Session SAPF120 screen. This provides session information pertaining to the batch transaction such as name, created on, created by, the time it was created, the authorization, and what queue it is in. It will also provide an overview of the transaction.






Analysis of Session SAPF120

15. Click to display the Folder Header for Session SAPF120.






Analysis of Folder SAPF120: Folder Header

16. Click on the page down scroll bar until Deletion Ind. field is displayed. The Deletion Indicator prevents the recurring entry from being carried out again and will allow it to be deleted if checked. If the recurring entry should continue to be processed then it should be unchecked.







17. Click to change the Deletion ind. button from checked to unchecked. This will allow the recurring entry to be processed.







18. Click to return to the Analysis of Session SAPF120 screen.






Analysis of Session SAPF120

19. Click to return to the Batch Input: Session Overview screen.







20. Select the batch process that you have created and click to display the screen below.






Process Session SAPF120

For this example Process/foreground is checked so the system will show the processing screens but for most of these processes Display errors only should be selected because you would not want to tie up your system while running this process. The Dynpro standard size is defaulted this provides the main components of the screen such as layout and attributes.

21. Click to proceed with the batch input process.






Realize Recurring Entry: Header Data

22. Click to proceed through the processing screens until the posting of the transaction is complete.

Remember that for most batch processes they will be processed behind the scenes therefore the screen above will not be displayed. The screen is displayed because the Process/foreground button was selected for this example.

23. Click to proceed after the information box is shown.






Information

24. If the process is error free, click .







Ensure that the batch input process has a Status marked with a green check mark which indicates the batch session has been processed without any errors.

25. Click until you return to the SAP Main Menu.

26. You have completed this transaction.

Result

You have successfully completed executing recurring entries.

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