SAP System ______________________________________________________________ 5.2.2.2 Document Splitting 5.2.2.2.1 Information on Document Splitting You can use the document splitting procedure to split up line item s for selected dimensions (such as receivable lines by profit center) or to effect a zero ba lance setting in the document for selected dimensions (such as segment). This generates addition al clearing lines in the document. Using the document splitting procedure is the prerequisi te for as well as an essential tool for drawing up complete financial statements for the selected dimensions at any time. You can choose between displaying the document with the generated clearing lines either in its original form in the entry view or from the perspective of a ledge r in the general ledger view. For document splitting to be possible, the individual document ite ms and the documents must be classified. Each classification corresponds to a rule in which it is specified how document splitting is to occur and for which line items. SAP delivers a set of standard rules that should usually prove suf ficient. If not, you can define your own set of rules and adapt these according to your needs. Example Example 1: Invoice Suppose a vendor invoice containing the following items is entered : Posting KeyAccount Segment Amount 31 Payables -100 40 Expense 0001 40 40 Expense 0002 60 Document splitting then creates the following document in the Gene ral Ledger view: Posting KeyAccount Segment Amount 31 Payables 0001 -40 31 Payables 0002 -60 40 Expense 0001 40 40 Expense 0002 60
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SAP System ______________________________________________________________
5.2.2.2 Document Splitting
5.2.2.2.1 Information on Document Splitting
You can use the document splitting procedure to split up line items for selected dimensions (such as receivable lines by profit center) or to effect a zero balance setting in the document for selected dimensions (such as segment). This generates additional clearing lines in the document. Using the document splitting procedure is the prerequisite for as well as an essential tool for drawing up complete financial statements for the selected dimensions at any time.
You can choose between displaying the document with the generated clearing lines either in its original form in the entry view or from the perspective of a ledger in the general ledger view. For document splitting to be possible, the individual document items and the documents must be classified. Each classification corresponds to a rule in which it is specified how document splitting is to occur and for which line items. SAP delivers a set of standard rules that should usually prove sufficient. If not, you can define your own set of rules and adapt these according to your needs.
Example
Example 1: Invoice
Suppose a vendor invoice containing the following items is entered: Posting KeyAccount Segment Amount 31 Payables -100 40 Expense 0001 40
40 Expense 0002 60 Document splitting then creates the following document in the General Ledger view: Posting KeyAccount Segment Amount
Example 2: Payment The payment for the above vendor invoice then contains the following items when entered: Posting KeyAccount Segment Amount 50 Bank -95
25 Payables 100 50 Cash Discount Received -5
Document splitting then creates the following document in the General Ledger view: Posting KeyAccount Segment Amount
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5.2.2.2.2 Classify G/L Accounts for Document Splitting
Each business transaction that is entered is analyzed during the document splitting procedure. In this analysis, the system determines for each line item whether it
is an item that remains unchanged or an item that should be split. In order that document splitting recognizes how the individual document items are to be handled, you need to classify them. You do this by assigning them to an item category. The item category is determined by the account number. In this IMG activity, you need to assign the following accounts in the system:
- Revenue account - Expense account
- Bank account/cash account - Balance sheet account
The classification of all other accounts is known to the system, so you do not have to enter them here. You can enter an account interval since the system recognizes SAP-specific classifications and does not allow SAP settings to be overwritten by your own settings.
Example
The following item categories are included in the system: - Customer
- Vendor - Cash discount offsetting
- Asset - Material
- Expense - Revenue
Standard settings
Item categories are included in the standard SAP System. You can not define any additional item categories. If the item categories included in the system do not meet your needs, contact SAP.
Activities
Enter your accounts or account intervals and assign them to an item category.
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5.2.2.2.3 Classify Document Types for Document Splitting
Every business transaction that is entered is analyzed during the document splitting process. In this process, the system determines which splitting rule is applied to the document. In order that the system can determine the splitting rule, you must assign a business transaction variant to each document type. To ensure that a splitting rule is used appropriately, the relevant documents must meet certain requirements. These requirements relate in particular to certain item categories that either must or must not be available. This information is specified for each business transaction variant and is checked against the current document during posting. If the document does not meet these requirements, the system rejects the posting.
