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Journal entries posted by users vs Automatic Journal entry posting in SAP

sapuser_1993
Participant
0 Kudos

Hi Experts,

I would like to put across my question by sharing an example with you:

The GR-IR account in my SAP system is set to automatic posting only by using (T-Code FS00). Now say for 15 days in a month i maintain this setting. Then for another 15 days the automatic posting configuration is disabled, now users can manually post entries in this account.

Now i want to identify which entries were automatically posted by the system in the GR-IR account and which entries were manually posted by users when the automatic posting setting was disabled.

Some help around this is highly appreciated

Thank you

Accepted Solutions (1)

Accepted Solutions (1)

sanilbhandari
Product and Topic Expert
Product and Topic Expert

Hi sapuser_1993

Would you specify the business rationle to allow the GR/IR to be posted manually? If you have similar nature of postings (eg for accruals), you should create one more account and allow manual postings on the same. Now you can club both the GR/IR Account and the manual account in the same current liabilities grouping in your FSV and subsequently in Balance sheet presentation.

However, from a system (technical perspective) take the document no of all posted documents in a period and check in Table BKPF, the entry for the field BKPF-AWTYP=BKPF, than all such entries have been entered manually using transactions like FB01, F-02, FB60 or FB65 etc.

Hope this helps

Thanks & regards

Sanil Bhandari

sapuser_1993
Participant
0 Kudos

Dear Sanil Bhandari,

Thank you for your response,

The rational behind this is system audit. We have identified cases where GR-IR was initially set to Automatic Posting for a company but then somehow this setting was changed.

Now we want to understand if there is any way we can identify if this particular entry (Refer Example 1) has been passed manually by a user by debiting the Inventory/Purchase A/c and Crediting the GR-IR A/c or this entry has been passed automatically by the system when a GRN is punched. As you maybe aware the risk here is, if entries can be manually be posted in the GR-IR account the user can pass a GRN entry directly into the GR-IR account without having any PO against it.

Also if you have stated go to table BKPF and lookup for field AWTYP (Reference). Could you explain this a bit more in detail? What exactly am i looking in this field which will help me analyze this scenario.

Example 1

Inventory/Purchase A/c Dr

To GR-IR A/c Cr

sanilbhandari
Product and Topic Expert
Product and Topic Expert

Hello sapuser_1993

Thanks a lot for the explanation. There are two steps to your issue:

1) Check the posted data in GR/IR Account - Use a line item report like FBL3N or FAGLL03 to down load the document no in the GL Account in an excel sheet. Now with the help of your IT Colleague or a super user (who has access to view data in tables), check the table entries in Table BKPF and display data based on company code and reference transaction (BKPF-AWTYP). The reference transaction is a field is used to identify the source application from which the data has been posted to Financials. In case of a GR posted against a PO, the reference application is MM and hence the reference transaction would be MKPF. However, if a document no has the value of reference transaction (BKPF-AWTYP=BKPF), this means the entry has been posted manually and it has originated in Finance Application.

BKPF is the table which stores the header information for all accounting document. This table can also give you information on who has posted the document as well.

2) To prevent future updation to automatically posted GL Accounts - Generally the access to update the GL Account should be controlled through authorization to a limited or a focussed set of users. In some of my projects earlier, this involved a control rule defined by owner of the data. I could list some generic steps, which could off course depend on a customer to reduce or increase:

a) End user requests for an updation of a GL Master to IT Team in a specified format with the justification for change of GL Account(Manual Step - O/s ERP)

b) The IT or Business support team (Colleagues with specific authorization to maintain GL Master) verifies the entries and sends the request for approval to Business Owner and Controller (Manual Step - O/s ERP).

c) The business owner and controller reviews the request and approves or rejects it. (Manual Step - O/s ERP)

d) Once the approval is done, the IT or Business Support colleagues update the GL

This process more or less is being used in many big landscapes and prevents the kind of issues that you might be facing due to manual entries in automatically posted account.

Thanks & regards

Sanil Bhandari

sapuser_1993
Participant
0 Kudos

Dear Sanil Bhandari,

First of all i would like to thank you for taking out time and answering my question so elaborately. The explanation you provided above has helped tremendously, i must say you have shared a terrific piece of information.

However, i still have few questions for which i need some help. I will start with explaining you how i have executed this, note i only have access to tables so i had to follow this approach:

1) Entered the GR-IR GL account in table BSEG and extracted the dump of all entries.

2) Copied all the document numbers which were outputted from table BSEG and entered them in Table BKPF

3) The BKPF output output showcases Document Number, Document Type & Reference Procedure (Field AWTYP). In the output the following can be seen under reference procedure AMBU, BKKSU, BKPF, BKPFF, MKPF, REACI, RMRP

Now the question is how do we interpret this data? I have noted that when you change the Document Type the Reference Procedure with it also changes.

Eg: For Document Type WE (Goods Receipt) the Reference Procedure mapped to it is MKPF and BKPFF. Now as explained by you above MKPF means the data is coming from the MM Module is it would be accurate, but now i also have Document Type WE mapped with Reference Procedure BKPFF. What does this mean? where did this entry come from? Did a user manually pass this entry?

Another question is if this is a GR-IR account why do i have so many document types other than WE (Goods Receipt) present in this account in the first place. The other document types present are AB, KR, KA and many more is this justified in anyway? What does this exactly indicate?

Also if you could share the table name where i can find explanation of what these Reference Procedures mean (AMBU, BKKSU, BKPF, BKPFF, MKPF, REACI, RMRP) it would be great help.

Sorry for taking up so much of your time and once again thank you

Warm Regards

Micheal Mathews

sanilbhandari
Product and Topic Expert
Product and Topic Expert

Hello sapuser_1993

The values possible in Reference type (BKPF - AWTYP) come from a table TTYP. You can get all the values possible using SE16.

To your question, postings with reference type as BKPFF means that you have a direct upload program, which is being used to post a transaction directly into GR/IR Account. I would also club it as manual entry into the GL Account, though this is a custom development and not SAP Delivered standard transaction. You would need help from your IT Team on this.

Usage of Doc Type WE with reference transaction as BKPFF means some one is posting using a custom tool or interface directly into GR/IR Account.

Generally you will have document type AB and KA as well in GR/IR Account. These are generally used for clearing open items on Gr/IR Account (Doc type AB mostly) using F.13 or F-03. The document type KA is used for account maintenance using MR11 to adjust small qty or price differences in GR/IR account and is a valid transaction as well, if the reference transaction type is MKPF.

Hope this helps.

Thanks & regards

Sanil Bhandari

PS - If your queries are answered, please accept and close the question.

manglavipul1
Discoverer
0 Kudos

Dear sanil.bhandari,

I understood from your inputs that when the transaction is showing BKPF in reference procedure, this mean it is a manual transaction posted and If BKPFF then manual transaction but entry posted using a custom tool or interface (means semi manual).

However, as per my understanding (may be I am wrong), manual entries are which are posted not in-line with earlier document in process (without any linking document). For example, KZ (payment document) may be a manual entry but it is posted against the RE document, hence, KZ entry does not have risk similar to manual JV. In another example, KG (debit/ credit note entry) document type which is posted without linking to RE/ PO number is manual entry and have MORE RISK.

So, my question is "How can we identify those entries which are not posted against the earlier document in process from BKPF or BKPFF.

Answers (0)