Enhancements to Clearing Open Items


Clearing Document

If open items are cleared in several accounts without having to make clearing entries to balance the items to zero, the system creates a clearing document header for each company code involved in the clearing procedure as of Release 4.0A.

It even creates the document header if you clear open items by running the clearing program.

Clearing Entries

In clearing open items, the system automatically creates the necessary clearing entries. These entries in the standard system contain all information required to make the necessary updates to transaction figures, commitments and account balances. Separate clearing entries could be created, for example, for each of the different company codes, business areas, accounts, or trading partners.

With Release 4.0A, you can also separate clearing entries by other criteria (for example, allocation, reference number, contract number) and at the same time transfer their account assignments to the cleared items.

You can define client-independent rules to break down clearing entries even further. These rules are called clearing rules. For each rule, you choose the fields you require as criteria for classifying the clearing entries.

Clearing rules are assigned at the client level and account type level so that you can define differing classifications for customer, vendor, and G/L accounts.

Overview of Cleared Accounts

When displaying a document or even the clearing documents that are comprised of just a document header, you can navigate to an overview of the accounts in which the items were cleared.

Accounts in Payment Proposal

Previously, payment proposals could be used to block customers and vendors for clearing processing. Starting in Release 4.0A, you can process items in clearing transactions (incoming payment, outgoing payment, account maintenance) that are not contained in the payment proposal or that are exception items (due to payment block) in the payment proposal.

The items contained in the payment proposal that are designated for payment are skipped over during selection so that they do not appear in the overview of open items.

Special Periods
In the transactions for clearing G/L, customer, or vendor accounts, you can enter a special period in addition to the posting date so that you can clear items in the prior year if only special periods are open for posting.

Account Name Display

In open item processing, the system displays the account name for G/L accounts or the first part of the customer or vendor name in the screen frame. If you are clearing several accounts, the system displays the information of the first account you select for processing and the text More to indicate that there is additional information.

Texts in Clearing Entries

You can enter a text entry in each clearing transaction (account clearing, incoming payment, outgoing payment). This text is copied to every clearing entry created in clearing the open items.

Clearing Down Payment Requests

Selecting and activating down payment requests during clearing triggers the system to post a corresponding down payment. This saves you from having to enter the down payment yourself as well as from having to switch between two transactions in processing incoming payments.

Paying down payment requests and printing the forms (checks) online are supported by this new function.

Reversing a down payment request by clearing it in account clearing is no longer possible as of Release 4.0A. Down payment requests are reversed in the same manner as other documents by using the reversal function.

Clearing Open Items Across Company Codes

If clearing procedures were set up in Customizing so that open items could be selected from other company codes, for example, 0002 and 0003, when clearing in company code 0001, the account that was being cleared would also have to be created in company code 0001. As of Release 4.0, an account does not have to be created in company code 0001 if postings are not to made to it in company code 0001.

Automatic Clearing

The clearing programs SAPF123 and SAPF123W have been replaced with program SAPF124. This new clearing program uses the clearing transactions that are available for manual account clearing so that the system can post any exchange rate differences or generate transfer postings if the items being cleared have different business areas or trading partners. Furthermore, the new program can clear documents that were posted using the net method and documents that contain parallel currencies.

The system no longer uses the business area and trading partner entries as fixed criteria for grouping open items for clearing so that automatic clearing can be performed across multiple business areas.

A clearing date must be specified as of Release 4.0A.

Change system parameters in customizing

Clearing Document

If you clear open items using one of the transactions (such as Clear customer account) in which a document type cannot be entered in the clearing document header, the system enters the document type that is preset for the clearing procedure "Transfer posting with clearing" (UMBUCHUNG) in Customizing. It is the same document type that was used in prior Releases when transfer postings had to be made due to different business areas in the items being cleared.

You preset this document type in the Define posting keys for clearing activity in Customizing.

Clearing Entries

You have to define all the clearing rules that you want to use in the system by accessing transaction OBIA. After defining the rules, you assign them to account types by accessing transaction OBIB. You can access these transactions in the Define clearing rules and Assign clearing rules activities in Customizing for General Ledger Accounting.

Automatic Clearing

If you want the system to continue to group open items by business area or trading partner for automatic clearing, you have to maintain these criteria (user criteria). There are five user criteria and a variety of fields you can choose from. The system lets you specify field names that are longer than five characters and fields that have an internal length of up to 20 places.
To maintain these criteria, execute the Prepare automatic clearing activity in Customizing for General Ledger Accounting.

Changes in procedure

Clearing Document

When displaying clearing documents in document display, the system displays an indicator that there is a clearing document in place of the line item.

Overview of Clearing Accounts

In displaying documents (clearing documents and payment documents) that clear other line items, you can have the system display all accounts in which items were cleared by choosing Extras -> Clearing info.