Automatic Account Determination for without material master in SAP S/4HANA On premise 2021

[mickaelquesnot]

SAP S/4HANA On premise 2021

Automatic Account Determination for without material master

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Recently I have configured how the default G/L is fetching on PURCHASE ORDER, when we are not using any material master for PO line item (PO with limit item OR STANDARD ITEM).
As we know when we use material master, It brings the G/Ls from valuation class (in material master) from OBYC (from table T030).
As per accounting entry for standard PO, we need to maintain G/Ls for two transaction keys against valuation class, these are BSX and WRX.
But If we use account assignment category K – Cost center(or even any), then we need to maintain G/L account for transaction key WRX and maintain manualy a G/L account to the PO line item.
Here I am introducing, G/L can be fetched from material group, so that we don’t have to maintain G/L account in PO line item.

Configurations

 

Step 1: Create Material Group
Create the material group from OMSF (If material group is not maintained in system). Else continue with existing.

1.1.1 Define Material Groups
Short text
Define Material Groups
Use
In this Customizing activity, you define material groups. With material groups you group materials with the same attributes or purpose.
You can use material groups to:
• Limit the scope of analyses
• Systematically search for material master records via matchcodes
Note
In the component Sales and Distribution (SD), you can assign material groups to divisions.
Actions
1. Define your material groups.
2. Assign each material to a material group.

Step 2: Create Valuation Class

Go to t-code OMSK, and click on Valuation Class. Else continue with existing.

1.1.2 Define Valuation Classes
1.1.3 Short text
Define valuation class for products and configure related attributes
1.1.4 Use
You can define which valuation classes are allowed for a material type.
If a user creates a material, he must enter the material's valuation class in the accounting data. The system uses your default settings to check whether the valuation class is allowed for the material type.
The valuation class is a group of materials with the same account determination. If a transaction is to be posted to different accounts depending on the valuation class, create an account determination for each valuation class in the step Create automatic postings.
The valuation classes allowed depend on the material type. Several valuation classes are generally allowed for one material type. A valuation class can also be allowed for several material types.
The link between the valuation classes and the material types is set up via the account category reference.
The account category reference is a combination of valuation classes. Precisely one account category reference is assigned to a material type.
Example
Requirements
• You must have defined your material types.
• You must have defined the chart of accounts.
• You must have agreed with Financial Accounting which materials are assigned to which accounts.
Default settings
In the standard system, an account category reference is created for each material type. The account category reference is, in turn, assigned to precisely one valuation class. This means that each material type has its own valuation class.
Recommendation
We recommend that you create the account groups of your chart of accounts as an account category reference.
Example GKR:
• 3000 for raw materials
• 3030 for accessory materials
• 7900 for finished products
• and so on
Activities
1. Create account category references under account category reference
2. Under valuation class, define the valuation classes for each account category reference.
3. Under Material type/account category reference, assign an account category reference to each material type.

 

 

 

Click on “New Entries”, fill the value of valuation class and description. No need to maintain Account Category Reference. Save your entry.

Step 3: Assign valuation Class to Material Group

Please go through the path SPRO-IMG-Materials Management-Purchasing-Material Master-Entry Aids for Items Without a Material Master.

Entry Aids for Items Without a Material Master
Allows you to assign a purchasing value key and a valuation class to a material group.
Use
In this customizing activity, you can assign a purchasing value key that provides you with default values for remaining levels in purchase order items, without material master records and info records. Additionally, you can assign a valuation class to a material group that enables the system to establish different accounts for the individual material groups.

 

Step 4:Assign General Modification to Account Assignment

You have to maintain the general modification (account modification) to account assignment category, which you will use at the time of PO creation.
Go to SPRO-IMG-Materials Management-Purchasing-Account Assignment-Maintain Account Assignment Categories/OME9

1.1.5 Maintain Account Assignment Categories
Short text
Maintain the values of account assignment categories for purchasing documents.
Use
You can verify the values of the account assignment categories. Additionally, based on your requirements, you can maintain the account assignment categories.

