SAP - FI Financial Accounting Workflow Scenarios

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<p>FI Financial Accounting: Workflow Scenarios</p> <p>Release 4.6B</p> <p>HELP.BCBMTWFMFI</p> <p>FI Financial Accounting: Workflow Scenarios</p> <p>SAP AG</p> <p>Copyright</p> <p>Copyright 2000 SAP AG. All rights reserved.</p> <p>No part of this brochure may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft , WINDOWS , NT , EXCEL , Word and SQL Server are registered trademarks of Microsoft Corporation. IBM , DB2 , OS/2 , DB2/6000 , Parallel Sysplex , MVS/ESA , RS/6000 , AIX , S/390 , AS/400 , OS/390 , and OS/400 are registered trademarks of IBM Corporation. ORACLE is a registered trademark of ORACLE Corporation, California, USA. INFORMIX -OnLine for SAP and Informix Dynamic Server Informix Software Incorporated. TM </p> <p>are registered trademarks of</p> <p>UNIX , X/Open , OSF/1 , and Motif are registered trademarks of The Open Group. HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C , World Wide Web Consortium, Laboratory for Computer Science NE43-358, Massachusetts Institute of Technology, 545 Technology Square, Cambridge, MA 02139. JAVA is a registered trademark of Sun Microsystems, Inc. , 901 San Antonio Road, Palo Alto, CA 94303 USA. JAVASCRIPT is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. SAP, SAP Logo, mySAP.com, mySAP.com Marketplace, mySAP.com Workplace, mySAP.com Business Scenarios, mySAP.com Application Hosting, WebFlow, R/2, R/3, RIVA, ABAP, SAP Business Workflow, SAP EarlyWatch, SAP ArchiveLink, BAPI, SAPPHIRE, Management Cockpit, SEM, are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other products mentioned are trademarks or registered trademarks of their respective companies. </p> <p>2</p> <p>December 1999</p> <p>SAP AG</p> <p>FI Financial Accounting: Workflow Scenarios</p> <p>IconsIcon Meaning Caution Example Note Recommendation Syntax Tip</p> <p>December 1999</p> <p>3</p> <p>FI Financial Accounting: Workflow Scenarios</p> <p>SAP AG</p> <p>ContentsFI Financial Accounting: Workflow Scenarios .................................................5Workflow Scenarios in Financial Accounting (FI) ...................................................................... 6 Workflow Scenarios in Asset Accounting (FI-AA) ..................................................................... 7 Mass Changes to Master Data (FI-AA Mass Changes to Master Data) .................................... 8 Technical Background (FI-AA Mass Changes to Master Data) ............................................... 10 Preparation and Customizing (FI-AA Mass Changes to Master Data) .................................... 11 Operation and Connection to Application Functionality (FI-AA Mass Changes to Master Data)15 Mass Retirement (FI-AA Mass Retirement) ............................................................................... 16 Technical Background (FI-AA Mass Retirement) ..................................................................... 17 Preparation and Customizing (FI-AA Mass Retirement) .......................................................... 18 Operation and Connection to Application Functionality (FI-AA Mass Retirement) .................. 19 Processing Incomplete Assets (FI-AA Incomplete Assets) .................................................... 20 Technical Background (FI-AA Incomplete Assets)................................................................... 21 Preparation and Customizing (FI-AA Incomplete Assets)........................................................ 22 Operation and Connection to Application Functionality (FI-AA Incomplete Assets) ................ 23 Workflow Customizing: FI-AA Notification when Cost Center Locked.................................. 24 Triggering a Workflow from a Validation (FI-SL) ...................................................................... 26 Technical Background (FI-SL).................................................................................................... 27 Object Type VALIDATION (Validation in the Special Purpose Ledger)................................... 28 Standard Task MsgDisplay (Display Validation Message)....................................................... 29 Preparation and Customizing (FI-SL) ........................................................................................ 30 Performing Task-Specific Customizing .................................................................................... 31 Activating Event Linkage ..................................................................................................... 32</p> <p>4</p> <p>December 1999</p> <p>SAP AG</p> <p>FI Financial Accounting: Workflow Scenarios FI Financial Accounting: Workflow Scenarios</p> <p>FI Financial Accounting: Workflow ScenariosSee also: BC Workflow Scenarios in Applications [Ext.]