Example
The accounting transaction 0200 (customer invoice), variant 0001 (standard), is delivered. In this accounting transaction, the following item categories are allowed: customer, value added tax, withholding tax, expense, revenue, exchange rate differences, and company code clearing.
Standard settings
With the document types delivered in the standard system, SAP delivers a classification for document splitting. This classification is a proposal that you need to check against how your document types are organized. You need to check whether the classification or assignment to a business transaction variant produces the desired result in document splitting.
SAP includes business transactions in the standard system. The ite
m categories that are allowed for each accounting transaction are also defined. Accounting transaction variants are also included. These are additional limitations of the accounting transaction. You cannot define additional business transactions. However, you can define your own business transaction variants to the the standard business transactions.
Activities
Assign your document types to an accounting transaction and a business transaction variant.
Further notes
Document splitting is essentially controlled by the document type. You should therefore ensure that the documents used for business transactions are assigned uniquely in document splitting to a business transaction variant and in this way to a splitting rule.
You may therefore be required to introduce more document types. Example:
The document type SA is assigned to business transaction 0000 Unspecified Posting with variant 0001. In the methods delivered, no splitting rules are defined for the business transaction variant Unspecified Posting (with the exception of company code clearing). If an account assignment is
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expected in these documents, it has to be specified for all lines. This means that the system
does not project any account assignments to non-assigned lines due to the absence of a splitting rule. However, this document type is generally used for a large variety of business transactions that would also have to be treated differently in document splitting. In such cases, it is necessary to define additional document types and to assign them to the specific fiscal year variants.
5.2.2.2.4 Define Zero-Balance Clearing Account
For account assignment objects for which you want to have a zero balance setting, the system checks whether the balance of account assignment object is zero after document splitting.
If this is not the case, the system generates additional clearing items. In this activity, you have to create a clearing account for these additional clearing items.
Activities
Create a clearing account for your chart of accounts.
5.2.2.2.5 Define Document Splitting Characteristics for General Ledger Accounting
Use
In this IMG activity, you specify for which characteristics you want to perform document splitting in General Ledger Accounting. You can define the following: - Whether you want to apply a zero balance setting for the characteristic
- Whether you want to use a partner field to document a sender/receiver relationship in the clearing lines generated additionally in the document - Whether you want the characteristic to be a required entry field (whereby the system only accepts postings when this field can be filled with a value from the document splitting)
Requirements
The characteristics that you specify should be maintained in at least one of your ledgers.
Standard settings
If you have not yet entered any characteristics, the system proposes appropriate fields that are updated in your ledgers.
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Activities
Check the settings and then save.
5.2.2.2.6 Define Document Splitting Characteristics for Controlling
Use
In this IMG activity, you specify on which additional characteristics you intend to apply document splitting. The additional characteristics are not relevant for General Ledger Accounting. Instead, they are relevant for other application components (such as subcomponents in Controlling) that use documents transferred from General Ledger Accounting. For this, the system can divide up the line items during the following General Ledger Accounting processes:
- Clearing of Vendor/Customer Items - Cash Discount Paid
- Cash Discount Received - Lost Cash Discount
- Clearing of Open Items
- Realized Exchange Rate Differences
- Foreign Currency Valuation for Open Items - Expenses / profit from foreign currency valuation
- Flat-Rate Individual Value Adjustment for Vendor/Customer Items - Expenses / profit from individual value adjustment
Note
The selected characteristics are only transferred to the specified line items when the account to which the postings are to be made can also take the characteristics. This means in particular that CO account assignments are only transferred when the account has also been set up as a cost element.
The field status definition of the account, however, is explicitly excluded from this check. This means that characteristics are also transferred when they are hidden by the field status definition of the G/L account (for manual entry).
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Activities
Select the desired characteristics and save your settings.
5.2.2.2.7 Define Post-Capitalization of Cash Discount to Assets
Use
In this IMG activity, you define whether the cash discount that is applied in the payment of a asset-relevant invoice should be capitalized to the asset. When you select this setting, the cash discount amount is not posted to the cash discount account in the payment document, but instead directly to the asset.
Requirements
Document splitting is activated.
Activities
Choose the Asset field if you want to have cash discounts capitalized to assets.
