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Document Types and Number Range Objects in New GL

Purpose

The purpose of this document is to outline the customizing for document types and number range objects in New GL.

Overview

This document goes through the customizing steps for document types and number range objects in new GL.

Document Types and Number Range Objects in New GL

 

The menu path for customizing document types and number range objects in new GL is as follows

Document types in Entry View

 

  • The field for the document number is BELNR
  • The document types in the entry view are defined in transaction OBA7 (Table T003). The menu path via IMG for same is Financial Accounting (New) -> Financial Accounting Global Settings (New)  -> Document -> Document Types -> Define Document Types for Entry View
  • The number range is assigned to the document type.
  • The number range object is RF_BELEG
  • *Recommendation In OBA7 document types should be assigned to the number ranges 01-90.

     
     

 

The IMG activity documentation on Define Document types for Entry View states the following:

Define Document Types for Entry View

Use

In this activity, you define your document types. Document types are used to differentiate the business transactions and to manage how document are stored. This documentation describes the special procedure for setting up document types for New General Ledger Accounting.

For general information about defining document types, see Define Document Types.

Activities

      • If you only work with one ledger (the leading ledger), proceed as follows: In this activity, define for all postings the document types for the documents in the entry view. Also assign a number range to the document types.

For example:

Document Type SA, G/L Account Document, Number Range 01

Document Type SB, G/L Account Posting, Number Range 12

  • If you work with a leading ledger and with non-leading ledgers, proceed as follows: Since the majority of postings has the same effect in all ledgers, define in this IMG activity the document types for the entry view for postings that affect all ledgers. Also assign a number range to the document types.
    Example:
    Document Type SA, G/L Account Document, Number Range 01
    Document Type SB, G/L Account Posting, Number Range 12

In the case of postings that do not have the same effect on all ledger, proceed as follows:

        • Postings only for the leading ledger:
          Define a separate document type for these postings. Assign a unique number range to this document type.

Example:

Document Type SX, Closing Postings, Number Range 90

Note

By segregating the ledger-related postings (here, the leading ledger) in a separate number range, you ensure the contiguous assignment of document numbers at the ledger level for each number range.

Document Types for Entry View in a Ledger

  • The field for the document number is BELNR
  • For ledger specific postings document types for the entry view of a non-leading ledger.
  • The customizing view  is V_FAGL_BELNR_LD 
  • The menu path via IMG for same is Financial Accounting (New) -> Financial Accounting Global Settings (New) -> Ledgers -> Document -> Document Types -> Define Document Types for Entry View in a Ledger
  • The number range is assigned to the combination of Ledger and Document type (RLDNR + BLART).
  • The number range object is RF_BELEG
  • *Recommendation: In the view V_FAGL_BELNR_LD document types should be assigned to the number ranges 91-95.

    The IMG activity documentation on Define Document types for Entry View in a Ledger states the following:

    Define Document Types for Entry View in a Ledger

    Use

    Here, you make the settings specifying the document type for postings to non-leading ledgers.

    Under Define Document Types for Entry View, you make the document type settings for postings in the entry view that effect all ledgers and for postings to the leading ledger.

    Requirements

    You work with a leading ledger and with non-leading ledgers.

     

    Activities

    To define document types for postings to non-leading ledgers, proceed as follows: Set up a separate document type for these postings. Assign a unique number range to this document type for each ledger.

    Example:

    Document Type SX, Closing Postings, Ledger L2, Number Range 91

    Document Type SX, Closing Postings, Ledger L3, Number Range 92

    Note

    By segregating the ledger-related postings (here, for the non-leading ledgers) in a separate number range, you ensure the contiguous assignment of document numbers at the ledger level for each number range.

    Within a ledger group, the representative ledger determines the document types and number ranges applied. For this reason, you cannot perform this IMG activity for a ledger group.

    If you use a ledger group to make account assignments for postings, it is only possible to verify that document numbers are assigned contiguously at the ledger level for the representative ledger.

 

 

 

Define Document Types for General Ledger View

  • The field is DOCNR (table FAGLFLEXA, or another customer own New-GL line item table) 
  • The customizing view is V_FAGL_DOCNR_LD
  • The menu path via IMG for same is Financial Accounting (New) -> Financial Accounting Global Settings (New) -> Ledgers -> Document -> Document Types -> Define Document types for General Ledger View (Note this customizing for Define Document Types for General Ledger View is only relevant for releases prior to sFIN and S/4HANA )
  • This only has to be maintained, if the non-leading ledgers contain different fiscal year variants as the one assigned to the leading ledger.
  • The number range object is FAGL_DOCNR

  • The assignment of number ranges to number range RF_BELEG and FAGL_DOCNR objects have to be disjunctive. *


 

The IMG activity Documentation on Define Document Types for General Ledger View  states the following:

Define Document Types for General Ledger View

Use

In this IMG activity, you define for non-leading ledgers the document types for the documents in the General Ledger view. At the same time, you assign for each document type a number range to be applied in the assignment of document numbers:

  • You do not need to make these settings for your leading ledger because, in the case of this ledger, the document number in the entry view always corresponds to the document number in the general ledger view.
  • You only have to make these settings for any non-leading ledgers that have a fiscal year variant that differs in at least one company code from the fiscal year variant of the leading ledger in this company code. In this case, the document number in the entry view does not correspond to the document number in the general ledger view and you have to define a separate document type with document number assignment for the general ledger view.
    For all non-leading ledgers that, in the company code to which the postings are made, have a fiscal year variant corresponding to the fiscal year variant of the leading ledger in this company code, the document number in the entry view always corresponds to the document number in the general ledger view.

