Use Document Simulation in the New G/L to See How the System Posts G/L Documents

  • by Mitresh Kundalia, Director — SAP Practice, Quality Systems & Software
  • May 15, 2007
The classic G/L offers a feature called document simulation that helps you determine how the system automatically generates accounting entries, troubleshoot and fix missing configuration settings, and identify and rectify any mistakes made before posting the accounting transaction. This feature has improved in the new G/L and adds particular benefit to document splitting. Using document splitting, you can balance the document for predefined characteristics at runtime rather than waiting until period close.
Key Concept

You can simulate a financial document before you actually post it in the system. During the simulation process, the system performs all of the checks required for posting the financial document. Document simulation is a process by which the system checks whether the entries are complete and correct, provides an overview of the document items you entered, and also displays the system-generated automatic items. You can also use it for troubleshooting when you are testing, analyzing, and looking for potential issues, especially during the migration to the new G/L.

When you post an accounting document in your SAP system (any version), the system automatically determines many additional accounting entries based on the pre-configured automatic account determination settings. For example, the system automatically determines accounting entries for input tax, tax on sales and purchases, discounts, short payments, over payments, and more. It posts a balanced accounting document, including the automatically generated system entries. This feature would be valuable to you, for example, if you were to post a financial document and would like to review the accounting details prior to saving the document.

Similar to document simulation in the classic G/L, document simulation in the new G/L (starting in SAP ERP 2004 and above) offers useful information on accounting document simulations. The simulation is especially useful when you are using document splitting in the new G/L.

In the new G/L, an accounting document is displayed in two formats (views):

  • Entry view. View of how the accounting document also appears in the sub-ledgers (such as AR and AP)
  • G/L view. View of how the accounting document appears in the new G/L

In addition to document simulation in the new G/L, you have the additional feature of using expert mode within the G/L view. When you use expert mode, the system provides information about split documents. In addition, it also provides information on how the system used the document splitting rules to deliver the accounting entries.

I’ll walk you through step- by-step screenprints using document simulation in the new G/L and also provide details on some of the hidden features available to you. I’ll show you how document simulation applies to document splitting, and how expert mode works. My example includes screenprints from an SAP ERP 2005 system, which vary slightly from SAP ERP 2004.

Mitresh Kundalia

Mitresh Kundalia heads the SAP practice at Quality Systems & Software (www.QSandS.com). QS&S is a leading business and technology consulting firm that specializes in delivering superior IT solutions using SAP products. Mitresh is widely acknowledged as a leading SAP expert and has worked on various SAP assignments, including strategic planning, fresh implementations, upgrades, and post-go-live support projects. With an MBA degree in finance, Mitresh manages SAP projects with a special focus on customer-focused solutions, management reporting, profitability analysis, SAP General Ledger, and business intelligence. He is a regular contributor at SAP events and publications and technical advisor to leading journals.

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