How to re-post Unposted Travel Transactions in Posting-Run

[Former Member]

Hello Experts,

In theory all Travel Expenses in all approved trips ends up in General Ledger via Posting Run management which is purely an ATR(Accounting To Report) function. But in practice we have realised few of the transactions did not get posted in FI and the unposted batches are held in the system.

Strangely, the trip status in PR05 displays the status 'Transferred to FI' but in actual fact few transactions of the trip did not end up in General Ledger.

1. From the balancing point of view, where do these unposted transactions sits purely from financial accounting and costing ?

2. We have realised the reasons for not getting posted in the first part to be for ex. GL code for the expense types are not extended to that particular company code etc. However if you fix the issue and repost in the same accounting period, it gets posted but on the other hand by the time you fix the issue by extending gl codes to that co. code, you period end happens, you cannot do anything with these unposted trans. Any suggestions to deal with them ?

Appreciate quick reply please.

Rgds

CONMJI

[Former Member]

thank you guys.

Great to see logical explanations!

Rgds

CONMJI

[Former Member]

Hi CONJM1,

Please check the note 170334 for futher details.

Thanks,

Vaibhav

[Former Member]

Hi CONMJI,

Firstly accept my sincere thanks for your valuable contribution to this forum.

For the problem you are facing there is a SAP note which can surely resolve your issue. SAP note is 0000170334. In a nutshell what this note suggests is as below:

Extend the GL code for the particular company code and follow the below process:

1. Delete the records with the document number from the following tables (if they exist):

PTRV_DOC_TAX

PTRV_DOC_MESS

PTRV_DOC_IT

PTRV_DOC_HD

PTRV_RPRPOSTD

PTRV_ROT_AWKEY

Document no we can get from PRRW for that entry.

2. Reset the trip status through the program RPRTRVSW. The FI transfer status is changed from u20181u2019 (FI transferred) to u2018 u2019(not posted in Financial accounting).

3. Edit table PEVSH where Run number = (Run no. from PRRW) and type = u2018TRu2019 (Posting Travel Expenses). Change the value of STATUS from u201935u2019 (Document transfer is running) to u201850u2019 (Documents posted).

4. Go to transaction PR05 and Edit the trip, submit and approve it.

5. Settle and post with as usual process. It will post with no issue.

6. Your last run which has gone with Partial posted will also shows successful once this trip is successfully posted in new run.

Hope it helps you.

Thanks,

Vaibhav

[Former Member]

Thanks Vaibhav.

As we have around 150 unposted batches from the last year, it is not practical to do each suggested action to all the transactions in these batches, is there any other way to get around.

I know from financial reporting point of view, expenses held in these unposted batches do not get reported in P&L as they are not posted in Financials but from the balancing point of view where do you think the balances will be in the books ?

Also interested in anyone experiencing the same as this is very well possible in real life and am sure it may be experienced by other experts ?

Thanks in advance.

CONMJI