Account Assignment Categories In Sap

Purpose

The purpose of this wiki is to provide an overview of account assignment in purchasing document, it also contains information about the customizing and the functionalities.

Overview

1.Definition.
2.Database table.
3.Account assignment category.
4.Customizing.
5.Function groups.
6.Function modules.
7.Special functionalities.
8.Tips and tricks.

Definition:

Specification of the objects (e.g. cost center, sales order, project) that are charged in the case of a purchase order for a material that is intended for direct usage or consumption

Database table:

  • EKKN for purchasing documents such as purchase orders, contracts...),
  • EBKN for purchase requisitions
  • T163K account assignment category customizing
  • T162K field selection
  • T163A combination of item category and account assignment category.

Account Assignment Category

The account assignment category determines:

  • The nature of the account assignment (cost center, sales order, and so on)
  • Which accounts are to be charged when the incoming invoice or goods receipt is posted
  • Which account assignment data you must provide

Customizing

  • The account assignment categories can be maintained in transaction code OME9.
    • Table T163K for setting the detailed information
    • Table T162K for setting the field selection information.
  • The automatic account assignment determination can be customized under:
    Materials management - Valuation and account assignment - account determination - account determination without wizard - configure automatic postings

    The G/L accounts are maintained under transaction FS03:
    Financial accounting - General Ledger accounting - G/L accounts - Master records - G/L account creation and processing - edit G/L account (individual processing) - Edit G/L account centrally
    One important customizing for the G/L account is the field status group which is on the tab create/bank/interest. If you have a look inside the maintained field status group you can find many fields which can also be customized in the account assignment category customizing from purchasing. The field status from both customizing must fit together.
  • The field status are set up in two places.
    • on G/L account ( FS03 display, OB14 Maintain )
    • on account assignment category in purchasing ( OLME -> OME9)
      Both settings must fit to each other. If not, you receive error message ME 045 says that G/L account cannot be used.
      'Earmarked fund' should never be 'Req. Entry in G/L account's field status group setting.
      Because the MIGO document will not store 'earmarked fund' therefore no earmarked fund in accounting document either.

Function groups:

  • Functional group MEPO
    • Subroutine ITEM_PROCESS_MAIN                          check accounting information
    • Subroutine MEPO_ACCOUNTINGS_PROCESS         normal checks
    • Subroutine KNT_COBL_PRUFEN_OHNE_KNT          Co checks when account assignment category is initial
    • Subroutine FINANZMITTEL                                      determine FM account assignments
  • Function group MEACCTVI
    This function group is for account assignment screens. The account assignment screen are used both in PO and PR.
    • Screen 1000               multiple account assignment screen
    • Screen 1100               single account assignment screen
    • Screen 1200               header screen

Function modules

  • ME_ACCOUNTING_CHECK (only for enjoy transactions):
    The main checks are made here. The structure COBL is used to call different function modules from other components with the same interface.
    Some of these functions are:
    • K_COBL_CHECK: Function that belongs to the component CO-OM (Overhead Cost Controlling).
    • SD_ORDER_CHECK: Function that belongs to the component SD-SLS-GF-CO (SD CO interface).
    • FI_COBL_CHECK: Function that belongs to the component FI (Financial accounting).
    • CASH_FORECAST_MM_RELEVANT: Function that belongs to the component TR-CM-CM (Cash Management).
    • AC_COBL_FAREA_SET: Function that belongs to the component FI-GL (General Ledger Accounting).
    • AMIN_ORDER_ON_ASSET_CHECK: Function that belongs to FI-AA-AA (Asset Accounting).
    • FMRE_COBL_CHECK: Function that belongs to PSM-FM-PO-EF (Public sector - Funds management).
  • ME_ACCOUNT_ASSIGNMENT:
    It determines the G/L account for process GBB or BSX. ( each movement type has its own transaction/process).
    With this function module we prepare the data to finally call the function module MR_ACCOUNT_ASSIGNMENT which delivers the correct G/L account according to the value maintained in the automatic G/L account determination in customizing (TA OMWB):
    Function module ME_ACCOUNT_ASSIGNMENT is used each time where a new G/L account has to be determined in purchasing applications.
    When changing account assignment category, G/L account will always be filled by the new derived G/L account. If no G/L account derived, the G/L account field is initialized in screen.
  • ME_ACCOUNTING_TYPE_CHANGE:
    This function module is called when the account assignment category is changed. A very important subroutine here is the subroutine COBL_REDUCE. In this subroutine all fields are cleared which are suppressed by customizing for the new account assignment category (see also the FAQ note 496082 question 20).

