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Overview
In Materials Management (MM), Automatic Account Assignment assigns posting to particular G/L accounts, dependent on the transaction and several other factors. The system can be set up so that users never need to type in an account number during a transaction, or, so that they can enter accounts during certain specific transactions. This guide explains how MM Automatic Account Assignment documents are configured in the SAP System. Purchase Orders (POs), for example, have no direct account postings. However, account postings from goods receipts and invoices made against POs are affected by accounts designated in the POs. Goods movements, on the other hand, create a material document. For every goods movement affecting a G/L account, an accounting document is created. The movement type is a crucial entry in MM. Which G/L account is updated when a goods movement takes place is determined by a combination of several variables.
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These variables include: Variable Movement Type Plant Material Type Transaction
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Example Goods Receipt, Goods Issue 0001 Raw Materials, Semi-finished Goods MB01 (Cost center, asset, production order, etc.)
There are nine steps to properly configure an Automatic Account Assignment: 1. Verify at which level you are valuating material. This step should have been completed when your organization level was set up. 2. Check, and, if necessary, update each material types Quantity/Value Update fields from the standard delivered system. 3. Maintain the Valuation Control 4. Maintain the Grouping for the Valuation Areas 5. Maintain the Account Category Reference 6. Maintain the Valuation Classes 7. Link the Material Type to the Account Category Reference 8. Maintain the G/L accounts for the Internal Processing keys 9. Maintain the G/L accounts for the Account Modifiers. The system is pre-configured with all the relevant valuation data, assuming standard material types and movement types are used. If you create new material types and/or movement types, the following tables, corresponding to the steps above, are automatically created and will need to be configured for the Automatic Account determination to function properly. Table 156S, in Table Maintenance (configuration information based on movement type) Table 156M, in Table Maintenance (Quantity strings) Table 156W, in Table Maintenance (Value Strings) Table 156 in table maintenance Activate Valuation Group Code Assign Valuation Grouping Code Account Category Reference Valuation Class Material Type/Account Category Reference Automatic Postings
Copyright 2000 SAP AG. All rights reserved
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If you want to use the application component PP (production planning), or product costing and job-order costing, you must set valuation at plant level. Your choice of valuation level affects: Maintenance of Material Master records: Maintain accounting data in the material master record for each plant or for each company code Define a valuation price for the material in each plant or in each company code G/L accounts in which material stocks are managed, and G/L accounts to which transactions are posted: If material stocks are valuated at company code level, all plant stocks of a material are managed in a joint stock account for each company code. If material stocks are valuated at plant level, the material stocks for each plant can be managed in different accounts. For each plant, you can define separate account determination.
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If several plants are to use account determination, you can group them together in Customizing via Materials Management for Valuation and Account Assignment.
Maintaining the Value and Quantity Update Fields in the Material Type
Ensure your Value/Quantity Update fields are set for each material type by maintaining those fields. Your Material Master record can be updated (Value and/or Quantity) for a specific plant(s), in case of goods movement for that material type. IMG Path Logistics General Logistics Master Data Material Master Material Control Data Define attributes of material type. Choose Change. 1. Enter one of the material types you plan to use and click on the Enter icon. Or, double-click on a material type in the list.
2. Select Quantity/Value. (not shown) 3. In the Quantity/Value Updating field, choose one of the following for each: In all val. areas In no val. area Diff. valuation area
If you select Diff. valuation area, you must indicate which valuation areas will use quantity updating and which areas will use value updating.
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Repeat this process for all the material types you will be using. If you create a new material type, use the same menu path as above, and click the Create button. You will need to reference a current material type in the Material type field.
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Checklist
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You must have activated the valuation grouping code under the menu option Valuation control. You must have defined the valuation level in Corporate structure: Customizing. You must have assigned each plant to a company code in Corporate structure: Customizing. The valuation areas are defined automatically when you assign your plants. IMG Path Materials Management Valuation and Account Assignment Account Determination Group together valuation areas. 1. Enter the appropriate Valuation grouping code for the Valuation areas you are grouping together, and save your changes. Your Valuation Group Code can be up to 4 alpha/numeric digits. In this example, the Valuation Area = Plant Code, because we valuated at the plant level. When you create a plant, you will automatically see your entry in this table, if your valuation level is at the plant level.
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Checklist
You must have defined your material types. You must have defined the chart of accounts. You must have agreed with Financial Accounting on which materials are assigned to which accounts.
You can create the account groups from your chart of accounts, using FI General Ledger Accounting as an Account Category Reference.
Example
Account Category Reference GKR: 3000 for raw materials 3030 for accessory materials 7900 for finished products
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IMG Path
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Materials Management Valuation and account assignment Account determination Define valuation classes. Click the Account Category Reference/ Material Type button. 1. Enter the Account Category Reference number next to the appropriate Material type description.
The system comes with pre-defined Account Category Reference codes. You may want to create a new account category reference if you create a new material type. It is recommended, however, that you categorize a new material type into one of the existing account categories, so you need not add a new Account Category Reference.
Only two rules are used with BSX: valuation modification and valuation class. The general modification rule and debit/credit indicator rules do not apply.