Example
Invoice
Suppose a vendor invoice contains the following items: Posting Key Account Amount 31 Payable -100 70 Asset 20012 90
40 Expense 10
Payment The payment for the above vendor invoice then contains the following items: Posting Key Account Amount
SAP System ______________________________________________________________
5.2.2.2.8 Edit Constants for Nonassigned Processes
Use
In this IMG activity, you define default account assignments (for example, a default segment) for specific line items in processes for which it is not possible to derive the correct account assignments at the time when the document is posted. This is the case if the required information is not yet available when the posting occurs.
Example
The segment can be used as an example of an account assignment: For a cash receipt from a customer that is posted to a house bank account, it is not immediately known which invoices are to be paid by this cash receipt. Step 1: To make the information concerning available financial means available to the system within the shortest possible delay, a posting from checking account against cash receipt is made. Since no additional information is available for this, the account assignment must be made to a default segment. AccountSegment Amount
Step 2 The cash receipt account is then posted against the customer (with clearing of the customer). In this way, the correct segment(s) can be determined from the cleared invoice. AccountSegment Amount Cash Receipt0001 1000
Customer0001 -1000
Step 3 Finally, both items on the cash receipt account are cleared against each other. Since both positions are assigned to different segments, corresponding clearing items must be generated on the cash receipt account. If a zero balance is required for a segment, additional line items that set the document balance per segment to zero are generated on a clearing account defined in Customizing. These clearing items reflect the correction of the segment information on the checking account. However, it is
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no longer possible to determine the correct checking account. This could be ambiguous in more complex cases than this example. It is therefore useful to assign the clearing account in the balance sheet to the checking accounts. AccountSegment Amount Cash ReceiptDefault 1000 Cash Receipt0001 -1000 Clearing0001 1000
ClearingDefault -1000
5.2.2.2.9 Activate Document Splitting
Use
In this IMG activity, you active document splitting. The splitting method used is that delivered by SAP as standard, which contains the splitting rules for the different business transactions. If this splitting method does not meet your requirements, you can first define and then select your own method in Customizing for document splitting. You do this under Extended Document Splitting -> Assign Splitting Method.
The activation then applies for the entire client. You can explicitly exclude individual company codes from document splitting. This means, however, that you are then no longer able to create any cross-company-code transactions containing company codes that have divergent settings for document splitting.
5.2.2.2.10 Extended Document Splitting
5.2.2.2.10.1 Information on Extended Document Splitting
In the following activities, you make settings for document splitting when the delivered functions are not sufficient for your needs and you want to make changes or enhancements.
To do this, you create your own set of rules appropriate to your needs and make the necessary settings so that the system applies the rules you defined and not the SAP standard rules. Note
It is not possible to switch between applying the SAP standard rules and your own rules.
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5.2.2.2.10.2 Define Document Splitting Method
Use
In this activity, you can define your own method for document splitting. A splitting method contains the rules governing how the individual item categories are dealt with.
If the functions delivered in the SAP standard system are not sufficient, you have to create your own splitting method in this activity.
Standard settings
The splitting method delivered in the SAP standard must not be changed.
Activities
1. Choose New Entries.
2. In the Methods field, enter a key for your splitting method. 3. In the Text field, enter a description for your splitting method.
4. Save your splitting method.
5.2.2.2.10.3 Define Document Splitting Rule
Use
In this activity, you can define the rules for document splitting.
Requirements
You have defined your own splitting method.
Activities
SAP recommends that you copy the delivered default settings to the splitting method you define and that you then make changes to those settings. Proceed as foll
ows:
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- Select the entries of the splitting method template, choose Copy as..., and then specify your own splitting method. In the dialog box that appears, choose Copy All (Dependent Entries).
- Adjust the copied splitting rules according to your needs.
The editing steps you need to perform are as follows:
1. Enter the account key for the zero balance items and the item category that determines the leading company code:
- Account key for zero balance item You use the account determination key to define the account and the posting items that are used for the clearing lines. - Item category for leading company code This method is implemented for splitting company code clearing lines. Check whether this method is appropriate for displaying one of business transactions you need.
2. Select the desired combination of splitting method and business transaction variant and choose Item Categories To Be Edited. In this setting, you can specify for the desired combination which item categories are to be edited and how they should be handled in
document splitting. Using the Processing Category, you specify the basic method to be applied for splitting the items. You can use the following methods: - Transferring a Fixed Value You can use a constant with this processing category. You can define constants in the IMG activity Edit Constants for Nonassigned Processes. In this way, no splitting occurs during document splitting. Use this method if you do not want or require splitting to occur when the postings are made.
