KR Reference Field coming from Earmarked Fund

[Former Member]

Hi Experts,

We have distributed our data entry of non PO related invoices out to end users. They data enter and park the invoice. Then Central AP uses their workflow inbox (SBWP) to view and "approve" the document to post it.

This works great EXCEPT when the invoice is charged to an Earmarked Fund (specifially a funds commitment), AP gets an error that "For document type KR, an entry is required on field Reference number" XBLNR is filled in with the Vendor's invoice number on the parked document, but we are told by SAP, that it is our config that is causing the issue.

On the funds commitment (fmz3), we can view that on the Header of the commitment that we have always left the field REFERENCE blank. We did configure under Earmarked Funds and Funds Transfers\Define Rules for account assignment, that the Reference Document Number is Active, but this allows us to fill in field REFBN in other areas for reporting.

When we just post an invoice FB60, we've never had a problem with the funds commitment's REFERENCE field conflicting with the Invoice's Reference field. When I do enter something on the REFERENCE field of the funds commitment, it OVERWRITES what the invoice had in the reference field when we do the Park then POST using workflow (uses FBV0 funcitonality). It does not overwrite it though when I just post using FB60 or FV60.

SAP has stated that they intentially designed their programs differently which is why they behave differently.

So does anyone have any suggestions on how to get the parked document to post BUT to keep the Vendor's Invoice number in the Reference field? Instead of it being overwritten from the Funds Commitment?

Would appreciate your guidance,

Cindy

[iklovski · Accepted solution]

Hi Cindy,

From your description, I did not get one point: if you leave the reference field blank in the EMF, why activating the rule for the account assignment for this field. I believe, deactivating the rule is supposed to solve your problem...

Regards,

Eli

[Former Member · Accepted solution]

Deactivating the rule creates a FM reporting problem. I am told by our FM analyst that deactivating it will then stop populating the REF DOC NUMBER field (REFBN) on reports. That fields holds the 19... number from the KR invoice or the PO number from RE invoices. It thelps them reconcile the what actuals hit their budget.

[Former Member · Accepted solution]

Hi,

I think your FM analyst got the direction wrong. System will always populate REFBN field in table FMIOI with PO# or other source document number. The configuration you mentioned controls whether you want the system to transfer the value of REFBN to a follow-on document with reference to an earmarked fund - the direction is from FM to FI. For example, when you create an earmarked fund 1234, you will see an entry in table FMIOI with field REFBN populated with 1234; this has nothing to do with the configuration in defining rules for account assignment transfer in earmarked fund. Then, you create an invoice with reference to earmarked fund 1234; this time, system will transfer the values of the fields in document 1234 to the invoice according to the said configuration.

Regards,

Ming

[Former Member · Accepted solution]

Thanks, Ming. I took your resonse to our FM analyst and we've been testing that config and you are correct. So we will disable the transfer and that solves our issues.

Thank you!