Integrating Data from SAP S/4HANA Finance

Objectives

After completing this lesson, you will be able to:

  • Integrate data from SAP S/4HANA Finance

Integrating Accounting and Group Reporting

At ABC Corporation, one of your responsibilities is to acquire data. Since you are using SAP S/4HANA Accounting, you need to understand the integration with group reporting.

Let’s learn more about this below.

Learn how group reporting and accounting are integrated in the following video.

Group Reporting Integration

As postings occur in the general ledger for integrated companies, they're captured in the ACDOCA (Accounting Document for Actual) table. Before the data is released into group reporting, the general ledger trial balance report can be used to view the group reporting related data in ACDOCA.

You can also view group reporting data in the accounting journal entry. This feature is related to the preparation ledger, which became available in the 2022 edition. The benefit is that reporting and reconciliation can occur before the Data Release task (the sooner discrepancies are discovered, the better).

In the following image, there are four steps in the data release process:

  1. Postings in the general ledger: as postings occur in ACDOCA, group reporting data is derived based on mappings in group reporting. For example, G/L account 10010000 is mapped to FS item 111000 and company code 1010 is mapped to consolidation unit DE.
  2. Report on the group reporting data in the general ledger: group reporting fields can be added to the trial balance report. Also, the group reporting data can be displayed in the general ledger document.
  3. Release the data into group reporting.
  4. Report on the released data in group reporting.
Note
Company codes are typically assigned on a one-to-one basis to companies. In this scenario, company code 1010 is assigned to company 1010.

As postings occur in the general ledger, group reporting fields are recorded along with the rest of the accounting data. You can view the group reporting fields in the Manage Journal Entries app with these steps:

  1. Switch from entry view to ledger view.
  2. Add the group reporting fields to the line item display.

There are several group reporting fields that are recorded in the general ledger (ACDOCA table):

  • Consolidation unit
  • Partner unit
  • Consolidation company
  • Consolidation chart of accounts
  • Consolidation FS item
  • Consolidation subitem category
  • Consolidation subitem
Note
In this scenario, company code 1010 in combination with profit center P9002 are included in a substitution rule to derive consolidation unit DE02.
View Group Reporting Data in General Ledger Documents

Group reporting data can also be displayed when accessing the line items of general ledger documents.

View Group Reporting Data in Accounting Trial Balance

You can include group reporting fields in the standard trial balance report by extending the underlying core data services query.

In the following image, the accounting trial balance includes the following fields in the rows:

  • G/L: Account: 1001000 and 31000000
  • Consolidation Financial Statement Item: 111000 and 311000
  • Consolidation Subitem: 915

The following fields are included in the columns:

  • Company Code: 1010
  • Consolidation Unit: DE00

Create a G/L Entry and View Group Reporting Fields

Business Scenario

As postings occur in the general ledger, group reporting information is recorded in the ACDOCA table. The data is later released into group reporting. You need to learn how to view the group reporting data in the general ledger.

What skills will you develop in this practice exercise?

  • Create a journal entry in the general ledger.
  • View group reporting data in the journal entry.

Task 1: Create a G/L Entry

Task 2: View Group Reporting Fields

Data Release - Key Points

One of the main sources of reported data is SAP S/4HANA Finance. You release accounting data (from the SAP General Ledger) into group reporting using the data monitor. The data release process controls the flow of data into group reporting. It has a preview and offers several ways to drill down into the source data to perform sanity checks.

Data Release - Key Points

  • Data release is an important control mechanism that prevents unwanted data from becoming available to group reporting.

  • Prerequisites:

    • The period is open.

    • The company is a consolidation unit.

    • G/L accounts are mapped to FS items.

  • As adjustments are made in the SAP General Ledger, you can run the data release again and again as needed.
  • The data release has a delta mechanism so that it only picks up changes in the central journal vs. the prior release for the period.
  • You validate accounting data with the built-in Line Item Validation task.

The data release task can be run from the Data Monitor.

When you release data from the data monitor, you can view the released data.

In Release of Universal Documents - Result, you can see the following:

  • Consolidation units with data to release.
  • Versions with data to release.
  • Document links: access the data release documents and preview the incoming data.
  • Data release status.
Note
The release process will only release one FI document number at a time. The tracking mechanism is based on a timestamp.