</p> <p>December 1999</p> <p>5</p> <p>FI Financial Accounting: Workflow Scenarios Workflow Scenarios in Financial Accounting (FI)</p> <p>SAP AG</p> <p>Workflow Scenarios in Financial Accounting (FI)For more information about workflow scenarios in Financial Accounting, see: Parking a Document [Ext.] Payment Release [Ext.] Financial Calendar [Ext.]</p> <p>6</p> <p>December 1999</p> <p>SAP AG</p> <p>FI Financial Accounting: Workflow Scenarios Workflow Scenarios in Asset Accounting (FI-AA)</p> <p>Workflow Scenarios in Asset Accounting (FI-AA)Mass Changes to Master Data (FI-AA Mass Changes to Master Data) [Page 8] Mass Retirement (FI-AA Mass Retirement) [Page 16] Processing Incomplete Assets (FI-AA Incomplete Assets) [Page 20]</p> <p>December 1999</p> <p>7</p> <p>FI Financial Accounting: Workflow Scenarios Mass Changes to Master Data (FI-AA Mass Changes to Master Data)</p> <p>SAP AG</p> <p>Mass Changes to Master Data (FI-AA Mass Changes to Master Data)UseThe FI-AA component offers a procedure for mass processing of freely definable changes to asset master data. This procedure makes use of SAP Workflow, which enables the system to carry out master data changes automatically to a large extent. This type of master data change for large numbers of assets might be necessary when one of the following cases applies: There is a change to the cost center plan, requiring you to change the cost center assignment of all assets affected. As part of year-end closing, you have to change depreciation terms. Following the legacy data transfer, you have to make entries in certain asset master data fields that could not be copied from your previous system. You made a change at the asset class level. Changes at this level affect only those assets that are created after the change was made. Therefore, you have to make this change in the already existing assets.</p> <p>SAP Workflow enables you to tie these large-scale changes of sensitive master data into an organizational process. This process gives you greater control, as well as the opportunity for checks by various employees, since the process involves a number of people in your enterprise.R e p o rtin g Va lu e d is p la y M a s te r d a ta G e n e ra l W o rk flo w P ro c e d u re</p> <p>S e le c tG e n e ra te W o rk lis t of s e le c te d a s s e ts</p> <p>C heck &amp; c o rre c t</p> <p>re le a s e</p> <p>Workflow for Mass Change</p> <p>StructureThe mass change process includes three functions: Selecting the assets, and generating a worklist Checking and correcting the worklist</p> <p>8</p> <p>December 1999</p> <p>SAP AG</p> <p>FI Financial Accounting: Workflow Scenarios Mass Changes to Master Data (FI-AA Mass Changes to Master Data)</p> <p>Releasing the worklist (= execution of the mass change)</p> <p>December 1999</p> <p>9</p> <p>FI Financial Accounting: Workflow Scenarios Technical Background (FI-AA Mass Changes to Master Data)</p> <p>SAP AG</p> <p>Technical Background (FI-AA Mass Changes to Master Data)First, you have to select the assets that you want to change. You make this selection using any standard asset report. You then place the selected assets in a work list (function Create worklist in the list display of the report). Note that you can only select assets from a single company code. The function Dynamic selections in the report selection screen allows you to further limit the selection. In addition to the standard reporting selection criteria, this function allows you to use all the fields of the general data part of the master record as selection criteria. You can also add individual assets to the worklist from the asset master data transaction or the value display transaction under the menu option Environment.</p> <p>The report for creating a worklist only shows assets that have APC amounts. In order to select assets that have not been posted, you have to use the standard report unposted assets (under Day-to-day activities). You use substitutions in order to define the rules for determining under which circumstances which master record fields receive what new contents (refer to FI-AA Asset Accounting [Ext.]). When you create a worklist, you have to enter a substitution rule. When the worklist is processed, all the assets in the worklist will be changed according to the defined substitution rule. The system documents the changes, as it does manual changes, by creating change documents. The worklist that is created opens a workflow. By means of the definition of the workflow, the system determines which employees should carry out the following steps: Manual checking and making any additions to the work list Releasing the worklist and posting the changes</p> <p>The system automatically sends the worklist for processing to the specified employees. They receive the work list in their R/3 Mailbox.