Special functionalities

  • In a document, only 1 CO real object with maxim 3 CO statistical objects is allowed. Refer to note 41103. But for CO commitment updating, it does not matter if the object is real or statistical, the determine is done in function module K_OPEN_ITEM_PO
  • WBS-ELEMENT:
    For the WBS-Element we have to different values: the external presentation and the internal presentation. The external presentation which will be seen and maintained on the dynpro is the value in field PS_POSID, the internal number is the one in field PS_PSP_PNR. Only the internal number will be saved in table EKKN/EBKN. There are two function modules to convert these numbers into each other. These are: PSPNUM_EXTERN_TO_INTERN_CONV PSPNUM_INTERN_TO_EXTERN_CONV.
  • Real estate objects (IMKEY):
    If we have a accounting with reference to an real estate object the checks to this real estate object will be done in subroutine ENCODE_IMKEY in ME_ACCOUNTING_CHECK.
  • Assets:
    We call the function module AMIN_COST_OBJECTS_GET before we read table TRWPR in ME_ACCOUNTING_CHECK. The speciality for the asset is that we always determine special fields from the asset.
    Example:
    In the asset a cost center is maintained -> this cost center will always be determined from the asset and cannot be maintained manually in our screen. If the cost center is changeable in our transaction and is changed manually the system will always switch this value back to the asset cost center.
  • SD order (third party PO):
    SD creates a purchase requisition with account assignment to a sales order. When such a purchase requisition is created we take over the order number (AUFNR) and save the purchase requisition with accounting reference to this order. The rest of the account assignment information will be determined from SD_ORDER_CHECK in ME_ACCOUNTING_CHECK. A PO can be created from this PREQ but the order number can never be changed.

    When enter a sales order to PO as account assignment, in ME_ACCOUNITNG_CHECK, RWIN calls SD_ORDER_CHECK, SD_ORDER_CHECK determines cobl-kzbws (valuation of special stock) for the sales order, if cobl-kzbws is changed, system will determine the G/L account again according to the IMG settings ( Transaction OVZG and OMWB )
  • Functional area
    Functional area can be entered manually or be derived by system.
    CO will initialize the functional area if funds management is not active.
    This may causes problem if customer always enter the functional area manually.
     Note 1061814 will take the original functional area if there is no new functional area derived.
     Note 1047795 make sure MM passes G/L account to CO, therefore CO will initialize the functional area only if account assignment data are changed.
  • Funds management/cash forecast management:
    Unassigned Purchasing document
    The funds management must be activated on company code level.
    If funds management is active, system will show the account assignment tab on item detail level in the new purchasing transactions.
    On this tab the fields FIPOS, FISTL, GEBER, KBLNR, KBLPOS and GRANT can be maintained and will be stored in EKPO or EBAN.
    It is not possible to maintain multi account assignment lines and there is no EKKN or EBKN entry for such items.

Tips and tricks:

  • When you delete the account assignment category in line item, all account assignments are deleted automatically. You enter the new account assignment category afterwards, system will re-derive the account assignment objects again.
  • If you change the account assignment category from A directly to B, system takes all account assignment objects from A as manual entry, and derive other account assignment objects, afterwards according to the field status' setting to display or hide the account assignment objects. Exception is G/L account.

The account assignment category determines:

  • The nature of the account assignment (cost center, sales order, and so on)
  • Which accounts are to be charged when the incoming invoice or goods receipt is posted
  • Which account assignment data you must provide

    This note provides answers to frequently asked questions regarding account assignment in purchasing documents. This post is based on Snote 496082.

    Table of Contents

    FAQ: Account Assignement in SAP Purchasing

    Account Assignement : G/L account for a sales order

    Question: Why is the G/L account for a sales order with nonvaluated individual sales order stock different from the account with valuated indivi dual sales order stock?

    Answer: See Note 458270.

    Multiple Account Assignment in Purchasing

    Question: Can you create several assets at the same time in the new purchasing transactions?

    Answer: You can create several assets at the same time. However, you must first ensure that at least as many account assignment lines have bee n created as the number of assets that you want to create. You can do this very easily using the copy function.

    G/L Account is not saved if switch to a material group

    Question: You create a purchase order with account assignment using transaction ME22. You enter a material group, from which a G/L account is de termined using the valuation class. If you then switch to a material group that does not determine a G/L account via the valuation class, the system deletes the previous G/L account and prompts you to enter a G/L account. If you cancel the account assignment screen and change the material group back on the item detail screen, the previously determined G/L account is not determined again. Why is this ?

    Answer: Unfortunately, this system behavior cannot be changed. First, enter any G/L account, so that the item is valid. If you then switch to the old material group again, the system also determines the correct G/L account again.

