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1. Configure G/L
Automatic Clearing
SAP FI
Training Document

2. SAP FI Training Document - Configure G/L Automatic Clearing
TABLE OF CONTENTS
TABLE OF SYMBOLS -3-
TYPOGRAPHY -3-
OVERVIEW -4-
REQUIREMENTS -5-
CONFIGURATION -5-
MASTER DATA -5-
ROLES -5-
GLOSSARY -6-
COURSE MATERIALS -7-
1. CONFIGURATION OF G/L ACCOUNTS AUTOMATIC CLEARING -7-
1.1. PREPARE AUTOMATIC CLEARING -7-
1.1.1. ADD CLEARING CRITERIA -8-
1.1.2. EDIT CLEARING CRITERIA -9-
1.1.3. DELETE CLEARING CRITERIA - 10 -
1.2. DEFINE TOLERANCE GROUPS FOR G/L ACCOUNTS - 11 -
1.2.1. CREATE G/L ACCOUNT TOLERANCE GROUP - 12 -
1.2.1.1. HOW G/L ACCOUNTS' TOLERANCE GROUPS WORK - 13 -
1.2.2. EDIT G/L ACCOUNT TOLERANCE GROUP - 13 -
1.2.3. DELETE G/L ACCOUNT TOLERANCE GROUP - 14 -
1.3. DEFINE TOLERANCE GROUPS FOR EMPLOYEES - 15 -
1.3.1. CREATE EMPLOYEE TOLERANCE GROUP - 16 -
1.3.2. EDIT EMPLOYEE TOLERANCE GROUP - 18 -
1.3.3. DELETE EMPLOYEE TOLERANCE GROUP - 19 -
1.4. CREATE ACCOUNTS FOR CLEARING DIFFERENCES - 20 -
1.4.1. DEFINING RULES - 21 -
1.4.2. DEFINING ACCOUNTS - 22 -
1.4.2.1. ACCOUNTS DETERMINED BY DEBIT/CREDIT - 22 -
1.4.2.2. ACCOUNTS DETERMINED BY TAX CODE - 23 -
1.4.2.3. ACCOUNTS DETERMINED DEBIT/CREDIT AND TAX CODE - 24 -
1.4.2.4. ACCOUNTS WITH NO DETERMINATION - 24 -
1.4.2.5. EDIT ACCOUNTS - 25 -
1.4.2.6. DELETE ACCOUNTS - 25 -
1.4.3. DEFINING POSTING KEYS - 26 -
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3. SAP FI Training Document - Configure G/L Automatic Clearing
TABLE OF SYMBOLS
Icon Meaning
Path to find transaction in SAP Menu/SAP Customizing
Note
Example input data
TYPOGRAPHY
Icon Meaning
Example text Words or characters that appear on screen. It includes screen names, field texts,
button names, menu names and options.
names
Ex am pl e te x t Words or phrases that the user will type when required.
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4. SAP FI Training Document - Configure G/L Automatic Clearing
OVERVIEW
In order for a company to organize their finished transactions, SAP provides a program
that allows them to group open items by their debit/credit balances. The total of the
items involved in the clearing process must be zero. The account balance left reflects
the total of unfinished transactions.
This document will show you how to configure automatic clearing of G/L accounts,
which will help you separate finished from the unfinished transactions.
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5. SAP FI Training Document - Configure G/L Automatic Clearing
REQUIREMENTS
CONFIGURATION
Program name Location
Edit G/L account SPRO > Financial accounting (new) > General ledger accounting (new) >
centrally Master data > G/L accounts > G/L account creation and processing > Edit G/L
account (Individual processing) > Edit G/L account centrally
MASTER DATA
Data Type Use in
104100 G/L account for clearing differences Automatic posting configuration
104200 G/L account for clearing differences Automatic posting configuration
V1 Tax code Automatic posting configuration
by tax code
ROLES
Business Role Technical Name Function
• Clearing a G/L account
Clear Open G/L • Automatic clearing
SAP_FI_GL_CLEAR_OPEN_ITEMS
Account Items • Processing a GR/IR clearing
account
• Make G/L account
postings.
G/L Account postings SAP_FI_GL_POST_ENTRY
• Receivables administration
• Automatic clearing
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6. SAP FI Training Document - Configure G/L Automatic Clearing
GLOSSARY
Automatic clearing Program that based on certain configuration and selection criteria
will determine if a group of postings can be cleared.
Clearing Consists in grouping documents related to a business transaction in order to
settle them.
Clearing difference Occurs when the balance of a group of postings selected to be
cleared is not zero.
Clearing document Posting created by the system when a group of postings are
cleared.
Expense account P&L Ledger accounts that show a debit balance.
Open item Line posting that reflects unfinished business transactions.
Posting key Numerical key that determines a line posting's account type and
debit/credit posting.
Revenue account P&L Ledger accounts that show a credit balance.
Tax code Two-digit code that represents the specifications used for calculating tax.
Tolerance group Configuration that define rules by which a clearing document can be
posted when the net amount of a group of postings is not zero.
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