Release Reported Financial Data Options

After you close the period in accounting, data release should be run for the last time (for that period). After you run Release of Universal Journals, you can then block the task.

When transferring accounting financial data, the system derives the posting period based on the accounting posting date and the period definition of the assigned fiscal year variant (FYV).

Example: You assign the K4 (Calendar Year, 4 Special Periods) FSV to a consolidation unit and make an accounting posting using December 31 as the posting date and any of the four special periods (13, 14, 15, or 16) as the posting period. In group reporting, the system releases data using the same special period as in accounting.

During the release process, you can access the document view to display the data by FS Item (Summary Result based of Financial Statement Item).

You can then toggle to the G/L account (Summary Result based of Account Number) view as well.

How to Solve Data Release Issues

Sub-assignment issues

After data is released into group reporting, the Line Item Validation is run. This detects incorrect sub assignments such as a missing trading partner for an intercompany account. Sub-assignment issues would most likely need to be fixed in accounting and then data release would need to be run again.

G/L account-mapping issues

If there’s a G/L account that isn’t mapped to an FS item, the data validation log displays an error. To resolve this G/L account-mapping issues, complete the following steps:

  1. Map the G/L account to an FS item.
  2. Run the data release task again.

As a result, the value for the previously unmapped G/L account will be in group reporting and the log won't display any errors.

Schedule Data Release

You can use the Schedule Jobs for Consolidation Tasks app to schedule and monitor jobs for consolidation tasks using the provided templates. If you have manual activities that you often need to do at a specific time (such as data release), this app can reduce your workload by automatically running these tasks smoothly in the background.

How to schedule data release

To schedule data release, complete the following steps:

  1. Choose Create.
  2. Select the Release Universal Journal template.
  3. Select a recurrence pattern such as single run, minute, day, week, or month.
  4. Specify the job-specific parameters such as consolidation chart of accounts, consolidation version, fiscal year/period, and consolidation group/unit.
Note
The Schedule Jobs for Consolidation Tasks app can also be used to schedule the following tasks:
  • Balance carryforward
  • Calculation of net income
  • Currency translation
  • Preparation for consolidation group changes
  • Reclassification
  • Validation of universal journals
  • Validation of reported data
  • Validation of standardized data
  • Validation of consolidated data
  • Realign group reporting preparation ledger

The preparation for consolidation group changes and reclassification job templates bundle multiple tasks.

Scheduling the Data Release Task

In this video, you'll see how to schedule the data release task. Scheduling the data release is similar to scheduling other tasks.

Release Data from Accounting into Group Reporting

Business Scenario

At ABC Corporation, new postings in the general ledger need to be released into group reporting. You need to learn how the data release process works.

What skills will you develop in this practice exercise?

  • Set your global parameters.
  • Open the period for group reporting in the data monitor.
  • Release the data.
  • Display the data release document.

Task 1: Release Data From Accounting into Group Reporting

Task 2: Display the Data Release Document

Line Item Validation

After data is released from accounting into group reporting, the Line Item Validation task is run.

  • The Line Item Validation task checks for several issues:
    • Errors can occur in the form of missing or incorrect sub-assignments for FS items. For example, is there a subitem for the cash FS item? Is a partner unit missing for an intercompany FS item?
    • As of the 2022 Edition, the Line Item Validation task checks for discrepancies with the rules defined in the Manage Substitution/Validations Rules - Group Journal Entries app. For example, the validation checks if there's a trading partner in an intercompany posting. The Validation of Universal Journal task will detect out-of-balances items.
    • For editions before 2022, the Line Item Validation task detects out-of-balances. This could be caused by missing mappings between G/L accounts and FS items. For example, you have the following entry in ACDOCA:
      • Debit to account 10010000 that is mapped to FS item 111100
      • Credit to account 44000000 that isn’tmapped to an FS item
      • The data release will bring in the 10010000/111100 line item but not 44000000 ... causing an out-of-balance.
  • If there’s an error, subsequent tasks can't be blocked in the data monitor.

In the Line Item Validation image, the Line Item Validation task ran successfully.

Run Line Item Validation

Business Scenario

At ABC Corporation, you've released data from accounting into group reporting. Now, you want to run the built-in line item validation task.

What skills will you develop in this practice exercise?

Run line item validation.

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