    Entering the same account assignments for different items

    Question: Is there an easy way of entering the same account assignments for different items in the new EnjoySAP transactions?

    Answer: Ensure that Note 315676 has been implemented in your system and follow the procedure described there

    Repeat account assignment function not work in the new EnjoySAP

    Question: Why does the repeat acc. assignment function not work in the new EnjoySAP transactions when you create new account assignments in multiple acc. assign. ?

    Solution: Use the copy function in multiple acc. assignment to create identical account assignment lines. You can use the repeat account assi gnment function to create similar account assignments for different items with the same account assignment category. To do this, proce ed as described in the answer to question 4.

    Issue message KI 161 “Cost center &/& does n ot exist on &

    Question: When you change the account assignment of an existing purchase order, why does the system issue message KI 161 “Cost center &/& does n ot exist on &” ? The same phenomenon occurs for other account assignment objects (for example, profit center).

    Solution: Refer to Note 193371.

    Can you create assets from the single account assignment screen?

    Solution: Assets can only be created from the multiple account assignment screen (“Account assignment” tab). You can switch between single account assignment and multiple account assignment on the “Account assignment” tab page by clicking the icon above on the left.

    Why does the system not display an account assignment tab page even though you have entered an account assignment category?

    Solution: After you have implemented Note 520149, the account assignment tab is not displayed until all the required information is available, for example, the company code.

    Why are account assignment objects derived in some situations, even though the relevant field on the account assignment tab page is hidden?

    Solution: Refer to Note 619203.

    ME 453 “Changing consump. or spec. stock indicator not allowed

    You create a purchase order with reference to a subcontracting purchase requisition. This purchase requisition was created with an unknown account assignment, that is, account assignment category “U”. When you change the account assignment category in the purchase order, the system issues error message ME 453 “Changing consump. or spec. stock indicator not allowed (subcontracting)”.

    Solution: See Note 205597

    Select a valuated goods receipt together with multiple account assignment

    Why can you not select a valuated goods receipt together with multiple account assignment in a purchase order or purchase requisition?

    Solution: See Note 204252.

    EBAN-FISTL, -GEBER, -KBLNR, -GRANT and -FKBER (as in table EKPO) empty

    Funds Management is active. Why are the fields EBAN-FISTL, -GEBER, -KBLNR, -GRANT and -FKBER (as in table EKPO) empty?
    Solution: These fields are only filled if the account assignment category is set to “blank”. If you maintain an account assignment category in t he purchasing document, the system adds the information from these fields to the EBKN table (as in EKKN).

    AA 334 “You cannot post to this asset (Asset & & blocked for acquisitions)

    You try to change a purchase order item with acc. assignment category “A”, which contains a locked asset. The system issues error message AA 334 “You cannot post to this asset (Asset & & blocked for acquisitions)”.
    Solution: This is the standard system design. To make changes to this purchase order item, you have the following two options:

    a) If you no longer require the purchase order item with the blocked asset, delete the purchase order item.
    b) Otherwise, you must activate the asset, make the required changes to the purchase order item, and then block the asset again.

    The indicator for the account assignment screen

    Question: What is the meaning of the indicator for the account assign. screen that you can set in Customizing for single account assignment/m ultiple account assignment?
    Solution: The indicator determines which account assignment screen is used by default for maintaining the account assign. for a purchase orde r item. For the EnjoySAP transactions, this value is simply a proposal that you can change in the purchasing document. For the old transactions, this value is the only one that you can use.

    Question: Is there an unknown account assign. for standard purchase orders?

    Solution: This is generally not allowed, and the system issues message ME 069 “Unknown account assignment not defined for use here”. There is an exception in the case of service items that are created with item category D (service) or B (limit).

    Acc. Assignment check is not performed when Purchase Order is updated

    Question: You change data in a purchase order item (for example, purchase order value, delivery date, and so on). Why does the system not perform another acc. assignment check?

    Solution: This is the standard system design. When you created the purchase order item, if the system already checked the acc. assignment and there were no errors, another acc. assignment check only takes place if you change a field that is relevant to account assign. (for example, quantity, material number, and so on). If this system response does not meet your requirements, implement the account assignment check in the BAdI ME_PROCESS_PO_CUST. The BA dI is called each time the purchase order is changed.

    “In case of account assignment, please enter acc. assignment data for item”

    Question: If you delete all the account assign lines that were entered in the account assignment screen, the system exits the account assign. tab page and goes to the material data. In addition, the system issues the error message “In case of account assignment, please enter acc. assignment data for item”.

