Sap R/3 Financials: Accrual Engine

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Accrual Engine
SAP R/3 FINANCIALS
Accrual Engine
Date : February 2010

Author : Ramakrishna P
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TABLE OF CONTENTS
ACCRUAL ENGINE.........................................................................................................................................3
1. INTRODUCTION.................................................................................................................................3
1.1 ACCRUAL ENGINE DOCUMENTS:..........................................................................................................3
1.2 ACCRUAL TYPES......................................................................................................................................3
1.3 STRUCTURE.............................................................................................................................................4
2. ACCRUAL ENGINE CONFIGURATION STEPS......................................................................5
2.1 ASSIGN COMPANY CODE TO ACCRUAL ENGINE:................................................................................5
2.2 DEFINE ACCOUNTING PRINCIPLE:........................................................................................................5
2.3 ASSIGN ACCOUNTING PRINCIPLE TO COMPANY CODE......................................................................6
2.4 OPEN FISCAL YEAR FOR ACCRUAL ENGINE:.......................................................................................7
2.5 DEFINE ACCRUAL TYPE:........................................................................................................................7
2.6 ACCRUAL OBJECT:.................................................................................................................................8
2.7 DEFINE NUMBER RANGES FOR ACCRUAL OBJECT..............................................................................8
2.8 DEFINE ACCRUAL METHODS..................................................................................................................9
2.9 DEFINE STANDARD SETTING FOR ACCRUAL OBJECT.......................................................................10
2.10 DEFINE POSTING CONTROL............................................................................................................10
2.11 DEFINE NUMBER RANGES FOR PERIODIC POSTING RUNS...........................................................11
2.12 DEFINE NUMBER RANGES FOR ACCRUAL ENGINE DOCUMENTS..................................................12
2.13 DEFINE NUMBER RANGES FOR ASSIGNING ACC DOC TO ACE DOC........................................12
2.14 DEFINE SET OF RULE......................................................................................................................13
3. ACCRUAL DOCUMENTS POSTING THROUGH ACCRUAL ENGINE..........................15
3.1 CREATE ACCRUAL DOCUMENTS..........................................................................................................15
3.2 Start Periodic Accrual Run...........................................................................................................18
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Accrual Engine
1. Introduction
Tool that can be used to calculate and post accruals automatically.
The following application components are based on the functions of the Accrual Engine:
 Manual Accruals
 Provisions for Awards
 Lease Accounting Engine
The processes for calculating and posting accruals are made in the Accrual
Engine.
Method used to distribute expenditures, revenue, receivables and losses to the
correct period, based on the origin of these amounts.
For the lessor, the lease and the lease term determine the amounts to be accrued
You enter the data for your accruals in Manual Accruals. A distinction is made
here between the following data:
1. Master Data
The master data specifies an accrual transaction in more detail. For example, it
contains information about the type of accrual in question (rent, licenses, and so
on). The master data remains in the Manual Accruals component.
2. Posting Data
The posting data is required to calculate and post the accruals. This data is
transferred to the Accrual Engine. The processes for calculating and posting
accruals take place exclusively in the Accrual Engine.
1.1 Accrual Engine Documents:

The Accrual Engine calculates and posts the accruals. Accrual Engine documents
are generated when you post the accruals. If you execute an accrual run to post the
accruals, Accrual Engine documents are created and then transferred to accounting
automatically. The corresponding Accounting documents are then created in Accounting.
1.2 Accrual Types

The accrual type controls the calculation and posting of accruals according to
different business views. It defines how the accruals are calculated and posted.
The accrual type sorts the accruals, for example, by:
A. Costs
B. Revenues
C. Receivables
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The accrual type to control which types of posting are performed for an accrual
item. You can assign all postings defined to an accrual type, or only individual postings:
1. Opening posting
The entire amount to be accrued is posted as a balance posting. Account
determination is normally set so that the entire amount to be accrued is posted to
an accruals account.
2. Periodic posting
The total amount to be accrued is split over the individual periods according to the
accrual method concerned. When you perform an accrual run in a period, the
accrual amount for that period is posted. Account determination is normally set so
that the periodic postings are from the accruals account to a profit and loss
account.
3. Closing posting
A closing posting only occurs when you deactivate an accrual object prematurely.
The amount that has not been accrued by the time of the premature deactivation
is posted as the deactivation amount.
1.3 Structure
The following accrual types exist:
1. Simple accrual type
With this accrual type, you define the view under which the accruals are made, and
which postings are performed.
2. Derived accrual type
This accrual type is derived from other accrual types, for example, as the total or
difference from other accrual types. You define a derived accrual type in
Customizing for Financial Accounting under Financial Accounting Global Settings ®
Accrual Engine ® Basic Settings ® Accrual Types ® Derived Accrual Types.

