Managing FS Item Master Data

Objectives

After completing this lesson, you will be able to:

  • Maintain FS items
  • Maintain G/L account mappings to FS items
  • Maintain FS item hieararchies
  • Extend FS item attributes

Create FS Items

Business Scenario

You're continuing to set up group reporting at ABC Corporation. You've decided to use the delivered Y1 chart of accounts. You're using some of the delivered FS items along with a few of your own. To set up new FS items, follow these steps:

  1. Create new FS items.
  2. Map G/L accounts to FS items.
  3. Maintain the FS item hierarchies.

Create New FS Items

There are two ways to create (and change) FS items:

  1. File Import: Use the Import consolidation Master Data app to import and export FS items.
  2. Manual: Use this option in low-volume scenarios.

Because we only have one FS item to add, we'll use the manual option. You can access FS items in the Define FS Items app.

Define FS Items - Key Points

  • When you use the Define FS Items app, Consolidation Version and Fiscal Year and Period are required because FS item master data is version and time-dependent.
  • You can easily filter the FS item list by property. For example, in the following image, only the FS items with the S-CT-BS-CLO property are displayed.
  • Use Settings to modify the columns.
  • Save your own list displays as private or public variants.
  • Use the Check Where Used feature for dependencies.
The Define Financial Statement Items app, lists FS item along with their fs item type, breakdown category, and currency translation selection

Choose Create to add a new FS item from scratch. You can also Copy an existing FS item. When you copy an FS item, enter a new ID and select the source time frame and version:

In the Financial Statement Item dialog, your enter the id and select the Time- and Version-Dependent Data for the source fs item

Note

The maximum length of an FS item is 10 characters. The length is set in the Define Consolidation Chart of Accounts customizing activity.

In the general information tab:

  • Enter the descriptions.
  • Select the FS Item Type.
  • Select the Breakdown Category.
The general information includes the fs item type and breakdown category

FS Item Types

Financial statement item type is a property that indicates the nature of FS items. The following item types are available:

  • INC: Income statement items
  • EXP: Expense statement items
  • AST: Asset items in balance sheets
  • LEQ: Liabilities and equity items in balance sheets
  • STAT: Statistical items that can be used to record financial and non-financial data. This data isn't directly linked into income statements or balance sheets. For example, you use a statistical item for number of people.
  • REPT: Dedicated hierarchies can be defined for reporting items, and reporting rules are used to derive values for the reporting items.

FS Item Type - Key Points

  • The item type settings for FS items are used by balance carryforward and the annual net income calculation.
  • FS Item type is a mandatory setting when you upload FS items using the Import Master Data for Consolidation Fields app or when you create FS items from scratch.
  • Breakdown Category: Control transaction data field updates.

General Information - Options

  • Blocked for Posting: Use this setting to block postings.
  • Is Consolidation Item: These items are group reporting specific. For example, the goodwill FS item is only relevant in group reporting (it doesn't have a corresponding G/L account). Consolidation Items do not require a mapping to G/L accounts.

Data in the Breakdown by Subassignment is based on the breakdown category selected for the FS item. This information is in display mode only.

Breakdown by Subassignment

The Breakdown by Subassignment display the breakdown type for partner unit, transaction currency, subitem category, and subitem

Attributes for Processing

Selection attributes and target attributes decouple configuration (for example, of selections or reclassification methods) from master data management. By using selection attributes and target attributes, you can change delivered account assignments without a customizing request.

The definition of each attribute is listed below:

Note

The information tool-tip displays the current time and version.

  • Selection Attributes:

    • FS Item Role:
      • This is a one-to-one assignment.
      • Roles are used as an alias for FS Items to lower the cost of maintenance for currency and elimination methods.
      • For example: instead of changing configuration of a method and transporting the change, a new FS Item can be determined via its role in master data.
    • Data Collection Selection:
      • This is a one-to-many assignment.
      • The data collection attribute selects similar FS items in data entry reports to make the them as dynamic as possible.
    • Currency Translation Selection:
      • This is a one-to-many assignment.
      • The currency attribute is used to select similar FS items for currency translation methods.
      • For example: For currency translation, you assign the attribute value S-CT-BS-CLO (B/S items - closing rate) to relevant FS items that will be translated using the ending rate.
    • Elimination Selection:
      • This is a one-to-many assignment.
      • The elimination attribute is used to select FS items for elimination methods.
      • For example: For the accounts receivable elimination, select all relevant items via the S-IUE-BS-AR- IC Trade Receivable attribute value.
    • Cash Flow Selection:
      • This is a one-to-many assignment.
      • Select FS items in the reporting rules for the consolidated statement of cash flows.
    • Scope Selection:
      • This is a one-to-many assignment.
      • For example: The scope selection can be used for data validation or in data collection reports. You specify the scope of data entry, and differentiate whether FS items are relevant for actual or planning data.
    • Other Selection:
      • This is a one-to-many assignment.
      • This is customer defined.
      • You can use this attribute in validations and reporting rules.