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Checklist
You must coordinate this part of the configuration with your Financial team, as they will know which accounts need to be assigned. Although the following example only walks you through one process key, the steps for other keys are the same.
IMG path Materials Management Valuation and Account Assignment Account Determination Create automatic postings. Choose Account Assignment. 1. Select an appropriate process, one that your organization will use. For normal inventory materials, double-click on the Process key GBB.
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2. A pop-up menu will appear, requiring a chart of accounts (not shown). Enter your companys chart of accounts. 3. Set up the rules for the process key in that chart of accounts. 4. Once you have defined the rules for the process key, click Accounts to enter the Account Assignment information.
5. Enter the Valuation group code, 6. the Valuation class and 7. the G/L account. We did not select the debit/credit rule for this Process key (which allows you to post debits and credits to separate accounts), so we have only one account column. 8. Repeat for each Process key your organization requires.
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Account modifiers/groupings apply to Process keys GBB, PRD and KON. A list of possible account modifiers/groupings can be found in the extended help documentation via Valuation and Account AssignmentAutomatic postingAdditional information.
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track from the system. Set up a spreadsheet and track the different account postings that occur as you perform different movements.
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If you require purchase account management, you will first have to specify in which company codes purchase account management is active. You will also have to maintain Automatic Account determination for Process keys EIN, EKG, and FRE. IMG Path Materials Management Valuation and Account Assignment Account Determination Activate Purchasing Account Management. 1. Click the Purch. acct box for the appropriate company code (CC).
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From the fields shown, a quantity string and a value string are determined. Note: It is the combination of all the appropriate fields which makes this determination. Through a sequence of instructions, the quantity string determines which quantity fields are updated, while the value string determines which account posting keys will be signaled. In order to determine which quantity string is being referenced and which value string is being referenced for each goods movement, we will look at the field definitions of Table 156S, from left to right (for now, we will not concern ourselves with the entries to the right of column NoVS): MvT: Every goods movement has a three-digit code (Movement Type) which must be specified. VUp: The Value Update indicator signifies whether or not the account posting can affect the material account. Every material type is annotated as to whether or not the material value is updated during goods movements. QUp: The Quantity Update indicator signifies whether or not material quantities are updated during goods movements. Note that the material types Quantity Update indicator and Value Update indicator must match a line entry in order to use the associated quantity and value strings. S: The Special stock indicator tells who owns the material and who receives the material. For example, the indicator for the stock taken by the user in the plant might be blank. Or, the indicator might be K (for consignment), because the vendor owns the material, but the stock is taken into the users plant.
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Mvt: The Movement indicator shows the type of order the goods movement might be against. For example, the movement could reference a purchase order, a delivery note, or nothing at all. Rec: The Receipt indicator is not currently used. In the future, the specification will determine if the movement is for a stock transport order, or an outside PO. Cns: The Consumption posting indicator is used in the case of goods receipts for purchase orders, and defined from the account assignment category in the PO. Thus, in our previous example, the account assignment of K (for cost center) in the PO ensured that the receipt debited the cost centers account, and not the stock account.
Using the data from these entries, we can determine quantity and value strings, which comprise the next two columns. The quantity string and the value string are handled very similarly. Quantity strings are maintained in Table 156M, accessed via SM31, T156M, then Maintain. In the previous screen shot, the quantity string for the top entry is ME02. In Table 156M (which will not be analyzed here), the quantity string indicates if orders are to be updated and other relevant quantity information. Value strings are handled in Table 156W. The value string for the top entry in the previous screen shot was WE06. Refer to Table 156W as shown below: Enter SM31. Then, T156W. Choose Display. 1. The value string WE06 has two entries. These entries have different transaction/event keys (also called account keys). The transaction/event (t/e) keys specify the type of account to which items are posted. These keys are found in Table 030. 2. WE06 specifies that t/e key KBS will be referenced first, followed by key WRX.
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Look at Group: RMK in the Maintain Acctng Configuration: Automatic Postings - Transactions screen, accessed through SM31, Customizing T030 or, the IMG Path: Materials Management Valuation and account assignment Account determination Create automatic postings Click the Account Assignment button. 1. Paging down this table, we see that KBS signifies an account specified in a purchase order, and WRX signifies a GR/IR clearing account. Double-click on KBS. (Table is in alphabetical order, so that KBS and WRX are not visible here.) 2. In the Posting keys box are two potential keys, 81 for a debit, and 91 for a credit. How do we know which Posting key KBS will access for this posting? (Or, is this posting a debit or a credit?) To find out, we look at Table 156 (T156) in SM31.
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3. For movement type 101, we see that the first entry under D/C is S. Thus, the first entry will be a debit. The first t/e key (KBS, in this case) is therefore a debit.
4. Thus, we look to Posting key 81 (the KBS debit key-see step 2) and in Table TBSL, where Posting keys are configured for transaction OB41. You can access Table TBSL through SM31, or via the IMG Path: Financial Accounting Financial Accounting Global Settings Document Line Item Control Define Posting Keys 5. By double-clicking Posting key 81, you can see it shows a debit to a G/L account.