Note

The need to define a document type for documents in the general ledger view depends only on whether the fiscal year variant of the non-leading ledger in the company code (to which the postings are made) differs from the fiscal year variant of the leading ledger in this company code. On the other hand, document type definition independent of which the type of ledger group to which postings are made, that is, regardless of

  • Whether postings are made without a ledger group
  • Whether postings are made to a ledger group with a leading ledger as the representative ledger
  • Whether postings are made to a ledger group with a non-leading ledger as the representative ledger

 

Number Ranges

Number Ranges in Entry View

The customizing for the number ranges for Documents in Entry View is:  SPRO -> Financial Accounting (New) -> Financial Accounting Global Settings (New) -> Document -> Number Ranges -> Documents in Entry View -> Define Document Number Ranges for Entry View (Transaction FBN1)

Number Ranges for Documents in General Ledger View

The customizing for the number ranges for Documents in General Ledger View  is:  SPRO -> Financial Accounting (New) -> Financial Accounting Global Settings (New) -> Document -> Number Ranges -> Documents in General Ledger View -> Define Document Number Ranges for General Ledger View  (Transaction FAGL_DOCNR) ((Note this customizing for  Number Ranges for Documents in General Ledger View is only relevant for releases prior to sFIN and S/4HANA ))

.................................................................................................................................................................................................................................................................................................

 

For non-leading ledgers with a fiscal year variant equal to the fiscal year variant from the leading ledger 0L, the document number from the entry view is copied to the non-leading ledger. This document number is derived from number range RF_BELEG.


However For non-leading ledgers with a fiscal year variant different from the fiscal year variant from the leading ledger 0L, a separate ledger-specific document number is derived from number range FAGL_DOCNR.   For each of these ledgers a separate document number is derived even if two of them have the same fiscal year variant.

...................................................................................................................................................................................................................................................................................................

 

*The number ranges do not have to follow the recommendations as mentioned above. But it is very important that the number ranges used in in OBA7 are not used in V_FAGL_BELNR_LD/V_FAGL_DOCNR_LD.

...................................................................................................................................................................................................................................................................................................

 

In case number ranges for example FAGL_DOCNR and RF_BELEG are not defined distinctively there would be short dumps expected for example CHECK_DUPRECS_IN_TAB as the system could try to update FAGLDOCNR once with a document number of number range object FAGL_DOCNR and once again with a number range derived of number range object RF_BELEG.

 

Document Types and Numbers with Simple Finance 

The menu path for customizing document types and number range objects in new GL is as follows


From note  2431747 - General Ledger: Incompatible changes in S/4HANA compared to classic ERP releases

See attachment referenced therein 2015_04_07_EKT_Architecture_final.pdf

the following is stated:

Document Numbers with Simple Finance 2.0


Since we write only one journal entry for all of the components G/L, CO, AA, ML, one document number is sufficient from a business point of view.


The journal entry consists out of a header (BKFP) and items (ACDOCA). The respective document number (BKPF-BELNR/ACDOCA-BELNR) obeys the (legal) rules of Financials. As a consequence, the document number is dependent of the fiscal year and the company code.


CO document numbers have not been year dependent. Material ledger document numbers have not been dependent from the organizational unit (e.g. company code). Both numbers did not have a legal relevance.


For compatibility reasons a “transaction number” is needed in CO and ML that has the same technical qualities than the previously used document numbers (e.g. monotonously increasing).

Moreover, ACDOCA has a 6 digit field for the document line, whereas COEP has only a 3 digit field, which is used in many user interfaces and reports. For compatibility reasons, we have to offer a new transaction number for every 999 document lines.

 


Related Documents:

Document Type

Document Number Assignment

Number Range in Financial Accounting

Buffering Number Ranges and Legal Framework

Number Range Gaps

  

 

Related SAP Notes/KBAs

 

SAP Note 1234302 - Continuous document number allctn in the new general ledger

Sap Note 1828201 - Missing document numbers for accounting documents

SAP Note 1398444 - Buffering the document number assignment for RF_BELEG 

SAP Note 504875 - Buffering number ranges

SAP Note 672255 - Shortened fiscal year/changing fiscal periods

Sap Note 2431747 - General Ledger: Incompatible changes in S/4HANA compared to classic ERP releases

Sap Note 2371023 - Number Range for ML-Document in S/4 Finance On-Premise Edition

Sap Note  2376829 - FAQ: Buffering for number range object RF_BELEG in S/4HANA