Tips for Tracking Clearing Transactions

  • by Rohana Gunawardena, SAP Practice Director, Exium Inc.
  • June 15, 2004
The author compares the two types of clearing functionality in SAP, clearing with or without posting. In addition, he lists steps that allow you to trace clearing transactions going backward as well as forward.

At my last project site, I was asked after the cutover why double-clicking on the field Clearing doc produced inconsistent behavior. Sometimes it displayed the clearing document, sometimes a fiscal year pop-up appeared, sometimes a G/L document with no line items was displayed, and sometimes it did nothing.

This behavior was confusing to the end users. To explain it I had to first describe the different types of clearing documents in R/3. Then I demonstrated different techniques for tracking clearing documents. When investigating transactions such as customer payments, the user often has to track clearing transactions. For example, you see an incoming payment in the bank account and you need to know which customer invoice the payment relates to. It is easy when you start at the beginning of the trail and want to find the final location of the transaction, but going backward is not quite so intuitive.

To do that, you have to track the clearing in the reverse order in which the documents were created. (See Figure 1 for the transaction flow.) The arrows indicate the forward flow of the transactions. If you already know the invoice number, tracking the payment document that cleared it can be easy. However, in some cases, it is not quite so straightforward.

Rohana Gunawardena

Rohana Gunawardena heads the SAP practice division at Exium Inc. Exium is a leading business and technology consulting firm that enables companies to achieve their strategic business goals. Exium specializes in delivering superior IT solutions using ERP systems, with a special focus on SAP products. Rohana has been working with SAP since 1992. During his career he has assisted multiple clients on detailed system correction projects, such as correcting inventory balances, controlling area reorganizations, retrospectively activating group currency, and optimizing inter-company accounting transactions. He has spoken at many SAP conferences and has published more than 20 articles in Financials Expert, SCM Expert, and SAPtips on various aspects of SAP. His presentations have focused on Financials module selection, the order-to-cash process, global rollouts, business segment reporting, cross-module integration, and the financial impact of SCM transactions. Rohana is widely acknowledged as a leading SAP expert. Rohana is a Fellow of the Institute of Chartered Accountants in England & Wales. Previously Rohana has worked with the consulting practices of Accenture, Deloitte, and PwC.

Rohana will be presenting at the upcoming SAPinsider Financials 2018 conference October 16-18 in Prague. For information on the event, click here.

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