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Former Member

Consolidating documents with more than one line

Hi, I am new to SAP so forgive the question if it is obvious / impossible.

I work in the VAT team of a big company and we have just started using the batch program for the VAT returns. This moves all of the relevant transactions from the input an output tax accounts to the VAT control account.

What we are finding though is the document has one number, but about 7 lines. We are also now finding with some of the documents that there can be upto 15 different lines when different profit centres are involved.

In Excel it is easy to combine these documents together but what we were wondering is can we do that in SAP, so instead of having a GL with all of those lines, somehow post with one single line that just contains the total of all the others. We don't mind posting another document to do it but we're not totally sure how.

One of our colleagues former workplaces had single lines for each VAT return but I think they did this through manual journals instead of the batch process.

Thanks for any help!

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2 Answers

  • Oct 17, 2017 at 07:50 AM


    First of all, you have to check whether these lines contain supplementary information and whether this information was not the reason for the document split. For example, you have mentioned that you have different profit centres posted on those lines. This dimension could be essential for your controlling reports. If, however, the split is artificial, then my question would be from which process it's generated, or in other words, who is responsible for introduction of these documents in the system.

    Also, I don't quite understand your doubt about summing up the data in SAP. All FI postings can be viewed in several standard reports, which allow summarizing the data. So, please, be a bit more specific on your issue...



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    Former Member
    Oct 17, 2017 at 09:32 AM


    Thanks for your reply.

    We run the standard VAT report (S_ALR_87012386). Based on configuration for reporting country, it seems to pull in all transactions with country relevant tax codes. The posting in the VAT control account differs based on:

    • GL that it is coming from (e.g. output tax account, input tax account, EU acquisition account etc)
    • Profit centres within that GL

    So the document posts balancing entries in each GL account and closes the individual documents, and then debits or credits the VAT control account as appropriate for each GL account. So for example in the September VAT posting, we have 6 lines with same document all corresponding to the 6 GL accounts that have been used.

    Because the company insists on doing this posting in the month end process, the balance of these accounts is regularly not what goes on the VAT returns.

    A worked example might help:

    £2,000 on the output tax account

    £1,000 on the input tax account

    £700 on each of the acquisition debit and credit accounts

    When we run the VAT report batch, I'll get 4 postings in my VAT control account with a £1,000 payable balance. This must be done by Work Day 3 in the following month.

    Because this return is quarterly it will sit like this for at least 3 months. In some of our countries it will sit there for a whole year. What I want to do is instead of having those 4 lines, just a single line of £1,000 saying "VAT return - September".

    I realise we can summarise the data in SAP but for management reporting at senior level (and for example audit) they want a cleaner more visible process.

    I have a follow up question too but I'd like to solve this one first.

    Once we have reviewed the VAT return and confirmed the position, the profit centres etc are not useful for reporting purposes.

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