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2. Accrual Engine Configuration Steps
1.4 Assign Company code to Accrual Engine:
Via Menus SPRO Financial AccountingGeneral Ledger Accounting

Business Transaction  Manual Accruals  Basic
SettingsAssign Company code to Accrual engine
Via Transaction Code SPRO
Input - Required Fields Field Value / Comments

Company Code 0102
Description Eimskip USA Accrual Engine
Productive Status Test status
Save
1.5 Define Accounting Principle:

SettingsAccounting Principle  Define Accounting
Principle

Accounting Principle IFRS
Description IFRS Reporting Acctg Principle
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Save
1.6 Assign Accounting Principle to Company code

SettingsAccounting Principle  Define Accounting
Principle  Assign Accounting Principle to Company code

Company Code 0102
Save
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1.7 Open Fiscal Year for Accrual engine:
Settings Open Fiscal Year for Accrual engine

Company Code 0102
Completed Fiscal Year 2006
Select new entries
1.8 Define Accrual Type:

Settings Technical settings  Define Accrual Type

Accrual Type COSTSV
Accrps ALL
Name COSTS VEV
Select new entries:
Save
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1.9 Accrual Object:

Settings Technical settings  Accrual Object  Accrual
Object Categories  Define Accrual Object Categories

Accrual Object RENT
Text Rent prepaid
Select new entries
Save
1.10 Define Number ranges for Accrual Object

Settings Technical settings  Accrual Object  Define
Number ranges for Accrual object
Via Transaction Code ACAC_NUMOBJ

No Range 01
From Number 100001
To Number 200000
Select new entries
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Save
1.11 Define Accrual methods

Business Transaction  Manual Accruals  Accrual
Calculation  Accrual Methods  Define Accrual Methods

Accrual method Period
Funct.Nmae ACE_DS_METHOD_LINEAR_P1
Text Period specific
Select New entries
Save
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1.12 Define Standard Setting for Accrual Object

Calculation  Define Standard setting for accrual object

Accrual type COSTV
Accrual method PERIOD
Select new entries
Save
1.13 Define Posting Control

Posting Define Posting Control

Company Code 0102
Freq. Per Posting Period
SM Summarize not activated
New entries
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Save
1.14 Define number ranges for Periodic Posting Runs

Posting Define number ranges for Periodic Posting Runs
Via Transaction Code ACEPS_RUNID

Company code 0102
No Range 01 / 02
From Number 1/100001
To Number 100000/200000
Select New entries
Save
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1.15 Define number ranges for Accrual Engine Documents

Posting Define number ranges for Accrual Engine
Documents
Via Transaction Code ACEPS_ACEDOCNR

Company code 0102
No Range 01 / 02
From Number 1/100001
To Number 100000/200000
Select New Entries
Save
1.16 Define number ranges for Assigning ACC Doc to ACE Doc

Posting Define number ranges for Assigning ACC Doc to
ACE Doc
Via Transaction Code ACEPS_AWREF

Company code 0102
Fiscal Year 2007
No Range 01 / 02
From Number 1/15001
To Number 15000/15999
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Select new entries
Save
1.17 Define Set Of Rule

Posting Account Determination Sample Account
Determination Define Se of Rule
Via Transaction Code ACEADET
Select Cost derivation rule
Input – Required Fields Field Value / Comments

Chart of accounts 1000
Accounting principle IFRS
Accounting Type COSTV
Accrual Object RENT
Document type SA
Target Account T100001
Start account T100000
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Save
Back
Select Rent derivation rule
Input – Required Fields Field Value / Comments

Chart of accounts 1000
Accounting principle IFRS
Accounting Type COSTV
Accrual Object RENT
Document type AB
Target Account T100002
Start account T100001
Save
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3. Accrual Documents Posting Through Accrual Engine
1.18 Create Accrual Documents
Posting Of Rent Transaction which is paid for a year (01/11/06 to 30/10/07)
Dr Prepaid Rent
Cr Bank
Booking of Rent expenditure every month from prepaid to Ins Exp
Dr Rent
Cr Prepaid Rent
Via Menus AccountingFinancial AccountingGeneral

LedgerPeriodic Processing  Manual Accruals 
Create Accrual Objects
Via Transaction Code ACACTREE01

Company Code 0102
Accrual Object Category Rent
Start of Life 01-11-2006
End of Life 30-10-2007
Currency USD
Output - Results Comments

Document Number System generated document number based on the range
assigned to the Document Type
Field Description R/O/ User Action and Values Comments

