Grouping of GLs for reporting purpose

[Former Member]

Hi

We are in the process of implementing (ECC 6.0). One requirement is that in the nature of "sub GLs" which are in practice in the current system. For example there is one GL - Telephone Expenses. It has three sub GLs - (1) Tel. Expense - P&T, (2) Tel. Expense - Mobile (3) Tel. Expense - Internet. Totals are available both for individual sub GLs as well as telephone expenses as a whole. This is quite common in Indian companies who are not using SAP.

Since sub GL is not possible in SAP we have opened 3 GLs as above. However, the requirement is that total telephone expense should be visible without any additional activity like adding up the totals.

One option is that in FBL3N we select the relevant GLs and sort on total column. Constraint is that there can be certain expense items which have a lot of connected GLs and the user may not be in a position to select all GLs or it may be difficult.

Here I got a suggestion from a colleague - we can use "Alternate Account No." in the "Control Data" tab of GL Master. I create a GL and use that as Alternate Account No. for, say, these Telephone Exp GLs. This being an Alternate Account it is not affecting my accounts in any way. And when I am viewing GL balances through S_PL0_86000030 - G/L Account Balances (New) - I can view the total of these Expense GLs just by viewing the Alternate Account.

Now my question is that - though I am getting the required result - is this proper practice? Secondly - is this going to affect my books in any way - or any other way that I am missing?

Please guide

Thanks in advance

Aninda

[anjireddy_appireddy]

In fact sub GL s are not provided by SAP. But SAP has given no.of alternative ways.

We can create internal orders for capturing cost for (1) Tel. Expense - P&T, (2) Tel. Expense - Mobile (3) Tel. Expense - Internet.

Here the purpose is would like to know the costs for each category.

In the case of alternative account, you can give single GL for all the Telephone exp. But while taking the report you need give alternative account as input parameter in the dynamic selections.this is one opttion.

Instead of creating alternative account, and mapping with telephone exp GLs, you can give the above 3 GL codes in the multiple selections or dynamic selections and make variant.As and when required you can use this variant.here also sytem shows all gL codes and its values.

Choose the easiest way to take report

[Former Member]

Hi

Thanks for your prompt response.

We cannot go for cost centers as Viswa suggested because we have defined cost centers with a different logic to meet our business process.

As for internal order, we have already given this a thought - three constraints (1) users might find it diffcult to choose the IO as instead of 3 as given in the example, the IO's might be quite a few in number (2) in S_PL0_86000030 - G/L Account Balances (New) - is it possible to get the report with IO and (3) even in FBL3N - IO does not appear in the standard format.

From what I gather from your guidance - using Alternate Account number will not affect my accounting in any way except for facilitating reporting. Please re-confirm if I have understood correctly. Secondly, is this in any way going to affect future accounting policies which may be adopted - like reporting under a different GAAP or IFRS? (My company is an Indian Company)

Thanks in advance

Aninda

[Former Member]

Hi Aninda,

Alternative / Group GL concept are entairly Diffrent. for small requirement you can use this option in future you may get specific Contry / Consolidation reqirement you are not fulfil.

Insted of GL 3 Diffrent GL's for one common exp, suggest your client to create 3 cost centers.

Regards,

Viswa