- Splitting by Base Item Categories Specified This processing category is the default method. It splits the items using the base item categories that you define in the next activity under Base Item Categories. The system takes the splitting information from the document. This means that at least one base item category has to exist in the document. - Splitting Based on Current Account Balance With this processing category, a line item is split according to the current account balance. Use this method if the account assignments of the individual document does not contain the required splitting information. This processing category can be used, for example, for the advance return on tax for sales/purchases. In addition to the processing category, you can set the indicators Check Tax Code and Check If Cash-Discount-Related for tax or cash discount lines. In this way, the splitting is calculated using the base item selected on the basis of the indicator.
3. If you have selected processing category Splitting by Base Item Categories Specified for an item category for your combination of splitting method and business transaction variant, you need to define the base item categories in greater detail. Select the desired item category and double-click Base Item Categories in the navigation area.
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You can use the following settings to define the base item categories: - Dependent on leading item If you set this indicator, company code clearing lines are split differently, depending on the company code type. Only set this indicator for company code clearing lines.
- Automatically split If you set this indicator, the item category is only applied for the split when splitting is performed automatically. Splitting occurs automatically for clearing, partial clearing, and reversal processes. You cannot configure these processes yourself. They are set as fixed, and splitting occurs automatically. 4. Save your splitting rules. You can display an overview of your splitting rules. To print the overview, choose Print.
5.2.2.2.10.4 Assign Document Splitting Method
Use
In this activity, you can replace the splitting method provided in the SAP standard delivery (containing the splitting rules for the different business transactions) with a user-defined splitting method.
Requirements
You have defined your own splitting method.
Activities
Select the desired splitting method.
5.2.2.2.10.5 Define Business Transaction Variants
Use
In this activity you can define business transaction variants for the document split business transactions.
This is useful for the following purposes:
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- For a business transaction, you have defined exactly which item categories can be posted. With a business transaction variant you can restrict the business transaction further by excluding further item categories from those permitted. When you post a document, the system can check, using the business transaction variant, whether the posting is permitted. If an item category is not permitted, the system rejects the posting.
- For each business transaction variant, you define the rule according to which the document is to be split. If you also want to split individual documents for one business transaction according to different rules, you have to define the required number of business transaction variants. Note: When you define a variant, you also have to define the relevant Split Rules. You assign the business transaction variants to a document type in the activity Classify Document Types for Document Split.
Requirements
You have defined your own splitting method.
Standard settings
In the standard, SAP delivers business transactions with permitted item categories. SAP also delivers business transaction variants for the business transactions.
You cannot define your own business transactions. However, you can define your own business transaction variants that restrict the business transactions further. In the respective document split procedures, standard split rules are assigned to the business transaction variants delivered. These rules follow a defined meaning. Before you activate the document split, you should check to what extent these rules are suitable for the business processes to be posted.
Activities
1. Select the business transaction for which you want to create a business transaction variant and then double-click on Business Transaction Variant in the navigation area.
2. Choose New Entries. 3. In the field Variant, enter a four-digit key and a name for your business transaction variant.
4. The system automatically transfers the item categories and the basic setting of the business transaction. 5. Select the business transaction variant and double-click on Item Categories Assigned in the navigation area.
6. You can make the following settings for the item categories: - Not supported If you set this indicator, the item category is not permitted for this business transaction category. You should prohibit the item categories that are not to be used
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for this business transaction variant. For example, in an asset invoice, only the item category Asset is to be posted; the expense is not to be posted. - Mandatory If you set this indicator, this item category must exist when you post a document. Set the item categories as obligatory if the business process and/or its logic require this item category. For example, a customer invoice must contain a customer, since the leading company code is derived from the customer line item in the subsequent processes.
- Once Only If you set this indicator, the item category must only appear once in the business transaction specified. Note You do not have to make a setting for every item category. 7. Save your business transaction variant.
Example
In the standard, SAP delivers the business transaction Customer Invoice. The item categories for this business transaction are defined as follows:
Cat. Name Not supported Obligatory Once Only 01000 Balance sheet account 01100 Company code clearing 02000 Customer X
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