Name C
Company Enter the relevant R 0102
Code company code
Accrual Enter the accrual object R Rent
Object category (insurance /
Category rent)
Start of Enter the start period for R 01-11-2006
life which the insurance is
paid
End of Enter the End of Life R 30-10-2007
Life
In Item Click on CREATE Button
Data Tab
Accrual Enter Accrual Type R COSTSV
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Type whether Costs / Revenues
Accountin Enter the accounting R IFRS
g Principle principle
Total Enter total amount paid R 12000
Amount for the period
Accrual Enter the accrual method R Period
Method (whether the amount
should be posted down
period wise / day wise)
In Acct
Assignmts
Profit Enter the respective profit R 1011101
centre centre which is to be
considered during
document posting
Cost Enter Cost Centers R 101001
Centers
Select Accounting Assignment
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Accrual Engine
Save
Click on “Check and simulate” – system gives error messages if any for information
purpose. And the following screen appears – Just click enter
The following screen appears with month wise break up as per the accrual method
selected (Period wise / Day wise)
Continue
Save
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1.19 Start Periodic Accrual Run
Via Menus AccountingFinancial AccountingGeneral

LedgerPeriodic Processing  Manual Accruals  Start
Periodic Run
Via Transaction Code ACACACT

Company Code 0102
Accrual Object Category Rent
Key Date 30-10-2007
Field Description R/O/ User Action and Values Comments

Name C
Company Enter the relevant R 0102
Code company code
Accountin Enter the Accounting R IFRS
g Principle Principle
Accrual Enter the Accrual Type R COSTSV
Type
Accrual Enter the accrual object R RENT
Object category (insurance /
Category rent)
Key date Enter last date of the R 30-10-2007
of month for which the
Accruals accrual to be carried out
In Control
Data
Block
Execution Enter the execution Type R N- Normal
Type R – Repeat
E - Unscheduled
On the screen “Start Periodic Run”, enter the information in the fields as specified in the
table below:
The same can be executed in “Test Run” for checking purpose
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On the screen “Start Periodic Run”, enter the information in the fields as specified in the
table below:
The same can be executed in “Test Run” for checking purpose
Execute
Back
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Deselect Test run
Execute
Select REF.DOC No
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Select document number it displays the posted document list
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Sap R/3 Financials: Accrual Engine

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SAP R/3 FINANCIALS

Date : February 2010

1.1 Accrual Engine Documents:

1.2 Accrual Types

1.4 Assign Company code to Accrual Engine:

Via Menus SPRO Financial AccountingGeneral Ledger Accounting

Input - Required Fields Field Value / Comments

1.5 Define Accounting Principle:

Via Menus SPRO Financial AccountingGeneral Ledger Accounting

Input - Required Fields Field Value / Comments

1.6 Assign Accounting Principle to Company code

Via Menus SPRO Financial AccountingGeneral Ledger Accounting

Input - Required Fields Field Value / Comments

Input - Required Fields Field Value / Comments

Select new entries

1.8 Define Accrual Type:

Input - Required Fields Field Value / Comments

Select new entries:

1.9 Accrual Object:

Input - Required Fields Field Value / Comments

1.10 Define Number ranges for Accrual Object

Via Menus SPRO Financial AccountingGeneral Ledger Accounting

Input - Required Fields Field Value / Comments

Select new entries

1.11 Define Accrual methods

Via Menus SPRO Financial AccountingGeneral Ledger Accounting

Input - Required Fields Field Value / Comments

Select New entries

Via Menus SPRO Financial AccountingGeneral Ledger Accounting

Input - Required Fields Field Value / Comments

Select new entries

1.13 Define Posting Control

Via Menus SPRO Financial AccountingGeneral Ledger Accounting

Input - Required Fields Field Value / Comments

1.14 Define number ranges for Periodic Posting Runs

Via Menus SPRO Financial AccountingGeneral Ledger Accounting

Input - Required Fields Field Value / Comments

Select New entries

1.15 Define number ranges for Accrual Engine Documents

Via Menus SPRO Financial AccountingGeneral Ledger Accounting

Input - Required Fields Field Value / Comments

Select New Entries

Via Menus SPRO Financial AccountingGeneral Ledger Accounting

Input - Required Fields Field Value / Comments

Select new entries

1.17 Define Set Of Rule

Via Menus SPRO Financial AccountingGeneral Ledger Accounting

Select Cost derivation rule

Input – Required Fields Field Value / Comments

Select Rent derivation rule

Input – Required Fields Field Value / Comments

3. Accrual Documents Posting Through Accrual Engine

1.18 Create Accrual Documents

Posting Of Rent Transaction which is paid for a year (01/11/06 to 30/10/07)

Booking of Rent expenditure every month from prepaid to Ins Exp

Via Menus AccountingFinancial AccountingGeneral

Input - Required Fields Field Value / Comments

Output - Results Comments

Field Description R/O/ User Action and Values Comments

Select Accounting Assignment

1.19 Start Periodic Accrual Run

Via Menus AccountingFinancial AccountingGeneral