Checking and Releasing Documents

Objectives

After completing this lesson, you will be able to:

  • Check and release documents
  • Release documents blocked by the embargo check

Scope of Check

The embargo check in Compliance Management is strictly country-specific. The merchandise and the persons involved in the transaction are not relevant for the check. If a country is flagged as an embargoed country in SAP GTS, as a precautionary measure the system blocks any document that contains a relevant business partner in this country. This block can be removed manually by the user or automatically by the system if the relevant embargo has been lifted in the meantime.

Therefore, SAP GTS always forces a case-by-case check in a country-specific embargo situation. Each transaction which involves a business partner in an embargoed country is to be checked individually by a knowledgeable employee based on the respective embargo regulations. If the transaction is not affected by the embargo, the document may be released in SAP GTS. The system logs this release and, depending on the configuration, requires a reason to be entered.

Caution

This release cannot be revoked.

When activating a legal regulation for the embargo check, you must take into account that in this application area, the system derives the destination country of a goods issue from the address of the business partner in the ship-to party partner function. Therefore, the possible partner configurations in the relevant documents play an important role in deciding as to which level a legal regulation is activated for the embargo check.

If you supply dealers in other Member States or domestically who then resell your products (with your knowledge or even on your behalf) to end-customers in third countries, you must activate the legal regulation for checking dispatches or even for checking all goods issues.

You can identify the country of destination as well as the country of the ultimate consignee on the Geography tab at document item level.

Check of Accounting Documents

In logistics, you can subject purchasing and sales documents as well as inbound and outbound deliveries to an embargo check in SAP GTS. It does not matter how these documents were created in the feeder system. It is also possible to check accounting documents for incoming and outgoing payments. However, these documents must be created using certain programs:

  • Transaction Automatic Payment Transactions (transaction code F110)

  • Transaction Automatic Payment Transactions for Payment Requests (transaction code F111)

  • Transaction Payment with Print (transaction code FBZ4)

In the feeder system, you activate the transfer of accounting documents in Customizing for Financial Accounting (menu path: Financial AccountingBasic Settings for Financial AccountingCheck in SAP GTS for FIActivate Check in SAP GTS for FI).

In Customizing for the SAP GTS system, you have to make some application-specific mapping settings for the replication of accounting documents.

Mapping objects

  • Partner functions

  • Document types for incoming and outgoing payments

  • Item category

In contrast to the preparations for replicating logistics documents, this mapping does not involve linking essential elements of feeder system documents with counterparts in SAP GTS. The mapping settings at application level FI0A (FI Payment) are used in the SAP GTS system to copy the accounting document data which are transferred from the feeder system to the structures of a customs document.

Delivery Customizing already contains suitable partner functions, document types, and an item category. The document types FIIN (Incoming Payments) and FIOUT (Outgoing Payments), are located in the Customs Document folder of the document type structure (menu path: SAP Global Trade Services, edition for SAP HANAGeneral SettingsDocument StructuresDefine Document Types for Application Areas).

The universal item category FI0A (Payment Item ) is provided in the folder Item Categories for Customs Documents of the item category structure (menu path: SAP Global Trade Services, edition for SAP HANAGeneral SettingsDocument StructuresDefine Item Categories for Application Areas). All of the partner functions required for successful accounting document replication are located in Customizing for the partner structure (menu path: SAP Global Trade Services, edition for SAP HANAGeneral SettingsPartner StructuresDefine Partner Functions).

You can pseudo-map these elements either at the level of logical feeder systems or at the level of groups of logical systems (menu path: SAP Global Trade Services, edition for SAP HANAGeneral SettingsPartner StructuresAssignment of Partner Functions from Feeder SystemsAssign Partner Function at Feeder System Group Level).

In this way, you assign the document types FIIN and FIOUT the document types FIIN and FIOUT (that do not exist in the feeder system), and the item category FI0A its notional equivalent FI0A (menu path: SAP Global Trade Services, edition for SAP HANAGeneral SettingsDocument StructuresAssignment of Document Types from Feeder SystemsAssign Document Type at Feeder System Level or Assign Document Type at Feeder System Group Level and SAP Global Trade Services, edition for SAP HANAGeneral SettingsDocument StructuresAssignment of Document Types from Feeder SystemsAssignment of Item Categories from Feeder SystemsAssign Item Category at Feeder System Level or Assign Item Category at Feeder System Group Level).

In delivery Customizing, the document types FIIN and FIOUT and the item category FI0A are already activated for the embargo check (menu path: SAP Global Trade Services, edition for SAP HANAGeneral SettingsDocument StructuresActivate Document Types for Application Areas or Activate Item Categories for Application Areas).

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