  • Target Attributes:

    • Elimination Target:

      • This is a one-to-many assignment.

      • Use the elimination target to look up the offsetting FS item for eliminations in reclassification rules.

    • Non-Controlling Interest Target:

      • This is a one-to-many assignment.

      • Use the Non-Controlling Interest attribute to look up FS items for ownership eliminations.

    • Planning Target:

      • This is a one-to-many assignment.

      • Used to summarize many actual FS items into fewer planning FS items.

The Attributes for Processing tab, displays the selection attributes and target attributes that are explained above

Note

To maintain FS item attribute values:
  • Go to Customizing for SAP S/4HANA for Group Reporting.
  • Expand Consolidation FS Items Configuration.
  • Go to Define FS Item Attribute Values.

Create a New FS Item

Business Scenario

At ABC Corporation, you have a new G/L account in accounting for receivables. You need to create a new FS item in group reporting to receive the values.

What skills will you develop in this practice exercise?

  • Create a new FS item
  • Configure the general information
  • Configure the attributes for processing
  • Display all FS items with the same elimination target attribute
ExerciseStart Exercise

G/L Accounts Mapping to FS Items

Now that you’ve created your new FS items, you're ready to map them to G/L accounts. You can set up the initial mapping with the file import/export. For the ABC Corporation project, you can download the mapping file for version Y10 or other existing version. In our case, we’ll use the mapping for version E00.

Note

Because we're using the preparation ledger in this class, the FS Item Mapping Version is E00 for all students.

In the Import FS Item Mapping app, choose Download → With Existing Master Data → Download. In our scenario, we'll use the following selections:

When you download the mapping file in the import fs items mapping app, you select with existing master data, consolidation coa of Y1, g/l chart of accounts ycoa, mapping id e00, revision 2. The setting with unmapped g/l accounts is not selected
  • Data Selection: Choose Without Data to download the template. Choose With Existing Master Data to download existing mappings.
  • Consolidation COA: Choose your Consolidation COA. We’re using Y1.
  • G/L Chart of Accounts: Select the chart of accounts that your G/L accounts belong to. We’re using YCOA.
  • Mapping ID:
    • An ID of the mapping between FS items and G/L accounts.
    • Normally, one mapping ID should be enough. Nevertheless, there might be circumstances where different mappings have to be applied, such as for planning and actual data.
  • Revision: You can use a different mapping revision when you need to change an existing revision. For example, if a new FS item has been created, you must change the G/L account mapping to source this new FS item.

Note

The G/L Chart of Accounts, Consolidation Chart of Accounts, Mapping ID, and Revision: A combination of these values identifies an FS item-mapping revision.

In the following image, the Mapping ID and Mapping Revision have been updated. Also, the new 121110 FS item and mapping to G/L account 12100100 has been inserted.

In the downloaded excel file, the fs items mapped g/l accounts are listed.

In the previous image, most of the G/L accounts are mapped to FS items on a one-to-one basis. However, some FS items such 311000 have several G/L accounts.

Note

It’s up to you to decide how to map your G/L accounts. It can be one-to-one with FS items or many-to-one. There’s no right or wrong way to do it.

After the file is Uploaded, Checked, and Imported, the mapping status is updated. Until you assign the mapping however, it can’t be used.

In the import fs items mappings screen, the status is imported.

You can view and edit the mapping online.

Note

In a case where you have a mapping imported and assigned, and you only have a few changes, you can update the mapping online by going to Edit mode.

After the mapping revision is imported, you can use the Map FS Items with G/L Accounts to display or change it.