    Answer: In the current system design, if you delete all the account assignment lines, the system assumes that you do not want to maintain any account assignment data. This conflicts with the account assignment category and the system issues error message 06 436. You can then remove the account assignment indicator. Procedure: If you want to delete all the account assignment data that was entered, see the answer to question 24.

    Third-party order processing (CS) and individual purchase order processing (CB)

    Question: Which account assignment categories should you enter in schedule line categories for third-party order processing (CS) and individual purchase order processing (CB)?
    Solution: See Note 210997.

    G/L Account is not transfered from Valuation class

    Question: In a blanket purchase order or blanket purchase requisition with account assignment, you subsequently change the material group. Even though the new material group is assigned to another G/L account via the valuation class, the system does not redetermine the account assignment for the relevant item. The old G/L account remains.

    Solution: See Note 449216.

    Customizing Account assignment fields as required entry, optional entry, or display fields

    Question: In Customizing, you can set the, or as completely hidden fields, depending on the account assignment category. These settings also determine whether the system deletes or retains the values for the account assignment fields when you change the account assignment category in a purchase order item.

    Answer: In Customizing for materials management (MM), when you maintain account assignment categories (IMG: Materials Management-> Purchasing -> Account Assignment-> Maintain Account Assignment Categories), you can control the different account assignment fields as follows: Required entry: You must make an entry in the field, otherwise the system issues error message ME 083.

    • Optional entry: Entry in this field is optional.
    • Display: The field is displayed, but it is not ready for input.
    • Hidden: The field is hidden. Example:

    The acc. assignment category is K, the cost center is an optional entry field and it is filled with the value 1000. You change the acc. assignment category to P. Subject to the field settings for the cost center for the acc. assignment category P, the system response is as follows: The cost center is a required entry or an optional entry field: The system transfers the value 1000 for the cos t center.The cost center is a display field: First, the value 1000 for the cost center is deleted. If the system can determine a value again after you enter the changed acc. assignment category, this value is transferred. The cost center is a hidden field: The system deletes the value 1000 for the cost center.

    System ignores the acc. assignment data of the purchase requisition for the second schedule line.

    Question: You create a purchase order item assigned to an account with reference to a purchase requisition. For this purchase order item, you create a second schedule line with reference to another purchase requisition. The system ignores the acc. assignment data of the purchase requisition for the second schedule line.
    Solution: This is the standard system design. The system does not generate multiple acc. assignment in the purchase order item, even if the t wo referenced purchase requisitions are assigned to different CO objects. Refer to Note 47150 for the old transactions and to Notes 422609 and 771045 for the EnjoySAP transactions.

    Undelete an item in a purchase requisition if assignment data is no longer valid

    Question: Why can you undelete an item in a purchase requisition if the corresponding acc. assignment data is no longer valid?
    Solution: When you undelete an item in a purchase requisition, the system does not perform a new acc. assignment check. Therefore, the accoun t assignment data is not checked again. Nevertheless, errors occur if you try to create a purchase order with reference to this purchase requisition.
    When you undelete an item in a purchase order, however, the system does perform another acc. assignment check.

    Transfer of Acc. Assign. with Reference Document

    Question: You create a purchasing document with reference to a reference document. What account assig. data is transferred?
    Solution: The acc. assignment data is derived from the reference document. If you delete the acc. assignment category and enter it again, a new automatic general ledger account determination takes place.

    Question What is the correct procedure for changing acc. assignment data?

    Solution:

    – If, for example, you want to change the acc. assignment category: Note that you MUST first delete all existing acc. assignment data for the relevant item. You can do this by initializing (deleting) the acc. assignment category and confirming by choosing ENTER. Following this, you can enter the new acc. assignment category and the relevant acc. assignment data.

    – If you want to change acc. assignment data for the relevant item: For example, you want to change the main acc. assignment objects such as cost center, G/L account, sales order, network, or WBS ele ment, and so on. Here also, we recommend deleting all existing acc. assignment data by initializing (deleting) the account assignme nt category and confirming by choosing ENTER.If you are working with contracts, you must delete the acc. assignment line on the acc. assignment screen and enter a new line t o ensure that the data is derived correctly again.
    You MUST NOT change the current settings. For example, in some circumstances, the requirements type (OVZH) or the valuation of the requirements class (OVZG) is changed after th e purchasing document is created. This can cause errors in a valuation of goods movements (goods receipt, for example) and MUST BE AVOIDED.

     

    Read more on Account Assignment

    0 thoughts on “Account Assignment Categories In Sap”

      -->

    Leave a Comment

    Your email address will not be published. Required fields are marked *