Improve Your G/L Postings by Enabling Substitution of Relevant Fields

  • by Kees van Westerop, Senior SAP Consultant, Kwest Consulting
  • September 15, 2006
SAP limits the number of fields that you can use for substitution. If you want to use a field that SAP does not make available for substitution, you have to modify table GB01. Sometimes you can use transaction SE16 to make the modification, but more often you have to create a Z-program. An example shows how to make a G/L account available for line-item substitution.
Key Concept

You can use substitution as a method to change the data in general postings according to a company’s requirements. It enables you to replace data derived by standard SAP with the data you need. You can use substitution in several places, including Controlling, G/L accounting, and cost of goods sold accounting. You can use substitution at different levels. Within G/L accounting you can use three levels: header level, item level, and the complete financial document. For each of these levels, SAP has selected specific fields that you can change using substitution.

SAP developed substitution to help you post the correct data in financial areas such as Cost Center Accounting (CCA) and Profit Center Accounting (PCA) by substituting one field for another. However, in some cases standard substitution functionality doesn’t allow you to change a field. I’m going to show you how to use the GB01 table to produce the results that you need.

First I’ll give you an example of a business situation in which you can use standard substitution functionality. Then I’ll show you another scenario involving G/L account number BSEG-HKONT in which you cannot. I’ll walk you through a method to make it available for substitution.

Let’s say that a company organized its PCA according to business lines. For example, when more than one business line, such as retail or wholesale, sells a product, the revenue must go from FI to the profit center belonging to the selling business line. In standard SAP, the revenue transfers to the profit center of the material master of that product, so you cannot distinguish between profit centers. You can solve this issue by substitution: Based on the sales area, which in this situation is a business line, you post the revenue to the correct profit center by replacing the default profit center from the material master with the profit center of the business line. Therefore, if the retail business line sells a product, it must be reported on the retail profit center. If wholesale sells it, it is reported on the wholesale profit center.

Kees van Westerop

Kees van Westerop has been working as an SAP consultant for more than 25 years. He has an MBA degree in mathematics and a degree in finance. Kees has been concentrating on the financial modules, especially in general ledger accounting, cost center accounting, and consolidation. He also has a great deal of experience with rollouts of kernel systems and integrating finance and logistics.

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