In the map fs items with g/l accounts screen, the mapped tab displays fs item with their mapped g/l accounts

In the Mapping with the New FS Item image, there are three tabs:

  • Mapped: View FS items mapped to G/L accounts.
  • Unmapped G/L Accounts:
    • It’s possible to have unmapped G/L accounts. For example, if you don't need tax values in group reporting, tax accounts aren’t mapped.
    • In this tab, you can use the Posting Data Exists column to see if any transactions have been posted in accounting. You can Recheck Posting Data for various time frames.
  • FS Items:
    • No Posting/Entry column: Are there postings in group reporting for each FS item?
    • Assigned G/L Account column: Are there mapped G/L accounts for each FS item?

Note

If a G/L account already has data posted and released, you can't change or delete its existing mapping with FS items.

Exclude G/L Accounts

If you want to exclude G/L accounts from being released into group reporting, you can map these G/L accounts to a specific FS item using the FS item ID &NORELEASE. You can exclude G/L accounts as follows:

  1. Create an FS item named &NORELEASE.
  2. Use the Define FS Items app to create the FS item with FS Item Type: Statistical Item.

When the mapping is imported, it still needs to be assigned. In the following image, you can see that the Assigned status is No.

map fs items with g/l accounts screen the assigned status for mapping id u10 is no.
  • Create Mapping: Choose Create Mapping to create a new mapping and a new revision.
  • Create Revision: Choose Create Revision to create a new revision.
  • Copy: Choose Copy to create a revision based on an existing revision.

    Note

    This is useful when a new FS item has been created and you must change the G/L account mapping to source this new FS item.

To use a mapping revision, it must be assigned to an effective period and an FS item mapping version using the Assign FS Item Mappings app. Assigned revisions can't be deleted.

In the new assignment dialog, the fs item mapping version is u10, the start of assignment is 012.2022, the consolidation chart of accounts is y1, the fs item mapping id is u10, and the revision is 1

When the mapping revision is assigned, the Assigned status is Yes.

map fs items with g/l accounts screen the assigned status for mapping id u10 is now yes

Note

When deriving FS items during accounting postings, the system checks if there are any empty fields for FS items. This is because empty fields for FS items result in errors. If there are empty fields, a substitution rule automatically fills them in with the FS item that’s assigned with one of the following roles:

  • S-NOMAPB/S (for balance sheet FS items)
  • S-NOMAPP/L (for profit and loss FS items)

As a result, journal entries are easily identified where a proper FS item is needed. To enable the system to derive the relevant FS items, you must assign the relevant FS Item Attributes Version to the preparation ledger.

Map G/L Accounts to FS Items

Business Scenario

At ABC Corporation, you've identified your FS items. Now you need to map G/L accounts to the FS items so that data can be released from accounting into group reporting. Because you’re setting up the mapping for the first time, you can copy from an existing mapping revision.

What skills will you develop in this practice exercise?

  • Export an existing mapping revision
  • Import a new mapping revision
  • Assign the mapping revision
  • View the G/L Account and FS item mappings online
ExerciseStart Exercise

Maintaining FS Items Hierarchies

At ABC Corporation, you need to copy a delivered FS item hierarchy and add your new FS items. To copy an FS item hierarchy, use these steps:

  1. Download the existing hierarchy.
  2. Adapt the file with the new hierarchy id and the new FS items.
  3. Create a new hierarchy.
  4. Edit the new hierarchy:
    1. Import from Spreadsheet.
    2. Save and activate the hierarchy.

You can edit hierarchies for financial statement items with the Manage Global Hierarchies app.

In the Manage Global Hierarchies app, you can filter for Consolidation Financial Statement Item type hierarchies.

The BS_PL Hierarchy is highlighted

In the following image, you can see one of the delivered FS item hierarchies.

The nodes fs items for the BS_PL  hierarchy do not have sign change selected

In our scenario, most of the nodes in the delivered hierarchy will be used without any changes, so we can download it and make our changes.

Note

FS item hierarchies aren’t time-dependent.
The excel files includes the hierarchy id, nodes, and members

At ABC Corporation, we need a new hierarchy. So, in the Manage Global Hierarchies app, create a new Consolidation Financial Statement Item hierarchy.

The new hierarchy dialog has Consolidation Financial Statement Item selected, a hierarchy id of u10_bs_pl, the y1 consolidation coa, and a hierarchy description

In the Manage Global Hierarchies app, edit the new hierarchy. Then, import the spreadsheet with the hierarchy data.

the manage global hierarchies app, choose export/import and then select the source file with the new hieararchy

The imported data includes the new FS item.