</p> <p>10</p> <p>December 1999</p> <p>SAP AG</p> <p>FI Financial Accounting: Workflow Scenarios Preparation and Customizing (FI-AA Mass Changes to Master Data)</p> <p>Preparation and Customizing (FI-AA Mass Changes to Master Data)UseYou can represent the organizational plan of your enterprise in the R/3 System by entering organizational units, positions, and jobs. This organizational plan is used in the Personnel Planning and Development (PD) component for employee management. The definition of the organizational plan also plays a significant role in managing SAP Business Workflow. The system uses this organizational plan to determine the employee who is responsible for a particular workflow task. The workflow tasks are assigned to positions or to the organizational units they belong to.</p> <p>FeaturesThe following tasks can be performed using SAP workflow procedures: Making mass changes to master data Posting mass retirement Processing incomplete assets</p> <p>Therefore, you should define asset accounting and its employees (system users) in the R/3 organizational plan. The tasks listed above are defined as model workflow tasks in the standard system. You do not have to make any further entries for the workflow definitions. In order to carry out these tasks, the only requirement is to assign the standard tasks below to the organizational unit Asset Accounting (which you have defined) or to a position or job belonging to it. Correct worklist Release worklist</p> <p>For this purpose, there is also a corresponding activity in the Implementation Guide for Asset Accounting (Preparations for Production Startup =Authorizations). The graphic below shows an example of an organizational plan and the workflow assignments:</p> <p>December 1999</p> <p>11</p> <p>FI Financial Accounting: Workflow Scenarios Preparation and Customizing (FI-AA Mass Changes to Master Data)</p> <p>SAP AG</p> <p>PD Organizational Plan Accounting Organizational UnitsFinancial Accounting</p> <p>Cost Accounting Asset Accounting</p> <p>...or Workflow</p> <p>. . .</p> <p>Position: Asset Accounting</p> <p>Work List</p> <p>FI-AA StandardFI-AA Standard tasks Bulk changes Mass retirement Incompl. assets</p> <p>Owner: PENNY</p> <p>Definition of an Organizational Plan</p> <p>A workflow task can also be assigned directly to an R/3 user (see the FI-AA Implementation Guide: Preparations for Production Startup). In this way, you can use the FI-AA workflow scenarios without having a defined PD organizational plan. Defining a substitution rule is also required for mass changes, in addition to the organizational assignments. For more information, see the FI-AA Implementation Guide under Master Data. The procedure for defining a substitution rule is explained there. The graphic below shows the Customizing definition of a substitution rule. Cost center 8936 should replace cost center 4711.</p> <p>12</p> <p>December 1999</p> <p>SAP AG</p> <p>FI Financial Accounting: Workflow Scenarios Preparation and Customizing (FI-AA Mass Changes to Master Data)</p> <p>Substitution Step</p> <p>COST 1 001 Change cost center 4711 to 8936</p> <p>Prerequisite &amp;KOSTL = 4711 More ...</p> <p>Continue</p> <p>Substitutions (if prerequisite is met)Field Cost center Constant value 8936 Sub. Exit Entry 1 of 1</p> <p>Definition of prerequisites according to Boolean rules</p> <p>Constant value or user exit when precondition is met</p> <p>Substitution Rule</p> <p>Please note that when you make a change to time-dependent data (such as the assignment to a cost center), you always have to enter the time interval (valid from/to date) in the substitution rule. When you enter a new valid from date in the substitution, the system automatically opens a new time interval. You can only change one time interval in each mass change. It is not possible to change several time intervals at once. Also note that when you make changes to the depreciation terms, you also have to enter the depreciation area (AFABE) in the prerequisite.</p> <p>The following example shows a substitution rule for changing the cost center in the asset master record. The cost center should be changed for all assets in asset class 1000 as of 1/1/1996 from QKI to 1, if QKI is the valid cost center after 12/31/1995: Prerequisite: $ANLKL = '00001000' and $KOSTL = 'QKI ' and</p> <p> $BDATU &gt; '19951231' Substitution (when the condition is fulfilled) Cost center: 1 Valid from: 1/1/1996</p> <p>December 1999</p> <p>13</p> <p>FI Financial Accounting: Workflow Scenarios Preparation and Customizing (FI-AA Mass Changes to Master Data)</p> <p>SAP AG</p> <p>Note that the valid to date (BDATU) in the prerequisite has to be entered in the form year/month/day.</p> <p>14</p> <p>December 1999</p> <p>SAP AG</p> <p>FI Financial Accounting: Workflow Scenarios</p> <p>Operation and Connection to Application Functionality (FI-AA Mass Changes to Master Data)</p> <p>Operation and Connection to Application Functionality (FI-AA Mass Changes to Master Data)This is the procedure for carrying out a mass change: 1. Define a substitution rule for the mass change (Tools Mass change rule) Choose New entries. Enter the company code, a number and a description for the substitution. Then choose Goto Substitution. Choose Substitution Create. Define a substitution step (Insert entry). In the resulting dialog box, you select the fields that should be changed...</p>