 

1.1.6 Account Modification
Key which has a different meaning depending on the procedure. It is used to differentiate account determination. The key's meaning is predefined in the SAP system and cannot be changed.
1.1.7 Example
For tax postings, you can enter a tax code as the key.
For tax clearing entries for down payments, you enter the modification key defined for down payments. This key was determined based on account type, special G/L indicator, and reconciliation account.
For statistical offsetting entries, you enter a two-character identification code. The first character is the account type. The second character is the respective special G/L indicator.
For offsetting entries for inventory postings, you enter the key which is assigned to the movement type and posting string.

 

Here, maintain the general modification for account assignment K (const center)

Step 5: Maintain G/L against Valuation Class

Now we have to maintain G/L account for this valuation class on transaction key GBB along with General Modification VBR

And maintain WRX for GR/IR clearing account. For WRX we don’t have to use Valuation Class, Just assign the G/L for blank valuation class.

Use T-code OBYC

1.1.8 Configure Automatic Postings
In this step, you enter the system settings for Inventory Management and Invoice Verification transactions for automatic postings to G/L accounts.
You can then check your settings using a simulation function.
Under Further information there is a list of transactions in Materials Management and their definitions.
What are automatic postings?
Postings are made to G/L accounts automatically in the case of Invoice Verification and Inventory Management transactions relevant to Financial and Cost Accounting.
Example:
Posting lines are created in the following accounts in the case of a goods issue for a cost center:
• Stock account
• Consumption account
How does the system find the relevant accounts?
When entering the goods movement, the user does not have to enter a G/L account, since the system automatically finds the accounts to which postings are to be made using the following data:
• Chart of accounts of the company code
If the user enters a company code or a plant when entering a transaction, the system determines the chart of accounts which is valid for the company code.
You must define the automatic account determination individually for each chart of accounts.
• Valuation grouping code of the valuation area
If the automatic account determination within a chart of accounts is to run differently for certain company codes or plants (valuation areas), assign different valuation grouping codes to these valuation areas.
You must define the automatic account determination individually for every valuation grouping code within a chart of accounts. It applies to all valuation areas which are assigned to this valuation grouping code.
If the user enters a company code or a plant when entering a transaction, the system determines the valuation area and the valuation grouping code.
• Transaction/event key (internal processing key)
Posting transactions are predefined for those inventory management and invoice verification transactions relevant to accounting. Posting records, which are generalized in the value string, are assigned to each relevant movement type in inventory management and each transaction in invoice verification. These contain keys for the relevant posting transaction (for example, inventory posting and consumption posting) instead of actual G/L account numbers.
You do not have to define these transaction keys, they are determined automatically from the transaction (invoice verification) or the movement type (inventory management). All you have to do is assign the relevant G/L account to each posting transaction.
• Account grouping (only for offsetting entries, consignment liabilities, and price differences)
Since the posting transaction "Offsetting entry for inventory posting" is used for different transactions (for example, goods issue, scrapping, physical inventory), which are assigned to different accounts (for example, consumption account, scrapping, expense/income from inventory differences), it is necessary to divide the posting transaction according to a further key: account grouping code.
An account grouping is assigned to each movement type in inventory management which uses the posting transaction "Offsetting entry for inventory posting".
Under the posting transaction "Offsetting entry for inventory posting", you must assign G/L accounts for every account grouping, that is, assign G/L accounts.
If you wish to post price differences to different price difference accounts in the case of goods receipts for purchase orders, goods receipts for orders, or other movements, you can define different account grouping codes for the transaction key.
Using the account grouping, you can also have different accounts for consignment liabilities and pipeline liabilities.
• Valuation class of material or (in case of split valuation) the valuation type
The valuation class allows you to define automatic account determination that is dependent on the material. for example: you post a goods receipt of a raw material to a different stock account than if the goods receipt were for trading goods, even though the user enters the same transaction for both materials.
You can achieve this by assigning different valuation classes to the materials and by assigning different G/L accounts to the posting transaction for every valuation class.
If you do not want to differentiate according to valuation classes you do not have to maintain a valuation class for a transaction.