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6. We see that this key causes a debit to the specified G/L account. Thus, the account was specified in the PO (since 101 was a GR for a PO). By finding the value string in Table 156S, the appropriate transaction/event keys in table 156W, and then accessing the t/e keys in Maintain Acctng Configuration: Automatic Postings Transactions screen, we were able to determine the appropriate account postings.
7. What about WRX? Find the RMK group from the Maintain Acctng Configuration: Automatic Postings Transactions screen, accessed by SM31, Display T030, or via the IMG Path: Materials Management Valuation and account assignment Account determination Create automatic postings. 8. Select Account assignment. (not shown) 9. Now, take a look at the valuation grouping code. You can find it using transaction OMWD, or via the IMG Path: Materials Management Valuation and account assignment Account determination Group together valuation areas
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10. From this screen, we see that the valuation grouping code is used to group different valuation areas and/or different company codes together within a chart of accounts so that they have similar postings. Now, what about the valuation class? The class is attained from the accounting view of the Material Master (for that specific valuation area).
11. For this material, the valuation class of 3000 is chosen. Looking up (F4) this field, we see the system knew that for this raw material, only certain valuation classes were allowed. The system knew because when the material was created, a material type was chosen.
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12. Now, on to material type configuration. This can be accessed via transaction code OMS2 or the IMG Path: Logistics General Logistics Master Data Material Master Material Control data Define attributes of material type 13. Click on Display, select ROH (for raw materials), and then click on the Account assignment button. (not shown) This displays the possible valuation classes assigned to the material types. 14. The valuation class chosen for this raw material was 3000. We can determine the GR/IR clearing account entry by looking in Table 030, under the t/e key WRX , using the valuation grouping code in Table 001K and the valuation class for the material (found in the Material Master). 15. While were in the Material Type screen, lets look at one more thing: Quantity/Value Updating. This is where we determine if there is quantity or value updating for each material type. From the previous screen (not shown), click the button labeled Quantity/Value. 16. To restrict quantity or value updating of this material type, click the button In no valuation area under the headings of Quantity/Value Updating.
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With the information covered in this section, we are now ready to track how our goods receipt posted in the last section. Lets consider what we know about the goods movement : It is a goods receipt for a PO, movement type 101. The PO has an account assignment category of K, for a cost center, and is therefore an item set for consumption. The raw material used has a valuation class of 3000. For raw materials, there is both quantity and value updating. It is a standard stock item (no special stock type).
Look at Table 156S. 1. The third entry from the top meets all the above criteria. Therefore, we will look at value string WE06 to see how our goods receipt posted.
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2. WE06 is found in Table 156W. WE06 uses Internal Process keys to locate and identify postings to KBS and WRX, noted in the Tr. (Transactions) column. (WE06 has only those two t/e keys.)
To recapitulate the account determination, step-by-step: KBS: 1. We located KBS in Table 030. 2. Under KBS, there are two posting keys, one for a debit, and one for a credit. 3. In Table 156, we found that the first entry is a debit, so, we selected Posting key 81. 4. Then, we looked at Table TBSL (in transaction code OB41), and chose Posting key 81. 5. There, we saw that Posting key 81 causes a debit to a specified G/L account, in this case, the cost center account specified on the purchase order. WRX: 1. We located WRX in Table 030. 2. Under WRX, we specifed a Valuation grouping code and a Valuation class, in order to determine the proper GR/IR clearing account. 3. In Table 001K, we saw that for our Valuation area (US01) and our company code (US01), we have the valuation grouping code US01. 4. From the accounting view of our Material Master, we saw our material has a Valuation class of 3000 for the plant in which we are operating (US01).
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Therefore, the GR/IR clearing account is 191100 in Table 030, with a Valuation grouping code of US01 and a Valuation class of 3000. This is shown in the accounting document created for the goods receipt. There are several ways to reach this screen, including: Upon completion of the Goods Receipt, follow the menu path: Goods Receipt Display Accounting Docs. Or, from any screen, clicking on the Accounting Docs button.
Items On-Screen 1. Document number: accounting document number, different from GR document number. 2. Posting keys, determine whether entries are debits or credits 3. Accounts to which entries are posted 4. Debit/credit postings against accounts.
Review
Determining account postings from goods movement documents: 1. Check Table T156S for the appropriate movement type. 2. Find the appropriate movement type and value string in Table T156S based on : whether or not the material type is quantity and/or value updated if the item has a special stock type what type of movement is occurring what type of account assignment the item might have (consumption, sales order, stock account, etc.)
3. Based on the value string, check Table T156W for the sequence of t/e keys accessed. 4. Check Table T156 to determine if the sequence from T156W begins with a debit or a credit. 5. Check Table 030 to see the possible postings for each of the t/e keys.
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For the t/e keys which have simple entries of posting keys (as with KBS), check Table TBSL and see which account this posting key affects. For the t/e keys which have a valuation grouping code, account modifier, and a valuation class specification, find the account by the following : Check Table 001K to find the valuation grouping code based on the appropriate valuation area and company code. Check Table T156X, if an account modifier must be checked. Check the accounting view in the Material Master to find the appropriate valuation class.
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