Completed FS Item Hierarchy

The nodes fs items for the new hierarchy are now in the system. None of the nodes have sign change selected

After the hierarchy is saved and activated, it can be used in reports.

Create a New FS Item Hierarchy

Business Scenario

You need to create a new FS item hierarchy as part of the ABC Corporation project.

What skills will you develop in this practice exercise?

  • Download a delivered FS item hierarchy
  • Adapt the file
  • Create a new FS item hierarchy
  • Import the new hierarchy
  • Save and activate the hierarchy
ExerciseStart Exercise

Sign Flip

At ABC Corporation, you need to report revenue as a positive value in the group reports by using the sign change feature.

The sign change feature allows you to reverse the sign for the values of nodes and the FS items belonging to them in a Consolidation Financial Statement Item hierarchy. You can select and manage the sign change for these hierarchies in the Manage Global Hierarchies app. When you then use the hierarchies in your consolidation reports, the values for nodes with the sign change and their FS items will display as negative if they’re typically stored as positive. This is useful when you want to display revenue as a positive value. In that case, you can simply select +/- Sign Change for nodes of revenue FS items so that they appear as positive values in your reports.

To use the sign change feature, follow these steps:

  1. Edit the FS item hierarchy.
  2. Activate the Sign Change attribute on the revenue parent nodes.
  3. Save and activate the hierarchy.
  4. Open the Group Data Analysis app.
  5. Place the FS item into the rows.
  6. Enable the hierarchy (with the sign change) for FS item.
  7. Display a measure with the Sign-Adjusted Amount.

To select the Sign Change property for a node, choose the node's hyperlink:

Note

Although checkmarks won’t appear for the FS items directly underneath the node, they'll inherit the +/- sign change settings once the hierarchy is activated.

Selecting sign change doesn’t influence data in databases or calculations.

Custom FS Item Attributes

At ABC Corporation, you need to add several custom attributes to your FS items. The extra attributes are needed for data processing and reporting.

Custom FS item attributes can be used in selections, reclassification rules, totals validation rules, and analytics. There are two types of FS item attributes that you can define:

  1. Attributes that are time and version-independent
  2. Attributes that are time and version-dependent.

Depending on which of these two options you choose, you select a specific Business Context when creating a new custom field.

Here are three examples of how to use a custom field for an FS Item:

  1. Lifecycle Phase: select FS items with a particular lifecycle phase for executing validation rules.
  2. Additional Information: include a web address that will be used to access further information to an FS item.
  3. Sign Reversal Target: select FS items to reclassify negative balances.
The custom fields and logic app is used to fs items attributes that are either time and version dependent or not.

You can maintain attribute value assignments two apps:

  • Define FS Items

  • Import Consolidation Master Data

Use the Custom Fields (or Custom Fields and Logic) app to define your custom fields. You need the SAP_UI_FLEX_KEY_USER SAP Fiori role to use these apps.

Note

The Business Context controls the tables, core data services views, and user interfaces that are affected.

For custom FS item attributes, three types are relevant:

  1. Code List: This allows for the definition of lists of values to choose from.
  2. Association to Business Object: Together with the exposed business object Consolidation FinancialStatement Item, you can define your own FS item target attributes.
  3. Web Address: This is used to link to more background information for an FS item.

Note

When creating custom attributes, don't forget to enable them in the UIs and Reports tab.

When a developer selects the Adapt UI entry in the user profile, it switches the Define FS Items app to UI Adaptation mode. In UI Adaptation mode, you can:

  • Add or remove fields from the user interface
  • Rearrange fields
  • Change the screen text
  • Add field groups

By clicking Save & Exit, the applied changes will become visible for all users of the Define FS Items app.

Note

Custom fields that are added to the FS Item maintenance user interface are automatically integrated into the import / export app.

After an attribute is created, the Define FS Items app is configured as follows:

  1. Open the Define FS Items app.
  2. Go into an FS item.
  3. Go to Profile → Adapt UI.
  4. Select a field group → Add Field.
  5. Add the custom attribute.

Note

For custom-defined fields of type Code List, Association to Business Object, and Consolidation Financial Statement Item you’ll automatically get a value help.

Note

For technical reasons, the value help contains FS items from all consolidation chart of accounts. Make sure that you select only an FS item from the consolidation chart of accounts the FS item you want to assign the target attribute. Otherwise, you’ll receive an error when you try to save your changes.

Use this link for more information regarding Financial Statement Item Extensibility:Financial Statement Item Extensibility

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