• GR/IR clearing (WRX)
Postings to the GR/IR clearing account occur in the case of goods and invoice receipts against purchase orders.
Caution
You must set the Balances in local currency only indicator for the GR/IR clearing account to enable the open items to be cleared. For more on this topic, see the field documentation.

• Offsetting entry for stock posting (GBB)
Offsetting entries for stock postings are used in Inventory Management. They are dependent on the account grouping to which each movement type is assigned. The following account groupings are defined in the standard system:
o AUA: for order settlement
o AUF: for goods receipts for orders (without account assignment)
and for order settlement if AUA is not maintained
o AUI: Subsequent adjustment of actual price from cost center directly
to material (with account assignment)
o BSA: for initial entry of stock balances
o INV: for expenditure/income from inventory differences
o VAX: for goods issues for sales orders without
account assignment object (the account is not a cost element)
o VAY: for goods issues for sales orders with
account assignment object (account is a cost element)
o VBO: for consumption from stock of material provided to vendor
o VBR: for internal goods issues (for example, for cost center)
o VKA: for sales order account assignment
(for example, for individual purchase order)
o VKP: for project account assignment (for example, for individual PO)
o VNG: for scrapping/destruction
o VQP: for sample withdrawals without account assignment
o VQY: for sample withdrawals with account assignment
o ZOB: for goods receipts without purchase orders (mvt type 501)
o ZOF: for goods receipts without production orders
(mvt types 521 and 531)
You can also define your own account groupings. If you intend to post goods issues for cost centers (mvt type 201) and goods issues for orders (mvt type 261) to separate consumption accounts, you can assign the account grouping ZZZ to movement type 201 and account grouping YYY to movement type 261.
Caution
If you use goods receipts without a purchase order in your system (movement type 501), you have to check to which accounts the account groupings are assigned ZOB
If you expect invoices for the goods receipts, and these invoices can only be posted in Accounting, you can enter a clearing account (similar to a GR/IR clearing account though without open item management), which is cleared in Accounting when you post the vendor invoice.
Note that the goods movement is valuated with the valuation price of the material if no external amount has been entered.
As no account assignment has been entered in the standard system, the assigned account is not defined as a cost element. If you assign a cost element, you have to enter an account assignment via the field selection or maintain an automatic account assignment for the cost element.
Account determination of valuated sales order stock and project stock
Note that for valuated sales order stock and project stock (special stock E and Q) and for the transaction/event keys BSX and GBB, you must maintain an account determination to avoid receiving warning messages when entering data (purchase order or transfer posting) for valuated stock.
During data entry, the system attempts to execute a provisional account determination for GBB for valuated stock. The system will only replace the provisional account determination for GBB with the correct account determination for the stock account (BSX), in the background, if you enter the data for valuated stock at a later point in time.

 

 

Here maintain the G/L which will be expenses account for PO (as instead of Inventory Stock Account)
Maintain As per screen shot above.

 

Result:

Now Lets Create 2 PO without material master /
WITH LIMIT ITEM
WITHOUT LIMIT ITEM
App Manage Purchase Orders

WITH LIMIT ITEM

 

In item level give the account assignment key “K” Short text (as per your requirement), Just give the Material group.

 

Whenever you put the material group and press enter you can see the G/L account which you have maintained in OBYC for this.
Save your PO.

 

 

The accounting entry will be as below figure.

 

 

You can see the account debited and account credited.

 

 

WITHOUT LIMIT ITEM AND GR

 

You can see the account 60110300 has been debited and account 40811000 has been credited.
60110300 = Expenses Account ( As Stock Inventory Account)
40811000 = GR/IR Clearing Account.
Here, system will bring that G/L account for transaction event key WRX, which has maintained with blank valuation class. It will take the only one G/L account with irrespectively valuation classes. You can only change the Expenses (60110300) account with regards to the valuation class. There are no standard option to bring the G/L account for WRX transaction key from T030 table with regards to the valuation class. If you want to do that, then you can do that with the help of some enhancement. You can have a look into the blog post Determination of different GR/IR accounts for non-inventory procurement.
Its a supply chain as automatic account determination, whenever we create PO without material master
Material Group assign with valuation class. Valuation class assign with G/L account.